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Mayor: David Grant It, Councilmembers: �-AEN HILLS Brenda Holden Emily Rousseau Special City Council Tena Monson Tom Fabel Work Session Agenda March 11, 2024 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. Members of the public may attend a meeting in -person at City Hall or they may view the meeting remotely on the City's website using the below link. Meetings are also broadcast on Cable Channel 16 for those that live in Arden Hills. https://cityofardenhills.org/320/Watch-City- Meetings 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 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 or other materials should be handed to the City Clerk for distribution to the Council prior to or during the meeting. 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. AGENDA ITEMS 3.A. Johanna Shores Concept Review Jon Fletcher, Presbyterian Homes Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF 3.13. Event Center Concept Review Jessica Jagoe, Community Development Director Julie Hanson, Assistant to the City Administrator/City Clerk Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF ATTACHMENT E.PDF 3.C. Rice Creek Commons/TCAAP Discussion Dave Perrault, City Administrator Documents: MEMO.PDF 3.D. Parks, Trails And Recreation (PTRC) Work Plan Jill Anderson, PTRC Chair Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 3.E. 2025 Arden Oaks And Freeway Parks Improvement Project Lucas Miller, Assistant Public Works Director Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 3.F. RFP Community Development Consultant - Ordinance Updates Jessica Jagoe, Community Development Director Documents: MEMO.PDF ATTACHMENT A.PDF 3.G. City -Owned Land Encroachment Discussion David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 3.H. Legislative Priorities And Processes Dave Perrault, City Administrator Documents: MEMO.PDF 3.1. Committee/Commission Liaison Roles And Responsibilities Dave Perrault, City Administrator Documents: MEMO.PDF 3.J. Proclamation Policy Dave Perrault, City Administrator Documents: MEMO.PDF 3.K. Future Agenda Setting/Council Priorities/Future Topic Discussion Dave Perrault, City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF 31. Council Tracker Dave Perrault, City Administrator Documents: MEMO.PDF 4. COUNCIL/STAFF COMMENTS ADJOURN AGENDA ITEM — 3A ,-ADEN HILLS MEMORANDUM DATE: March 11, 2024 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Jessica Jagoe, Community Development Director SUBJECT: Planning Case 24-002 — Concept Plan Review Presbyterian Homes & Services — Johanna Shores McKnight Care Center Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should consider a request for a Concept Plan Review, submitted by Presbyterian Homes & Services ("Applicant") for the McKnight Care Center building on the Johanna Shores property located at 3200 Lake Johanna Boulevard ("Subject Property"). The Applicant is seeking feedback from the City Council on a concept plan to replace the 208 bed care center with 72 new skilled nursing beds and 77 units of independent living apartments. The Concept Plan Review process is an opportunity for the City Council to provide comments and ask questions regarding proposed developments. A concept review is considered advisory and is nonbinding to the City and Applicant (Section 1320.14, Subd 4 of the Zoning Code). No formal action can be taken at a Work Session. A formal application will be subject to the full review process, including a public hearing with Planning Commission and City Council review. Background The Subject Property is part of approximately 21.2 acres owned by Presbyterian Homes & Services. In November 2010, the City Council approved a Master and Final PUD for the redevelopment of the Johanna Shores care facility in Planning Case 10-012. Other approvals in this case included a Preliminary and Final Plat and the rezoning of the property from R-2 to R-4 to bring the mix of residential uses on the property into compliance with the zoning code. The redevelopment project was divided into Phase I and Phase II with first the demolition of the existing Lakeview Building and the construction of a new 162 unit building in its place. The second phase included the construction of 36 units in two brownstone style apartment buildings on the site of the to -be demolished Sutton Place apartments. The McKnight Care Center was to remain and was not altered as part of the redevelopment. Page 1 of 3 In 2014, the Applicant requested a Master and Final Planned Unit Development Amendment. The amendment components included reconfiguring the Brownstone Buildings, revising the Construction Scheduled for the Brownstone Buildings, reallocating 4 units from the new Lakeview Building to the Brownstone Buildings, and allowing for the removal of a speedbump which was a condition of approval pending a traffic study. The PUD Amendment was approved and Phase I and Phase II of the approved 2010 redevelopment have been completed. The McKnight Care Center was originally approved through a Special Use Permit in PC 75-17 and constructed in the mid 1970's. The Center was last modified following a Special Use Permit Amendment in 2005 which approved an addition to the south end and interior improvements. Existing and Proposed Site I 1 LAKE i(� JO HANNA own ----- "—'! PAREELSONTIE : PARCEL ANALYSIS: LXISI ING PARMANALYS&PROPOSED I I PNESBYfEPIAN 1gME5 W.ASETMCKZ NE _ M—E]ONANNA IANI—PE IMPPOYEMENTAPEA PERX 2P PLAN L —� � RaEartlapnieNP2a Discussion Concept Plan Proposal The Applicant has prepared a concept to redevelop the McKnight Care Center through design, improvements to operating efficiency, and additional independent living units. The proposal includes the demolition of the existing building and the replacement of the 208 skilled nursing facility beds with 72 skilled nursing beds and 77 new units of independent living. The new building would match the height of the current buildings, be integrated with the current central plant building, and interconnected to the main building by an enclosed walkway. Building material would match the previous construction which consists of stone base and fiber cement shakes. The concept includes an overall reduction of 59 units on campus and is anticipated to decrease overall traffic demand and on -site parking demand. There are no changes proposed to access or site circulation. Of the 21.2-acre property, 2.25 acres are proposed to be impacted. The proposed concept would result in an increase to floor area ratio, and increase to impervious surface, and landscaping changes. The Applicant does not anticipate requesting variances for the redevelopment due to the terms of the underlying PUD. Based on an initial review, staff believes a future proposal would Page 2 of 3 require a land use request for a Planned Unit Development Amendment. In addition, the Applicant will need to hold a Neighborhood Meeting before submitting a land use application per the City's Public Notification Procedures given this proposal is within a residential zoning district. Budget Impact N/A Attachments A. Land Use Application B. Location Map C. Applicant Narrative D. Concept Plans Page 3 of 3 DocuSign Envelope ID: 06707386-1 B30-4F63-858F-81 EC376090EB Attachment A �- Il�)EN�HILLS 1245 West Highway 96 Arden Hills, Minnesota 55112 Telephone (651) 792-7800 Fax (651) 634-5137 www.cityofardenhills.org Planning Case No. 24- Submittal Date Application Completed Date Accepted by Receipt Number Council Decision Council Decision Date 2024 LAND USE APPLICATION Applicant Information Applicant: Jon Fletcher, Senior Vice President, Presbyterian Homes & Services Address: 2823 Hamline Ave S, Roseville, MN 55113 Telephone No.: 262-490-4465 Fax No.: Email Address: jletcher@seniorpartners.com Property Information Property Owner: Presbyterian Homes of Arden Hills, Inc. Other: Owner Address: 2845 Hamline Ave North, Roseville, MN 55113-7116 Owner Telephone No. 262-490-4465 Other: Address of Property Involved: 3200 Lake Johanna Blvd, Arden Hills, MN 55112 Lot 1, Block 1, PHS Addition of Arden Hills, according to the recorded plat thereof, Ramsey County, Minnesota Property ID No.: 333023430024 Tvpe of Use. Skilled Nursing, Assisted Living, Memory Care, Independent Living Zone: PUD / R-4 Property Acreage: 21.51 Acres Type of Request ❑ Comprehensive Plan Amendment (Fee: $550 + Escrow: $2,500) ❑ Conditional Use or Interim Use Permit/CUP or IUP Amendment (Fee: $400 + Escrow: $1,500) ❑ Preliminary Plat (Fee: $500 + Escrow: $2,500) ❑ Final Plat (Fee: $450 + Escrow: $1,000) A Concept Plan Review (Fee: $300 + Escrow: $750) ❑ Master Planned Unit Development or Master Special Development Plan (Fee: $600 + Escrow: $2,500) ❑ Final Planned Unit Development or Final Special Development Plan (Fee: $350 + Escrow: $2,000) ❑ Planned Unit Development Amendment or Special Develo ment Plan Amendment (Fee: $400 + Escrow: $1,500� ❑ Site Plan Review (Fee: $450 + Escrow: $1,500) ❑ Rezoning or TCAAP Regulating Plan Amendment (Fee: $500 + Escrow: $1,500) ❑ Zoning Code or TCAAP Redevelopment Code Amendment (Fee: $400 + Escrow: $1,500) ❑ City Code Amendment (Fee: $350 + Escrow: $1,500) ❑ Lot Split/Minor Subdivision (R-1 and R-2 Districts Only) (Fee: $350 + Escrow: $1,500) ❑ Variance or Permitted Adjustment (Fee: $350 + Escrow: $1,000) ❑ Vacation of Easement or Right -of -Way (Fee: $150 + Escrow: $1,000) ❑ Appeal of Administrative Decision (Fee: $150 + Escrow: $1,000) ❑ Land Use Requests — Not Already Specified (Fee: $150 + Escrow: $1,000 Page 1 of 3 DocuSign Envelope ID: 06707386-1 B30-4F63-858F-81 EC376090EB Brief Description of Reauest (please also include a typed, detailed letter explaini Request for city council workshop meeting for a concept plan review of a replacement of the aging 208-bed McKnight Care Center with a new 72-bed skilled nursing facility and up to 85 units of independent living apartments. *IMPORTANT* • Certain applications are subject to review and approval by the Rice Creek Watershed District. Contact RCWD directly at 763-398-3070 for additional information. • The land use application fees do not cover building, sign, or other permit fees that may be required upon approval of a land use application. • All applications will be subject to additional fees for reimbursement of consultant costs associated with filing, reviewing, and processing of application in the form of an escrow to the City. Filing & Information Requirements The City requests that you make a pre -application meeting with the Community Development Director to discuss the application process, requirements, and deadlines. Unless waived by the Community Development Director or Planning Commission, a certified survey of the property is required for all applications. A checklist with additional application requirements can be found at www.citvofardenhills.org/landuseapplications. Complete/Incomplete Applications Under Minnesota Statute, Chapter 15.99, cities have 15 business days to review all plans and application materials to ensure they satisfy City requirements. During the 15 day review period, planning staff will provide written comments on the application and may request plan revisions. If the application is determined to be complete, Minnesota State Statute then requires the City to approve or deny the application within 60 days, up to 120 days. If not complete, the City may require plan revisions and/or additional information before the application is scheduled for Planning Commission review and/or City Council action. Project will not be scheduled for any meeting until the application submittal is found to be complete by the Community Development Director. Payment of Fees and Escrows The undersigned acknowledges that she/he understands that before a land use application can be deemed complete, all required fees and escrows must be paid to the City. The applicant is responsible for all costs incurred by the City related to the processing of this application. Each separate land use request shall be charged a separate administrative fee and escrow even if submitted on the same application. Costs expended in reviewing and processing an application will be charged against the cash escrow and credited to the City. Charges to the escrow may include planning and engineering staff time, City Attorney and consulting fees, and mailing costs. If, at any time, a required cash escrow is depleted to less than 20 percent of its original amount, the applicant shall deposit additional funds in the cash escrow account as determined by the City. The City may withhold final action on a land use application, withhold building permits, and/or rescind prior action until all fees have been paid. Unused portions of an escrow are returned to the applicant upon successful implementation of an approved plan. The escrow may be reduced or increased by the Community Development Director on a project by project basis. Notice of Meetina Attendance In order for the Planning Commission and the City Council to consider any application, the applicant or a designated representative must be present at the scheduled meeting. If not, the matter may be tabled until the next available agenda. Page 2 of 3 DocuSign Envelope ID: 06707386-1 B30-4F63-858F-81 EC376090EB Meeting Schedule Planning Commission meetings are typically held on the first Wednesday after the first Monday of each month at 6:30 PM, though please contact City Hall to verify the meeting date and time. City Council meetings are held typically the last Monday of the same month at 7:00 PM. Meetings are held in the Council Chambers at the City of Arden Hills, 1245 West Highway 96, Arden Hills, Minnesota 55112, unless otherwise stated. The schedules below are for reference purposes only. Project will not be scheduled for any meeting until the application submittal is found to be complete by the Community Development Director. 