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HomeMy WebLinkAbout05-13-24-RMayor: Address: David Grant 1245 W Highway 96 Arden Hills MN 55112 HILLS Councilmembers: DEN Phone: Brenda Holden 651-792-7800 Emily Rousseau Regular City Council Tena Monson Website: Tom Fabel Agenda www.cityofardenhills.org May 13, 2024 7:00 p.m. City Hall 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. httos://cityofardenhilIs.org/320/Watch-City- Meetinas This meeting will be streamed live on local Cable Channel 16 and available for playback on our website. CALL TO ORDER 1. APPROVAL OF AGENDA 2. TCAAP/Rice Creek Commons Update Dave Perrault 3. 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. 4. RESPONSE TO PUBLIC INQUIRIES 5. PUBLIC PRESENTATIONS 5.A. Proclamation Recognizing May 12-18, 2024 As National Police Week Mayor Grant Documents: MEMO.PDF ATTACHMENT A.PDF 5.B. Proclamation Recognizing May 19-25, 2024 As National Public Works Week Mayor Grant Documents: MEMO.PDF ATTACHMENT A.PDF 6. STAFF COMMENTS 6.A. Transportation Update David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF 7. APPROVAL OF MINUTES 7.A. April 15, 2024 Special City Council Work Session Documents: 04-15-24-WS.PDF 7.13. April 22, 2024 City Council Work Session Documents: 04-22-24-WS.PDF 7.C. April 22, 2024 Regular City Council Documents: 04-22-24-R.PDF 8. CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. 8.A. Motion To Approve Claims And Payroll Joua Yang, Finance Director Pang Silseth, Accounting Analyst Documents: MEMO.PDF 8.13. Motion To Approve Resolution 2024-027 Accepting Donation From The Spring Lake Park Lions Club Matthew Johnson, Recreation Supervisor Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 9. PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. 10. PUBLIC HEARINGS 10.A. Special Assessment Hearing - 1570 McClung Drive - 2024 PMP Street And Utility Improvements Project David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 11. NEW BUSINESS 11.A. Resolution 2024-025 Adopting Special Assessment Roll For The 2024 PMP Street And Utility Improvements Project - 1570 McClung Drive David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 11.13. Resolution 2024-026 Declaring Costs To Be Assessed And Ordering The Preparation Of The Proposed Assessments And Calling For A Public Hearing On Proposed Assessments For 1370 Colleen Avenue - 2024 PMP Street And Utility Improvements Project David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 12. UNFINISHED BUSINESS 13. COUNCIL/STAFF COMMENTS ADJOURN PUBLIC PRESENTATION — 5A ,iI�EN HILLS MEMORANDUM DATE: May 13, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Proclamation in Recognition of National Police Week 2024 Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider • Adopting a Proclamation formally designating May 12-18, 2024 as National Police Week in Arden Hills. Background/Discussion Each year the City Council is requested to recognize National Police Week by adopting a proclamation as provided by the Ramsey County Sheriff's Office. This proclamation honors the service and recognizes the sacrifice of law enforcement officers everywhere as they protect our communities. Budget Impact None Attachment Attachment A: Proclamation Attachment A ' t -AL� HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA PROCLAMATION To recognize National Police Week 2024 and to honor the service and sacrifice of those law enforcement officers killed in the line of duty while protecting our communities and safeguarding our democracy WHEREAS, In 1962, President Kennedy proclaimed May 15 as National Peace Officers Memorial Day and the calendar week in which May 15 falls, as National Police Week; and WHEREAS, National Police Week was established by a joint resolution of the United States Congress in 1962; and WHEREAS, There are approximately 800,000 law enforcement officers serving in communities across the United States, including the dedicated members of the Ramsey County Sheriff's Office; and WHEREAS, Everyday law enforcement officers are the first to be on the scene to help those in need and are dedicated to serving the community; and WHEREAS, National Police Week pays special recognition to law enforcement officers who have lost their lives in the line of duty for the safety and protection of others; and WHEREAS, Over 43,000 assaults against law enforcement officers are reported each year, resulting in approximately 15,000 injuries, and assaults against officers in Minnesota have increased by over 120% in the last two years; and WHEREAS, Since the first recorded death in 1786, over 23,000 law enforcement officers in the United States have made the ultimate sacrifice and been killed in the line of duty, including members of the Ramsey County Sheriff s Office; and WHEREAS, The names of these dedicated public servants are engraved on the walls of the National Law Enforcement Officers Memorial in Washington, D.C.; and WHEREAS, In 2023, 136 officers were killed nationwide in the line of duty and their names will be added to the National Law Enforcement Officers Memorial this spring; and WHEREAS, The service and sacrifice of all officers killed in the line of duty will be honored during the National Law Enforcement Officers Memorial Fund's Candlelight Vigil on May 13, 2024; and WHEREAS, On May 15, 2024, the service and sacrifice of all officers