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09-18-23-WS
Mayor: David Grant lt Councilmembers: -AEN HILLS Brenda Holden Emily Rousseau City Council Work Session Tena Monson Tom Fabel Agenda September 18, 2023 5:00 P.M. City Hall Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651-792-7800 Website: www.cityofardenhills.org City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long-standing tradition as a desirable City in which to live, work, and play. This meeting can be accessed remotely by joining via Zoom (see Public Inquiries/Informational below for instructions) This meeting will be streamed live on local Cable Channel 16 and available for playback on our website. CALL TO ORDER 1. PUBLIC INQUIRIES/INFORMATIONAL Members of the public are invited to remotely monitor the City Council meeting via Zoom using the below link. Members are also welcome to provide public comments during this section of the agenda via Zoom. Members wishing to provide public comment must use the "raise hand" feature in Zoom to identify themselves as wanting to make a public comment and will be called upon to provide their public comment during this portion of the agenda. Those that speak must state their name and address for the record. HTTPS://US02WEB.ZOOM. US/J/83089591576 Please make sure you have the most up-to-date version of Zoom to participate in the meeting This is an opportunity for citizens to respectfully 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. Comments shall be limited to three (3) minutes or less. Written documents may be distributed to the Council prior to the start of the meeting to allow a more timely presentation. Council will generally not respond at the same meeting where an issue is initially raised by a member of the public but the Council may refer the issue to staff for further research and possible report or action at a future Council meeting. 2. RESPONSE TO PUBLIC INQUIRIES 3. INFORMATIONAL ITEMS Items in this section are intended to be informational, or consent, in nature, and may not need Council discussion. If Council is generally in agreement, the items will proceed as suggested in the memo. Should Council want a presentation or discussion on any of these items, they should move them to the presentation items portion agenda at the beginning of the meeting. 3.A. Interim Policy/Meeting Changes Update Dave Perrault, City Administrator Documents: MEMO.PDF 3.B. Assisted Hearing Technology Discussion Dave Perrault, City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF 4. PRESENTATION ITEMS 4.A. City -Owned Land Encroachment Robert Bonine Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 4.B. Newsletter SOP Discussion Luke Cardona Senior Communications Coordinator Documents: MEMO.PDF ATTACHMENT A.PDF 4.C. Professional Services Agreement Discussion For Automated Pavement Condition Survey - Streets And Trails David Swearingen, Public Works Director/City Engineer Documents: MEMO PDF ATTACHMENT A.PDF 4.D. T-Mobile Lease Agreement Discussion David Swearingen, Public Works Director/City Engineer Documents MEMO PDF ATTACHMENT A.PDF 4.E. Franchise Fees Discussion Dave Perrault, City Administrator Documents: MEMO PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 4.F. Sound Wall Discussion Dave Perrault, City Administrator Documents: MEMO PDF 4.G. Council Tracker Dave Perrault, City Administrator Documents: MEMO PDF 5. COUNCIL/STAFF CO NTS ADJOURN ,-ARZEN HILLS MEMORANDUM DATE: September 18, 2023 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Interim Policy Updates Budgeted Amount: Actual Amount: N/A For Council Consideration N/A INFORMATIONAL ITEM — 3A Funding Source: N/A Council should consider providing direction on the below interim policies for City Staff. Background At the August worksession, the City Council received a presentation on possible policy updates to improve employee morale and retention. Two specific items that came from the personnel side were to consider flexible scheduling and a dress for your day policy. Both will be brought forward for Council approval at the second meeting in September. They will be presented as temporary changes to the existing policy for a period of one year, or unless otherwise revoked by Council or the City Administrator. Should the policies be well received by Staff and Council, they will go to Council for permanent consideration. See below for language regarding each. Also, below is an update on the proposed City meeting scheduling to start in October. Flexible Scheduling To ensure employee availability and accountability to the public the City serves, all full-time employees (exempt and non-exempt) are to be at work or available to the public and co-workers during the hours of 9 a.m. to 3:30 p.m., at least four days per week, unless away from the work site for a work -related activity or on approved leave. Employees choosing to work a schedule other than the typical schedule (i.e. City Hall's normal operating hours) must have written approval from their supervisor and Department Head. Alternate schedules may include, but are not limited to: eight hour days differing from the normal operating hours, four nine -hour days with one half day, five nine -hour days with a specific day off every other week, or four ten-hour days. Employees with either a half or full day off according to their flexible schedule should not expect that their day off will be Monday or Friday. Schedules will be approved based on the needs of the City, and not all employees will be eligible to work a schedule other than the normal City Hall operating hours. An employee's supervisor, Department Head, or the City Administrator may cancel any or all flexible scheduling at any time. Page 1 of 2 Dress For Your Day Dress For Your Day policy allows for non -uniformed employees to use their best judgment when deciding what to wear to work every day, with some basic guidelines. The idea is each employee should consider what their workday looks like and dress accordingly. For example, employees are allowed to wear casual clothing on workdays when they do not have meetings with residents or other outside third parties. Employees are still expected to wear clothing appropriate for an office environment, and traditional business attire is always acceptable. There may be days when residents or visitors are expected at City facilities and all staff may be required to forgo Dress For Your Day and be required to wear business causal or business attire. These days will be announced in advance so employees can plan accordingly. In all instances, clothing and appearance must be neat, clean, not ripped, not heavily frayed or worn, and not expose an excessive amount of skin. Employees are allowed to wear jeans clean and free of rips, tears, fraying and not excessively tight or revealing. The following are examples of clothing and shoe choices that are never acceptable, but it is not an exhaustive list. When in doubt, consult with Administration. • Clothing and/or accessories including offensive/inappropriate images or words, including images/words that are discriminatory or sexual • Sweatpants, yoga pants and other exercise apparel • Leggings unless combined with a top that reaches at least mid -thigh • Beach wear • Overalls • Very short skirts • Shirts with writing or large logos (unless city or affiliated business organization logo) • Spaghetti -strap tops or dresses unless covered by a jacket or sweater • Crop tops, tank tops, halter tops or any clothing showing midriffs • Sheer or revealing clothing • Sports jerseys (unless part of a planned employee event) • Flip-flops, house slippers, moccasins, Crocs shoes Upcoming Meeting Frequency As part of the August worksession, the City Council also discussed trying to hold worksessions prior to regular City Council meetings and eliminating the worksession on the third Monday of the month. This will also be brought forward for Council approval at the second meeting in September. Staff is anticipating this will happen in October and November; however, Council should also decide what it wants to do with December. We typically cancel that second meeting in December, so it may beneficial to keep the third Monday in December as a worksession. Come November, Council will want to give direction on how meeting schedules should occur for 2024. Budget Impact N/A Attachment N/A Page 2 of 2 ,-ARZEN HILLS MEMORANDUM DATE: September 18, 2023 INFORMATIONAL ITEM — 3B TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Assisted Hearing Technology Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A For Council Consideration Council should consider providing direction on whether or not to move forward with additional action on Assisted Hearing Technology for the Council Chambers. Background At the March worksession, Council decided not to move forward with assisted hearing technology improvements in the Council Chambers. Budget Impact Budget impacts will depend on how Council wants to move forward. Attachment Attachment A: Memo on Assisted Hearing Technology Page 1 of 1 Attachment A -731�EN HILLS MEMORANDUM DATE: March 20, 2023 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Assisted Hearing Technology Budgeted Amount: Actual Amount: Funding Source: N/A $8,586.42 Cable Fund For Council Consideration Council should consider providing direction on whether or not to move forward with assisted hearing technology modifications to the City Council Chambers. Background Staff was previously directed by the City Council to move forward with securing a proposal to add a T-Coil System to the City Council Chambers to assist people with T-Coil enabled hearing aids. The cost for the implementation was estimated around $25,000. Since that worksession, Staff had worked with NineNorth on having Electronic Design review the Chambers and put together an actual contract for work. During their review, they noted a "hum" in the Council Chambers that they cannot mitigate. This hum would likely interfere with a T-Coil system and is no longer their recommendation. As a secondary option, they have proposed a Wi-Fi system. This system would work in tandem with someone's smart phone, but a user could also use a T-Coil Neck Loop that would be compatible with the system (example below). A normal user would need to download the specific app for the system used in the Council Chambers, the signal would be transmitted from the Wi-Fi system to the phone and from the phone to the hearing aids. Or if a person had T-Coil hearing aids, they could wear the neck loop and pick up the audio. Page 1 of 2 A third option would be to use existing equipment, and anyone could request a hip -pack to be used during Council meetings. Although we do have a sign noting hearing equipment is available in the Chambers, we could make a larger, more obvious sign alerting people that equipment is available upon request. It should be noted that this equipment is only facilitating audio that is directly going into microphones on the dais or elsewhere in the chambers, normal conversations held in the chambers would not be picked up by this system (or any other system). Budget Impact The revised proposal for the Wi-Fi system is $8,586.42, this amount would be paid by the Cable Fund, and is not currently budgeted. Future changes are going to be needed in the fund regardless if this project moves forward or not to keep the fund solvent. Attachment Attachment A: Electronic Design Proposal Page 2 of 2 Arden Hills Council Chamber Assisted Listening System City of Arden Hills 1245 Hwy 96 W Arden Hills, MN 55112 Presented By: Electronic Design Company 3225 E Hennepin Ave. Minneapolis, MN 55413 US 612-355-2300 http://www.edcsolutions.com/ Project #: 6-Z-9004 Revision: 0 Modified: 2/16/2023 ELECTRONIC a DESIGN. O www.EDCSOLUTIONS.com Electronic Design Company (EDC) is pleased to provide the following quote. The sections below outline our proposed design assumptions, scope of work, responsibilities of both EDC and the facility, project costs and our general terms and conditions. Thank you for considering Electronic Design Company for your project. We look forward to working with you on this project and in the future. Scope of Work: • EDC to provide, configure and install a Wi-Fi-based assistive listening system for the council chambers. • A streaming server and network switch will be installed in the equipment rack in the AV control room adjacent to the chambers. • A Wi-Fi access point will be mounted on the wall in the chambers, on the wall that is shared with the AV control room. This can be mounted high up, above the dropped ceiling level so that it is out of sight (for the most part). A single CAT6 cable will be routed from this device back to the network switch in the equipment rack. • The streaming server will be connected to the network switch and have one input from the client's existing Symetrix DSP. This output will be configured and controlled by the client, as they have full access and programming capability to the DSP. • The access point will be configured for the task and a name for the Wi-Fi network that is created will be dictated by the client (e.g., "Arden Hills Council Audio"). • Four Wi-Fi receivers will be provided and connected to the streaming audio service. These receivers will each have a traditional set of headphones and a neck -loop for using it with T -coil hearing aids. • Training will be held with the client's representatives to instruct them on operation, basic troubleshooting, and maintenance of the system. * Price Includes Accessories Design Exceptions / Notes: • Previous information indicated a hum coming from an electrical source. EDC investigated the hum but could not track it to the source. Best advice is to install a Wi-Fi system that would not be affected by this electrical interference. Cost of tracking down the source of the hum is hard to estimate and could become costly. • All network devices are programmed and fully tested at EDC on a dedicated and self- contained network using managed network parameters as provided by the Owner prior to installation. Additionally, EDC will provide all relevant network settings to the Owner's IT department if the newly provided audiovisual system is to reside on or is converged with the Owner's network. EDC is not responsible for troubleshooting the Owner's network or for delays due to integration issues beyond the project's contracted time allotment. If additional time is required, the Owner will be charged at the current hourly rates in the form of a change order. • It should be assumed that any equipment not designed by the manufacturer