2024 Planning Commission and City Council Schedule (*subject to change) TENTATIVE PLANNING COMMISSION MEETING DATE* (Generally held on the first Wednesday after the first Monday at 6:30 .m. TENTATIVE CITY COUNCIL MEETING DATE* (Generally held on the fourth Monday at 7:00 p.m.) DEADLINE FOR LAND USE APPLICATION SUBMISSION (Pt day of the preceding month) January 3 February 12 December 1 2023 February 7 March 11 January 2 March 6 Aril 8 February 1 April 3 Aril 22 March 1 May 8 May 27* Aril 1 June 5 June 24 May 1 Jul 3* July 22 June 3 August 7 August 26 July 1 September 4 September 23 August 1 October 9 October 28 September 2 November 6 November 25 October 1 December 4 January 13 (2025) November 1 Acknowledgement and Signature I hereby apply for the above consideration and declare that the information and materials submitted with this application are complete and accurate per city code and ordinance requirements. I fully understand that I am responsible for all costs incurred by the City related to the processing of this application. by: Signature (Required) 2/7/2024 Date Applicant Signature (If different than the property owner) Date Please contact the Community Development Director at 651-792-7800 if you have any questions regarding this application. Additional copies of this application form are available on the City's website: www.citvofardenhills.org/landusea,nplications Page 3 of 3 Site Map I'VA � Attachment M-5 MINI I 3/11/2024, 2:02:02 PIVI Personal Property Tax Parcels Cities County Offices 1:3,600 0 0.05 0.1 3003" 0.2 km Ramsey County Ramsey County MN 006 `n" presbyterian homes & services February 71", 2024 Elana Fransen Senior Planner City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 Re: Application for Concept Plan Review & Narrative 3200 Lake Johanna Blvd, Arden Hills, MN 55112 Dear Ms. Fransen, Attachment C Enclosed please find the application for Concept Plan Review related to the property located at 3200 Lake Johanna Blvd, Arden Hills, MN 55112. Background In November 2010, the City and Presbyterian Homes and Services ("PHS", the "Owner") entered into a PUD Development Agreement (the "Agreement") regarding its development of property located at 3200 Lake Johanna Boulevard (Planning Case 10-012) for the property legally described as PHS Addition of Arden Hills, Lot 1, Block 1. This approval provided for four actions: 1) rezoning the property from R-2 to R-4, 2) approved the pre- and final plat, 3) amended the existing conditional use permit, and 4) approved the Master PUD and Final PUD Development Plans. A key element of this approval was the demolition of then existing Sutton Place (19 Units) and Lake View Residence (169 Units) which was replaced with the current "C"-shaped community. Prior to demolition and new construction, the campus had 396 units in total (Including 208 Units in McKnight). The following campus density was approved as a part of the 2010 PUD in multiple phases: 2010 Protect Approvals Use 2010 Density Approved (Units) Existing/Approved Brownstones (Independent Living) 36 Approved Independent Living 54 Approved Assisted Living 76 Approved Memory Care 36 Approved Skilled Nursing (McKnight) 208 Existing Total 410 As a part of the redevelopment, the project entered into a tax increment financing agreement with the City of Arden Hills for $1.115M to assist with public infrastructure improvement costs. The property is also subject to a Landscape Improvement Area plan as a part of the 2010 PUD. In June 2015, the City and PHS further modified the Agreement to 1) amend the configuration of the Brownstone Buildings, 2) revise the construction schedule, 3) reallocate four hospice units to be independent living units, and 4) modify the terms of the speed bump requirements on County Road D. T 651-631-6100 F 651-631-6108 2845 Hamline Avenue North Roseville, MN 55113 Page 1 of 3 it I PresHomes.org 006 `n" presbyterian homes & services Current State Today, the campus redevelopment is complete, stabilized, and thriving. It is home to hundreds of senior residents who enjoy the wonderful lakeside location and access and peaceful setting generally out of view from the public due to its recessed setting and elevation below Lake Johanna Boulevard. Even as the grounds and unique property features have proven to be a significant benefit to its residents, the original McKnight Care Center (208 bed skilled nursing facility) has aged beyond its useful life and requires replacement consideration. Unfortunately, it is operationally inefficient to the point of not being able to use 80 of its 208 skilled nursing beds and requires significant capital investment to maintain current state. As such, we are proposing to review a potential total redevelopment of that building to new state of the art design and care standards. Conceptual Future State I PHS desires to explore options to redevelop the McKnight V� Care Center into a state-of-the-art design, improve its operating efficiency, and increase the number of independent living units on campus to meet the demands of a multi -year waiting list to gain entry to the community. A unique element of any redevelopment of the McKnight Care Center is that its mechanical system is fully integrated with the newer "C shaped building via a central plant, that serves both buildings HVAC and electrical systems. Due to this interconnectedness, any new design will need to work around that physical plant, as shown in the concept plans. As proposed, PHS would demolish the existing McKnight Care Center, and replace the 208-bed skilled nursing facility with a new 72-bed of skilled nursing community and 77 new units of independent living in a 4-story building, wrapping around the current central plant building, and interconnected by an enclosed walkway to the main building where the bulk of current amenities and care services are located. An overall reduction of 59 units on the campus. The design intent is to match the finishes of the most recent construction to minimize aesthetic impact, utilizing the same material palette of stone base and fiber cement shakes. In addition, the proposed development matches the height of the current buildings on the campus. Proposed Unit Mix Use 2010 Approved Units 2015 Approved Units Change in Units Proposed Units Brownstones (Independent Living) 36 40 0 40 Independent Living 54 54 +77 131 Assisted Living 76 72 0 72 Memory Care 36 36 0 36 Skilled Nursing (McKnight) 208 208 -136 72 Total 410 410 -59 351 T 651-631-6100 F 651-631-6108 2845 Hamline Avenue North Roseville, MN 55113 Page 2of3 it I PresHomes.org 006 `n" presbyterian homes & services Unique to this project, to minimize impact on surrounding neighbors, PHS previously acquired three parcels immediately north of the proposed development site to act as a buffer (shown on the concept plan in yellow). With respect to traffic impact, due to the reduction in unit count, overall traffic demand will decrease. On -site parking demand will also be reduced due to the change in housing product mix. Enclosed parking would be included in each of the buildings. No changes are proposed to access points, traffic flow, or general site circulation. Access from Sandeen Road to the north would continue to be maintained for parking and service access. This access point currently services a parking lot and general building maintenance and loading areas. Conceptual Traffic Impact ITE Land Use Trip Current Current Peak Proposed Proposed Peak Use Code Rate Units Hour Trips* Units Hour Trips* Brownstones 252 0.25 40 10 40 10 (Independent Living) Independent Living 252 0.25 54 I 14 131 I 33 Assisted Living 254 0.48 72 I 35 72 I 35 Memory Care 254 0.48 36 I 17 36 I 17 Skilled Nursing 255 0.19 208 40 72 14 (McKnight) Total 410 116 -59 109 *Institute of Transportation Engineers (ITE), Trip Generation Manual, 11`h Edition Conceptual Variances Due to the terms of the underlying PUD, no additional variances are anticipated. However, the proposed site plan would result in an increase to FAR, an increase to impervious surface, and may require a minor modification/relocation of the landscape improvement areas. Of the 21.2 acres of total land on the property, approximately 2.25 acres are proposed to be impacted. We appreciate the Council's consideration of this conceptual plan and welcome feedback from council and staff as we continue to study the redevelopment of this important nursing resource on the campus of Johanna Shores. Sincerely, Jon Fletcher Senior Vice President Presbyterian Homes & Services End: Land Use Application Conceptual Site Plan Application Fee T 651-631-6100 F 651-631-6108 2845 Hamline Avenue North Roseville, MN 55113 Page 3 of 3 it I PresHomes.org w a 5 S m a f U S ►. 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I Z j QI--------------- Z D Z � V Z 0 Z = J - Om 111111111111 w m AGENDA ITEM — 3B ,-ARZEN HILLS MEMORANDUM DATE: March 11, 2024 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Jessica Jagoe, Community Development Director Julie Hanson, Assistant to the City Administrator/City Clerk SUBJECT: Event Center Concept Plan — 3776 Connelly Avenue Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A For Council Consideration Council should provide feedback to guide future consideration of a land use application by Rose Kukwa ("Applicant") regarding the proposed redevelopment and text amendment language for the property located at 3776 Connelly Avenue ("Subject Property" and formerly Northern Lights Bingo). The concept review would provide direction on a phased development plan that will allow for the utilization of the building as an event center, restaurant, and adult day care. Following the concept review discussion, the Applicant could decide whether to move forward with the required land use application for a text amendment to allow an event center, planned unit development for phased redevelopment, and a conditional use permit for the adult day care. Background Proposed Uses Rose Kukwa has submitted a land use application for a concept review to garner feedback from the City Council on the potential redevelopment of the former bingo hall site into a multi -use facility as part of a phased development of the Subject Property. The phasing would be three- part which would be rolled out over a one-year period as stated in the development plan. The first use that would start immediately upon city approvals would be to operate an event center with a capacity of up to 464 attendees. Phases 1 and 2 are both associated with the event center use. In Phase 1, the event center would operate with all the food service and alcoholic beverages being provided by a licensed caterer. The Applicant would not hold a City or State license for food service and/or the sale of alcoholic beverages. As part of Phase 2, the Applicant would open a caf6 inside the building. At this stage, the Applicant has stated that they would obtain a City liquor license as a restaurant. Clients of the event center would have the option of bringing in a caterer or having in-house dining. Lastly in Phase 3, the building would also be leased as an adult day care. Hours of operation for building use(s) would be Monday through Thursday 9 a.m. to 5 p.m. and Friday through Sunday from 8 a.m. to 3 a.m. Page 1 of 3 The current Property Owner closed the bingo hall and restaurant last fall and did not renew their liquor license for 2024. Today, the Subject Property is being used as an indoor soccer training facility. Both the bingo hall and indoor sports training facility land use are allowed as a permitted use under the definition of Commercial Recreation. This use allows recreational facilities which are operated for profit or render a service which is customarily considered as a business. Of which uses listed in the definition include arcade, arena, art gallery, assembly hall, athletic and health clubs, auditorium, bowling alley, club or lounge, community center, pool or billiard hall, or a variety of organized or franchised sports, including but not limited to basketball, ice hockey, wrestling, soccer, tennis and volleyball. The Applicant intends to purchase the Subject Property upon receipt of the necessary city approvals. An event center does not fall under the definition of a commercial recreational facility or other land use category currently allowed in the city code. Therefore, a text amendment would be needed to add "event center" as either a permitted or conditional use in commercial and/or industrial zoning districts. As a component of the operation of an event center, the Applicant is proposing that they have the option to provide food and liquor at events. Currently, the event center could not pursue a City issued liquor license for two reasons: first, per Minnesota Statute 340A.404 subdivision 1 (c), a City cannot issue a liquor license to an event center in the seven county metro area and second, per City Code (which reflects State Statute), the City can only issue an on -sale liquor license to a business that fits specific criteria, such as a restaurant. There are two options for an event center to provide alcohol at events. The event center could offer properly State licensed caterers that will provide the food with alcohol incidental to the food service. Both of these functions require a permit issued by the State. The second option is the event center would need to qualify as a restaurant and pursue a City liquor license. Attached for basic background information on the State issued licenses/permits is an informational page about the caterer's license for food service (Attachment D) as well as the application from Alcohol and Gambling Enforcement Division for the alcohol component (Attachment E). The Applicant is proposing to utilize State licensed caterers for food and alcohol service during Phase 1 of business operations. In this scenario, the process of licensure and enforcement are administered by the State in conjunction with local law enforcement, per Minnesota Statute 340A.404 Subd. 12. Staff has confirmed with the City Attorney that in this scenario the City has no role, and the caterer must comply with all of the State's rules and regulations. Phase 2 of the proposal involves the business having a restaurant within the facility and pursuing a City issued liquor license. Background Concept Plan As part of the proposed redevelopment of the site, the Applicant has provided for the concept review a floor plan, site plan, and rendering for the event center use (Attachment C). Information was not included in the submission on how or where the adult daycare operations would be conducted logistically within the building or for site circulation. Exterior improvements include the addition of a stone base wall and stone front entry with parapet wall as well as outdoor patio areas along the south and east sides of the building. In the B-2 District, a PUD would be required for the redevelopment of this site as proposed. The Applicant has not provided for the concept review all of the specifics of building materials, lighting, traffic, Page 2 of 3 parking, site circulation, etc. because they are primarily at this stage seeking Council feedback on the ordinance amendments that would be required for the event center land use in the B-2 District as well as any other associated conditions with the food and liquor service. An adult day care is a Conditional Use in the B-2 District. One other factor for discussion with the proposed land use is the requirement for off-street parking for an event center. The Subject Property has previously been stated to have a parking lot capacity for up to 172 spaces. There is currently no minimum requirement for off-street parking for an event center in the city code since it is not an allowed use. The Applicant did provide as part of the concept review a site plan that shows three areas for parking. Staff suspects the current configuration of parking and/or drive aisles would need to be modified and/or reduced due to the addition of the proposed outdoor patio areas. As a comparison, the city code states a Recreation Facility would require I space for each 1.5 persons at design capacity and a Restaurant is 1 space for every 2 seats. The Applicant for the concept review has stated the event center would be for up to 464 attendees. No information is known on the adult day care capacity. USE ORDINANCE LANGUAGE RECREATIONAL 1 for each 1.5 max seating capacity FACILITY RESTAURANT, I for every 2 seats BARS REQUIRED NO. OF SPACES 309 232 At this concept review stage, staff does not have the details necessary to complete a preliminary analysis of the proposed multi -use facility as it pertains to compliance with B-2 District requirements or design standards. Based on an initial review, staff believes a future proposal would require the following land use requests: • City Code Amendments — Chapter 13, Zoning Code and possibly Chapter 5, Alcohol Beverages • Master and Final Planned Unit Development • Conditional Use Permit for Adult Day Care o and/or Event Center • Site Plan Review Budget Impact N/A Attachments A: Land Use Application B. Applicant Narrative C. Concept Plan Rendering and Floor Plans D. Catering Food Service Information E. State Catered Liquor Application Page 3 of 3 Attachment A 'It ,ARZEN HILLS 1245 West Highway 96 Arden Hills, Minnesota 55112 Telephone (651) 792-7800 Fax (651) 634-5137 www.cityofardenhills.org Planning Case No. 24- Submittal Date Application Completed Date Accepted by Receipt Number Council Decision Council Decision Date 2024 LAND USE APPLICATION Applicant Information u1'Swg Address: q-1 U '� R � sv-r� Q , u) iacve &1� M P U t ,' Telephone No.: ;—(Qa- q S I to t r Other: 6.51 -15V 9 T 4S Fax No.: bsi �� �0 1 Email Address: r KLk-lti+ 11Q-C)Veo ( Ut\k. M Crq Property Information Property Owner: JUd t CJ^YJ4�C'019 Owner Address: -7'-1 (n o0-elt qv-. 