billed in the line of duty will be honored by the National Law Enforcement Officers Memorial Fund and the Minnesota Law Enforcement Memorial Association; and WHEREAS, The service and sacrifice of Ramsey County suburban law enforcement officers killed in the line of duty will be honored during the Ramsey County Suburban Law Enforcement Memorial Ceremony on May 16th, 2024. NOW THEREFORE, BE IT RESOLVED that the ARDEN HILLS CITY COUNCIL formally designates May 12-18, 2024, as Police Week in THE CITY OF ARDEN HILLS, and publicly salutes the service of law enforcement officers in our community and in communities across the nation. i David Grant, Mayor Emily Rousseau, Councilmember Thomas Fabel, Councilmember Brenda Holden, Councilmember Tena Monson, Councilmember PUBLIC PRESENTATION — 5B ,iI�EN HILLS MEMORANDUM DATE: May 13, 2024 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: David Swearingen, Public Works Director/City Engineer SUBJECT: Proclamation Recognizing May 19-25, 2024 as National Public Works Week Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider • Adopting a Proclamation recognizing May 19-25, 2024 as National Public Works Week in Arden Hills. Background/Discussion National Public Works Week is a celebration of thousands of men and women in North America who provide and maintain the infrastructure and services collectively known as public works. Instituted as a public education campaign by the American Public Works Association in 1960, the weeklong celebration calls attention to the importance of public works. This year's theme is "Advancing Quality of Life for All" for the National Public Works Week poster. This year's poster illustrates how public works professionals contribute to and enhance the quality of life in all the communities they proudly serve. Our Public Works employees take great pride in their work. The week of May 19-25, 2024 honors these professionals who serve the public good every day with quiet dedication. Budget Impact None AttarhmPnte Attachment A: Proclamation Page 1 of 1 'I't --ARQEN,H1LLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA PROCLAMATION Attachment A To recognize May 19-25, 2024 as National Public Works Week WHEREAS, public works services provided in our community are an integral part of our citizens' everyday lives; and WHEREAS, the support of an understanding and informed citizenry is vital to the efficient operation of public works systems and programs such as water, sewers, streets and highways, public buildings, and solid waste collection; and WHEREAS, the health, safety and comfort of this community greatly depends on these facilities and services; and WHEREAS, the quality and effectiveness of these facilities, as well as their planning, design, and construction, are vitally dependent upon the efforts and skill of public works officials; and WHEREAS, the efficiency of the qualified and dedicated personnel who staff public works departments is materially influenced by the people's attitude and understanding of the importance of the work they perform, THEREFORE, BE IT RESOLVED that the ARDEN HILLS CITY COUNCIL formally designates May 19-25, 2024, as National Public Works Week in THE CITY OF ARDEN HILLS, and calls upon all citizens and civic organizations to acquaint themselves with the issues involved in providing our public works and to recognize the contributions which public works officials make every day to our health, safety, comfort, and quality of life. David Grant, Mayor Brenda Holden, Councilmember Emily Rousseau, Councilmember Tena Monson, Councilmember Thomas Fabel, Councilmember STAFF COMMENTS — 6A ,-A1�EN HILLS MEMORANDUM DATE: May 13, 2024 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: David Swearingen, Public Works Director/City Engineer SUBJECT: Transportation Update Budgeted Amount: Actual Amount: Funding Source: A verbal update will be provided at the City Council meeting. Page 1 of 1 DRAFT -ADEN HILLS Approved: May 13, 2024 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION APRIL 15, 2024 5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the Special City Council Work Session at 5:00 p.m. Present: Mayor David Grant; Councilmembers Tom Fabel, Brenda Holden (excused herself from meeting at 6:33 p.m.), Tena Monson and Emily Rousseau Absent: None Also present: City Administrator Dave Perrault 1. PUBLIC INQUIRIES/INFORMATIONAL Linda Swanson, 1124 Ingerson Road, addressed Councilmember Rousseau noting she would continue to exercise her rights in attending City Council meetings and she would express her opinions, questions, concerns and recommendations. Mark Kelliher, 3712 Chatham Court, stated he was pleased the Council would be formally defining the role of Council liaison. He explained he could not offer any feedback on the effectiveness of Councilmember Holden or Mayor Grant as a liaison because the slate has chosen to exclude them from participating in any committee assignments. He offered firsthand feedback on how Councilmember Rousseau conducted herself as a Council liaison, which was the epitome of how not to be a liaison. He stated having residents serve on committees gives the Council fresh perspectives and generates new ideas, but only if there is a liaison willing to listen. Instead of listening, Councilmember Rousseau spends a good deal of time talking and interjecting her