for mounting to the building structure requires stamped rigging drawings from a certified structural engineer. Unless otherwise stated, Electronic Design Company (EDC) has not included stamped equipment rigging drawings in this proposal and they are the responsibility of the Owner. However, EDC can facilitate in the design of a rigged system or provide drawings at an additional cost, upon request. Electronic Design Company shall: • Provide and install all equipment as designed. • Provide and install all wire, except ground wire. • Provide all final connections at system head -end. • Perform check-out and testing of system being installed. • Provide the owner with manuals and instruction. • Provide five-year warranty on parts and labor. Client or their Subcontractors shall: • Provide and install all ground wire. • Provide analog audio output from the DSP to act as input to the streaming audio server. Client will be responsible for configuring this output within the DSP. • Furnish electricity to head -end equipment as specified. • Electrical service for operation of this system, as well as conduit and high voltage cable, is NOT included in this quotation. Electronic Design Company will not be responsible for lost time or delays due to other parties or failure to gain access to work areas or systems. Unless other hours have been negotiated, all work will be completed during the normal business hours of 7:00 am and 3:30 pm; with the exception of normal holidays. Scheduling is subject to available personnel and product availability. Extra charges will be incurred by the customer if the project needs to be completed sooner than what is stated in the contract. ce Includes Accessories Terms & Conditions: Price is good for 30 days and includes applicable taxes. Price is F.O.B. job site. Terms are detailed on project summary page. The design and/or intent of the above listed system specification is owned by Electronic Design Company and will not be disclosed to any party other than those intended by Electronic Design Company. Disclosure of this design/intent will subject the proprietor to consultant fees equivalent of 10% of the above listed design/build quotation. All materials guaranteed to be as specified. All work to be completed in a competent manner according to standard practices. Any alteration or deviation written or verbal from the above specifications involving extra costs will be executed and will become an extra charge over and above the quotation. All agreements are contingent upon strikes, accidents, or delays beyond our control. Thank you for considering Electronic Design Company (EDC) for this project, we are pleased to be of service to your organization. * Price Includes Accessories (1) EDC : Engineering Engineering (1) EDC: Programming Programming (1) EDC : Project Manager Project Management (1) EDC : Training Training (1) Listen Technologies : LA-167 Replacement Cushions for Stereo Headphones (10) (1) Listen Technologies : LA-304 Assistive Listening Notification Signage Kit (1) Listen Technologies: LW-10OP-02 Listen EVERYWHERE 2 Channel Wi-Fi Audio Server (4) Listen Technologies: LWR-1020 Listen EVERYWHERE Wi-Fi Audio Receiver 1020 (1) Luxul : SW-100-04P 4 Port Unmanaged PoE+ Switch (1) Luxul : XAP-810 High Power AC1200 Dual Band Wireless access points (1) Travel: Travel Time and Expenses * Price Includes Accessories Client: Patrick Cook Date Contractor: Electronic Design Company * Price Includes Accessories Date PRESENTATION ITEM —4A ,AVEN HILLS MEMORANDUM DATE: September 18, 2023 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Jessica Jagoe, Community Development Director SUBJECT: City -Owned Land Encroachment Discussion Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss and provide direction on handling of encroachments to City -owned property. Resident Requested Action At the June 12�h regular City Council meeting, Mr. Bonine, Property Owner of 3274 Katie Lane, spoke during public inquires requesting to be added to a future work session in order to allow for further conversation regarding a concern with his property. At that time, he presented to the City Council a letter dated May 25, 2023 addressed to city staff which outlined a proposal for collaboration to allow plantings on city park property adjacent to his lot (Attachment A). The general consensus of the Council was to bring this discussion forward at a future work session. Staff was directed to include the background on park land encroachments as part of the staff report for this discussion. Background In 2019, the City received a general complaint regarding encroachments that were occurring adjacent to Floral Park as well as along a segment of city trail between Cleveland Avenue and Stowe Avenue by Hazelnut Park. At that time, the City's Code Enforcement Officer sent an informational letter to 22 households adjacent to these neighborhoods providing examples of what type of activity would be considered a park land encroachment and options for how to remedy a violation (Attachment B). Shortly thereafter, the City received another complaint specific to one property on Katie Lane and a subsequent letter was sent. The encroachments noted in the follow-up notice to Mr. Bonine were removed. At the October 17t', 2022 work session, the City Council discussed a complaint received regarding a property on Katie Lane adjacent to the trail that was mowing into the park property and had planted trees essentially creating a vegetative fence as an extension of their rear yard. Staff was directed to send a code enforcement letter requesting that the trees be removed from city property. Page 1 of 2 1►�!®t_t--"ate , , The following is the city code section pertaining to this matter: City Code Section 720.06, Subd. 1 Defacement, Destruction of Property and Resources. No person shall tamper with, injure, deface, destroy, disturb, damage or remove any part of any system building, structure, sign, lightpole, drinking fountain, hydrant, table, grill, equipment, statue, flower, tree, shrub, plant, turf, soil conditions, or mineral resource, nor shall any person plant or cause to be planted any wild, cultivated or exotic tree, shrub or plant except with the written permission of the director. On November 4, 2022, city staff sent a letter to the Owners of 3274 Katie Lane requesting the discontinued maintenance (i.e. mowing) of city property and removal of the plantings that encroached on public park land. Given the seasonal constraints it was requested that corrective action be taken in the spring of 2023. Mr. Bonine approached city staff in May with the attached proposal (Attachment A). Based on the prior direction of the Council, city staff indicated to Mr. Bonine that this project could not be administratively approved. This led to Mr. Bonine's request to the City Council for further discussion on this topic. In preparing this memo it was confirmed with the Public Works Director that to his knowledge there have not been instances of written permission being granted to a resident to add plantings as part of their private landscape (i.e. Owner maintained) on park property. Staff did confirm for the stretch of houses along Katie Lane (abutting park property) that there were three households issued a building/zoning permit for a fence since 1989. One site plan showed the fence extending 20 feet beyond the rear property line with the location identified as within an Xcel easement. Staff was unable to locate a corresponding site plan for the other two fence permits. To date, encroachments on park property have been complaint driven like our standard procedures for code enforcement action. Discussion Staff is looking for direction from the City Council on handling of City -owned land encroachments. Budget Impact N/A Attachments Attachment A — Resident Letter Attachment B — City Informational Notice Page 2 of 2 Attachment A May 25, 2023 Subject: Resolution to Complaint and Proposal for Collaboration Dear Jessica Jagoe and David Swearingen, I hope this email finds you well. I wanted to express our gratitude for your openness and willingness to seek a resolution regarding the complaint on file. It was never our intention for this situation to escalate and place strain on City resources. We understand the frustrations that have arisen due to the ongoing violations. However, I would like to provide some background information to shed light on the situation. Our communication with various City officials can be traced back to 2015, with our initial contact being with Sue Polka. At that time, we were granted verbal permission from the City to undertake landscaping at our own expense, on the condition that we obtained approval from Xcel Energy. We diligently followed this process and acquired written consent from Xcel Energy, as per the City's requirement. This was consistent with the majority of properties adjacent to the path. With the necessary approvals in hand, we took steps to address erosion control and remove invasive plants such as buckthorn. We carefully selected deer -resistant arborvitaes (native to MN - Thuja Occidentalis) that comply with Xcel's height restrictions. These arborvitaes not only contribute to runoff and water quality management but also provide nesting sites and cover for birds and small animals. Unfortunately, it appears that there may have been a breakdown in communication along the way, leading to the current complaint. Our primary goal is to find a mutually beneficial resolution to the complaint while continuing to contribute to the beautification of our city. We strongly believe in aligning our efforts with the City's comprehensive plan, which includes natural resource conservation, restoration, and stormwater management. To accomplish this, we propose utilizing the references and resources the City has supplied us, while focusing on Blue Thumbs' guidance for planting to promote clean water and support pollinators. To assist you in visualizing our proposed plan, we've attached a visual representation that emphasizes the framing of pollinators and arborvitaes using mulch. Additionally, we've included existing examples that, to the best of my knowledge, have already received approval for your reference. We genuinely appreciate the work you and the City undertake on behalf of its residents. Thank you for considering our proposal and giving this matter your attention. We look forward to finding a resolution that benefits both parties and contributes to the betterment of our community. Best regards, Robert and Jenna Bonine 3274 Katie Lane Arden Hills, MN 55112 �j I "*%- .., Attachment B It' ,-fi` I�EN HILLS August 2, 2019 Dear Property Owner: The public land adjacent to your property are natural treasures and home to many native species of plants, birds and animals. To help preserve and protect these valuable areas, the City of Arden Hills wants to work with neighbors and others who enjoy our parks to clarify boundaries and promote proper use of park lands. Examples of park land encroachment activities include: 1. Building of structures such as sheds, fences, patios, swing sets, trampolines, or play equipment; 2. Private use areas, such as parking spaces, gardens, firepits and play areas; 3. Storage of "stuff you usually keep out of sight," such as trash cans, compost bins, yard waste, dumping of other debris or litter; 4. Expanding one's yards by maintaining, planting, and/or removing trees and vegetation; 5. Storage areas for belongings, such as boats, recreational vehicles, firewood, gardening equipment. The City realizes that, in many cases, the property lines are not clearly marked so you may not have been aware of the infringement onto public lands. If you are unsure of where your property line is please visit Ramsey County's online interactive property map or contact the City. If you have encroached onto public land please take the necessary corrective action. Remedies for resolving this matter include: 1. Removal of any structures, private use areas, storage, and equipment; 2. Ceasing any mowing or maintaining of public lands. 3. Removing trees and vegetation from public lands is strictly prohibited. Thank you in advance for your cooperation. If you have any questions or need additional information please don't hesitate to contact me at 651-792-7818 or at tlzagstrom(&cityofardeiihills.o". Sincerely, Terry Hagst�`om Building/Code Enforcement Inspector City of Arden Hills • 1245 West Highway 96 ■ Arden Hills Minnesota 55112 Phone 651.792.7800 • Fax 651.634.5137 • www.cityofardenhills.or PRESENTATION ITEM — 4B ,-ARZEN HILLS MEMORANDUM DATE: September 18, 2023 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Luke Cardona, Senior Communications Coordinator SUBJECT: City Newsletter Standard Operating Procedures Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss then answer the questions below in order for the Senior Communications Coordinator to draft a Standard Operating Procedure (SOP) for the City newsletter. Background When the full-time commutations coordinator started in April 2023, there were no Standard Operating Procedures (SOP) in place for the creation of the Arden Hills Notes, the City's newsletter. With the addition of three new Council members (one being appointed Council liaison to the Communications Committee) and a new, full-time Communications staff member, the creation of the City newsletter may have changed slightly from previous staff and Council and/or should improve based upon what was previously done. Creating an SOP to formalize the City newsletter process will bring both staff and Council in alignment on creation of the newsletter. Discussion Questions to be answered by City Council: 1. What should City Council's overall involvement be in the newsletter? Page 1 of 2 2. What types of topics should be included often in the newsletter? (Upcoming events, parks and recreation events, Council benchmarks, new businesses, etc.) 3. Who should be requested to submit newsletter topics? (Department directors, all staff, residents, Council?) 