41�r) R+ (5 Owner Telephone No. I h17 cl A Other: 1 Address of Property Involved: '1 -7 (0 % rl f) gAAy 932 � Legal Description: Property ID No.: Tvpe of Use: Zone: Property Acreage: Type of Request ❑ Comprehensive Plan Amendment (Fee: $550 + Escrow: $2,500) ❑ Conditional Use or Interim Use Permit/CUP or IUP Amendment (Fee: $400 + Escrow: $1,500) ❑ Preliminary Plat (Fee: $500 + Escrow: $2,500) ❑ Final Plat (Fee: $450 + Escrow: $1,000) Concept Plan Review (Fee: $300 + Escrow: $750) ❑ Master Planned Unit Development or Master Special Development Plan (Fee: $600 + Escrow: $2,500) ❑ Final Planned Unit Development or Final Special Development Plan (Fee: $350 + Escrow: $2,000) ❑ Planned Unit Development Amendment or Special Develo ment Plan Amendment (Fee: $400 + Escrow: $1,500 � ❑ Site Plan Review (Fee: $450 + Escrow: $1,500) ❑ Rezoning or TCAAP Regulating Plan Amendment (Fee: $500 + Escrow: $1,500) ❑ Zoning Code or TCAAP Redevelopment Code Amendment (Fee: $400 + Escrow: $1,500) ❑ City Code Amendment (Fee: $350 + Escrow: $1,500) ❑ Lot Split/Minor Subdivision (R-1 and R-2 Districts Only) (Fee: $350 + Escrow: $1,500) ❑ Variance or Permitted Adjustment (Fee: $350 + Escrow: $1,000) ❑ Vacation of Easement or Right -of -Way (Fee: $150 + Escrow: $1,000) ❑ Appeal of Administrative Decision (Fee: $150 + Escrow: $1,000) ❑ Land Use Requests — Not Already Specified (Fee: $150 + Escrow: $1,000 Page 1 of 3 Brief Descri tion of Re uest lease also include a tVQed detailed letter ex lainin the ro'ect : c *IMPORTANT* • Certain applications are subject to review and approval by the Rice Creek Watershed District. Contact RCWD directly at 763-398-3070 for additional information. • The land use application fees do not cover building, sign, or other permit fees that may be required upon approval of a land use application. • All applications will be subject to additional fees for reimbursement of consultant costs associated with filing, reviewing, and processing of application in the form of an escrow to the City. Filina & Information Reauirements The City requests that you make a pre -application meeting with the Community Development Director to discuss the application process, requirements, and deadlines. Unless waived by the Community Development Director or Planning Commission, a certified survey of the property is required for all applications. A checklist with additional application requirements can be found at www.citvofardenhills.orq/landuseaoolications. Complete/Incomplete Applications Under Minnesota Statute, Chapter 15.99, cities have 15 business days to review all plans and application materials to ensure they satisfy City requirements. During the 15 day review period, planning staff will provide written comments on the application and may request plan revisions. If the application is determined to be complete, Minnesota State Statute then requires the City to approve or deny the application within 60 days, up to 120 days. If not complete, the City may require plan revisions and/or additional information before the application is scheduled for Planning Commission review and/or City Council action. Project will not be scheduled for any meeting until the application submittal is found to be complete by the Community Development Director. Pavment of Fees and Escrows The undersigned acknowledges that she/he understands that before a land use application can be deemed complete, all required fees and escrows must be paid to the City. The applicant is responsible for all costs incurred by the City related to the processing of this application. Each separate land use request shall be charged a separate administrative fee and escrow even if submitted on the same application. Costs expended in reviewing and processing an application will be charged against the cash escrow and credited to the City. Charges to the escrow may include planning and engineering staff time, City Attorney and consulting fees, and mailing costs. If, at any time, a required cash escrow is depleted to less than 20 percent of its original amount, the applicant shall deposit additional funds in the cash escrow account as determined by the City. The City may withhold final action on a land use application, withhold building permits, and/or rescind prior action until all fees have been paid. Unused portions of an escrow are returned to the applicant upon successful implementation of an approved plan. The escrow may be reduced or increased by the Community Development Director on a project by project basis. Notice of Meetina Attendance In order for the Planning Commission and the City Council to consider any application, the applicant or a designated representative must be present at the scheduled meeting. If not, the matter may be tabled until the next available agenda. Page 2 of 3 Meeting Schedule Planning Commission meetings are typically held on the first Wednesday after the first Monday of each month at 6:30 PM, though please contact City Hall to verify the meeting date and time. City Council meetings are held typically the last Monday of the same month at 7:00 PM. Meetings are held in the Council Chambers at the City of Arden Hills, 1245 West Highway 96, Arden Hills, Minnesota 55112, unless otherwise stated. The schedules below are for reference purposes only. Project will not be scheduled for any meeting until the application submittal is found to be complete by the Community Development Director. 2024 Planning Commission and City Council Schedule (*subject to change) TENTATIVE PLANNING COMMISSION MEETING DATE* (Generally held on the first Wednesday after the first Monday at 6:30 .m. TENTATIVE CITY COUNCIL MEETING DATE* (Generally held on the fourth Monday at 7:00 p.m.) DEADLINE FOR LAND USE APPLICATION SUBMISSION (I It day of the preceding month) January 3 February 12 December 1 2023 February 7 March 11 January 2 March 6 Aril 8 February 1 April 3 Aril 22 March 1 May 8 May 27* April 1 June 5 June 24 May 1 Jul 3* July 22 June 3 August 7 August 26 July 1 September 4 September 23 August 1 October 9 October 28 September 2 November 6 November 25 October 1 December 4 January 13 2025 November 1 Acknowledgement and Signature I hereby apply for the above consideration and declare that the information and materials submitted with this application are complete and accurate per city code and ordinance requirements. I fully understand that I am responsible for all costs incurred by the City related to the processing of this application. Property Owner Signature (Required) N`�/+r( Applicant Signature (If different than the property owner) Date OL Date Please contact the Community Development Director at 651-792-7800 if you have any questions regarding this application. Additional copies of this application form are available on the City's website: www.citvofardenhills.oroAanduseaoolications Page 3 of 3 Attachment B ELEGANT E V E N T C E N T E R Welcome to Elegant Event Center, where Elegance Meets Excellence: Your Premier Event Destination. Our Background: Rose and James Kukwa, immigrants from Cameroon now proud US citizens, arrived in the United States 13 and 22 years ago, respectively. Their journey to entrepreneurship stemmed from a profound encounter during a bitter winter in Minnesota, when a homeless individual sought refuge at their doorstep. While offering assistance is customary in Cameroon, caution prevailed, highlighting a cultural difference. Nonetheless, their compassionate response sparked a commitment to serve their newfound community. In 2013, they founded Opportunity Community Services to aid individuals with limited means, impacting over 5000 lives by providing housing assistance and fostering community connections. Additionally, their active involvement in event planning within the Cameroonian community unveiled a pressing need for a versatile event venue, catalyzing the inception of Elegant Event Center. Location and Plans: Situated at 3776 Connelly Ave in Arden Hills, Minnesota, the former Bingo Hall and Brightside Cafe premises offer an ideal setting. The property spans 11,976 square feet on 2.19 acres, boasting ample parking and a sprinkler system for safety. Plans for exterior modifications await city approval of Rose and James vision for Elegant Event Center. While the current owner has made some capital improvements to the current property, there is deferred maintenance. Our plan is to improve and restore both the building and the property so that it will enhance, not detract, from the surrounding area. Phased Development: Phase 1, slated until May 2024, focuses on establishing a dynamic event center accommodating various gatherings. Equipped with modern amenities and a capacity for 464 attendees, it ensures a secure environment with on -site security. Licensed catering services will complement events, adhering to alcohol serving regulations. Phase 2, commencing January 2025, entails converting part of the venue into Elegant Cafe, obtaining a liquor license for enhanced dining experiences. Phase 3, scheduled for June 2025, diversifies revenue by leasing space for an adult day care program, addressing community needs while ensuring financial stability. Operating Hours: Operating hours are tailored to suit community needs, ranging from 9 am to 5 pm Monday through Thursday, and 8 am to 3 am on Fridays, Saturdays, and Sundays, with liquor service ending at 2 am. Benefits the project will bring to the community. Economic Growth: Job Creation: The project will create employment opportunities, including event staff, kitchen staff, servers, and administrative positions. Local Spending: By sourcing supplies and services locally, the venue will support other businesses in the community. Increased Tourism: Hosting events and attracting visitors from outside the area can boost tourism and bring additional revenue to local businesses. Community Engagement: Social Hub: The venue can become a central gathering place for various community events, fostering social connections and a sense of belonging. Cultural Exchange: Hosting a diverse range of events such as weddings, cultural celebrations, and corporate functions can promote cultural exchange and understanding within the community. Support for Local Businesses: Vendor Partnerships: Collaborating with local vendors for catering, floral arrangements, and event planning services will support small businesses and entrepreneurs in the area. Networking Opportunities: Events hosted at the venue can facilitate networking among local businesses and professionals, leading to potential partnerships and collaborations. Enhanced Quality of Life: Access to Event Spaces: Providing a venue for weddings, parties, and community events offers residents a convenient and attractive option for celebrating special occasions. Recreational Activities: The addition of a restaurant and potentially an adult day care program offers residents additional amenities and services that contribute to their overall quality of life. Revenue Generation for the City: Tax Revenue: The project will generate tax revenue for the city through property taxes, sales taxes, and potentially liquor license fees. Property Value Increase: A successful and thriving event venue can contribute to the attractiveness and desirability of the neighborhood, potentially leading to an increase in property values. Elegant Event Center emerges as more than a venue; it symbolizes community resilience and compassion. By offering celebratory spaces, dining options, and essential services, it endeavors to enrich the fabric of Arden Hills, embodying a commitment to inclusivity and prosperity. Thank you for your consideration. Attachment C Zr U r� w F� r-, W w J �¢ U) W aLL N 5_ 'o E � � W LL m a -- 1 a r2 v_J Z d a Of O W X W w z rD V ) W 0 O W X w W U z O U rr 7 N W N z N W U F— z W W �Z zU) Q� J •R� J V W Z W J � WQ m Y f0 a 9/24121. 11:11 AM Yahoo Mail - Fwd: Bar table layouts .asp � !- •j q..t i I l..i' l�r•' w; 1 c, OL I YAJf"� b��s�e��•'a�•:-ad �.. • 1. 1111 � � r� ^.ki °--��__�---' ter------ DOOR _ t 2/3 �i MINN@SOYA Catering Attachment D FOOD SAFETY DURING PREPARATION, TRANSPORT AND SERVICE Licensing Food catering means food that is prepared for service under contract for an event such as a reception, party, luncheon, conference, ceremony, or trade show. All caterers operating in Minnesota must operate in compliance with the Minnesota food code and other ordinances, such as zoning, building and liquor. Food and beverage establishments in Minnesota are licensed by different agencies. The establishment's menu and location of operation determines which agency is responsible for plan review and licensing. To find out which agency is responsible, see the Licensing website. Contact the appropriate agency to discuss plan review and licensing requirements, and to obtain applications. Certification Minnesota food code requires one Minnesota certified food protection manager (CFPM) in most food establishments. To find out more about CFPM requirements, training and certification see the Minnesota Certified Food Protection ManaL-er (CFPM) website Menu, food flow and equipment Menu and food flow determine the type of equipment you are required to have. Menu changes may affect equipment requirements. Food flow includes all receiving, storage, preparation and serving steps. Use food grade containers capable of maintaining food at safe temperatures and in a sanitary manner. Keeping food safe A food establishment doing catering is responsible for maintaining control of and ensuring the safety of the food from preparation to service to the consumer. Protect food during storage, preparation, transportation, and serving to prevent cross -contamination and contamination by dust, insects or other sources. Keep equipment and vehicles clean. When food is prepared for a catering event, the following five factors can increase the risk of a foodborne illness outbreak: • Poor employee health and hygiene • Improper cooking temperatures and times • Food from unsafe sources • Improper hot and cold holding temperatures and times • Cross -contamination and contaminated equipment CATERING Five effective control measures to reduce the risk of a foodborne illness outbreak are: • Exclude ill employees, wash hands properly, and prevent bare hand contact with ready -to -eat food. • Cook raw animal foods to the temperatures and times required in the Minnesota food code. • Verify that all food is from approved sources, received at required temperatures and in good condition. • Keep food out of the temperature danger zone (between 41OF and 1350F). • Properly store food and wash, rinse, and sanitize food -contact surfaces. The Food Business Fact Sheets website provides more information about Minnesota food code requirements, such as employee personal hygiene, temperature and time requirements for food, selling or serving locally grown produce in food facilities, cooling time/temperature control for safety food, and safe operation of a food establishment. Frequently asked questions Can more than one business operate out of the same location? Yes. Any facility used for catering operations must meet standards appropriate to the menu and volume of food prepared in that kitchen. Each operator in a shared space must obtain a license to operate at that location. Can caterers cook and assemble food on site at contracted events? Yes. Food may be cooked and assembled on site when control measures are followed to reduce the risk of foodborne illness. Each catering business is unique, and operators should discuss menu and food flow, volume and timing, equipment, cleaning and sanitizing, and utilities with their inspector or appropriate agency to determine specific requirements. Are there additional requirements a caterer needs to consider? Yes. Caterers must meet safe operation requirements including water supply, sewage disposal, and utilities. Resources Minnesota Department of Health Food Business Safety (www.health.state.mn.us/foodbizsafety) Licensing (www.health.state.mn.us/communities/env ironment/food/license/index.html) Minnesota Certified Food Protection Manager (CFPM) (www.health.state.mn.us/communities/env ironment/food/cfpm/index.html) Food Business Fact Sheets (www.health.state.mn.us/communities/env ironment/food/fs.html) Caterer's Permit with Alcohol, Minnesota Department of Public Safety (https://mn.gov/elicense/a-z/?id=1083- 231125#/list/appld//filterType//filterValue/ /page/1/sort//order/)C 2 CATERING Minnesota Department of Health Food, Pools, and Lodging Services PO Box 64975 St. Paul, MN 55164-0975 651-201-4500 health.foodlodging@state.mn.us www.health.state.mn.us Minnesota Department of Agriculture Food and Feed Safety Division 625 Robert Street N St. Paul, MN 55155-2538 651-201-6027 MDA.FFSD.Info@state.mn.us www.mda.state.mn.us JANUARY 2019 To obtain this information in a different format call: 651-201-4500 or 651-201-6000. 