4. The goal is for the newsletter to be sent to the printer the last week of each month. Does Council support a deadline of the first Friday of each month to submit topic suggestions? (i.e. Friday, October 6 would be the deadline to submit topics for the November newsletter) 5. Regarding City Councilmember suggested topics, who has the final say on whether a topic gets included? (Council liaison, City Admin, etc.) 6. How should Council provide feedback regarding the newsletter? (Council Liaison, City Admin, etc.) 7. After reviewing Attachment A, you will find that most of our neighboring cities have little involvement from their City Council members when creating their newsletters. Still, some do and even have articles written by Council members. The City of Maplewood has Council members take turns writing one article per edition. The Mayor writes one in January, and then each month after a different Councilmember writes one, and the cycle repeats itself. Arden Hills City Council used to do something similar to this until around 2018, when that was transitioned away from. Does the Council have a desire to write articles for the newsletter? And if written, what would be allowed or not allowed in a Council -written article? 8. Just before the newsletter is sent to the printer, it goes through multiple proofreading reviews. Who should be part of the final review/proofreading process? 9. Who has the absolute final say before the newsletter is sent to the printer? Budget Impact N/A Attachments Attachment A — Document with information from 19 neighboring cities with self -reported information about their own newsletter processes. Page 2 of 2 Attachment A Neighboring City's Newsletter Procedures (0918_WS_NewsletterSOP_Attachment A) City: Arden Hills Population: 9,592 Has a newsletter? Yes Frequency: 10x per year Length: 4-12 pages Link: https://cityofardenhills.org/142/Newsletters City: Gem Lake Population: 516 Has a newsletter? Yes Frequency: 6x per year Length: 6 pages Who submits topics? The Mayor, Councilmembers and sometimes the Acting City Clerk Who writes articles? The Mayor usually handles writing all the articles with the exception of the ones sent in by other Councilmembers Who proofreads the newsletter? The Mayor, Council and Acting City Clerk Who is part of the review process? The Mayor, Council and Acting City Clerk Who has final say before newsletter is sent to the printer? Mayor What is Council's involvement with the newsletter? Honestly, only the Mayor has the most involvement as she used to work in journalism. Otherwise the only involvement is the occasional story from other members and the review. Other notes: N/A Link: https://www.gemiakemn.com/documents/newsletters/ City: Lauderdale Population: 2,271 Has a newsletter? Yes Frequency: 4x per year Length: 8 pages Who submits topics? Any staff, councilors or community partners. Who writes articles? Staff and community partners. Who proofreads the newsletter? 3 Admin staff. Who is part of the review process? Assistant to the City Administrator Who has final say before newsletter is sent to the printer? City Administrator What is Council's involvement with the newsletter? N/A Other notes: N/A Link: https://www.lauderdalemn.org/newsletters/pages/city-newsletters City: Falcon Heights Population: 5,073 Has a newsletter? Yes Frequency: 2x per year (spring/fall) Length: 20 pages Who submits topics? All staff typically submits/writes topics for the newsletters, as well as residents, local organizations and our City Commissions. I mostly research throughout the week if there are any specific events going on in the area that I would like to inform our residents about or if for example, that week I receive a lot of calls related to a certain topic I will include that in the newsletter. I also try to sign up for as many news events alerts in the area and other cities. Who writes articles? Staff writes articles themselves. We are a very small office, so that would include me, the Assistant of the City Administrator and our City Planner/Community Development Coordinator. Who proofreads the newsletter? I usually have our City Administrator review/proofread prior to sending it out to residents. Who is part of the review process? Administrative and Communications Coordinator, the assistant of the City Administrator, City Planner/Community Development Coordinator and City Administrator Who has final say before newsletter is sent to the printer? City Administrator What is Council's involvement with the newsletter? N/A Other notes: Just some more information regarding our newsletter. We have a weekly newsletter that we email out to residents and post on our website. Then we also have a bi-annual newsletter that gets printed and mailed to all residents. Link: https://www.faIconheights.org/residents/news-updates City: North Oaks Population: 5,083 Has a newsletter? No City: Spring Lake Park Population: 7,079 Has a newsletter? Yes Frequency: N/A Length: 20 pages (includes Rec guide) Who submits topics? I currently request topics from all of our departments (City Administrator, Code Enforcement/ Building Dept, Utilities/ Water/ Public Works, Police, Fire Department, Parks & Recreation, and since we are part of 2 watershed districts, I request information from both of them.) Who writes articles? Since we're a small city, I usually receive information from the department head of each department, unless there is another designated individual who handles that type of project. Usually I will get information from everyone in my Parks & Recreation department, not just the department head. Who proofreads the newsletter? Our newsletter goes through several different people for proofing. I usually will do the first & last proofs to make sure there's no grammatical or spelling errors & make sure everything is formatted correctly & looks uniform (text size, font, color, etc.). Once I've done the initial proof, I hand it off to my City Administrator, who then returns it to me, I make the changes he sees fit & then pass it on to another person (usually the Deputy Clerk or someone in the Police Department depending who has time). I repeat the process a couple of times just to make sure we catch as many errors as possible before it's printed. Who is part of the review process? The only "review' process ours really goes through is the proofing process once it's all put together but before it gets sent to the printers. Who has final say before newsletter is sent to the printer? Accounting Clerk/Special Projects Coordinator What is Council's involvement with the newsletter? City Council really isn't involved in our newsletter process unless they're specifically requesting a piece of information/ article be included. In that case, they usually contact the City Administrator and request something be included in the newsletter and he will pass it along to me. Other notes: N/A Link: https://slprec.org/community/page/news-park-luly-september-2023 City: Saint Anthony Population: 9,007 Has a newsletter? Yes Frequency: 4x per year Length: 16 pages Who submits topics? We ask for articles from every department, each commission and our affiliated community organizations. Who writes articles? We view the newsletter as an opportunity to hear from multiple voices, so the articles come from many people. Who proofreads the newsletter? Communications Coordinator receives the articles and proofs them Who is part of the review process? Once the newsletter is laid out, all department heads are asked to look at the newsletter and make sure their sections are good, as well proof the rest of the newsletter. It's a team effort. Who has final say before newsletter is sent to the printer? Communications Coordinator What is Council's involvement with the newsletter? Mayor writes an article for each newsletter. Other notes: N/A Link: https://www.savmn.com/291/Village-Notes-Newsletter City: Little Canada Population: 10,261 Has a newsletter? Yes Frequency: 4x per year Length: 12 pages (two pages for Rec) Who submits topics? Joint process, we have department heads submit some items, but otherwise it is a what happened in the past look back, and we also have a list of community organizations we reach out to as well to provide content Who writes articles? Community Relations Manager, department heads and staff. Who proofreads the newsletter? I am curious about this answer as well. I am a strong believer in a second set of eyes. Whoever is designing is going to go blurry eyed at some point (me ha) so, I think it would be helpful. That being said, I have no idea the expectations at the moment. I am pre -proofing though before I enter into InDesign Who is part of the review process? N/A Who has final say before newsletter is sent to the printer? City Administrator What is Council's involvement with the newsletter? Very little Other notes: Each edition also available in Spanish. They use the Hemingway App to ensure that what we're putting out is in the 6-8 grade level of writing Link: https://www.littlecanadamn.org/286/City-Newsletter City: White Bear Township Population: 10,506 Has a newsletter? No City: Mounds View Population: 12,636 Has a newsletter? Yes Frequency: N/A Length: N/A Who submits topics? Staff Who writes articles? Staff Who proofreads the newsletter? HR Director with assistance of PM Receptionist Who is part of the review process? Once the articles are formatted by Kelli, contributors of articles to MV Matters are requested to review their articles (make sure I did not misinterpret their intent through edits). Who has final say before newsletter is sent to the printer? HR Director What is Council's involvement with the newsletter? Mayor has an article (full page usually) on the second page of the paper. Council members rarely contribute. A former council member requested to acknowledge a retiring county compost worker within MV a couple years back — and that stirred up questions/concerns amongst staff. Other notes: Main players: City Manager (focus on current topic), Mayor (focus on community/current topics), PW Director and PW Admin Assistant (focus on what to do/not to do — time of year), PD Officer in charge of Neighborhood Resources (focus on outreach events, etc), Finance Director (budget issues — changes to utility billing), Community Development (new development), Building Official (why rules are necessary, prepare for winter, etc), SBM - FD, HR Link: https://www.moundsviewmn.org/residents/community news/city newsletter - mounds view matters. php#outer-102 City: North Saint Paul Population: 12,659 Has a newsletter? No City: Vadnais Heights Population: 12,713 Has a newsletter? Yes Frequency: 3x per year Length: 8 pages Link: https://www.citvvadnaisheights.com/Archive.aspx?AMID=40 City: Columbia Heights Population: 22,243 Has a newsletter? Yes Frequency: 4x per year Length: 12 pages Who submits topics? Communications asks each department for story ideas — cleaning up parks or winter parking, etc. Who writes articles? A combination of communications staff and sometimes departments have materials from organizations to share — home energy squad Who proofreads the newsletter? Communications staff and then back to the departments to proofread their content. Who is part of the review process? Communications staff and each department Who has final say before newsletter is sent to the printer? Communications staff/city manager in the past What is Council's involvement with the newsletter? City Council has no input on the newsletter. Other notes: N/A Link: https://www.columbiaheightsmn.gov/government/city publications.php City: New Brighton Population: 22,413 Has a newsletter? Yes Frequency: 3x per year Length: 20 pages Who submits topics? The department directors work with their staff to come up with topics. Who writes articles? Whoever is the "expert" on the topic, typically a combination of department directors and staff members. Who proofreads the newsletter? The directors proofread the articles before they send them to me. Once I'm done with the draft, I send the whole newsletter to all directors, assistant directors, Directors and a couple of staff members who are responsible for communications for their departments so that they can review/proofread it. Who is part of the review process? City Manager plus all directors, assistant directors, Directors and a couple of staff members. Who has final say before newsletter is sent to the printer? City Manager What is Council's involvement with the newsletter? The Mayor writes a letter/article for every newsletter, but other than that the Council is not directly involved. Other notes: N/A Link: https://www.newbrightommn.gov/Archive.aspx?AMID=36 City: White Bear Lake Population: 23,588 Has a newsletter? Yes Frequency: 2x per year Length: 12 pages Who submits topics? Discussed at a Department Head level and then determined by City Clerk and Asst. City Manager. Who writes articles? Collection of staff assigned by Department Heads Who proofreads the newsletter? City Clerk and Assistant City Manager. Who is part of the review process? City Clerk, Assistant City Manager and City Manager. Who has final say before newsletter is sent to the printer? City Manager What is Council's involvement with the newsletter? None Other notes: N/A Link: https://www.whitebearlake.org/administration/page/cites-biannual-newsletter City: Shoreview Population: 26,632 Has a newsletter? Yes Frequency: 4x per year Length: 52 pages (mostly Rec guide) Who submits topics? departments and community orgs (on a rotating schedule) Who writes articles? department staff, environmental quality committee members, communications coordinator, and community orgs Who proofreads the newsletter? Communications Coordinator and Park and Recreation staff Who is part of the review process? department staff (minus parks and rec) are involved in one round of edits and communications coordinator and parks and rec staff are involved in all rounds of edits. For clarity - whoever wrote the article (community development director, for example) reviews their article and provides any final edits. That person is only reviewing their own content, not the entire issue. The city manager also reviews it once during the proofing stage. Who has final say before newsletter is sent to the printer? Communications Coordinator and Assistant Parks and Rec Director What is Council's involvement with the newsletter? None Other notes: N/A Link: https://www.shoreviewmn.gov/our-city/publications/shoreviews-newsletter-and-rec-catalog City: Fridley Population: 30,632 Has a newsletter? Yes Frequency: 6x per year Length: 8 pages Who submits topics? Department heads Who writes articles? Communications Coordinator & individual team members from departments Who proofreads the newsletter? Administrative Assistant Who is part of the review process? City Clerk, City Manager, Administrative Assistant, Communications Coordinator Who has final say before newsletter is sent to the printer? Communications Coordinator What is Council's involvement with the newsletter? None Other notes: N/A Link: https://www.ci.fridley.mn.us/325/City-Newsletter City: Roseville Population: 35,627 Has a newsletter? Yes Frequency: 6x per year Length: 8 pages Link: httos://www.citvofroseville.com/279/Newsletter City: Maplewood Population: 40,940 Has a newsletter? Yes Frequency: 10-12x per year Length: 8 pages Who submits topics? Staff and councilmembers Who writes articles? City staff, Communications Manager and team, City Councilmembers Who proofreads the newsletter? City Manager's Administrative Assistant and Communications Manager Who is part of the review process? Communications staff and City Manager Who has final say before newsletter is sent to the printer? Communications Manager What is Council's involvement with the newsletter? N/A Other notes: 3-person communications team. Each Council member gets to write one article per edition (Mayor in January and then seniority order). Joe reiterates to Council and staff that what is important to one or two people may not be the most important to the whole community. Three biggest contributors to their newsletter: Parks & Rec, Environmental, and City Manager initiatives. Does not include long articles - mostly blurbs, visuals, and bullets. Link: https://issuu.com/maplewoodmn/stacks/aff85a2f37b544578b60729c49e27c2e PRESENTATION ITEM — 4C , VN HILLS MEMORANDUM DATE: September 18, 2023 TO: Honorable Mayor and City Councilmembers David Perrault, City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: Professional Services for Pavement Condition Data Collection Budgeted Amount: Actual Amount: Funding Source: $20,000 $34,000 Street & Trail Maintenance (PIR) Council Should Consider The City Council is requested to consider professional services with Infrastructure Management Services (IMS) for gathering pavement condition data for streets and trails in the amount of $34,000. Background/Discussion Pavement condition ratings are one of the main tools used for planning future pavement improvements and determining the best method for maintaining streets and trails, such as seal coating, resurfacing or reconstruction. Pavement condition surveys for streets have traditionally been conducted every three years and were last performed in 2021 via automated method with IMS. Pavement condition surveys for trails have traditionally been conducted every 6 years and were last performed in 2017 via visual inspection by Public Works staff. Using the visual approach by field staff can be subjective and inconsistent due to variations between individuals performing the evaluation and the selected observation locations. Staff has previously noted concerns with the consistency and accuracy of existing pavement condition ratings. In 2021, in an effort to improve the data collection process for City streets, staff solicited a proposal from IMS to collect pavement condition ratings through automated vehicle mounted equipment using a laser -camera array that eliminates subjectivity of the data collection process. Pavement data can be easily transferred to the City's ICON software which is used to store and evaluate the historical data of Arden Hills' pavement system. The automated process by IMS also improves safety by minimizing the time personnel are working on the streets collecting the necessary measurements needed through visual evaluation. Page 1 of 2 City staff has heard interest from the PTRC and Councilmembers to include trails along with the streets for the automated survey in 2024. IMS provided the quote in Attachment A which would address both City streets and trails. Budget Impact The proposed 2024 operating budget for Public Works street maintenance has $20,000 allocated for the automated survey and was determined by past practice for this process which only included streets. To include trails in 2024, the budget would need to increase by $14,000 to cover the proposed quote as shown in Attachment A. Attachments Attachment A: Proposal and Quotation from IMS Page 2 of 2 Arden Hills, MN Pavement Condition Assessment and Analysis Imm an ICC Company Attachment A Quotation for Professional Services Pavement and Trails Condition Assessment 1 0 Os W/0 "44M David Swearingen P.E. I Public Works Director/City Engineer City of Arden Hills, MN August 18, 2023 IMS Infrastructure Management Services, LP Nick Messick, Central and East Client Services Mgr. Arden Hills, MN Pavement Condition Assessment and Analysis Dear Mr. Swearingen, Thank you for your continued interest in the data collection services offered by IMS Infrastructure Management Services. IMS is pleased to provide this quotation to perform a full, City-wide pavement condition assessment. This assessment with also serve as an update to the previous survey IMS performed in 2020. Optional services are also listed which include right of way assets able to be collected, as well as additional support services. To ensure adequate coverage across the network, the Road Surface Tester (RST) will survey the arterial, collector and residential Members of the IMS Engineering, Technical and Sales Teams at our December 2022 in-service meeting week. roadways resulting in a survey mileage of an IMS/City estimated 30 miles. The RST is equipped with a Laser Crack Measuring System 2 (LCMS-2) that is the most technologically advanced data collection equipment available in the industry. IMS will also deploy an outfitted sidewalk and trail testing vehicle to survey the approximately 16.5 miles of City -maintained trails. In addition to our recent experience in the area, it is worth noting that the IMS team has grown significantly since our last survey, both in staffing and equipment. In 2021, we appointed a new Principal Engineer and President, Kurt Keifer, PhD, PE. Kurt brings over 20 years of experience to projects, and his background is at the core of the industry, with experience working for the US Army Corps of Engineers and developing the ASTM D6433 protocols (including MicroPAVER development). We have added six pavement engineers and nine GIS analysts to our team along with eight state-of-the- art Road Surface Testers (RST) equipped with the latest 3D Laser Crack Measurement System (LCMS-2) technology. We have also added Fast Falling Weight Deflectometer (FastFWD) pavement structural testing equipment along with mobile Lidar technology for asset inventories and ADA sidewalk and ramp compliance surveys. The combination of our larger technical team and fleet of testing equipment provides IMS with greater capacity and redundancy for completing larger projects in a timelier manner. Thank you for your interest in working with the IMS team. We value developing and maintaining long- term partnerships with our clients. We will strive to become an asset and extension of the City of Arden Hills staff and team. If any questions arise, please do not hesitate to contact me at (480) 980-6547 or nmessick@imsanalysis.com. Best regards, Nick Messick, Central & East Region Client Services Manager IMS Infrastructure Management Services, LP Arden Hills, MN Pavement Condition Assessment and Analysis Scope of Work The IMS project approach for pavement condition and asset inventory projects typically follows the seven steps shown in the graphic below. In this section, we detail the specific tasks and milestones that will be required for the successful completion of this project. 1. Project Kickoff 3. Data O Collection ,2 707 P—MI-190 — 2. GIS i , <n 4. Data Processing 5. Data Analysis & Reporting �0❑ 76Po]jt Co IMS assigns seasoned pavement engineers as the project managers for all our projects. We believe it is imperative that the project manager have the requisite technical and domain knowledge — as well as practical project management experience — to lead the team. Our project management process is based on thorough planning, proactive management of schedules, and constant communication. The result of effective project management is higher quality with respect to project deliverables and satisfied stakeholders. Kickoff Meeting IMS has standardized a project approach based upon our 38 years of pavement management experience and the subsequent lessons learned after performing hundreds of projects. Detailed conversations with our clients allow us to tailor a solution to the specific needs of an individual municipality. A prerequisite for a successful project is an initial project meeting with City team members and the IMS team. This early communication is critical to ensuring that we are fully aligned with the City's overall vision for this project as well as the specific data needs for the City. Through this project initiation process, we will prepare the project plan for overall implementation. The plan includes: • Contacts and stakeholders • Measurable tasks and milestones • Project approach and specific data collection methods • Allocation of resources, including personnel and equipment • Deliverables and schedule • Performance and schedule risks IMS Infrastructure Management Services, LP 2 Arden Hills, MN Pavement Condition Assessment and Analysis GIS Survey Mapping Our data collection plan relies on a complete and up to date GIS street centerline. Shortly after the kick- off, our Esri GIS experts will review and update the City's street centerline data to ensure there is an accurate inventory of streets to be surveyed. City review of the centerline data is a critical path activity to ensure timely and accurate data collection. Once the inventory is confirmed by the City, the IMS team will prepare the GIS maps that guide field data collection. IMS will produce survey maps to clearly indicate where our equipment will travel to collect data. While we would expect the City's GIS environment to be highly accurate, we find it valuable to ensure that we are aware of exactly which roads are included in the project and that we discuss how to proceed with roads, such as private roads that should not be collected. Any questions regarding the roadway network will be resolved prior to data collection. IMS will also confirm the linkage of the road segmentation to the City database and GIS, using the customer defined existing road segments. Pavement Condition Survey Our two -person field crews will collect both outward facing and downward facing pavement imagery, using one of our RSTs equipped with LCMS-2 3D pavement imaging technology. Pavement surface distresses including linear cracking, fatigue cracking, block cracking, rutting, raveling, bleeding, edge distress, and patched areas as well as right-of-way imagery will be collected on a segment -by -segment basis, with each distress being captured by type, extent, and severity. The data and imagery that is collected is then linked to the City's existing GIS data. Safety Lilback Front an facing flashing lights ensure high visibility. Samsara Monitoring Real time tracking and reporting Teledyne FUR Ladybug 5+ �M Captures 360' Drive imagery at defined GPS Positioning Manual entry intervals GPS with of pavement integrated distresses and field IMU, sub meter observations positional accuracy - Pavemer Ima[ Profiler Linear Distance Continuous right Positioning and left wheel DMI for precise path roughness linear distance measurements measurements Texture Continuous surface texture measurements IMS Road Surface Tester (RST) equipped with Laser Crack Measurement System (LCMS-2) (Note: IMS has eight RST LCMS-2 equipped systems dedicated to municipal pavement management.) IMS Infrastructure Management Services, LP 3 Arden Hills, MN Pavement Condition Assessment and Analysis The 3D cameras can detect one -millimeter -wide cracks and full -lane -width rutting, as required by ASTM D6433, on the pavement surface at speeds up to 65 mph. Due to the versatility of the LCMS-2 technology, the automated pavement condition survey will be performed at near posted speeds, and traffic control will not be necessary for the data collection effort. Pavement data collection and imagery surveys are expected to progress at a rate of between 35 and 50 miles per day for the City. The IMS team then processes the collected data using a combination of advanced analytical tools and rigorous, manual QC/QA performed by IMS' certified Pavement Condition Index (PCI) raters to determine accurate and repeatable PCI values for each roadway segment. Furthermore, we deliver our PCI ratings and supporting data (distress information, rutting, and IRI values) in both spreadsheet and GIS formats for easy review. The data that we provide may be used immediately for decision making or be imported into any pavement management system. During data collection, IMS implements routines that are performed each day of data collection to ensure data consistency. These include: • Equipment is calibrated, and daily reports are completed. • All sensors are continually monitored to ensure they are receiving data within specification. • The Crew Chief and operator manually monitor the HD digital images, GPS, distress recorder, roughness measurements, and rutting data. • Each street is noted on the inventory and map, as well as through GPS and assignment of the RST van number. • Production is tracked and records of coverage are documented. • A corrective action plan is followed, as necessary. • All data is backed up and sent to the IMS main office for processing. ASTM D6433 Pavement Condition Evaluation During and following the data collection effort, our team will evaluate all collected pavement imagery and surface measurements to arrive at Pavement Condition Index (PCI) values. This is a six -step process that includes the following tasks: 1. RoadlnspectTM Pavement Distress Detection — Cracks, rutting, and other pavement distresses are automatically detected in both the 2D and 3D pavement images. IRI values are also calculated at this time. (Note: The Roadlnspect'software was developed by Pavemetrics, the firm that manufactures the LCMS-2 technology.) LCMS-2 cracking data in QC/QA review stage. IMS Pavement Distress Classification — Pavement distresses detected by the RoadlnspectTm software are then classified by type (e.g., alligator cracking, bleeding, edge cracking, etc.) and severity (e.g., low, medium, or high) based on predefined criteria (e.g., ASTM D6433). IMS has created a suite of custom tools that include rule -based algorithms in conjunction with artificial intelligence to accurately classify pavement distresses. IMS PCI Calculation — Pavement distress data is imported into IMS' PCI calculation software, and PCI values are determined for each roadway segment using a scale from zero (0) to one hundred (100) as defined in ASTM D6433. IMS Infrastructure Management Services, LP 4 Arden Hills, MN Pavement Condition Assessment and Analysis 4. IMS Quality Control (QC) —The IMS project manager then does a review of the data and works with the QC team lead to address any issues that may be identified. 