3 Attachment E Minnesota Department of Public Safety ALCOHOL AND GAMBLING ENFORCEMENT DIVISION 445 Minnesota St., Suite 1600, St. Paul, MN 55101 (651)201-7507 FAX (651)297-5259 TTY (612)282-6555 APPLICATION FOR CATERER'S PERMIT PERMIT FEE $300 Please check if application is an ❑ New or a ❑ renewal. Federal Tax ID # To obtain a Caterer's Permit, applicant must currently hold a valid retail on -sale intoxicating liquor license at a restaurant. All liquor laws and rules apply to both the on -sale license as well as this caterer's permit. Liquor liability and workers compensation insurance are mandatory and a certificate showing off premises coverage must accompany this application for a caterer's permit. Cancellation or suspension of the on -sale license invalidates the caterer's permit also. You, as the licensee, are required to notify the city police chief or county sheriff (if located outside city limits) before any catered events take place in their jurisdiction. Only the licensee holding the caterer's permit shall provide food and liquor at catered events. A pre -license inspection will be conducted by this office prior to caterer's permit approval. Business Name (Individual, Partnership, Corporation — ( If Corporation State full Corporate Name) (DOB) (Social Security #) Trade Name or DBA of Restaurant Address of Restaurant Telephone # City or county where on -sale license issued Valid e-mail address I certify that the above information provided by the applicant is true, complete, correct and made in good faith and agree to comply with the above paragraph's requirements and all other applicable law in the use of the caterer's permit. Signature - Authorized Applicant Date Print Full Name of Person Signing Please attach the following documents to this form: 1) A copy of the applicant's valid on -sale intoxicating liquor license 2) A copy of the applicant's valid restaurant license issued by local Health Department 3) A certificate of liquor liability insurance that states "off premises coverage included" (No applications, binders or declarations) 4) $300.00 check or money order payable to the Alcohol and Gambling Enforcement Division TO AVOID DELAYS OR DENIAL OF THIS APPLICATION, ALL ITEMS MUST BE COMPLETED IN FULL OR IT WILL BE RETURNED FOR COMPLETION MAKE CHECK PAYABLE TO: DIRECTOR OF ALCOHOL AND GAMBLING ENFORCEMENT Cash Check AGENDA ITEM — 3C 'It ,ARZEN HILLS MEMORANDUM DATE: March 11, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Rice Creek Commons/TCAAP Discussion Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A For Council Consideration Council will have the opportunity to comment on any TCAAP related items they so choose. Background N/A Budget Impact N/A Attachment N/A Page 1 of 1 AGENDA ITEM — 3D 'It ,AI�EN HILLS MEMORANDUM DATE: March 11, 2024 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Jill Anderson and Kate Olson, Parks, Trails, and Recreation Committee Co -Chairs SUBJECT: Parks, Trail and Recreation 2024 Work Plan Budgeted Amount: Actual Amount: NA Background NA Funding Source: NA Following the discussion of its members, the Parks, Trails, and Recreation Committee for the City of Arden Hills has prepared their goals and priorities for 2024 to present to the City Council for final determination. The Council will make the final determination as to what the goals and priorities are for the upcoming year. The joint meeting will be an opportunity for the PTRC to present their goals, priorities, discuss current issues, and receive Council Feedback. A detailed outline of the 2024 goals is attached. PTRC would also like to discuss motions that have been passed: 1. Fire Pit Donation (September 2023 PTRC meeting) https://www.cityofardenhills.org/AgendaCenterNiewFile/A en�da/_09192023- 1164 2. Automated Bathroom Locks at Perry Park (November 2023 PTRC meeting) a. https://www.cityofardenhills.orgjAgendaCenterNiewFile/A e�_11142023- 1180 3. Community Outreach event by PTRC (January 2024 PTRC meeting) a. https://www.cityofardenhills.org/AgendaCenterNiewFile/A en�da/_01232024- 1200 4. Lindey's Roundabout Landscaping (December 2023 PTRC meeting) a. https://www.cityofardenhills.org/AgendaCenterNiewFile/A e�_12122023- 1188 Page 1 of 2 Discussion Discuss goals and work plan priorities and provide feedback. Budget Impact There are no budget impacts requested at this time. Attachments Attachment A - PTRC 2024 Work Plan Attachment B - Automatic Locks Quote Page 2 of 2 Attachment A Arden Hills Parks, Trails, and Recreation Committee 2024 Goals and Work Plan I. Strategic Planning. A. At the recommendation of Councilmember Rousseau and City Staff, Chair's of the PTRC have worked to implement a new planning structure to be implemented within the PTRC. The new structure incorporates work groups, composed of members of the PTRC, whose focus is to further a specific goal or priority of the PTRC. Work groups are tasked with identifying specific goals and projects to further larger goals as determined by the PTRC and City Council. B. For 2024, PTRC has identified four primary work groups, which include: 1. Community/Accessibility 2. Land Management, including habitat restoration projects and City beautification. 3. Future Planning 4. Volunteer coordination Under each work group category, the PTRC has identified potential action steps the work group may choose to focus their efforts for 2024. Those proposed action steps are outlined in more detail below. C. In addition to furthering current, on -going, and new projects for 2024, work groups are tasked with identifying a more long term plan to be incorporated into future work plans. IL Community and Accessibility A. Goal: Increase accessibility around Arden Hills. 1. Trail Advocacy. PTRC to review and update a trails priority list. 2. Park Building Accessibility. PTRC moved to recommend automatic door locks on the bathrooms at Perry Park for the purpose of increasing community accessibility to public buildings. 3. Maximize and prioritize ADA compliant facilities when and where possible. B. Goal: Community Outreach and solicitation of public input. 1. Increasing opportunities for community members to provide feedback through the use of QR codes, input on trial priorities and school engagement. 2. PTRC to host an Open House or similar event for the purpose of educating the community on current projects and soliciting comments from the public on upcoming projects. 3. City to host one free community event. 4. Organize an Earth Day clean up event. C. Goal: Community Education. 1. Outdoor resource library that contains resources about plants and the environment. 2. Create an outdoor classroom in one of the parks. 3. Educate the community on how to make requests. D. Goal: Increase communication with the community. 1. Provide updates and timelines about big projects to the community. 2. Educate the community on how to make requests. III. Land Management, including habitat restoration projects and City beautification. A. Goal: Continue working to remove invasive species. 1. Continue to work with Great River Greening on opportunities to partner for purposes of habitat restoration within our parks and green space. 2. Implement controlled burns into land management. 3. Create a plan for removing and managing buckthorn. 4. Create and maintain rain gardens throughout the community. IV. Future Planning A. Goal: Remain up to date on upcoming and future projects to ensure PTRC is able to give feedback at the front of projects. 1. Create an early priority list for planning RCC. 2. PTRC liaison to attend planning meetings and keep up to date on upcoming and future projects. V. Volunteer Coordination. A. Provide information on the City's website for volunteer opportunities with the city. B. Maintain a database of volunteers. C. Assist with volunteer recruitment as needed to further PTRC goals as determined by the City Council. TCH (800) 747-1980 www.tchco.com Sell C0001111 To: C.O.D. Sales - Oakdale Store 723 Hadley Ave N Oakdale, MN 55128 Item No. Description Order TCH -Oakdale Initiated 723 Hadley Ave N From: Oakdale, MN 55128 (651) 735-2200 Ship Perry Park - Arden Hills To: 3700 New Brighton Rd Arden Hills, MN 55112 TCH TO MOUNT ALL HARDWARE. OWNER OR OTHERS CONNECT ALL 110V 206496 Z-86-F-US26D LOCK,CYL,STORE,LEV,GR1 NS899 BAT-CR2032-PANA 365 DAY TIMER BACKUP BATTERIES NS899 PT724A-CR2032 365 DAY TIMER NS899 SCO-SS-076Q/SW (TOGGLE SWITCH SPST) 299950 PS902 (2 AMP) POWER SUPPLY (44486751- 00) 137111 7140-540-628 ELEC.STK.CYL.LTCH 24V AC INTER.STD/FAIL SECURE NS899 WIRE MOLD NS899 CL2P 22AWG 2COND STRANDED (ROLL) 281000 SERVICE LABOR-IAS SERV 281000 SERVICE LABOR-TCH SERV Unit Attachment B SALES QUOTE Quote No. SQ1053877 Quote Date: 5/11/2023 Expiration Date: 6/10/2023 Payment Terms: C.O.D. Salesperson: Gus Groslie Slsp Phone: (651) 731-7197 Slsp Email: ggroslie@tchco.com Cust PO No: PARK BATHROOM DOORS Ship Method: Ship Via: Quantity Unit Price Total Price Each 2 165.00 330.00 Each 1 7.50 7.50 Each 1 150.00 150.00 Each 1 7.50 7.50 Each 1 250.00 250.00 Each 2 150.00 300.00 Each 1 175.00 175.00 Each 1 175.00 175.00 Each 1 1,200.00 1,200.00 Each 1 1,200.00 1,200.00 Subtotal: Estimated Sales Tax: Total: Warranty at www.tchco.com/warranty 3,795.00 102.91 3,897.91 AGENDA ITEM — 3E ,-ARZEN HILLS MEMORANDUM DATE: March 11, 2024 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Lucas J. Miller Assistant Public Works Director David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: Arden Oaks Park & Freeway Park Improvement Project Budgeted Amount: Actual Amount: Funding Source: $230,000 — Arden Oaks Park $TBD PIR — Parks $230,000 — Freeway Park Council Should Consider • Council should consider the project scope for the proposed 2025 Park Improvement Project at Arden Oaks Park and Freeway Park. • Council should consider requesting a proposal from an Engineering Consultant. Background Arden Oaks Park and Freeway Park play structures and swings were built in 1999 and 1998, respectively. Through the City's Park Maintenance Management Plan park equipment is to be considered for replacement on a 20-year cycle. Within the 2024-2028 CIP (Attachment A sheets I and 3), Arden Oaks Park and Freeway Park is programmed for improvements in 2025. All of the programmed Parks related capital projects were provided as reference for Council. By the City's Park Maintenance Management Plan, hardcourts are to be considered for resurfacing every 5-8-years, with a life expectancy of 25-35 years depending on conditions. Arden Oaks Park and Freeway Park are scheduled for a resurfacing in 2025. By visual inspection, the surface is showing signs for replacement but the underlying soils do not appear to have an issue with significant heaving. Page 1 of 2 Discussion Staff is requesting Council discuss moving forward with improving these Parks with the anticipated timeline of project completion with construction by the end of Fall 2025. The proposed 2025 Park Improvement Project is only budgeted for the replacement of the play structures, rehabilitation of the hardcourts and some miscellaneous items that relate to the play structure or hardcourts or items that have been consistent in recent past Park Improvement Projects. Public Works Staff and PTRC have each performed site visits and listed feedback for potential park improvements, in addition to the play structures and hardcourts, in the attached presentation (Attachment B). The request lists are not currently budgeted, Council should consider additions to the project scope using these lists and also from their own input. Staff did not provide estimates for the request items, if Council chooses an item to add to the project scope, the cost estimates will be performed through the design phase. Staff recommends requesting a proposal from an engineering consultant to take the project from start to finish. Tasks to include, but not limited to, are public engagement, public surveys, open houses, project management, design coordination, Council presentations, vendor/contractor coordination, bidding assistance, construction survey and construction observation. Once the proposal is received and reviewed by Staff, it would be brought to Council at a future meeting for consideration. Budget Impact The project funding is provided below: Arden Oaks Park budget. Hardcourt rehab $ 80,000 Play structure replacement $ 150,000 Total Budget $ 230,000 Funding source: Arden Oaks Park $ 230,000.00 PIR -Parks Freeway Park $ 230,000.00 PIR -Parks Total funding $ 460,000.00 PIR -Parks Attachments Freeway Park budget: Hardcourt rehab $ 80,000 Play structure replacement $ 150,000 Total budget $ 230,000 Attachment A — 2024-2028 CIP Attachment B — Arden Oaks and Freeway Parks Amenities Presentation Page 2 of 2 Capital Improvement Plan City of Arden Hills, Minnesota Project # 24-Park-001 Project Name Hard Court Rehabilitation TCAAP No Attachment A 2024 thrtt 2028 Department Parks Department Contact Public Works Director Type Improvement Useful Life 20-25 Category Park Capital Improvements Priority 3Important Justification Proposed improvements are intended to maintain existing court surfaces. In general, a court surface life is approximately 25 years before cracks and pavement deformation require full reconstruction. Routine crack filling to prolong court surfaces is being performed. Expenditures 2024 2025 2026 2027 2028 Total Construction/Maintenance 320,000 160,000 100,000 580,000 Total Funding Sources 320,000 2024 160,000 2025 2026 100,000 2027 2028 580,000 Total Capital Improvement Funds (PIR) Grants 210,000 110,000 160,000 100,000 470,000 110,000 Total 320,000 160,000 100,000 580,000 Budget Impact/Other Produced Using the Plan -It Capital Planning Software 34 Capital Improvement Plan City of Arden Hills, Minnesota Project # 25-Park-001 Project Name Park Shelter Replacements TCAAP No Description Zeplace park shelters 750,000 each): Z025 - Cummings and Hazelnut Z029 - Royal Justification Shelters are deteriorating and reaching the end of service life 2024 thrtt 2028 Department Parks Department Contact Public Works Director Type Improvement Useful Life Category Park Capital Improvements Priority 4 Less Important Total Project Cost: $150,000 Expenditures 2024 2025 2026 2027 2028 Total Construction/Maintenance 100,000 100,000 Total 100,000 100,000 Funding Sources 2024 2025 2026 2027 2028 Total Capital Improvement Funds 100,000 100,000 (PIR) Total 100,000 100,000 Budget Impact/Other Produced Using the Plan -It Capital Planning Software 35 Capital Improvement Plan 2024 thYu 2028 City of Arden Hills, Minnesota Project # 25-Park-002 Project Name Playground Structure Replacement TCAAP No Department Parks Department Contact Park & Recreation Mgr Type Improvement Useful Life Category Park Capital Equipment Priority 3Important Description I Total Project Cost: $920,000 Play Structures are replaced on a 20 year replacement schedule. 2025 Arden Oaks Park last replaced in 1999 - $150,000 Freeway Park last replaced in 1998 - $150,000 2027 Ingerson Park last replaced in 2000 - $170,000 Sampson Park last replaced 2001- $150,000 2029 Royal Hills Park last replaced 2002 - $150,000 2033 Valentine Park last replaced 2013 - $150,000 Justification In order to maintain playground structures that meet current safety guidelines, require a minimum amount of maintenance, and have replacement parts available, the City is attempting to maintain a replacement schedule for playground facilities based on available funds. Expenditures 2024 2025 2026 2027 2028 Total Construction/Maintenance 300,000 320,000 620,000 Total Funding Sources 2024 300,000 2025 2026 320,000 2027 2028 620,000 Total Capital Improvement Funds (PIR) 300,000 320,000 620,000 Total 300,000 320,000 620,000 Budget Impact/Other Produced Using the Plan -It Capital Planning Software 36 Capital Improvement Plan City of Arden Hills, Minnesota Project # 25-Park-003 Project Name Cummings Park Roof Maintenance TCAAP No Description Zepair or replace roof shingles at this park. Z025 - Cummings Park 2024 thrtt 2028 Department Parks Department Contact Public Works Director Justification Wofing materials are aging and deteriorating towards the end of the expected service life. Type Improvement Useful Life Category Park Capital Improvements Priority 3Important Total Project Cost: $40,000 Expenditures 2024 2025 2026 2027 2028 Total Construction/Maintenance 40,000 40,000 Total 40,000 40,000 Funding Sources 2024 2025 2026 2027 2028 Total Capital Improvement Funds 40,000 40,000 (PIR) Total 40,000 40,000 Budget Impact/Other Produced Using the Plan -It Capital Planning Software 37 Capital Improvement Plan City of Arden Hills, Minnesota Project # 25-Park-004 Project Name Hazelnut Park Parking Lot Improvements TCAAP No Description ?avement rehabilitation project involving full -depth reclamation. 