5. IMS Quality Assurance (QA) — The IMS project QA Manager independently reviews the rated data and works with our Project Manager and QC team to correct any issues observed. 6. Client QA — The IMS Project Manager reviews the findings of the pavement condition data with City staff before beginning any analysis activities. IMS will present the pavement condition data in a Client Review Spreadsheet (CRS) along with maps illustrating pavement conditions for the client to independently review. Rutting and Roughness IMS' LCMS-2 systems detect rutting on asphalt roadways using laser measurements of transverse profiles that are collected continuously as the vans drive at normal traffic speed. With more than 4,000 measurement points collected per transverse profile and sub -millimeter vertical accuracy, the LCMS-2 can define transverse profiles with a high level of precision, accuracy, and repeatability. Once all the transverse profiles are collected for a 415000 roadway, IMS uses the Brazilian Method, which is an industry standard method, to determine the rut area and the deepest (or maximum) rut depth for the 414000 profiles. These values, as well as width of rut and color coding, can be seen in the LCMS-2 laser image to the right. Orange represents high severity rutting, 413000 while yellow represents moderate severity rutting. The severities are determined based on maximum rut depth thresholds that are specified in ASTM D6433. 41za0o Pavement roughness is evaluated by measuring the accumulated difference in the vertical displacement of a road surface, independent of chassis response, over a prescribed road length (longitudinal profile). This roughness is typically reported via the International Roughness Index (IRI). IRI data is calculated in real time from continuous longitudinal profile data collected by the LCMS-2's 3D profile 411000 410000 0 500 1000 1500 2000 2500 3000 3500 4000 Rut area and severity levels shown on the LCMS-2 composite image. device. To determine the road profile, data is simultaneously obtained from three devices: a pulse transducer -based distance -measuring instrument (DMI), high-speed 3D laser sensors operating at 112 MHz, and an accelerometer in compliance with ASTM E 950. The LCMS-2 unit conforms to a Class I profiling device, and it can also "pause" over non - valid roadway sections such as localized maintenance activities, railroad crossings, speed bumps, and brick inlays and not affect the IRI value. IMS Infrastructure Management Services, LP Arden Hills, MN Pavement Condition Assessment and Analysis Quality Control and Quality Assurance IMS has developed a unique approach to pavement condition assessments by coupling manual review of distress data with automated algorithms. This more rigorous QC/QA process ensures that the automated distress detection and classification algorithms that we use work correctly. Our Pavement Engineering team fully understands the capabilities and limitations of the state-of-the-art LCMS-2 technologies and sophisticated algorithms that we employ, and our QC/QA steps are extremely important in ensuring the success of the project. The IMS QC/QA process is comprehensive and makes use of field observations, automated data processing tools, manual data review by our QC team, independent review by our QA manager, and lastly, final review by the City. There are QC/QA checks at each stage of the project to ensure data quality before the data is moved into the next steps. Machine learning and artificial intelligence have sped up distress identification significantly. And when supplemented with trained pavement raters, field staff, and expert engineers, they establish high data confidence and integrity. The final quality assurance performed by City personnel will ensure that the City has confidence in and takes ownership of the condition data. New QA Tool! IMS QC/QA interface for manually reviewing automated distress detection and classification results. The image above depicts the new QA tool developed by the IMS engineering team to assist our quality control team review the LCMS-2 automated data and field imagery to ensure a representative product. The flow chart below illustrates the 4-step process that has been improved and recently streamlined. Stele I Stop 2 R"ww by IMS QC Lwd Pavement distresses. ExesWe doll esi :_uanti lies anrJAv wseridm rare vistresses Ravernem seetiorm: Surface cypea; widthi IpnKth Chlpsealed roads. sealed Cracks, and 4Xh4M PCl values: Value eWal to Mare; {hanp in PQ more 114n — 10ppirrt V ea Step 3 Ravlaw Gy IMS Ptu}act Engl n"r RanUam 10% Accept Of wKlrrrr tW% hiemof delfvera6re: nocwhenmow of ony clnuswaf dsurafor drscu-man MThtJhe Ckent ste4 _� p =l IMS QA IManagar QA by C09M Staff R"Ivp w Perti[ipatian rtendolrl 5% Q4gryrtWp A"rpt if within *20% $aflKft sae 04A&dkft'joyi WON-ed ArfQF40Pkwarvngand inOrlyv#Xarrespec#sof Dowpar, thepr letr.lndep w2flr prr##rMpf r#view. IMS' rigorous, multi -step approach to QC/QA of pavement condition data to ensure ASTM D6433 compliant data. IMS Infrastructure Management Services, LP 6 Arden Hills, MN Pavement Condition Assessment and Analysis Comprehensive Bike Path Survey The trail based survey is performed by driving each linear mile of the approximate 16.5 miles of paved trails maintained by the City which provides detailed data to determine the condition of each trail segment. Our new generation of sidewalk and trail testing vehicle (SST) is equipped with three point lasers that will continuously measure cross -slope, as well as transverse cracking and vertical slab displacement. The field operator will supplement this with entry of major events and distresses such as obstruction and tree intrusions. IMS will provide a Sidewalk Condition Index (SWCI) which is a 0-100 score that is similar to a PCI or OCI. The SWCI is a repeatable and representative rating for each sidewalk/trail segment that is utilized by IMS client's for prioritizing remediation and reconstruciton. The SWCI was developed by IMS in 2014 when we IMS Laser -equipped Sidewalk launched our SST platform. We have been able to provide our Surface Tester clients with an approach to sidewalk management that is like what is used for pavement management. Over the past 5 years, as a function of larger ADA Transition plans, IMS has worked with delivering this data for developing M&R and ADA Transition plans. Digital Imagery Collection IMS will collect imagery from the field surveys via the field collection vehicle at defined intervals. The imagery collected in the field is utilized during the QC/QA process to verify field operator input and identify additional obstruction details. The City will receive the imagery. This imagery can be delivered via a GIS-hyperlink and hard drive for the City to maintain. Deliverables The following products can be delivered to the City: • Report summarizing the findings of the pavement condition survey • Client Review Spreadsheet (CRS) with inventory, charts, and graphs • Esri geodatabase containing updated pavement information including distress information IMS Infrastructure Management Services, LP 7 Arden Hills, MN Pavement Condition Assessment and Analysis Optional Analysis for the 2023 Project Once the QC/QA process has been completed, our project team will deliver a Client Review Spreadsheet (CRS). This spreadsheet includes the pavement inventory, life -cycle cost estimates, and the familiar graphs and charts to understand the health of the network. This information will provide quality data, based on sound engineering principles, and realistic budgets for the City staff to utilize in their project selections and internal analyses. Once the City reviews the PCI data and if selected, the Project Manager can set up a meeting with City staff to discuss the analysis requirements and identify additional budget scenarios to prepare. At a minimum, the following pavement management scenarios have been recommended, based on the simplified approach to this project: • Annual funding required to maintain existing pavement conditions. • Funding required to maintain average PCI targets set by the City over the next 5 years. • PCI for the network if current funding levels remain the same for the next 5 years. • Recommended pavement strategies for the various budget scenarios investigated. 85 Five Year Post Rehab PCI Versus Annual Budget — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — o I v I m 75 1 `w Cun.�a F{i+79 U8 -9p I j } � I I � I I Z I I � -M {onYolfU+7u A t I � �n,r1Yv11-M1�»rL W Ex: — I � wnYelYtl n-1ver- �r m d +` hLn:rn Cu- .P.sW F.PCI-19. 8—k 3 Aniu�l&rd 959C ql UII' •a 1''-$ h7Yr 1 I — � ftr_smm.rd-d &rdxr. FnJ V{I.7G,&s.k671`3+4 ,-nnurl &rdlr'-$37�tV,M 65 +Y...dr i'�s CCI FrrIV{I-79,6rJdgl-3.�Mnu.l &rdln�-$Y77Ck/'rt I �F+r..:w.11-&rd.r. VCI.72,6.ddpl-i+4 ,5mu.l &rdl-�-$2t9#1'�r 1 �'{I {onrd&dme. VCI.7C, d.ddgl-3+4,5mu.l 6udlr'-$3hO:jrr I — �=...kV.*{wi5W6udkv: V{I•� 6.rJdgl-Sry lNnrul &rdl''-$fi3CkfYi I 6 � I 1 0 L OCO 2000 3.000 4.= 5 000 6,000 Anna l Budget Each YearforFlVeYears (51,00DJYrI IMS Infrastructure Management Services, LP 8 Arden Hills, MN Pavement Condition Assessment and Analysis Optional: Easy Street Analysis (ESA) Easy Street Analysis is IMS' in-house, easy to use Excel based pavement management tool. ESA is a perfect for small to medium sized jurisdictions that want the functionality of a comprehensive pavement management system without the licensing fees. ESA builds multi -year maintenance and rehabilitation programs around practical prioritization techniques and financial optimization, typically in the form of cost of deferral. ESA also factors in localized construction costs, customized deterioration models that reflect local pavement performance, and other environmental and local construction practices. ESA can run "what if" scenarios for various budget runs. The ESA tool is also programmed to develop a multi -year maintenance and rehabilitation plan using "cost of deferral" as a rehabilitation candidate selection constraint. This supports our effort to continue with the valuable cost -benefit techniques for the City's pavement management plan. ESA will supplement the City's overall program and will not interfere with any selected software. ESA's project -based analyses are often missing from software packages that have a network level focus. ESA data is easily used to create maps illustrating pavement conditions and various budget scenarios. It can be joined to GIS layers in GIS desktop and web -based software, and using new features in Excel, maps using the ESA data can now be produced directly in the spreadsheet, o: " h �,. �a�: �,u,�ya".:::.... Myo, R�,a�,.: ,oH•P, � _ 9 x LJ a. F �& Lii La u v r 11 - Ti 0 0 ra �1 , sreK - - ,;4" .....mc...............M... �» ---- f L,r add uyn w `m _ "e' �ws,rl4d�! o�unrerrw ,•^•» a �,ry,u nnw PCC paaeme.. rehzb i r e , Cemtas TTT +� r 51uny/Mioa e/ X ..,.». `ti"F ry ��. ., � S4 • � ..,....a. � N� ,,..._» � f .�3 � � r xenon:,W��on ®/ X 1autl:.na, ,y ." r „ •• •• a•... kxvnwA 6 [.Palm r Crack Seal/RM Maint 0/X .^fro 6 — .mnur r xehab year - ®/X WestC .. r...i.......... ° kehah Year E ,,,.0 •..naa , .. ,:..... .. ",..... " •ra..» .. ,. ... CYPrc � ..... i P. •.. �r � �f Van. an � w..... a:Pigk. •^.. a o a �E 2 r,« V r� r•a:»ti W ?1' ..,. f _ �w., .,.,... � �,.."�. ,.. ._p .» s : O ❑Crack w..,.n.rti Pmmen m r • ........ r Y ,r �PCC pavemen[rehab , .,, •�-'+a-+a �} sam� ® P typenere m,ed..1, Maps using ESA data can be produced directly in Excel. IMS Infrastructure Management Services, LP 9 Arden Hills, MN Pavement Condition Assessment and Analysis Optional: Esri Story Map IMS is an Esri Authorized Business Partner and an early adopter of Esri technologies. The partnership between IMS and Esri makes unparalleled industry and subject matter expertise available to our clients. Our team of GIS experts are focused on building easy -to -use and easy -to -maintain web -based, geocentric story maps and dashboards to serve not only our clients, but also their constituents. tools provide a dynamic way to present complicated information visually. Many agencies are already using Esri software and ArcGIS Online, and we look for ways to leverage that existing licensing, subscriptions, and infrastructure to elevate the data we are delivering. We have built story maps for clients to help explain to citizens how a pavement survey works, how the analysis is performed, and how the maintenance and rehabilitation budgets are distributed to maximize the use of scarce funding. In addition to the story maps, we have also deployed agency -focused dashboards to enable managers to E.6. wlwuk 1710 Wwlln. win 7 ;r&t j r F IMS interactive Esri GIS story map: City of Long Beach, CA easily review the planned work, existing and forecasted conditions, and funding impacts on a map. Project Highlight: Long Beach, CA Link to live story map: https://bit.ly/3NQGlAT These IMS is working with the City of Long Beach, CA to web -enable their pavement management plan to engage citizens in the pavement management process. To facilitate this activity, IMS has authored and deployed an Esri Story Map that shares complex engineering information in an easy to understand public -facing framework. A second, password protected configuration as a dashboard exists that allows City engineers to access additional information and data. IMS Infrastructure Management Services, LP 10 Arden Hills, MN Pavement Condition Assessment and Analysis Optional: Right -of -Way (ROW) Asset Collection IMS's RST has a 360-degree camera mounted on a custom -designed steady mount on the roof. The camera capture is triggered by distance, not by time (i.e., it does not run at a fixed frequency like many lower -grade video camera systems). The RST hardware triggers image capture, and the hardware also captures the exact moment of image capture (camera shutter operation). This technique precisely locates each image in world space and provides ideal asset inventory and feature extraction images. The camera uses a sensor that has a high dynamic range, allowing it to take excellent images at speed in Wide-angle image from Ladybug 5+ camera High quality right-of-way (ROW) imagery like the example above allows City staff to review a snapshot of pavement conditions at the time of the survey as if they are driving the street. It can also be used to develop a number of ROW asset databases, such as signs and supports, sidewalks, sidewalk ramps, pavement markings and striping, and curb and gutter to name a few. oefecrn srwve s.y�.�to sGr_o sralxnm suapaawrua s1a�sX9PerUrPX s�Pa sgo.:XumX slrea.aiXX. xass ivXmLA1 Xmaw -_ s-bs i3�Pomi f36a it �ibni i �59 auxxcusreemes rxa r.Xiow Axvnu srx Xos� STOP _ SGX 7 SREn u1R Sa =Grr^--'•- rhIESrAdX LX45515--..---- PXwatoecsrXrnols(w..e�=�� - wOBIE AaiTYAV1aYJ1V IIhWGR (BLOC_ .. - B1a. noun:-l-'--__T_._.__ SI®lYf 3a '- _ - NO v.XwlnxsfALlloxs fun nwaiaarrTus� - Xo 1 11i oanrn Xf-� slaw .aow alar8 UdJ1Y ST RL1 If18dIdtlIW1 PFPXN6LUW1 f�00 wOJ' a, 00191vRGHtX AVF F9-T 15 HN t18, 1,➢�X 5'aGem.vf m,3 aEXPeIpgXAp wW leP1P1 ,n+ 1+sa�ww+d.n sXex cow fl IYH 11E1 t19a4 VROmXAVF X15 PF104NQNLAO �emti�o�c"uvm 6000 anon la wXl nn Cidom aan9�iAa'r. 0+1-1 18 Rii 1158 {16a1 V18fIM AYF RA1 PEPPEIIOLYI.XX p PrX fen atom �naxr sr n.1 sXeA an0a al M1X+ un slam paxr sr ms vrin - - - xo cercexmwl o000 3E M1XX m1 oast CUeela 4T-1 wwagnesna-+e�afNvaAwa�o,ui� Slla3r XAIF SIIHr11Y[ 'A Rb nX15 4aam CYONII'ST v W1 'iC PFI9FXOOItAR WDD n11hk1 lam NaDe]COOWYLT G}1 Sample sign photo and GIS database IMS Infrastructure Management Services, LP 11 Arden Hills, MN Pavement Condition Assessment and Analysis 3. Budget The fee schedule presented below is based on the IMS work plan and deliverables presented in this document. Hills: 2024 IMS Base Pavement Condition Assessment Scope of Services Task Units Unit Rate Total Project Initiation 1 Project Initiation & Set-up 1 LS $3,000.00 $3, 2 Network Referencing & GIS Linkage 30 T-Mi $15.00 3 Network Inventory Checks & Survey Map Development 30 T-Mi $10.00 $ Roadway Field Data Collection 4 RST Mobi lization/Calibration 1 LS $3,000.00 $3, 5 RST Field Data Collection [30 Test Miles (T-Mi.)] 1 LS $6,750.00 $6, Trails Field Data Collection 6 Mobilization and Setup 1 LS $3,000.00 $3, 7 Trails and Bike Path Data Collection (NTE 20 miles) 1 LS $4,500.00 $4, Data Management 8 Pavement Data QC/QA, Processing, & Formatting 1 LS $1,000.00 $1, 9 Pavement Analysis & 5 Year Plan, & Budget Development (No Software) 1 LS $5,000.00 $5, 10 Trails and Bike Path Data Extraction, Processing & CA/QC 1 LS $1,750.00 $1, 11 Trails and Bike Path Condition Report and GIS Deliverable 1 LS $2,750.00 $2, 12 Project Management 1 LS $2,500.00 $2, 2023 IMS Base Pavement Condition Assessment Project Total: $34,000.001 Assumptions 1. Test miles are calculated based on the number of centerline miles and whether they will require one pass collection, or two pass collection based the number of lanes. We have assumed 2-pass collection for all arterial, collector, and one pass for local roadways. 2. Prior to kickoff meeting, agency will provide IMS with: i.Primary POC, secondary POC and other stakeholder contact information. ii.Preliminary centerline GIS (i.e., geodatabase). 3. Data collection relies heavily on up to date and topologically sound GIS centerline information. 4. Pavement data collection is dependent on the agency's approval of the GIS maps representing the street inventory to be surveyed. 5. Pavement data collection is weather dependent and assumes one mobilization to the area. Data cannot be collected if the pavement is wet or if the temperatures are below 32 F or above 95 F. 6. Agency will actively participate in submission review and provide comments within a period of time that the agency and IMS will agree to during the kickoff meeting. The current proposed schedule assumes a two -week review period for draft deliverable submissions. IMS Infrastructure Management Services, LP 12 Arden Hills, MN Pavement Condition Assessment and Analysis Additional Value Added SerIIIIIIIIIIIIIIIIIIIIIIIIIIII Task Activity Quant Units Unit Rate Total 13 IMS Standard Draft Written Report 1 LS $500.00 $500.00 14 IMS Standard Final Written Report 1 LS $2,000.00 $2,000.00 15 Collection of Digital Images @ 20' Intervals (Needed if ROW Asset below are selected) 30 T-Mi $15.00 $450.00 16 City Council Presentation - Virtual Support (see Onsite Add, Task 14) 1 EA $3,500.00 $3,500.00 17 Add for an Onsite City Council Presentation 1 EA $2,000.00 $2,000.00 18 Easy Street Analysis of Pavement and Budget Development (Add as a Deliverable) 1 LS $5,000.00 $5,000.00 a. "ESA - Easy Street Analysis" Pavement Management Spreadsheet Software Included in Base Activities b. Project Development to Enable Project -Level Analysis Included in Base Activities c. Customizable Prioritization & Cost -Benefit Analysis Included in Base Activities c. Unlimited Access -Training Library Included in Base Activities e. Online ESA Spreadsheet Training via Teams Included in Base Activities 19 ESA Annual Spreadsheet Updates (city provides Rehabs, Inspections & GISIDs) 1 EA YR $2,500.00 $2,500.00 20 FastFWD Mobilization/Calibration 1 LS $3,500.00 $3,500.00 a. Deflection Testing: 2-pass Arterials & Collectors only (NTE40 T-Mi.) 2 DA $3,750.00 $7,500.00 b. Data Analysis of Deflection Testing 1 LS $1,500.00 $1,500.00 c. Traffic Control/Deflection Testing (City to provide; IMS Est. 0-40 Hrs.) 0 HR $115.00 $0.00 21 IMS Story Map of City's Pavement Condition (External Portal for Citizens or Internal Staff) 1 EA $7,500.00 $7,500.00 a. Years 2- 4Annual Updates of Rehabs; Update 3 EA $2,000.00 $6,000.00 22 Non -Standard Written Report (Min. 8-Hours; beyond at Hourly Rate) 8 HR $150.00 $1,200.00 23 Additional or Specialty Maps for Reporting (Beyond Typical 2 Sets) 1 EA $150.00 $150.00 24 Additional Onsite Meetings 1 EA $3,500.00 $3,500.00 25 Additional Hard Copies of the Final Report (>3 Sets Included) 1 EA $175.00 $175.00 26 GIS Clean-up Services 8 HR $175.00 $1,400.00 27 Functional Class Review 1 LS $1,500.00 $1,500.00 28 Software Evaluation Needs Assessment 1 LS $1,750.00 $1,750.00 29 Right of Way Assets (GPS & camera Config.) Included in line 15 a. Sign & Support Database Development 30 T-Mi $75.00 $2,250.00 b. Pavement Markings & Striping Database Development 30 T-Mi $50.00 $1,500.00 c. Sidewalk Database Development 30 T-Mi $22.00 $660.00 d. Pedestrian Ramp Database Development 30 T-Mi $30.00 $900.00 e. Curb & Gutter Database Development 30 T-Mi $22.00 $660.00 f. Traffic Signals/ Flashers. Controllers Database Development 30 T-Mi $25.00 $750.00 g. Street Lights Database Development 30 T-Mi $45.00 $1,350.00 h. Drop Inlets Database Development 30 T-M! $22.00 $660.00 i. Drivepads Database Development 30 T-Mi $22.00 $660.00 j. Bridges Database Development 30 T-Mi $25.00 $750.00 k. Street Furniture Database Development 30 T-Mi $25.00 $750.00 I. Cattle Guards Database Development 30 T-Mi $22.00 $660.00 m. Speed Humps Database Development 30 T-Mi $25.00 $750.00 n. Guardrails & Roadside Pedestrian Fence Database Development 30 T-Mi $22.00 $660.00 o. Catch Basins/ Drainage Inlets Database Development 30 T-Mi $22.00 $660.00 p. Culverts & Ditches Database Development 30 T-Mi $22.00 $660.00 q. Cabinets Database Development 30 T-Mi $22.00 $660.00 r. Utility Poles Database Development 30 T-Mi $45.00 $1,350.00 s. Fire Hydrants Database Development 30 T-Mi $22.00 $660.00 t. Medians Database Development 30 T-Mi $22.00 $660.00 u. Valves Database Development 30 T-Mi $32.00 $960.00 v. Manhole Covers Database Development 30 T-Mi $25.00 $750.00 w. Trees Database Development 30 T-Mi $55.00 $11650.00 IMS Infrastructure Management Services, LP 13 PRESENTATION ITEM — 4D ,-ARZEN HILLS MEMORANDUM DATE: September 18, 2023 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: T-Mobile South Tower Site Use Lease Agreement Amendment (Antenna Lease) Budgeted Amount: Actual Amount: Funding Source: $20,987.50 (2024) $20,987.50 (2024) General Fund Council Should Consider Motion to approve, table, or deny the following: • First Amendment to Site Use Agreement for T-Mobile. Background The City of Arden Hills entered into a Site Use Lease Agreement (Attachment A) with T-Mobile Central LLC (previously referred to as APT) on April 27, 2000 for cell antenna equipment located at the City's South Water Tower at 1230 Red Fox Road. The agreement established a monthly lease rate of $1,000, with an adjustment of 15 percent every 5 years. The agreement expires at the end of April 2025. T-Mobile's real estate agent contacted the City to request renegotiation of the current lease at the South Water Tower. T-Mobile refused to renew the agreement at the base rent as it will be in 2025 and has provided two proposals as seen in the tables below. The current lease rate is extended in the table for comparison. The City Attorney reviewed the amendment document (Attachment A) with T-Mobile and had no concerns with the language as written. The dollar amount shown in Attachment A was T- Mobile's original ask and should be ignored, the proposed base rents for negotiation are shown below in the tables. The proposed lease agreement amendment would extend for 25 years to 2050. Page 1 of 3 Additional information Council should be aware of, there is an existing Sprint antenna lease agreement for the South Tower. T-Mobile has recently merged with Sprint. The Sprint site is still active, it has a final lease end date of 12/31/2044. The terms of the Sprint lease are an annual increase of 4%, the lease rate for 2024 is expected to be $48,848.06. As of right now, City staff is not aware of any changes related to the Sprint lease agreement but staff has assumed a decrease of $30,780 to the budget for 2024 related to this merger. Budget Impact Below are tables that represent the current lease agreement with T-Mobile and the proposal from T-Mobile: Current Lease (Expires 2025) Prior Year 15% increase Current Year Monthly 2019 $18,250.00 $18,250.00 $1,520.83 2020 $18,250.00 $2,737.50 $20,987.50 $1,748.96 2021 $20,987.50 $20,987.50 $1,748.96 2022 $20,987.50 $20,987.50 $1,748.96 2023 $20,987.50 $20,987.50 $1,748.96 2024 $20,987.50 $20,987.50 $1,748.96 2025 $20,987.50 $3,148.13 $24,135.63 $2,011.30 2026 $24,135.63 $24,135.63 $2,011.30 2027 $24,135.63 $24,135.63 $2,011.30 2028 $24,135.63 $24,135.63 $2,011.30 2029 $24,135.63 $24,135.63 $2,011.30 T-Mobile Proposal #1 Starting base rent at $1600 Prior Year 15% increase Current Year Monthly 2025 $20,987.50 $19,795.84 New rate effective 5/1/25 2026 $19,200.00 $19,200.00 $1,600.00 2027 $19,200.00 $19,200.00 $1,600.00 2028 $19,200.00 $19,200.00 $1,600.00 2029 $19,200.00 $19,200.00 $1,600.00 2030 $19,200.00 $2,880.00 $22,080.00 $1,840.00 2031 $22,080.00 $22,080.00 $1,840.00 2032 $22,080.00 $22,080.00 $1,840.00 2033 $22,080.00 $22,080.00 $1,840.00 2034 $22,080.00 $22,080.00 $1,840.00 2035 $22,080.00 $3,312.00 $25,392.00 $2,116.00 2036 $25,392.00 $25,392.00 $2,116.00 2037 $25,392.00 $25,392.00 $2,116.00 2038 $25,392.00 $25,392.00 $2,116.00 2038 $25,392.00 $25,392.00 $2,116.00 2038 $25,392.00 $3,808.80 $29,200.80 $2,433.40 Page 2 of 3 T-Mobile Proposal #2 Prior Year 2025 $20,987.50 2026 $20,700.00 2027 $20,700.00 2028 $20,700.00 2029 $20,700.00 2030 $20,700.00 2031 $20,700.00 2032 $20,700.00 2033 $20,700.00 2034 $20,700.00 2035 $20,700.00 2036 $23,805.00 2037 $23,805.00 2038 $23,805.00 2038 $23,805.00 2038 $23,805.00 Attachments Starting base rent at $1,725 and put stay on escalator to 2035 15% increase Current Year Monthly $3,105.00 $3,570.75 $20,795.84 $20,700.00 $20,700.00 $20,700.00 $20,700.00 $20,700.00 $20,700.00 $20,700.00 $20,700.00 $20,700.00 $23,805.00 $23,805.00 $23,805.00 $23,805.00 $23,805.00 $27,375.75 $1,725.00 $1,725.00 $1,725.00 $1,725.00 $1,725.00 $1,725.00 $1,725.00 $1,725.00 $1,725.00 $1,983.75 $1,983.75 $1,983.75 $1,983.75 $1,983.75 $2,281.31 Attachment A: T-Mobile Site Lease Agreement and Amendment Page 3 of 3 New rate effective 5/1/25 Escalator effective 5/1/35 DocuSign Envelope ID: 200E2636-66B6-4767-A401-52395A632DA5 Attachment A FIRST AMENDMENT TO SITE AGREEMENT This First Amendment to Site Agreement (the "First Amendment") is effective as of the last signature below (the "Effective Date"), by and between City of Arden Hills ("Owner"), and T-Mobile Central LLC, a Delaware limited liability company ("Tenant", previously referred to as "APT") (each a "Party", or collectively, the "Parties"). Owner and Tenant (or their predecessors -in -interest) entered into that certain Site Agreement dated April 27,2000, (including all amendments, collectively, the "Agreement") regardingthe leased premises ("Premises") located at 1230 Red Fox Road, Arden Hills, Minnesota 55112 (the "Property"). For good and valuable consideration, Owner and Tenant agree as follows: 1. At the expiration of the Agreement, the term of the Agreement will automatically be extended for five (5) additional and successive five (5) year terms, each included as Renewal Term provided that Tenant may elect not to renew by providing Owner at least thirty (30) days' notice prior to the expiration of the then current Renewal Term. 2. Upon the expiration of the final Renewal Term, Tenant shall have the right to continue to occupy the Premises and the Term shall automatically extend for up to nine (9) successive one (1) year periods (each, and "Extended Period"). Landlord may elect not to renew by providing notice to Tenant at least six (6) months prior to the expiration of the then current Extended Period. Tenant may terminate any Extended Period at any time by delivery of notice to Landlord. 3. At the commencement of the first Renewal Term provided for in this First Amendment, Tenant shall pay Owner One Thousand Two Hundred Thirty -Five and 00/100 Dollars ($1,235.00) per month as Rent, partial calendar month to be prorated in advance, by the fifth (5t") day of each calendar month. Thereafter, notwithstanding anything to the contrary in the Agreement, the Rent will escalate by 15% on the first day of each Renewal Term. The Rent for each Extended Period shall be increased by 3% of the Rent for the immediately preceding year. Where duplicate Rent would occur, a credit shall be taken by Tenant for any prepayment of duplicate Rent by Tenant. 4. Owner consents to allow Tenant to complete upgrades to, and replacement of the Antenna Facilities on the Premises for no additional consideration, in compliance with required permits, so long as no additional area is occupied or the number of antennas or ground units are not increased. AlN0511A NLG-81893 AMD 16898 TMO / Sprint Site ID: AlN0511A TMO / Sprint Lease ID: 16898 1 5/21/2021 DocuSign Envelope ID: 200E2636-66B6-4767-A401-52395A632DA5 5. All notices, requests, demands and other communications shall be in writing and shall be deemed to have been delivered upon receipt or refusal to accept delivery, and are effective only when deposited into the U.S. certified mail, return receipt requested, or when sent via a nationally recognized courier to the addresses set forth below. Owner or Tenant may from time to time designate any other address for this purpose by providing written notice to the other Party. If to Tenant: T-Mobile USA, Inc. 12920 SE 38th Street Bellevue, WA 98006 Attn: Lease Compliance/ AlN0511A If to Owner: City of Arden Hills Attn: City Administrator 1245 West Highway 96 Arden Hills, Minnesota 55112 6. Tenant and Owner will reasonably cooperate with each other's requests to approve permit applications and other documents related to the Property without additional payment or consideration. 