2024 thrtt 2028 Department Parks Department Contact Public Works Director Type Improvement Useful Life Category Park Capital Improvements Priority 4 Less Important Total Project Cost: $300,000 Justification 'avement within the northern portion of lot is deteriorating and exceeding its service life. Parking lot resides on property owned by church and is available for public use under the terms of a Joint Use agreement. Expenditures 2024 2025 2026 2027 2028 Total Construction/Maintenance 300,000 300,000 Total 300,000 300,000 Funding Sources 2024 2025 2026 2027 2028 Total Capital Improvement Funds 300,000 300,000 (PIR) Total 300,000 300,000 Budget Impact/Other Produced Using the Plan -It Capital Planning Software 38 Capital Improvement Plan 2024 thru 2028 Department Parks Department City of Arden Hills, Minnesota Contact Public Works Director Project # 25-Park-005 Type Improvement Useful Life 20 Project Name Old H 10 Trail - 96 to Valentine Park � Category Park Capital Improvements TCAAP No Priority n/a Description Total Project Cost: $3,050,000 Construction of a new 6,500-feet in length, grade separated, 10-ft wide bituminous trail along the West side of Old Highway 10 from Lake Valentine Rd to Lakeshore Pl. Justification the new trail will improve safety and adequately accommodate pedestrians & bicyclists along the Old Highway 10 Corridor between Lake Valentine Rd and Lakeshore PI in Arden Hills. The proposed trail improvements will complete the North -South connection from MN-51 to Hwy - Expenditures 2024 2025 2026 2027 2028 Total Construction/Maintenance 2,800,000 2,800,000 Total 2,800,000 2,800,000 Funding Sources 2024 2025 2026 2027 2028 Total Grants 1,400,000 1,400,000 Ramsey County 550,000 550,000 State Aid 850,000 850,000 Total 2,800,000 2,800,000 Budget Impact/Other fhe 6,500-feet of new trail will be the responsibility of the City to maintain. Maintenance includes, snow/ice control (seasonally), crack sealing :og sealing (approx. every 5 years). Produced Using the Plan -It Capital Planning Software 39 Capital Improvement Plan 2024 thru 2028 Department Parks Department City of Arden Hills, Minnesota Contact Public works Director Project # 26-Park-005 Type Improvement Useful Life 20 Project Name MN-51 Trail Connection Category Park Capital Improvements TCAAP No Priority n/a Description Total Project Cost: $800,000 Proposed new trail construction. Involves 1,700-feet of 8-feet wide bituminous trail along the west side of MN-51 from the Roseville border to Snelling Avenue North. Potential wetland impacts and retaining wall needs near Johanna Marsh. Justification This trail segment is identified as a proposed pathway on the City's master trail system map. It is also identified in the Metropolitan Council Regional Bicycle Transportation Network (RBTN) and is eligible for funding. MnDOT is scheduled to resurface MN-51 in 2026 within the proximity of this proposed trail segment. Expenditures 2024 2025 2026 2027 2028 Total Construction/Maintenance 800,000 800,000 Total Funding Sources 2024 800,000 2025 2026 2027 800,000 2028 Total Capital Improvement Funds (PIR) Grants 500,000 300,000 500,000 300,000 Total 800,000 800,000 Budget Impact/Other Produced Using the Plan -It Capital Planning Software 40 Capital Improvement Plan 2024 thru 2028 Department Parks Department City of Arden Hills, Minnesota Contact Public Works Director Project # 27-Park-005 Type Improvement Useful Life Project Name PerryPk Improvements arp Category Park Capital Improvements TCAAP No Priority 4 Less Important Description Total Project Cost: $295,000 Pavement rehabilitation project involving full -depth reclamation, spot curb repairs, ADA improvements and subgrade soil corrections - $250,000. Ball field grading - $30,000. Warming House roof - $15,000. Justification Parking lot pavement is deteriorating and reaching the end of service life. Public Works has placed large area patches to extend usability. Cost of maintenance is increasing each year. Expenditures 2024 2025 2026 2027 2028 Total Construction/Maintenance 295,000 295,000 Total 295,000 295,000 Funding Sources 2024 2025 2026 2027 2028 Total Capital Improvement Funds 295,000 295,000 (PIR) Total 295,000 295,000 Budget Impact/Other Produced Using the Plan -It Capital Planning Software 41 Capital Improvement Plan 2024 thYu 2028 City of Arden Hills, Minnesota Project # 28-Park-001 Project Name Lake Johanna Blvd Trail TCAAP No Department Parks Department Contact Public Works Director Type Improvement Useful Life 20 Category Park Capital Improvements Priority 3Important Description Total Project Cost: $2,000,000 onstruction of a new 8,100-feet in length, grade separated, 10-ft wide bituminous trail along Lake Johanna Blvd in the North/West orientation som County Rd D to Old Snelling Ave. Justification Fhe new trail will improve safety and adequately accommodate pedestrians & bicyclists along the Lake Johanna Boulevard Corridor between Old Snelling Ave and County Road D in Arden Hills. The proposed Lake Johanna Boulevard trail improvements will provide critical connections )etween Arden Hills neighborhoods, neighboring Cities, Tony Schmidt Regional Park, Bethel College and Mounds View High School. Expenditures 2024 2025 2026 2027 2028 Total Planning/Design 250,000 260,000 510,000 Construction/Maintenance 1,490,000 1,490,000 Total 250,000 1,750,000 2,000,000 Funding Sources 2024 2025 2026 2027 2028 Total Capital Improvement Funds 250,000 260,000 510,000 (PIR) State Aid 1,490,000 1,490,000 Total 250,000 1,750,000 2,000,000 8,100-feet of new trail will be the responsibility of the City to maintain. Maintenance includes, snow/ice control (seasonally), crack sealing sealing (approx. every 5 years). 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C6 L.L a--j Co Q U o 1 bA }, c6 E V ' bn N •� •� w E � bn 4 O O V) v (A(A N •� w > +-j � N a� +_� N > m L •- O � a-0 ( aA � V Q N — W - N a-J > V ago v 0 " �_ 00 U X Q•�zo� J� Ln Ln CAA L40 CV N N Q a) 0 0 0 N • • O O DC Q m 0 AGENDA ITEM — 3F ,-ARZEN HILLS MEMORANDUM DATE: March 11, 2024 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Jessica Jagoe, Community Development Director SUBJECT: RFP Community Development Consultant — Ordinance Updates Budgeted Amount: Actual Amount: Funding Source: $80,000 (2024/2025) TBD General Fund Council Should Consider the Following The City Council should discuss and provide feedback on the draft Request for Proposals for the solicitation of a planning consultant to perform professional services to update the zoning and subdivision ordinances in the city code. Background At the April 17, 2023 Work Session meeting, the City Council held a discussion on if, or how, City ordinances may be restrictive to residents wanting to remodel or add -on to their home. This discussion included the prioritization for review of other previously identified code amendments that have been assembled over time. At this meeting, the consensus of the City Council was to utilize a planning consultant to facilitate a complete update of the zoning code and subdivision ordinance. A consultant would lead the development of the general text, format updates, illustrations, and recommended amendments. The scope of services would include public outreach, drafting of document, public hearings, and up to final codification. Discussion Staff is looking for Council comment on the draft language included in the Request for Proposals. The City Attorney has reviewed and approved the RFP as drafted. As originally anticipated, staff has set a tentative project timeline of approximately 18 months. The scope of services for drafting of the code updates has scheduled into two phases (i.e. minor and major updates). The first phase is intended to get the consultant started right away on making recommendations to remove inconsistencies and formatting that could be adopted midway through the project. Then the second phase would be categorized as major updates where discussion occurs on the list assembled of current ordinances and/or new development standards to meet current market trends for residential and commercial development that the Council may Page 1 of 2 want to consider as well as illustrations. In both phases, staff has included a commitment of the consultant to attend multiple work session meetings with the City Council and/or Planning Commission and creation of a public outreach strategy to engage and inform the community. It is assumed Staff will interview the consultants and provide a recommendation to Council for approval, should Council want to have a Councilmember, or the Council, be involved in the interview process they should provide that direction at this evening's meeting. Following Council feedback, Staff will proceed with the distribution of the RFP and bring back a recommendation to the Council at the May 13th meeting for approval. Budget Impact The Council budgeted $80,000 to be split between 2024 and 2025 on this project. Attachments A. Draft RFP for Planning Consultant Services Page 2 of 2 Attachment A DRAFT REQUEST FOR PROPOSALS ZONING AND SUBDIVISION ORDINANCE REVISIONS ltow-.- ,.,ARZEN ]HILLS CITY OF ARDEN HILLS APRIL , 2024 SECTION 1: GENERAL INFORMATION A. OBJECTIVE The City of Arden Hills seeks professional services to update the City's planning and land use regulations including City Code Chapter 11 — Subdivision and Chapter 13 — Zoning Code. With assistance from City Staff, the selected consultant will conduct a public process to craft new planning and land use regulations for the City of Arden Hills. The final product must be an innovative, adaptive, user-friendly, and highly illustrative code that will implement the vision of the City's 2040 Comprehensive Plan. B. CONTRACT ADMINISTRATOR This RFP has been issued by the City of Arden Hills Community Development Department. All communications concerning this RFP should be directed to Jessica Jagoe, Community Development Director at (651) 792-7810 or j�a� goe(d),cityofardenhills.org. C. CITY INFORMATION The City of Arden Hills is located in northern Ramsey County, Minnesota. Arden Hills was incorporated on February 14, 1951. The population of the City is 9,939 (2020 Census). The City is approximately 10 square miles in area. The City has I-35W along most of its western boundary and 1-694 runs east/west through the center of the City. Most of the northern four square miles of the City, the area north of County Highway 96, is owned by the U.S. Army. The western part of this U.S. Army property, approximately 430 acres, known as the TCAAP site (Twin Cities Army Ammunition Plant) or Rice Creek Commons, is owned by Ramsey County. Excluding the Army and County properties, the City is mostly fully developed. Arden Hills' residents enjoy a high quality of living with great parks and trails, excellent access to the regional transportation system and stable, diverse neighborhoods. The City serves as home to many large corporations, such as Boston Scientific and Land O Lakes, a number of small to medium size businesses, and two private colleges. The City is responsible for maintaining about 31 miles of roadways, about 66 cul-de-sacs, and an extensive storm water collection and treatment system. The sanitary sewer collection system includes 42 miles of mains and 14 lift stations. The City purchases its water from the City of St. Paul via the City of Roseville. The system includes two water towers, a booster station and 38 miles of pipes. The City also has many wetlands, lakes, and other significant environmental features. D. QUESTIONS ABOUT AND CLARIFICATIONS OF THE REQUEST FOR PROPOSAL All questions regarding this RFP shall be submitted via e-mail to Jessica Jagoe at jjagoegcityofardenhills.org on or before . Should any prospective respondent be in doubt as to the true meaning of any portion of this RFP, or should the respondent find any ambiguity, inconsistency, or omission therein, the respondent shall make a written request for an official interpretation or correction by the due date above. All interpretations, corrections, or additions to this RFP will be made only as an official addendum and it shall be the respondent's responsibility to ensure they have received all addenda before submitting a proposal. Any addendum issued by the City shall become part of the RFP, and must be incorporated in the proposal where applicable. E. INCURRING COSTS The City is not liable for any costs incurred by perspective firms prior to the signing of a contract. Expenses incurred in the preparation of submittals, presentations and other incidental activities related to this solicitation are solely the responsibility of the respondent. F. PROPOSAL FORMAT To be considered, each firm must submit a response to this RFP using the format provided in Section III. No other distribution of proposals is to be made by the respondent. Each proposal must remain valid for at least ninety (90) days from the due date of this RFP. Proposals should be prepared simply and economically providing a straightforward, concise description of the respondent's ability to meet the requirements of the RFP. G. PROPOSAL SUBMISSION Responses to the RFP are due on April 15, 2024 by 4:30 p.m. and shall be submitted in electronic PDF file format. The PDF file can be loaded onto a flash drive and hand delivered or mailed. Emailed copies will also be accepted. Please use Contract Administrator contact information provided in Section B. Proposals submitted must be clearly marked either on the packaging or within the email content: "City of Arden Hills Zoning Regulations Update" along with the consultant's name, primary contact, address and phone number. Hand delivered proposals must be dropped off during normal business hours which are Monday through Friday, 8:00 a.m. to 4:30 p.m. Respondents are responsible for the submission of their proposal. Additional time will not be granted to a single respondent. However, additional time may be granted to all respondents at the discretion of the City. H. SELECTION CRITERIA Responses to this RFP will be evaluated by a selection committee based upon the Respondent's proposal and information provided as outlined in Section III of this document. The committee will review all proposals and make a recommendation to the Mayor and City Council for contract approval. After a review of proposals, the selection committee will then determine which, if any, firms will be interviewed. If the City chooses to interview any respondents, the interviews will be tentatively held the week of April 291h, 2024. The City reserves the right to adjust the timing for interviews to fit City needs. Respondents must be available on the final dates set by the City. During interviews, the selected firms will be given the opportunity to discuss their proposal, qualifications, past experience, and their fee proposal in more detail. Proposals will be evaluated on the following criteria: • Overall quality of the response to this RFP. • Experience in preparing municipal hybrid codes that regulate development and redevelopment in other communities. • Experience in building community consensus to support innovative regulatory structures. • Experience in identifying, evaluating, codifying, and explaining the essential qualities of community design and character. • Experience in writing and implementing municipal planning and land use regulations. • Experience of the proposed project team with similar projects. • Strong graphic skills. • Strong skills in written and oral communication. • Consultant's workload, staff availability and ability to complete the project within the schedule outlined herein. • References • Fees All proposals submitted may be subject to clarifications and further negotiation. All agreements resulting from negotiations that differ from what is represented within the RFP or in the consultant's response shall be documented and included as part of the final contract. I. CHANGES IN THE RFP Any changes to this RFP will be put in writing to each prospective consultant no later than seven (7) calendar days before the due date of the proposals. J. RESERVATION OF RIGHTS In addition to the reservation of the right to adjust the interview schedule, the City makes these additional reservations of rights: 1. The City reserves the right in its sole and absolute discretion to accept or reject any or all proposals, or alternative proposals, in whole or in part. 2. The City reserves the right to waive, or not waive, informalities or irregularities in terms or conditions of any proposal if determined by the City to be in its best interest. 3. The City reserves the right to request additional information from any or all respondents. 4. The City reserves the right to reject any proposal that it determines to be unresponsive and deficient in any of the information requested within RFP. 5. The City reserves the right to determine whether the scope of the project will be entirely as described in the RFP, a portion of the scope, or a revised scope be implemented. 6. Submission of a proposal indicates acceptance by the firm of the conditions contained in this RFP, unless clearly and specifically noted in the proposal submitted. K. DISCLOSURE All information in a Respondent's proposal, except for fee analysis, is subject to disclosure under the provisions of Minnesota Statute Chapter 13 - Minnesota Government Data Practices Act. SECTION IL• PROJECT DESCRIPTION A. CURRENT PLANNING AND LAND USE REGULATIONS The City's current zoning and subdivision ordinances were adopted in their entirety in 1993. Since then a number of amendments have been adopted, and in some instances, such amendments have created inconsistencies or a cumbersome format of where information is found within the code. Specificity in the City's development review processes triggers the majority of land use applications for redevelopment or new development to go before the Planning Commission and City Council for approval. Several ordinances such as lot dimensional criteria, setbacks and design standards (e.g., building height), EV charging stations, parking regulations, and permitted uses have been identified as areas of interest by the City Council to research and review as part of this update. In addition, the current zoning code lacks modern user-friendly elements such as illustrative graphics. B. GENERAL EXPECTATIONS OF SERVICES The City of Arden Hills is seeking proposals to prepare new planning and land use regulations. At a minimum, these regulations should: • Remove inconsistencies or conflicting code language within existing ordinances. • Reorganization of current zoning codes to be more user-friendly between design standards and provisions that may be applicable to multiple ordinances. • Encourage creative and efficient new development or redevelopment that blends with existing land uses and encourages building and design standards geared towards resiliency and sustainable best practices. • Incorporate forward -looking development standards including parking and complete street standards that can evolve with land use patterns and changing markets. • Create highly illustrative zoning regulations as supporting content to be more user- friendly. • Develop flexibility within standards to allow for a level of administrative review that triggers City Council review for projects not meeting the standards or seeking additional flexibilities. • Review of existing land use table and zoning districts to provide recommendations on potential land uses and/or development standards that are not addressed within the current ordinances and/or creates flexibility within standards that can be adaptable to market trends for both residential and commercial land use in order to attract opportunities for future development. C. SCOPE OF SERVICES The firm selected through this RFP will enter into a contractual agreement with the City to provide professional services related to the project. Based upon the requirements of the City, the consultant shall provide engineering, planning and all other professional services necessary to complete the project as described. The City will provide staffing and data as indicated herein. The project will include the following components: This contract will result in a new code, meant to supersede (either entirely or in part) Chapter 11 of the City Code: Subdivisions and Chapter 13 of the City Code: Zoning Code. This includes subdivision and land development regulations. Generally, the scope of work should include the items listed below. However, City staff will work with the selected consultant to establish specific timelines, budget and deliverables for the project. • Plan Review. The consultant will review and identify plan goals, objectives and recommendations to ensure the code updates will be consistent with the City's 2040 Comprehensive Plan and other planning documents. • Current Zoning Ordinance Diagnosis. The consultant will work closely with City staff to produce a diagnosis of the existing code. • Work Sessions. The consultant will attend multiple meetings (i.e. onset, midpoint, and final) with the City Council and/or Planning Commission to review the recommendations at a schedule to be determined as the project progresses. • Public Outreach. The consultant will develop a public outreach strategy that will demonstrate that community stakeholders and the general public are being engaged in the processes and provides opportunities for public feedback that is shared with City staff to inform the Planning Commission and City Council. • Drafting the Document. The consultant will prepare drafts of the planning and land use regulations, including graphics, culminating in a final version to be presented to and acted upon by the Planning Commission and the City Council. o The consultant shall prepare ordinance revisions in phases as outlined in the Tentative Project Timeline. Phase I would include minor updates to city code that would correct inconsistencies and/or reorganization of ordinances to be more intuitive and user-friendly. Phase II would include major updates to consider amendments to current ordinances and/or new development standards to meet current market trends for residential and commercial development. • Integration of the New Code into User -Friendly Formats. The consultant will work with City staff to make the new interactive code accessible to the public. • Staff Training. The consultant shall provide resources to assist City staff with the implementation of the new code through a "start-up" period not to exceed one year. D. TENTATIVE PROJECT TIMELINE & PAYMENT The timeline below represents the City's best estimates for the completion of major milestones regarding this project. Dates are subject to change as needed to best fit the City's needs. However, consideration of input from the selected consultant will be used to develop a final schedule to be used in the award of contract. Distribution of RFP.......................................................................................April 1, 2024 Submission of proposals to City...................................................................April 15, 2024 Interviews.......................................................................................Week of April 29, 2024 Council consideration....................................................................................May 13, 2024 ProjectKickoff....................................................................................................June 2024 Work Session Review, Zoning Diagnosis & Directions Report ............ Yd Quarter 2024 Initial Draft of the Planning and Land Use Minor Updates...............December 31, 2024 Work Session Review, Major Code Revisions, & Design Standards ....... April/May 2025 Public Outreach.........................................................Ongoing/3rd Quarter 2025 Complete Project........................................................................................December 2025 Payment to the selected consultant is anticipated to be based upon monthly invoices documenting time and reimbursable expenses of each team member in accordance with the proposed fee schedule. SECTION III: SUBMITTALS AND REQUIREMENTS The following structure is to be followed for the proposal submitted to the City: A. COVER PAGE 1. Identify the name of the project. 2. Company name, address, and main telephone number. 3. Name and title of lead contact person with their direct telephone number and email address. B. BUSINESS ORGANIZATION AND HISTORY 1. Provide a brief history and structure of the firm. 2. Identify services the firm presently provides that will be beneficial to the project. 3. Identify anything that makes the firm uniquely qualified to complete the work. C. PAST INVOLVEMENT IN SIMILAR PROJECTS AND KEY STAFF 1. Identify the firm's past involvement in similar projects. 2. Identify any proposed sub -consultants past involvement in similar projects. 3. Identify key staff, including sub -consultants, for each of aspect of the proposed scope of service. Include a brief resume focusing on project experience that enhances qualifications for this work. 4. Identify project availability staff and sub -consultants during the work and any project conflicts based upon other work or project commitments. D. APPROACH & WORK PLAN 1. Written narrative based on the understanding of the project scope, goals and objectives. This discussion shall include, but not be limited to: how the project(s) will be managed and scheduled, how and when data will be delivered to the City, communication and coordination, the working relationship between the consultant and City staff, and the firm's general philosophy in regards to providing the requested services. 2. Detailed work plan identifying major project tasks, scope of work, City responsibilities, and deliverables for each task. 3. Draft project schedule. E. FEE QUOTATION 1. Provide a fee proposal based on the project tasks outlined in Section II. Fee proposal shall include position titles, hourly rate and estimated hours. Please provide an hour and fee breakdown by task along with a total fee for the project. 2. Proposed fees should include all overhead. 3. Detail any reimbursable costs for the project. 4. Proposed fees should include all sub -consultants as necessary to complete the work as described herein. 5. If any additional services are included for consideration, please list them separately and do not include them in the overall total for the project. 6. Provide fee proposal in a table format and try to keep to one page for ease of review. 7. Provide name of authorized negotiator/expeditor with contact information. F. PROJECT EXAMPLES AND SUPPLEMENTAL INFORMATION 1. Utilize this portion of the proposal to briefly identify the "value-added" qualities, conditions, services or attributes that enhance or support the proposal. 2. Identify examples of similar projects that highlight the firm's ability to successfully complete work of this type. 3. Provide references for similar projects that your firm and/or proposed team have completed. G. RIGHTS RESERVED The City reserves the right to waive any irregularities in any proposal and to select the proposal evaluated to be the most advantageous to the City. The City reserves the right to disqualify any proposal or to reject all proposals if it is deemed to be in the best interest of the City. Furthermore, the City and its representatives reserve the right to reject any and all proposals or to request additional information from any respondent or from all respondents. SECTION IV: CONTRACT AWARD A. CONTRACT AWARD It is the City's intent to review all respondent qualifications and proposals thoroughly and to select a candidate based upon selection criteria. If the City finds that it would be in the best interest of the City to do so, at the City's discretion, it may enter into negotiations with any of the consultants until a contract sum is finalized with a successful candidate, if any. B. CONTRACTING ETHICS No elected official or employee of the City who exercises any responsibilities in the review, approval or implementation of the proposal or contract shall participate in any decision, which affects his or her direct or indirect financial interest. 2. It is a breach of ethical standards for any person to offer, give, or agree to give any City employee or Council person, or for any City employee or Council person to solicit, demand, accept, or agree to accept from another person or firm, a gratuity or an offer of employment whenever a reasonable prudent person would conclude that such consideration was motivated by an individual, group or corporate desire to obtain special, preferential, or move favorable treatment than is normally accorded to the general public. 3. The firm shall not assign any interest in this contract and shall not transfer any interest in the same without the prior written consent of the City. 4. To remove any potential or actual conflict of interest, a Regular or Specialty consultant representing any private party client submitting a project or activity to the City shall not represent or review the project or activity on behalf of the City. 5. This firm shall not accept any private client or project which, by nature, places it in ethical conflict during its representation of the City of Arden Hills. AGENDA ITEM — 3G ,AVEN HILLS MEMORANDUM DATE: March 11, 2024 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer 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 and the draft encroachment agreement with the 3274 Katie Lane property. Resident Requested Action At the June 12th regular City Council meeting, Mr. Bonine, Property Owner of 3274 Katie Lane, spoke during public inquiries 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. 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/Discussion At the October 17th, 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 3 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, tun`, 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 a proposal to allow for plantings on city park property. 