7. Owner will execute a Memorandum of Agreement at Tenant's request. If the Property is encumbered by a deed, mortgage or other security interest, Owner will also execute a subordination, non -disturbance and attornment agreement. 8. Any charges payable under the Agreement other than Rent shall be billed by Owner to Tenant within twelve (12) months from the date in which the charges were incurred or due; otherwise, the same shall be deemed time -barred and be forever waived and released by Owner. 9. Except as expressly set forth in this First Amendment, the Agreement otherwise is unmodified. To the extent any provision contained in this First Amendment conflicts with the terms of the Agreement, the terms and provisions of this First Amendment shall control. Each reference in the Agreement to itself shall be deemed also to refer to this First Amendment. 10. This First Amendment may be executed in duplicate counterparts, each of which will be deemed an original. Signed electronic, scanned, or facsimile copies of this First Amendment will legally bind the Parties to the same extent as originals. 2 TMO / Sprint Site ID: AlN0511A 5/21/2021 TMO / Sprint Lease ID: 16898 DocuSign Envelope ID: 200E2636-66B6-4767-A401-52395A632DA5 11. Each of the Parties represents and warrants that it has the right, power, legal capacity and authority to enter into and perform its respective obligations under this First Amendment. Owner represents and warrants to Tenant that the consent or approval of a third party has either been obtained or is not required with respect to the execution of First Amendment. If Owner is represented by any property manager, broker or any other leasing agent ("Agent"), then (a) Owner is solely is responsible for all commission, fees or other payment to Agent and (b) Owner shall not impose any fees on Tenant to compensate or reimburse Owner for the use of Agent, including any such commissions, fees or other payments arising from negotiating or entering into this First Amendment or any future amendment. 12. This First Amendment will be binding on and inure to the benefit of the Parties herein, their heirs, executors, administrators, successors -in -interest and assigns. IN WITNESS, the Parties execute this First Amendment as of the Effective Date. Owner: City of Arden Hills By: Print Name: Title: Date: Tenant: T-Mobile Central LLC, a Delaware limited liability company By: [DowSpned by: �U,e" Print Name: B, 11 Lam Title: Manager 5/22/2023 Date: TMO Signatory Level: L08,SL08 AlN0511A_NLG-81893_AMD_16898 3 TMO / Sprint Site ID: AlN0511A 5/21/2021 TMO / Sprint Lease ID: 16898 PRESENTATION ITEM —4E ,-ARZEN HILLS MEMORANDUM DATE: September 18, 2023 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Franchise Fee Discussion Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A For Council Consideration Council should consider providing direction on next steps relating to the Franchise Fee Discussion. Backl4round At the August worksession, the City Council received a presentation from Ehlers on possible use of Franchise Fees on electric and gas bills in the City. The memos from that meeting are attached under Attachment A for background. The idea of Franchise Fees was raised as part of the need to fund ongoing capital projects in the City. At the July worksession, the City Council discussed the Capital Improvement Program (CIP) and noted shortfalls in the Public Safety and Equipment fund. One solution to this problem was to consider raising approximately $400,000 in Franchise Fees and distributing between the PIR Fund, Public Safety Fund, and Equipment Fund. This would create stability in the Public Safety and Equipment Funds and provide an ongoing revenue stream for the PIR Fund. The outlook of each fund can be found below with no changes, as well as, if we were to introduce Franchise Fees to the different funds. Note: for the PIR Fund this does not include the Lake Jo Blvd Trail or the Old Highway 10 Trail, and for Public Safety it does include the proposed fire station starting in 2026. In order to raise $400,000 in Franchise Fees, Xcel projects it would require a residential monthly fee of $2.00 on electric and $2.25 on gas, for a total of $51 annually between the two (Attachment B outlines the proposed rates, other associated rates, and generated revenue). Should the Council decide not to charge Franchise Fees and pay for these expenditures with a tax levy increase, a comparable levy increase of $400,000 would equate to an annual increase between $55 and $60 on a median priced home ($469,000). The question was also raised at the worksession if either a fee on electric or gas would be more equitable. Xcel did look at this question and did not have a Page 1 of 4 perspective on what would be more equitable; however, there are about 400 more properties with electric than gas (i.e. it is assumed everyone has electric but not everyone has gas). PIR Fund — No Changes w $2.5 $20 SM $1.0 SOX ■ ' SOS 2024 2M 2Q26 2027 2028 2029 2030 2031 2032 2033 Equipment Fund — No Changes $sa0. a m $500. ID L 54W.0 H 200.0 -$400.0 2024 2025 2026 2027 2029 7m4 Public Safety Capital Fund — No Changes $0.4 $0.2 _ $O.O S0A SOA . ' SOb SOS SLA SL2 SL4 SL6 SL8 2024 2025 2026 2427 2028 2029 2030 2031 2032 2033 Page 2 of 4 PIR Fund — Suggested Changes with Franchise Fees w $3.0 e $25 $2.0 $LS SLO SOS Sao 2024 2025 Zo26 2027 20M 2029 2030 2031 2032 2033 Equipment Fund — Suggested Changes with Franchise Fees im Ssm.O m 0 r S4010 M.0 $0.0 2024 2025 2026 2027 2028 2029 Public Safety Capital Fund — Suggested Changes with Franchise Fees w 51A O $0.g C$0.6 $OA $0.2 $0.0 2024 2025 2026 2027 2M 2029 20M 2031 2032 2033 Should Council want to consider moving this forward, direction will be needed on if, and what type of, public engagement will be needed. No public engagement needs to happen, it can be done by ordinance and updated agreements with Xcel, but the last time Franchise Fees were considered by the Council they were voted down largely due to public opposition. Regarding timing, if Council decides to move forward with a Franchise Fee, it does not need to do that by the end of 2023, it can be done any time, but Staff would recommend having it in -place no later than end of 2024. Should Council decide to increase the tax levy, it would need to be done in -conjunction with the preliminary levy at the end of September, or it would need to wait until next year. Staff believes either option would be acceptable, but would not recommend waiting beyond 2024 to shore up the Page 3 of 4 capital funding. It should be noted that Xcel would request that we waive permit fees on their ROW permits when pulled for projects as part of a franchise fee agreement. Those fees in 2021 and 2022 were $2,170 and $3,040, respectively. Budget Impact Budget impacts will depend on how Council wants to move forward. Attachment Attachment A: August Worksession Memos — Franchise Fees Attachment B: Information from Xcel Energy Attachment C: Combined Comparison of Other Franchise Fees Page 4 of 4 Attachment A ,--AIj�EN HILLS MEMORANDUM DATE: August 21, 2023 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Franchise Fee Discussion Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A For Council Consideration Council should consider providing direction on moving forward with Franchise Fees. Background At the last worksession, the City Council discussed the use of Franchise Fees to help support the Permanent Improvement Revolving (PIR) Fund. The City's financial advisor, Ehlers, has put together a memo on the topic and will be present to give an overview and answer questions. If the Council is supportive, further discussions will need to be had with Xcel, and the Council may want to consider what marketing activities need to take place to help inform and educate residents. Budget Impact N/A Attachment Attachment A: Ehlers Memo on Franchise Fees Page 1 of 1 Attachment A ZEHLERS PUBLIC FINANCE ADVISORS MEMORANDUM TO: Dave Perrault, City Administrator FROM: Stacie Kvilvang and Dan Tienter, Ehlers DATE: August 21, 2023 SUBJECT: Preliminary Franchise Fee Analysis for Electric and Gas Utilities Recently, the City Council and staff expressed an interest in exploring a Franchise Fee (the "Fee") to support capital projects and similar needs for the City of Arden Hills (the "City"). Based on recent City Council discussions and additional direction from City staff, Ehlers developed three preliminary Fee structures (Attachment A) designed to meet predetermined, annual, revenue targets: 1) $350,000; 2) $400,000; and 3) $450,000. Generally, these revenue targets support projected capital expenditures and allow the City to maintain appropriate fund balances. Pursuant to Minnesota Statutes, Section 216B.36, a municipality may require a public utility to obtain a license, permit or franchise to operate on public property. Under this statutory authority, the City may also require public utilities to operate under certain regulations or terms, including the payment of a Fee. Most often, municipalities craft these arrangements as contracts, which the City Council then adopts as an ordinance. Generally, these franchises apply to electric and gas utility providers. The Fee itself may take different forms, most notably as 1) a percentage of revenues, 2) an amount per production unit (e.g., therm, kilowatt hour), or, most commonly, 3) a flat monthly account fee. Often municipalities prefer the flat fee as both the most transparent option for the account holder and the most predictable revenue source for City. Generally, the Fee applies to all public utility users, including tax-exempt properties, and the City may use the revenues for any public purpose. The public utility will pass the Fee along to ratepayers directly, usually labeled on their bill as "City Fee." Each scenario relies on a series of assumptions to support their respective revenue targets, most notably: • Uses a flat monthly account Fee based on ratepayer class; • Structures Fee amounts for about 3% to 5% more than the revenue target as coverage; • Maintains same or similar Fees based on ratepayer class between the two utility types; • Excludes any Fees for street lighting and municipal pumping; and • Provides for Fees in amount similar to other metropolitan municipalities (Attachment B). Additionally, the preliminary analysis relies upon ratepayer counts from 2014. If the City Council decides to continue the discussion, Ehlers and City staff will contact the utility provider for current ratepayer counts, update the analysis, including any direction from the City Council, and present revised estimates at a future City Council meeting or work session. BUILDING COMMUNITIES. IT'S WHAT WE DO. E] info@ehlers-inc.com �, 1 (800) 552-1171 ® www.ehiers-inc.com a a L m a H N v d IL N IL l0 C Q a fCL O O O o o o a Z O O O O O O a 0 0 0 £ `9 `fl `n a' i 0 0 0 L O 0 0 fR 6q fH � J LL C09 0 (00 1 LO O to p J V � N i � 6q Cl) i o0C) 1 Lo O LO p LL LO W N N H> ERA E U Vc00. O 0 C0 1 Lo O Ln £ Lq W N n 1 £ �6� 1 c U m 9 O O O j U V O V 1 y co O <O £ N0 c� cD £ EA EA EA I O U j Q V O V .y O O O 1 y 1-� N L6 £ O i £ 03 U3 � O jU R r o m m � 0 m va Es es w th0oo lQ Wu z a z_ LL Wm a ". N N N aD 0 Electric Franchise Fee Comparative Analysis Attachment B City of Arden Hills, Minnesota Apple Valley 1.13 7.42 20.13 25.00 Bloomington 4.60 11.90 63.00 182.00 1/1/2023 Brooklyn Park 7.00 7.50 45.00 160.00 3/1/2016 Burnsville 4.00 12.00 40.00 180.00 9/1/2020 Coon Rapids 2.26 14.84 40.26 193.44 4/1/2018 Eagan 1.85 10.00 10.00 20.00 - 6/1/2023 Eden Prairie 4.00 5.00 12.50 55.00 - - 7/1/2019 Edina 2.90 4.90 13.68 58.32 - - - 7/1/2019 Minnetonka 4.50 4.50 13.50 45.00 - 4.50 4.50 1/1/2019 Plymouth 2.52 3.79 12.65 50.61 - - - 4/1/2023 St. Louis Park 6.75 12.00 48.50 148.50 - 12.00 48.50 6/1/2021 Woodbury 3.25 3.50 23.00 90.00 8.00 - - 1/1/2022 Chaska 2.83 18.54 50.32 241.80 - Chanhassen 5.00 14.00 40.00 290.00 - 2/1/2020 Falcon Heights 2.25 3.50 22.00 200.00 2.00 10/1/2018 Golden Valley 6.00 6.00 30.00 258.00 - - - 4/1/2018 Little Canada 2.75 5.25 40.00 230.00 15.50 2.00 3.00 7/1/2010 Maplewood 3.00 4.75 30.00 180.00 4.00 4.00 4.00 11/1/2018 Mounds View 2.26 14.84 40.26 193.44 - - - 1/1/2022 Shakopee 1.70 11.13 30.19 145.08 1/1/2017 Shoreview 3.75 5.00 36.00 340.00 - 1/1/2021 South Saint Paul 2.83 18.54 50.32 241.80 4/1/2018 Spring Lake Park 0.80 1.20 8.50 50.00 4/1/2015 Vadnais Heights 4.00 6.00 26.00 120.00 - 1/1/2021 White Bear Lake 0.85 5.56 15.10 72.54 - 5/1/2018 Basic Statistics Mean 3.18 8.14 29.27 145.02 1.13 0.87 2.31 5/14/2019 Median 2.87 6.00 30.00 154.25 - - - 7/1/2019 Range (Min.) - - - - - - - 7/1/2010 Ranae (Max.) 7.00 18.54 63.00 340.00 15.50 12.00 48.50 6/1/2023 Apple Valley (1) 2.00% 2.00% 2.00% 2.00% - - Chaska 5.00% 5.00% 5.00% 5.00% - Coon Rapids (2) 4.00% 4.00% 4.00% 4.00% - - - 4/1/2018 Mounds View 4.00% 4.00% 4.00% 4.00% 4.00% 4.00% 4.00% 1/1/2022 New Brighton Calculated Per kWH 3/1/2016 South Saint Paul 5.00% 5.00% 5.00% 5.00% - - - 4/1/2018 Shakopee 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 1/1/2017 White Bear Lake 1.50% 1.50% 1.50% 1.50% 1.50% 1.50% 1.50% 5/1/2018 Notes (1) For municipalities with franchise fees set as a percentages the amount listed in the table assumes an average bill for the respective user class. (2) The maximum fee that will be applied to any account will not exceed $25.00 per month. (3) The franchise fee excludes rate schedules for highway lighting, municipal street lighting, municipal water pumping, municipal fire sirens, and municipal sewage disposal service. For all consumers, the four percent franchise fee is applicable to the first $950,000 of calendar year gross operating revenues. The franchise fee is reduced to one half percent (0.5%) for the remaining amount of annual gross operating revenues exceeding $950,000. 