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. At the September 18, 2023 Work Session (minutes are Attachment C) Council gave direction to staff to develop draft ordinance language for future City -owned property encroachments and develop a draft agreement related to 3274 Katie Lane. At the February 12, 2024 Special Work Session, Council resumed discussion and the following direction was given to staff. • Edit the existing 720.06, Subd. 1 code language to remove the list of items and revise it to something all -encompassing. The City Attorney provided draft language in Attachment A, staff requests review and direction of the proposed language. • Adjust/minimize the encroachment area to include the plantings but not beyond. Other items that need discussion and direction: How to handle existing encroachments? Are they "grandfathered in" or do they require encroachment agreements? Allow for future encroachment agreements? Please note, it is recommended by the City Attorney to not prohibit encroachment agreements. Page 2 of 3 Attachment B, is the draft Encroachment Agreement with the 3274 Katie Ln property. Staff is requesting Council review the document and provide comments and directions, specifically on: • Limiting the number of plantings. Currently it appears there are 40 plantings, in previous discussion there was mention of removing every other planting. • Limiting the height of each planting. • Adding "City Property" signage along the property line. • Additional requirements? City Council may also decide to deny the proposed encroachment at 3274 Katie Ln. Budget Impact N/A Attachments Attachment A — Draft ordinance change Attachment B — Draft Encroachment Agreement Attachment C — September 18, 2023 Work Session meeting minutes Page 3 of 3 Attachment A Damage to, Encroachment on Property or Resources. Without written consent of the City as approved by the City Councill, no person shall engage in, or allow, any of the following on any City -owned property, on any City easement or right-of-way, or on any tax -forfeited property under City control: A. Activities or encroachments that: 1. prevent, inhibit, or deny the public use; 2. make public land appear to be private; 3. change the character of public property; 4. block drainage; 5. damage any park fixture, sign, or equipment; or 6. create a hazardous situation or condition. B. Such activities or encroachments include, but are not limited to: 1. placing buildings, fences, structures, or other objects; 2. posting signs; 3. dumping organic materials or refuse of any kind; 4. storing privately -owned items; and 5. mowing, removing vegetation, or applying fertilizer, pesticides, or herbicides. Attachment B (reserved.for recording information) ENCROACHMENT AGREEMENT This ENCROACHMENT AGREEMENT ("Agreement") is made this day of , 2023, by and between the CITY OF ARDEN HILLS, a Minnesota municipal corporation ("City"), and ROBERT M. BONNIE and JENNA M. BONNIE, spouses married to each other ("Owners"). RECITALS 1. Owners are the fee owners of certain real property located at 3274 Katie Lane in the City of Arden Hills, County of Ramsey, State of Minnesota, which is legally described as � 4, Block 2, Hazelnut Park Addition No. 3 (PID: 333023320073) (the "Subject Property"); 2. The City is the fee owner of certain real property (PID: 333023120004), which is adjacent to the Subject property and is improved with a segment of public trail between Cleveland Avenue and Stowe Avenue and connected to the City -owned Hazelnut Park (the "City Property"); 3. Owners have planted a row of small trees or shrubs (the "Plantings") on the City Property, which runs the full width of the Subject Property, and has mowed the grass on the City Property around and between the Plantings (collectively, the "Encroachment"), as is depicted on Exhibit A (the "Encroachment Area"); 4. Pursuant to Arden Hills City Code Section 720.06, subd. 1, "No person shall tamper with, injure, deface, destroy, disturb, damage or remove any part of any ... flower, tree, shrub, plant, turf, soil conditions ... nor shall any person plant or cause to be planted any wild, cultivated or exotic tree, shrub or plant" on City -owned property, unless such activity is permitted by the City. This prohibition applies to unauthorized mowing of City -owned property; and 5. Consistent with the authority granted by the City Code and with past City practice on other properties, the City is willing to permit the Encroachment, subject to the conditions set forth in this Agreement. NOW THEREFORE, for good and valuable consideration, the sufficiency and receipt of which is hereby acknowledged, the City and Owners have agreed as follows: 2281030 1. Encroachment Authorization; Special Conditions. The City hereby approves the Encroachment, including the right to reasonable mowing of the City Property as depicted within the Encroachment Area, and permits the Encroachment to remain in the Encroachment Area, subject to the terms of this Agreement, including but not limited to, the following special conditions: A. Owners are the sole owners of the Encroachment, and are solely responsible for all work, cost, and expense for the maintenance of the Encroachment; B. Other than routine trimming and mowing of the Plantings that are already planted within the Encroachment Area, Owners are not permitted to alter, replace, expand, relocate, or add new plantings the Encroachment without prior approval by the City; C. At Owners' sole cost and expense, Owners are required to do all of the following: i. Comply with any directive or order given by City staff following inspection of the Encroachment; ii. The number of Plantings are not to exceed a quantity of X (X) and must be of like kind. iii. Maintain the Plantings at a height no taller than Xfeet; iv. Trim or remove the Plantings individually or coltedively as directed by City staff, and/or as required by the City, Xcel Energy, or other governmental agency; V. Promptly remove and replace any individual Planting that has died; vi. Upon removal of any individual Planting, group of Plantings, or the Encroachment as a whole, restore the Encroachment Area to a condition consistent with the condition of the surrounding City Property; and vii. Nd 2. Admission of No Right. Owners does not now claim any rights or title to any part of the City Property by reason of past, present, or future occupancy there, nor will Owners make any such claim in the future. 3. Acknowledgements by Owners. Owners acknowledge that City's ownership rights of the City Property, including the Encroachment Area, shall be superior to those rights conveyed by this Agreement. Owners further acknowledge that Owners' placement of the Encroachment in the Encroachment Area over and across the City Property includes the risk that it might become necessary that the Encroachment be disturbed or removed to facilitate City access to the City Property. 4. City Right of Entry, Work Within Encroachment Area. At all times, regardless of the hour of day or day of the week, the City shall have the right to enter onto the Encroachment Area to perform maintenance, repairs, replacement, or other work related to the City Property, as deemed necessary by the City, in the City's sole discretion. 5. Inspections by the City. The City shall inspect the Encroachment for compliance 2281030 with this Agreement, and other compliance with the City Code. 6. Insurance. Owners are required to maintain a general liability insurance policy which provides coverage for damage to others or injury to persons for their property the Encroachment Area. Such coverage shall be on an as occurrence basis and, if reasonably available, as part of a standard homeowner's policy. Without substantial additional cost, shall include contractual liability coverage with respect to the indemnity obligation in Section 6 of this Agreement. Such policy shall contain a clause which provides the insurer will not change, non - renew, or materially change the policy without first providing the City thirty (30) days prior written notice. Owners shall provide the City with a Certificate of Insurance for such coverage upon City request. 7. Hold Harmless and Indemnity. In consideration of being allowed to encroach on the City Property, Owners, for themselves, their heirs, successors and assigns, hereby agree to indemnify and hold the City, its officials, employees, contractors, agents, and volunteers harmless from any and all claims, damages, losses, costs, and/or expenses, arising from, based on, related to, or caused by, in whole or in part, the Encroachment. 8. Waiver of Claims. Owners knowingly and voluntarily waive and release any and all claims against the City arising from, based on, or related to Owners being permitted to maintain the Encroachment on the City Property. 9. Termination of Agreement. The City may, at its sole discretion, terminate this Agreement at any time by giving Owners, or any successor in interest, thirty (30) days advance written notice of termination. In the event of an emergency condition, as determined solely by the City, the City may terminate the Agreement without notice and with immediate effect. A. Removal of Encroachment. Except as provided in paragraph 9.B. of this Agreement, upon the effective date of termination of this Agreement, Owners or their successor in interest shall remove the Encroachment and restore the Encroachment Area to a condition consistent with the condition of the surrounding City Property. If Owners or their successor in interest fail to timely perform such removal and restoration, the City may remove the Encroachment and charge the cost of removal back to Owners for reimbursement. B. Retention of Encroachment. At its sole discretion, the City may choose to allow the Plantings to remain in the Encroachment Area following termination. If the City so chooses, the notice of termination shall inform Owners of the City's choice. Upon termination with retention of the Plantings in the Encroachment Area, the Plantings shall become the property of the City, o cost to the City. The City shall assume all responsibility for the ongoing main nce of the Plantings. 10. Recording. This Agreement shall run with the land and shall be recorded against the title to the Subject Property. At the time that this Agreement is terminated pursuant to Section 9 of this Agreement, the City shall execute and record a release of the Agreement. 3 2281030 11. Attorneys' Fees and Costs. Should either party commence and action against the other to enforce any obligation contained within this Agreement, the prevailing party shall be entitled to recover its reasonable attorneys' fees and costs from the non -prevailing party, whether or not such action is pursued to judgment. 12. Miscellaneous. This Agreement shall be governed by the laws of the State of Minnesota and may only be amended in writing. This Agreement may be executed in several counterparts, each of which when executed is considered an original, but all of which together shall constitute one instrument. 13. Incorporation of Recitals and Exhibit. The Recitals at the beginning of this Agreement and the Exhibit attached to this Agreement are true and correct, and are incorporated into and made part of this Agreement by reference. [Signature pages follow] 4 2281030 CITY OF ARDEN HILLS :1 (SEAL) And STATE OF MINNESOTA ) ss. COUNTY OF RAMSEY ) David Grant, Mayor Dave Perrault, City Administrator The foregoing instrument was acknowledged before me this day of , 2023, by David Grant and by Dave Perrault, respectively, the Mayor and City Administrator of the City of Arden Hills, a Minnesota municipal corporation, on behalf of the corporation and pursuant to the authority granted by its City Council. Notary Public 2281030 PROPERTY OWNERS: Robert M. Bonnie Jenna M. Bonnie STATE OF MINNESOTA ) ss. COUNTY OF 1 The foregoing instrument was acknowledged before me this day of , 2023, by Robert M. Bonnie and Jenna M. Bonnie, spouses married to each other. Notary Public DRAFTED BY: CAMPBELL KNUTSON, P.A. Grand Oak Office Center I 860 Blue Gentian Road, Suite 290 Eagan, Minnesota 55121 Telephone: (651) 452-5000 AKLS 6 2281030 EXHIBIT A Depiction of the Encroachment Area 2281030 � Attachment C -ARQEN_HILLS Approved: October 23, 2023 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION SEPTEMBER 18, 2023 5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS 4. PRESENTATION ITEMS A. City Owned Land Encroachment Community Development Director Jagoe stated that 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 addressed to city staff which outlined a proposal for collaboration to allow plantings on city park property adjacent to his lot. 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. Community Development Director Jagoe said that in 2019 the City received a general complaint about properties that were encroaching in the general area of Floral Park and a trail segment between Cleveland Avenue and Stowe by Hazelnut Park. At that time an informative letter was sent to 22 households describing what the City considered to be encroachments and to remove them if they had them. There was a second letter sent to Mr. Bonine who corrected the things noted in that code enforcement letter. In 2022 there was another complaint and discussion by the Council regarding Mr. Bonine's property, specific to the trees that are there today. Staff was directed to ask that the trees be removed. Community Development Director Jagoe stated that 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 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. Mr. Bonine said he acquired the property in 2015 and at the time had discussions with staff. Neighbors had been given verbal permission to do landscaping in the area as long as they had Xcel Energy's permission for the easement. About 4-5 years ago he had further conversation with staff and was told the city wouldn't allow a fence, so he went back to the original plan. He said there were 36 houses along the path and felt about 50% had encroachments including bonfire pits, fences, play sets, raised garden beds and plantings. He would like to understand what makes his encroachment unique and if they could develop some consistency. Councilmember Holden said she spoke with the former City Engineer who claimed she never gave anyone any oral permission to do anything to encroach on the City parks. She felt ARDEN HILLS CITY COUNCIL WORK SESSION — SEPTEMBER 18, 2023 2 encroachments happen on other trails in the city. There have been articles in the newsletter regarding this. She felt if someone puts a row of shrubs or trees along the trail they are extending their yard and it is no longer park land, it's viewed as the resident's land. Councilmember Rousseau asked if this was becoming problematic for the City to maintain the areas that are being encroached on. Public Works Director/City Engineer Swearingen said the way they maintain this trail is to run a mowers width on either side of the trail, and Xcel Energy does the larger area mowing and vegetation control. There are some sanitary sewer structures that are accessed off the trails and possibly some storm sewer structures. He felt there was adequate room for snow storage and from a maintenance aspect the encroachments in this area weren't in conflict with maintenance. Mr. Bonine noted that he has no issues with anything anyone else has done, but the lack of consistency is confusing. Councilmember Rousseau thought the complaint they received seemed very negative and personal, and basing the entire community policy on this complaint might not be the right way to go. Councilmember Monson asked about the two examples of other properties that were given. Public Works Director/City Engineer Swearingen said in Example 1 there was a rain garden owned and maintained by the City. Councilmember Monson said she has talked with other people that live along the trail and has been told the same thing — that they could put items in at their own cost but that it might get moved. She wanted to be sure it wouldn't cost the City more if they had a watermain or something similar to fix. She asked how staff felt about trees and plantings being in the way and the costs of moving them. Public Works Director/City Engineer Swearingen stated that shrubs were pretty easy to move but trees were more impactful. Fencing or hardscaping would also be more impactful, and City staff would not put the items back, it would be up to the homeowner. Councilmember Holden agreed that the letter was very negative. There are groups of people that walk Hazelnut Park trails and they've been dealing with this issue for many years. They've been upset because they haven't taken over City property in their yards and are frustrated with the length of time this has been happening. Councilmember Fabel asked how many arborvitaes Mr. Bonine had planted. Mr. Bonine responded that he had planted over 30. He went forward with the project because of ongoing communication he had with City officials and the letter of approval he received from Xcel Energy in 2019. Councilmember Fabel explained his concern of adverse possession; that someone using your land over a period of time establishes rights to continue to do so. That can be avoided by having a ARDEN HILLS CITY COUNCIL WORK SESSION — SEPTEMBER 18, 2023 3 specific agreement in place to say that they wouldn't claim adverse possession, and that at any point in time the City could say to remove the items. He didn't see a reason to force Mr. Bonine to take the trees out now, but he could be told to in the future if it became a problem for the City. Mayor Grant asked if they will be putting a new watermain through this area. Public Works Director/City Engineer Swearingen said this area is south of where the new force main would be located. Mayor Grant added that by adding something such as a fence you are demonstrating use which becomes adverse possession. He said it could be argued that the arborvitaes are a vegetative fence. He was troubled by this much vegetation and thought they should have some sort of written agreement. Councilmember Holden wondered what the City's liability would be if someone were to get hurt on the section of property that he has extended his yard into. City Administrator Perrault said that according to the city attorney's previous answers to similar questions, if the City is intentionally negligent it would be liable, but it is typically the generator of the activity that is liable. Councilmember Monson thought they should consider a broader agreement for everyone on the trail that has encroachments to deal with adverse possession, liability, and additional costs for removal if they don't remove it themselves. She appreciated how well that part of the trail is maintained by the residents. She felt they should have a policy of what residents could have along trails and in what areas. The question would be where do they draw the line. Mr. Bonine also thought the trail area looks good. He said when they moved into the property it was full of buckthorn and invasive species. They looked at what they had done as a positive. He thought the Blue Thumb Initiative might be a good guide for some of what they're talking about being acceptable. Mayor Grant asked if the Council wanted the City Attorney to work the Community Development Department to draw up something legal for this project as well as update City Code to be more explicit. Councilmember Monson said she would support that. Councilmember Holden wondered how far they would let people encroach on City property. Councilmember Rousseau said her concern was that if they ask Mr. Bonine to move his trees they should probably be talking to other people to move their encroachments as well. She liked the suggestion of outlining what is acceptable. Mayor Grant said this was clearly one of the larger encroachments that he has seen. Councilmember Monson said because of the timing of when it went in she doesn't like it either, but because of the other things that have happened along the trail and there hasn't been a hard ARDEN HILLS CITY COUNCIL WORK SESSION — SEPTEMBER 18, 2023 4 policy from the City it would be beneficial to try to figure out what they can tell people they can do. To just pick one person based on a complaint felt dangerous because what do they do with all the other people that have encroached? Mayor Grant said with all of the aerial photos that are available nowadays you can pretty much prove when something went in. Councilmember Holden verified that Mr. Bonine had received the letter the City sent to residents in the area regarding encroachment before he planted his trees. She thought they should post signs saying it was City property and people would be allowed to use it. Mayor Grant restated that they want firmer ordinances strictly enforced and a legal agreement with this property. He asked if they were permitting the arborvitaes to live pending a legal agreement with the landowner. Councilmember Holden suggested a height limit for the arborvitaes. Mayor Grant said they could work out the details of a legal agreement at a future meeting. Councilmember Monson explained how she thought PTRC might be able to contribute to the discussion. Councilmember Rousseau thought members of PTRC might recommend native species where other people might look at them as being unkept or wild versus planting a rosebush. Councilmember Fabel felt they should solve the current issue with an agreement that says if they want to they can require them to keep the arborvitae at a certain height, take them out or take out every other one so there is no prescriptive right obtained by the encroacher but also shows the City is willing to be reasonable. Mayor Grant asked Council if they'd like hard-line or soft -line language in future language, three Councilmembers and the Mayor agreed to hard-line. City Administrator Perrault said if they're taking a hard-line policy are they allowing additional flexibility such as allowing native plants? Right now, the policy is clear that nothing is allowed with the exception of permission by the Public Works Director. Councilmember Monson felt mowing or buckthorn removal could be reasonable and still have a hard-line. Mayor Grant would like to make the ordinance clearer so there would be fewer questions about what is encroachment. He thought in this particular case by putting up a row of arborvitaes and mowing the other side of it, adverse possession could be argued. He asked what direction they would like to give the attorney in this case. Councilmember Fabel said the agreement should make it very clear that they are visitors on City property and we have the authority to place further conditions on the property. ARDEN HILLS CITY COUNCIL WORK SESSION — SEPTEMBER 18, 2023 5 Councilmember Monson agreed. She would also like to know how much it would cost for the City to remove them if needed. Councilmember Holden didn't think anyone would have complained if it was just mowing. She thought it was the plantings to extend the yard that were the issue. She would like to see gaps in the arborvitaes and they be kept at a certain height. Mayor Grant directed staff to have the attorney work on an agreement and make changes to the ordinance. AGENDA ITEM — 3H -t1 DEN HILLS MEMORANDUM DATE: March 11, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Legislative Priorities and Processes Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss how to approach legislative priorities and the processes for future funding requests. Background The City Council should discuss how to approach future legislative priorities. For 2024, the City has two bonding requests for consideration, these were worked on by different Councilmembers and Staff. This legislative session is expected to end late Spring. While it isn't clear if or when the State will begin accepting funding requests for 2025 consideration, that could also happen in the spring, this past year MMB requested projects be submitted in June. Should requests open again, the Council may want to be prepared with identified requests or have the process ready for how to work to get projects submitted. Prior to this year's requests, Staff worked with members of the Council on existing capital projects, such as the Lexington Avenue Watermain or the County Road E Utility replacement. Council may want to consider planned capital projects, such as, water meter replacement ($1,500,000) or water/sewer forcemain work ($240,000). Council could also consider projects that we have discussed, but may be waiting on a funding source, such as, the Old Highway 10 Trail ($2,800,000). Should Council want to refine this process, Council should direct how it wants to approach the process, either by designating one or two Councilmembers to work with Staff to bring back a recommendation for Council consideration or discussing the priorities with the full Council at a worksession. Council may also want to consider outside assistance to guide Staff and the Council through the process, i.e. utilizing a lobbyist. Page 1 of 2 Budget Impact N/A Attachment N/A Page 2 of 2 AGENDA ITEM — 3I -t1 DEN HILLS MEMORANDUM DATE: March 11, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Committee/Commission Liaison Roles and Responsibilities Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss the role of the Committee/Commission Liaisons. Background As part of the earlier LMCIT discussion, Council requested to discuss the roles and responsibilities of Council Liaisons. The role of the liaison has not been formally discussed in the past, below is the applicable ordinance that pertains to the liaisons. Subd. 14 Council Liaison. The City Council shall appoint a council member to serve as a liaison to each Board, Committee, Commission or other Appointed Body. Council may want to discuss how it defines the liaison role, possible expectations and if a formal policy needs to be approved and/or ordinance changes need to be made. As part of the previous discussion, Council also discussed adding formal reports from Council Liaisons to meeting agendas; however, this was put on hold pending a discussion on what the expectations are regarding updates. Council may also want to discuss this and direct Staff on moving forward. Budget Impact N/A Attachment N/A Page 1 of 1 AGENDA ITEM — 3.1 -t1 DEN HILLS MEMORANDUM DATE: March 11, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Proclamation Policy Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss if it wants to create a policy on proclamations. Background In 2023, Council discussed creating a proclamation policy, at the time it chose to wait on creating a policy. In the past, the Council has generally only considered proclamations regarding Public Works Week, Police Week, and Night to Unite. An additional proclamation regarding fair housing was passed last year. Should Council want to create a formal policy on proclamations it should discuss how they are brought forward, do all requested proclamations receive consideration, is there any type of discussion or vetting done by the entire Council prior to consideration, what happens if the entire Council is not supportive? Some possible direction is below: • Proclamations need to be brought forward for consideration by a City Councilmember for discussion at a work session (this could conflict with how Council sets their agenda) • Proclamations need to have full Council support to be brought forward for approval Budget Impact N/A Attachment N/A Page 1 of 1 AGENDA ITEM — 3K -t1 DEN HILLS MEMORANDUM DATE: March 11, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Future Agenda Setting/Council Priorities/Future Topic Discussion Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss how to approach future agendas and how priority items are set. Backl4round Council has previously discussed how agendas are set, as well as how items are added to agendas and what items are given priority. In the past, the Mayor has worked with the City Administrator on agenda setting, and has generally allowed items at Council's request to be placed on agendas. This process has been generally agreed to by Council, but is not a formal policy. This process has worked well in -terms of flexibility; however, it is lacking in -terms allowing the Council to truly set their agenda in -advance and allow Staff enough lead time to properly prepare items. Council may want to consider a more formalized method of agenda setting that would give the entire Council more control over future agendas. The cons of a more formalized process would be it would remove a level of flexibility for agendas from meeting to meeting. Each City is different in how they set their agendas, some cities operate similar to Arden Hills and some have a formal policy, there is not a true right or wrong answer. Should Council want to consider a formal policy, Staff would consider something like the below: • At each City Council work session, at end of the meeting Council will review its subsequent work session's proposed agenda (with our new meeting schedule this would happen approximately every two weeks). • Council will agree to the proposed items, or make changes as it sees fit. • Should an individual Councilmember want to raise an item for discussion at the next meeting or in the future, they would do so during this review period. The item would need at least one other Councilmember to agree to having the item considered for future Page 1 of 2 discussion, and then Council, by majority, would direct to have it placed on a future agenda or not. • If the item is directed for future discussion, the Council would either place it on the subsequent agenda or have Staff bring it back at a future meeting. For example, at the at the end of a meeting Council would review the next work session agenda. If a Councilmember wanted to add a topic to that meeting or for future discussion, they could raise the topic, make their case as to why they want to discuss it and one other Council would need to agree to wanting it on a future meeting, and at least a majority of the Council would direct Staff to place it on an agenda or not. This would also solve the issue of a single Councilmember bringing a concern forward, i.e. the entire Council would agree to move it forward or not. It would also address resident initiatives, if a resident were to approach a member of the Council or the whole Council during Public Comment, during this review period Council as a whole, could either direct Staff to move an initiative forward for more discussion or not. It should be noted that under this guidance, Staff will still need to bring items forward for discussion, and will require some flexibility in -terms of adding items to agendas without Council having vetted them first. It is assumed Staff items will be operational in nature, while Council's will be policy in nature. Also, exceptions may need to be made for Councilmembers adding items if they are time -sensitive and have a significant impact to the City that could also not wait for the normal Council vetting process. If Council wants to move forward with a policy similar to the above, or suggest additional edits, Staff can draft a policy for approval at the next Council meeting. Regarding Council priorities, Staff compiled a list under Attachment A of recent items Council has ranked in terms of items to consider. Many of the items are up for consideration at this work session and/or later in April. Staff would recommend Council review this list in addition to their upcoming agendas at each work session. Lastly, Council may want to consider removing the standing item of Council Tracker on the agenda for each work session and replace with it with the aforementioned above agenda review and priorities list; however, if we do this Staff would recommend Council not regularly skip this item on the agenda. Budget Impact N/A Attachment Attachment A: Ranked Council Priorities for Upcoming Discussions Page 2 of 2 Attachment A 7pur 1 „ Water Conservation and Smart Device Grant Program Responsible Department PW/Fin Staff Stawill move forward 2 Future Agenda Setting Admin March 1 lth WS 3 Committee/Commission Goal Setting Admin TBD 3 Strategic Goals for Council Admin TBD 3 Short-term Rental Ordinance CD/Admin TBD 4 Future Topic Discussion (Single Councilmember Concern) Admin March 1 lth WS 5 Committee/Commission Liaison Role and Responsibilities Admin March I Ith WS 5 Rental Licensing Program CD/Admin TBD 5 PTRC Motions PW March I Ith WS 6 Volunteer Recognition (to Personnel first) Admin TBD 6 Infill Development CD TBD 6 Food Truck Ordinance Changes CD/Admin Waiting on feedback 6 Speed Limit Old Snelling PW TBD 6 Trail Prioritization (Lake Jo versus Snelling Ave N) PW/Fin TBD 7 Council Salaries Admin TBD 7 Proclamation Policy Admin March IIth WS 7 Climate Action Plan Admin TBD 7 Committee/Commission Membership Admin TBD 7 Building Materials Update/Discussion CD TBD 7 EV Fleet Analysis PW TBD 8 Energy audit Admin TBD 8 Lake Jo station bonding will come up this year Admin April 8th Worksession 8 Porta potties PW TBD 8 Ordinance Changes Regarding Encroachment PW/CD March 1lth WS 9 Deer Management Admin TBD 9 EDA Membership Discussion CD/Admin Next EDA Meeting 10 Community Survey Admin TBD 10 Keeping of Ducks CD/Admin TBD AGENDA ITEM — 3L ,-ARZEN HILLS MEMORANDUM DATE: March 11, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Council Tracker Update Budgeted Amount: Actual Amount N/A N/A Funding Source: 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