08/21/2023 IN Ig'%'EHLERS PUBLIC FINANCE ADVISORS Gas Franchise Fee Comparative Analysis City of Arden Hills, Minnesota Attachment B Residential C&I-A C&I-B C&I-C SVDF-A SVDF-B LVDF Apple Valley - - - - - - - Bloomington 4.60 11.90 11.90 63.00 63.00 63.00 182.00 1/1/2023 Brooklyn Park 7.00 6.50 20.00 70.00 160.00 160.00 160.00 3/1/2016 Burnsville 4.00 12.00 40.00 180.00 180.00 180.00 180.00 9/1/2020 Coon Rapids 3.62 3.81 10.72 57.96 100.00 124.91 433.16 1/1/1992 Eagan 1.85 10.00 10.00 10.00 10.00 20.00 20.00 6/1/2023 Eden Prairie 4.00 5.00 12.50 55.00 55.00 55.00 55.00 4/1/2018 Edina 2.90 4.90 13.68 58.32 58.32 58.32 58.32 5/1/2019 Minnetonka 4.50 4.50 13.50 45.00 45.00 45.00 45.00 1/1/2019 Plymouth 2.52 3.79 12.65 50.61 50.61 50.61 50.61 4/1/2023 St. Louis Park 6.75 6.75 12.00 48.50 48.50 48.50 148.50 6/1/2022 Woodbury 1.75 10.00 10.00 100.00 90.00 90.00 55.00 1/1/2022 Chanhassen 5.00 5.00 9.00 20.00 90.00 90.00 90.00 2/1/2020 Chaska 2.70 2.85 8.60 39.50 140.00 315.00 715.00 8/1/2014 Falcon Heights 1.75 8.50 75.00 50.00 100.00 15.00 15.00 10/1/2018 Golden Valley 6.00 7.50 30.00 30.00 258.00 258.00 258.00 4/1/2018 Maplewood 3.00 12.00 100.00 75.00 110.00 2.50 2.50 11/1/2018 Mounds View 3.62 3.81 10.72 57.96 100.00 124.91 433.16 1/1/2022 North St. Paul 2.49 2.62 $0.005 Per Therm 3/1/2019 Shakopee 2.72 2.86 8.04 43.47 75.00 93.68 324.87 1/1/2017 Shoreview 2.25 13.00 - 115.00 - - - 1/1/2021 South Saint Paul 4.53 4.76 13.40 72.45 125.00 156.14 541.45 4/1/2018 Spring Lake Park 0.58 0.61 1.66 8.05 37.00 50.00 50.00 4/1/2015 Vadnais Heights 2.50 7.00 60.00 - 120.00 - - 1/1/2021 Basic Statistics Mean 3.23 5.99 20.14 52.08 83.98 83.36 159.07 6/2/2018 Median 2.90 5.00 11.95 50.31 82.50 56.66 56.66 3/1/2019 Range (Min.) - - - - - - - 1/1/1992 Range (Max.) 7.00 13.00 100.00 180.00 258.00 315.00 715.00 6/1/2023 Coon Rapids 4.00% 4.00% 4.00% 4.00% 4.00% 4.00% 4.00% 1/1/1992 Mounds View 4.00% 4.00% 4.00% 4.00% 4.00% 4.00% 4.00% 1/1/2022 North St. Paul 2.75% 2.75% $0.005 Per Therm 3/1/2019 Shakopee 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 1/1/2017 South Saint Paul 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 4/1/2018 Notes (1) For municipalities with franchise fees set as a percentages the amount listed in the table assumes an average bill for the respective user class. 08/21/2023 Ig'%'EHLERS PUBLIC FINANCE ADVISORS Attachment B �& Xce/Energyv City of Arden Hills, MN, Franchise Fee Estimates September 2023 The following information is provided to assist your community in discussing assessing electric and gas franchise fees onto our customers. Given market sensitivity to electric and gas rates, we strongly encourage the city to reach out to residents and businesses regarding these fees. Cities have the option to collect per -customer franchise fees for gas and/or electric service within their city. Presently, the City of Arden Hills does not collect franchise fees. These franchise fees are collected by Xcel Energy and paid to the city in lieu of any other permit fees or construction bond performance that would otherwise be assessed to Xcel Energy electric and gas construction operations. However, we must still follow all city permit guidelines for our work. Xcel Energy retains no portion of the franchise fee that the city may wish to levy on our customers — all fees collected are remitted to the city on a quarterly basis. The city may use this fee revenue as they wish. The fee projection table provided on page 2 is based upon Xcel Energy's Arden Hills customers' energy use in the previous 12 months, ending August 2023. These are examples shown for illustration — other options are available to the city for its action, but the city and Xcel Energy must reach agreement. Fee collection begins within 90 days of receipt of documentation supporting city council action to implement fees. Electric Rate Classifications Monthly Electric Usage Small C&I: Non -Demand Maximum load less than 25 KW per month Example: small retail shop Small C&I: Demand Maximum load between 25 — 100 KW per month Example: restaurant Large C&I Maximum load over 100 KW per month Example: manufacturer, school, hospital Gas Rate Classifications Monthly Gas Usage Commercial Firm: Non -Demand Firm peak day load less than 500 Therms per day Example: convenience store, retail, small business Commercial Firm: Demand Firm peak day load greater than 500 Therms per day Example: Large retailer, industrial business, school Small Interruptible Peak day loads more than 500 Therms but fewer than 2000 Therms, and agree to curtailment of gas service Example: manufacturer, school, hospital, business with a central heating plant Med & Large Interruptible Peak day loads of more than 2000 Therms per day, and agree to curtailment of gas service Example: same as above Customer Classification Electric Current Rate Option 1 Option 2 Option 3 Residential $ 0.00 $ 3.00 $ 2.50 $ 2.00 Small C&I: Non -Demand $ 0.00 $ 4.50 $ 4.00 $ 3.00 Small C&I: Demand $ 0.00 $ 28.00 $ 24.00 $ 18.00 Large C&I $ 0.00 $ 185.00 $ 165.00 $ 155.00 Public Street Lighting $ 0.00 $ 0.00 $ 0.00 $ 0.00 Municipal Pumping $ 0.00 $ 0.00 $ 0.00 $ 0.00 Total Annual Collection Xcel Energy Electric (estimated) $ 0.00 $ 342,000 $ 295,000 $ 250,000 Customer Classification Gas Current Rate Option 1 Option 2 Option 3 Residential $ 0.00 $ 2.75 $ 2.50 $ 2.25 Commercial Firm: Non -Demand $ 0.00 $ 15.25 $ 14.50 $ 14.00 Commercial Firm: Demand $ 0.00 $ 430.00 $ 200.00 $ 150.00 Small Interruptible $ 0.00 $ 125.00 $ 115.00 $ 105.00 Med & Lrg Interruptible $ 0.00 $ 175.00 $ 165.00 $ 160.00 Total Annual Collection Xcel Energy Gas (estimated) $ 0.00 $ 183,000 $ 160,000 $ 147,000 TOTAL Estimated Fees $ 0.00 $ 525,000 $ 455,000 $ 397,000 UTILITY FRANCHISE AGREEMENTS INFORMATION SHEET MINNESOTA �& Xcel Energy°' The Basics of Utility Service Electric and natural gas utility companies provide essential services to the public. Minnesota has designated electric utility service providers for each part of the state. These utilities have the exclusive authority and obligation to provide service to all customers in their designated service territories. State law allows utilities to use public rights of way to locate poles, wires and natural gas pipes. Public rights of way typically include public roads, highways, streets, bike lanes and sidewalks. Local governments that have the responsibility to manage the rights of way and have an interest in where the utilities locate their facilities. Utility Franchise Agreements A franchise agreement sets expectations between a city and Xcel Energy, including how we construct, operate and maintain our equipment located in the public rights of way. Franchise agreements can also address things like tree trimming and roadway restoration when a utility project has been completed. In addition to the conditions in franchise agreements, cities may require utilities to obtain permits for work within the right of way. Franchise agreements do not set energy goals, determine the mix of energy resources used by a utility, set energy prices or service standards. Those policy decisions are made by the Minnesota legislature and regulated by the Minnesota Public Utilities Commission and cannot be included in franchise agreements. Xcel Energy Franchise Agreements We have more than 370 franchise agreements in Minnesota. These shared agreements enhance strong working relationships with the communities we serve by providing clear expectations while supporting consistent and efficient operations and service. In some cases, a city may choose to establish a franchise fee as part of the franchise agreement. This is done in cooperation with Xcel Energy and is executed through a separate ordinance, which can be implemented at any time during the life of the franchise agreement. In these cases, we collect the fee from our customers and transfer it directly to the city on a quarterly basis. xcelenergy.com I © 2022 Xcel Energy Inc. I Xcel Energy is a registered trademark of Xcel Energy Inc. 1 22-11-618 UTILITY FRANCHISE FEES Some cities impose franchise fees to their energy providers as part of utility franchise agreements. As allowed by the Minnesota Public Utilities Commission, franchise fees levied on us are passed on directly to our customers within a city. This fee is itemized on our customer bills as a City Fee. A franchise fee can only be implemented if it is allowed by the city's existing franchise agreement with us. If a community determines a franchise fee is appropriate, there are several guiding principles we follow in discussing fee options. • Franchise fees are set forth in a fee ordinance authorized by, but separate from, the franchise agreement. • An equivalent fee must be placed on all energy suppliers serving the city. • We will not be subject to permit fees while franchise fees are in effect. • We will prepare fee schedule options for the amount of revenue sought by the city. • The fee is calculated as a flat fee, per premise and is applied equally for all customers in a given rate class. • Fees are paid to the city on a quarterly basis. Franchise Fee Considerations As in any case where a city is considering a new revenue source, we urge careful consideration of the possible negative impacts of a franchise fee since they increase the cost of energy for all customers in that city. Timeline Implementing franchise fees is a complex process requiring adequate time for system programming and testing. Here's a typical sequence of events: • City provides us with written notice of intent to enact a fee prior to formal consideration. • City and Xcel Energy negotiate the fee. • In order to meet the PUC's requirements, the approved fee ordinance must be received by us at least 90 days before the anticipated start of fee collection. • We collect the fee from our customers monthly and transfer it to the city on a quarterly basis. Sample Timeline Xcel Energy receives proposed ordinance City adopts ordinance Xcel Energy implements fee on customers' bills Fee collection (Xcel Energy pays the city quarterly) INFORMATION SHEET MINNESOTA �& Xcel Energy°' kk Xcel Energy pays the city at the end of the month after the quarter's fees have been collected xcelenergy.com I © 2022 Xcel Energy Inc. I Xcel Energy is a registered trademark of Xcel Energy Inc. 1 22-11-617 M O O N M n N N l O M N M N N M N O O N N O N O N N N N N N N N N N N N N N N N N N N N N N N N � m � m O � N O O uu u0 O Cl V 7 W i0 O O O O W �fJ O O O M vi c�i ao v n � 0 0 O O O g O N W f�0 N tO0 N O O N 0 0 0 0 0 0 0 0 W . . O M O (O O O M O O N t0 W GD O �0 O N O O O O O O O O N ( N i O O m 0 w m O i i 00 0 0 0 0 0 0 0 0 i O 0I? V N W O O m M O O O W O � I O M I I 0 N N M N N O m N m M of 7 7 N M �0 W O O N O a M 0 OD OD O O O t0 O O O O O O O O 7 W � I� M r O V O O N 0p W tD O O �0 th O O O N O O LL'J O R O N M 7 cp U U U U U U U U U U U U U U U U U U U U U U U C U U U U U U U U U U N N m N N m m m m m N N N N N N m m 0 0 U U U _m _m _m _m _m W W W W W W W W W W W W ui W W W W W W W W W W U U U � m m m m m m m m m m m m m m m m m m m m m m m m m . R R m m m m m m m m m m@@ R R R R R R R R R m m LL m L Y m m « J L m m V O O 9 O y m C m N L N N C m O Y lm6 O L 6 d N m L 0 t, L 'O O O m L@ 0 7j Q J f0 W LL N�: LL U W 0 2 N> co m W m U C7 N m Q PRESENTATION ITEM — 4F 'It ,-ARZEN HILLS MEMORANDUM DATE: September 18, 2023 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Sound Barrier Discussion Budgeted Amount: N/A Actual Amount: N/A Funding Source: N/A For Council Consideration Council should consider providing direction on pursuing an application with MnDOT for a potential sound barrier. Background On a number of occasions, the City has discussed pursuing a potential sound barrier (noise wall) in the city, typically along Old Highway 10 (Highway 51 and Glenhill area were also discussed, too). Annually, MnDOT requests applications from interested cities for their metro area standalone noise barrier program; while Council did discuss this last year, MnDOT, due to limited funding, did not accept applications last year. MnDOT is accepting applications this year through December 3 1 " for 2029 sound barrier projects. Should the City want to submit an application and be awarded a project, the City would be responsible for 10 percent of the cost. The scoring for the program is based on a number of factors, such as number homes served, decibel levels, and cost feasibility. A quick summary is below of the two areas recently discussed: Old Highway 10 from Highway 96 to South of Wedgewood Circle kGn Readiness__ St xa€herine 6r[hodax Church Sync Elk a Church© 3 e eager r - This area was studied as part of a previous 2019 MnDOT Noise Study and it was found the noise level in the area measured 71.2 decibels during the reading period, the threshold for a sound barrier Page 1 of 2 is 65 decibels. Based on MnDOT's scoring, the selected area did not score high enough to receive a noise wall. The estimated cost for a noise wall at the time was $2,700,000, equating to a cost to the City of $270,000. It can be assumed the cost in today's dollars is closer to $3,000,000 with a $300,000 City cost. Highway 51 and Glenhill Area hapel© 0 . Johanna Marsh Park Halle \\ 1 Knutson Hall 01,aWl R'' Wooc This area was not part of previous noise study, but did have a noise measurement taken coming in at 67.1 decibels, which is also over the threshold. Since it was not part of a previous study, we do not have a cost estimate for this section, but MnDOT did note a short wall here likely isn't cost effective, and a longer wall would require cooperation with Roseville as it would likely stretch into their City. The actual application for a future noise wall is simple to complete, but would require a resolution of support from the City Council. Should the City decide to submit an application, MnDOT will then update noise studies for the areas of the submitted applications and based on their criteria will score each application. It will be important should the Council want Staff to submit an application to give direction on the area(s) it would like to submit for. Budget Impact Assuming a cost to the City of $300,000, there is not currently money set aside for a 2029 noise wall. The projected balance for the PIR fund is below, you'll note it could absorb $300,000 but other projects may need to be cut or new projects not added in the future. The City may pursue other funding mechanisms, such as, assessments, too. w $2.5 c ° $2.0 $1.5 $1.0 $0.5 ■ $0.0 -a.5 2024 2025 2026 2027 2D28 2029 Attachment N/A Page 2 of 2 PRESENTATION ITEM — 4G ,-ARZEN HILLS MEMORANDUM DATE: September 18, 2023 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Council Tracker Update Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should provide further direction on items presented on the Council Request Tracker. Background City Council will receive a verbal update on items the Council has previously directed staff to research and/or bring forward. Discussion N/A Budget Impact N/A Attachments N/A Page 1 of 1