opinions into the meetings and of course she is a legend when it comes to behind the scenes maneuvers. For proof, look at the minutes from any PTRC meeting. Every third entry is Councilmember Rousseau opining or interrupting the proceedings. He encouraged the public to listen to the February PTRC meeting. At that meeting, there was a resident expressing a concern and given Councilmember Rousseau's behavior at the meeting you would have thought she and not the PTRC Chair, was in charge of the meeting. He explained Councilmember Rousseau's model of actively micromanaging the committees she oversees is not effective and in fact, counterproductive. He noted the PTRC was still waiting for the Councilmember to bring forward the PTRC's motion to install remote locks at the bathroom at Perry Park, this has been over two ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — APRIL 15, 2024 2 years. He recommended that as the Council formally defines the role of liaison, he urged the Council to mandate the liaisons spend less time talking and more time listening as this would bring about a better result for the City. 2. RESPONSE TO PUBLIC INQUIRIES None. 3. AGENDA ITEMS A. Work Session Scheduling City Administrator Perrault stated Council recently changed its worksession schedule from the third Monday of the month to putting the worksession prior to regular meetings. Now, the worksessions start at 5:30 PM and the regular Council meeting starts at 7:00 PM. Should Council want to make a change to the worksession start -time permanently it would require an ordinance change. Should Council want to consider alternative start times on a temporary basis it could be done by having a special worksession, however, this would limit the flexibility of the agenda. Councilmember Rousseau indicated she would be interested in moving the worksession meeting start time to 5:00 p.m. Councilmember Holden commented she may not be able to attend worksession meetings at 5:00 p.m. She explained she would be willing to move back to the original meeting schedule holding worksessions on the third Monday of each month. Councilmember Fabel stated he supported holding the worksessions at 5:00 p.m. on the second and fourth Mondays of the month. Mayor Grant supported the Council staying the course with worksessions beginning at 5:30 p.m. Councilmember Holden questioned when worksessions would begin at 5:00 p.m. Councilmember Rousseau indicated she was willing to change the schedule around to 5:00 p.m. sooner rather than later and holding special meetings when agendas get too long. She recommended the start time for worksessions be permanently changed to 5:00 p.m. Councilmember Holden commented this change would take her out of each worksession meeting for 30 minutes. Councilmember Rousseau stated she could support making the change to 5:00 p.m. for just the summer months. Councilmember Holden indicated as soon as school was out, there was extra aides that were available. Mayor Grant questioned if the worksession time could be adjusted just for the summer months. Councilmember Rousseau agreed to this change. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — APRIL 15, 2024 3 Councilmember Monson stated there was a problem trying to get through all the meeting topics on the agenda. She indicated she would rather keep worksessions at 5:30 p.m. and pick up the slack with a special worksession when necessary. Councilmember Fabel explained he was hearing the worksessions would be moving to 5:00 p.m. for the summer months and if the work does not get done a special worksession would be scheduled for that month. He stated this schedule would be fine for him. Mayor Grant questioned if the Council would support holding worksessions during the summer months at 5:00 p.m. Councilmember Monson indicated this would generally work for her. She stated all of these changes were not generally good for the public. However, she noted she could make this work for the summer months. Mayor Grant asked if staff could support holding worksessions at 5:00 p.m. for the months of June, July and August. City Administrator Perrault stated he could make this work. Councilmember Holden reported it would be difficult for her to attend a special worksession without having at least a three week notice. She indicated she would be unable to find an aide in a week and suggested the special meetings be scheduled with at least a three week notice. Council agreed to hold the June, July and August worksession at 5:00 PM B. Legislative Priorities and Goal Setting City Administrator Perrault stated 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. It is not anticipated that the State will accept funding requests for 2025 this year; the next typical request would be for 2026 but would start in late Spring of 2025. 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 force main 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. Councilmember Monson supported the Council having a process in place when considering how the Council decides MMB. She wanted to hear from Councilmember Holden and Mayor Grant on how the Council addressed lobbyists. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — APRIL 15, 2024 4 Mayor Grant explained the Council had time to draft priorities for the 2026 bonding request. He questioned how the Council wanted to proceed. Councilmember Rousseau suggested the Council discuss its priorities at a future worksession. She indicated the Council could then make a decision to branch off and target several issues. Councilmember Holden commented she was shocked when the trail project came up and Mr. Swearingen had only put a few slides together. She explained she then spent three days with Mr. Swearingen putting together a presentation two days before the legislative bus came. She indicated the Council needs to have plans in place and noted she has explained bonding to Mr. Perrault over the years. She also stated the legislature likes a city's mayor to present requests. Mayor Grant agreed the legislature does appreciate seeing mayors, especially returning mayors. Councilmember Holden discussed how the Mayor has built up trust with legislators over the years. Mayor Grant commented in his case he has been around for a decade and he has answers to questions. Councilmember Monson thanked Councilmember Holden for helping staff prepare for the bond hearing. She believed it would be appropriate for the Council to have a list of items for staff to work on and Councilmembers assigned to each item. She explained this would provide staff with more clear direction on the Council's bonding priorities. She indicated the difficulty with this Council was that Councilmember Holden had a lot of experience in working with the legislature, while there were newer members of the Council that had expertise and connections in certain areas. She was of the opinion the Council was not organized enough this year and she would like this to improve going forward. She supported the Council further reviewing the MMB process. Mayor Grant stated the Council would have to decide on what requests it wants to move forward versus bringing a grocery list forward. Councilmember Fabel commented it may benefit the Council to speak with a legislator who can speak about legislative responses to bonding requests. Councilmember Holden reported the legislature announces their priorities at the beginning of each session. She explained the City has received $4 million in funding for utilities in the past 10 years. She indicated water quality and I&I have been very important to the legislature due to the impact both have on the environment. She wanted to make sure if the City was going through this exercise that the City would be receiving funding. She feared having all members of the Council going to testify would not be as effective as having the Mayor testify. Councilmember Rousseau stated Senator Marty mentioned Shoreview was interested in receiving an update on the legislative session. She anticipated Senator Marty could provide a similar update to Arden Hills and questions could be asked at that time. Councilmember Holden reported legislators have always been invited to provide the Council with an update and she was uncertain why they did not address the Council in 2023. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — APRIL 15, 2024 5 Councilmember Monson agreed with Councilmember Holden noting the goal would be for the City to receive grant funding. She encouraged the Council to address the MMB process prior to 2025 and consider who would be testifying. Councilmember Rousseau stated she liked how it was. She suggested assignments be made based on the topic. Mayor Grant commented the force main was thoroughly documented as a City priority, along with the Old Highway 10 trail. He reported if the City did not receive funding for these, he believed the City may want to try again in the next bonding session. Councilmember Holden asked if staff had a report from the County on Lake Johanna Boulevard. City Administrator Perrault stated he would follow up with Public Works Director Swearingen and would report back to the Council. Councilmember Monson suggested the items on the list be worked on by the Mayor plus one Councilmember. She indicated she did believe there was weight of value in having the Mayor testify at the Capitol. Councilmember Rousseau questioned if the City applied for sewer funding in 2024. Mayor Grant explained the City applied for funding for the force main, which was a sewer line. Councilmember Rousseau asked where this matter was with the State legislature. City Administrator Perrault stated the City did not get a hearing and the bill was not introduced yet. Councilmember Holden indicated requests do not always have to have a hearing as sometimes the requests go straight through the Governor's office. She requested that all items or requests be brought before the entire Council for comment and consideration and not that they only be considered by the Mayor plus one Councilmember. Councilmember Monson discussed how items could be addressed in the future noting it was her hope the process could be laid out so the Council knew what to expect. Mayor Grant indicated he hoped the Council could all work together, with several Councilmembers working on a matter while still bringing the remainder of the Council and staff along. Councilmember Rousseau stated she liked this proposal. Councilmember Fabel commented he supported the proposal as well. He asked that a legislator be brought in to provide the Council with a summary of this session. Councilmember Holden indicated she supported the proposal. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — APRIL 15, 2024 6 City Administrator Perrault summarized the Mayor would be testifying and noted the Council would revisit this topic in January of 2025. Councilmember Monson spoke to the pros and cons of having a lobbyist working on behalf of the City. She indicated it was a lot of work to follow bills but she believed Representative Moller and Senator Marty were very accessible to the City Council. However, when the Council had to go broader, it may be more difficult to get access. Councilmember Fabel asked if the League of Minnesota Cities did a good job tracking the broader issues. Mayor Grant commented the League of Minnesota Cities would keep track of broader issues but would not track issues for Arden Hills. Councilmember Holden discussed how it was a negative to have a lobbyist because it was assumed if the City had funding for a lobbyist, it had funding for its projects. Councilmember Monson questioned if the cost of a lobbyist would be worth it because the City would receive more funding. Councilmember Holden did not believe this would be the case, because this lobbyist would be working on behalf of 40 other cities. She believed the best bet was for the Council to do the work themselves, or to work through the local legislators. Mayor Grant indicated the City has received $7.2 million for smaller projects and all of this funding was received without a lobbyist. Councilmember Rousseau was of the opinion Representative Moller does a great job shepherding projects. She stated it may be a different story if she and Senator Marty were not responsive to the City. Consensus of the Council was to not pursue a lobbyist at this time. C. Strategic Goal Setting City Administrator Perrault stated as part of the LMCIT meeting earlier in the year, Council discussed Strategic Goal setting as a priority. Council should discuss how it wants to approach strategic goal setting, and a path to move forward. One option would be to engage with a consultant. Last year, the Council considered Ethical Leaders in Action (ELA) but opted not to move forward. The 2024 budget does have $10,000 included for such services. Councilmember Holden indicated she didn't understand the difference between a goal session and the retreat. City Administrator Perrault stated the retreat would be more all encompassing and goal setting could be a part of it. He explained a goal setting session would define timelines for goals with the Council working with staff to implement the goals with metrics or some other form of tracking. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — APRIL 15, 2024 7 Mayor Grant reported the staff memo says strategic goal setting. He stated the definition of a strategic goal is one that was longer in terms of timeframe. He indicated if the goal was to set strategic goals, he would think the Council could nail down some of its top strategic goals in pretty short order. He did not believe the Council would disagree with a strategic goal of completing TCAAP. He explained another strategic goal would be to complete certain trail segments. He anticipated the Council could have secondary goals in place under its strategic goals. He questioned how many strategic goals the Council should have in place. He suggested the Council have two more strategic goals in place for the five year time horizon. Councilmember Rousseau supported the Council using a consultant to assist with holding a strategic goal setting. She understood a consultant was reached out to several years ago. City Administrator Perrault stated the City has engaged with a consultant on two different occasions for proposals for a Council retreat. Councilmember Rousseau was in favor of the Council holding a goal setting retreat to set long term goals and then to meet back each year to revisit these goals. She believed land management was an interest in the City and she wanted to understand how staff resources could address this matter. She questioned if rain gardens could be invested in. Councilmember Monson discussed a goal setting session would be one focused session within a Council retreat. She supported the Council setting goals, both short term and long term. She believed it would greatly benefit the Council to hold a cohesive discussion in order to drive the City towards a vision and improvements that the residents in the community want. She indicated she was supportive of bringing in a third party to assist with the goal setting session that addressed both short term and long term goals for the City. Mayor Grant commented he did not believe spending $10,000 on this was not a wise investment. He believed the Council could come together with staff and discuss its strategic goals. He was of the opinion the City did not have to pay $10,000 in order to accomplish his. He stated that was his faith in this Council. Councilmember Rousseau indicated her understanding was this money was budgeted and may not all be spent. She commented on how the public was asking this Council to work together more cohesively and this would provide an opportunity to set standards going forward. Councilmember Holden stated there has been many opportunities for the Council to work together and the Committee assignments has been a slap in the face and there was no intention of the Council working together. Councilmember Fabel commented on how a third party would bring to the Council visions that were encountered by other municipal areas. He discussed how changes were needed for housing and zoning. He supported the Council bringing in a third party in order to bring a larger picture than the Council's regular day to day operations. Councilmember Holden anticipated a lot of this could come from the Met Council. She indicated she was uncertain what would happen with public works, their building or equipment. She commented on how she fought for maintenance of the equipment, streets and trails. She was uncertain if the Council had to split its goals between basic needs versus wants and changes. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — APRIL 15, 2024 8 Mayor Grant stated in terms of education and trends that were out there, the Council could invite the League of Minnesota Cities and Met Council in for presentations. He explained when it comes to strategic goals this should be determined by what the community wants. He questioned if these should be determined by a consultant that was brought in from outside the community. It was his hope these goals could be set by the Council. He suggested each Councilmember come up with a list of five strategic goals and that they then be ranked. Councilmember Monson indicated she wouldn't generally be opposed to the Council trying to do this themselves, but the Council has had a difficult time scheduling a retreat and meeting with the LMCIT. She hoped the goals could be in place prior to June when the Council began addressing the budget for 2025. Mayor Grant proposed each Councilmember write up their top five strategic goals for the City and staff could then compile the list for the Council to review at its next worksession meeting. He understood the citizens of Arden Hills wanted the Council to work together and he hoped the Council could come together on this. Councilmember Rousseau stated she supported the Council holding a goal setting session with a consultant. Councilmember Holden indicated the retreat did fade away, rather two Councilmembers voted it down. Mayor Grant believed the Council could come up with strategic goals without bringing in a consultant. Councilmember Fabel explained someone from the Met Council or LMCIT could come in and provide broader visions. He stated the Council needed to consider being leaders while also being responsive. He supported the City bringing in ideas from outside. Councilmember Holden questioned why the Council needed someone to come in and tell them what leadership was. She indicated she read the LMCIT newsletters and there were thousands of ideas on their website. She commented on how Councilmember Rousseau was interested in land management and Councilmember Monson was interested in energy and sustainability. She didn't believe the Council had to bring in someone else to point this out. Councilmember Monson indicated the question before the Council may not be just about the content, but rather was about the process and putting what should be followed in order to put the goals into action. She discussed how a professional would help the Council determine what the community wants and how to implement this into a plan. She stated her concern about doing the goal setting without a consultant was that this would put more work on staff, while a third party would take this work off of staff. Councilmember Holden suggested the Council pursue a hybrid by coming up with its criteria first and that a consultant then be brought in to assist with moving a plan forward. Mayor Grant stated this would make sense. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — APRIL 15, 2024 9 Councilmember Monson indicated she could support the Council moving forward in this direction. Mayor Grant requested each Councilmember provide staff with their top five strategic goals for the City and the Council would discuss these goals at the April 22 worksession. City Administrator Perrault commented the Council could provide staff with 25 goals and these could be honed down. He stated his concern would then be how a consultant would work with the City on a plan moving forward. He discussed how important it would be to work with a consultant through the entire process. Councilmember Holden recommended the goals drafted by the Council be focused. She anticipated a professional in this field would be able to help the City address its goals and maize a plan to move the goals forward. Mayor Grant stated the Council would come up with 20+ goals that would be honed down to five or six goals. It was his hope that a consultant could then be brought in to assist the Council with defining how to move forward on these goals and to assist the City with putting a plan in place to reach these goals. Councilmember Rousseau indicated her goals would have to do with an improved canopy and rain gardens. She questioned how she would get buy -in from the Public Works Department. Councilmember Holden stated if this was the goal the City wanted to go, then the Council would have to address staffing and costs. Mayor Grant recommended a discussion be held regarding strategic goals on April 22 and the Council could then determine if there would be staffing or budgeting needs. Councilmember Monson explained she could support the Council going down this path, but she anticipated the Council would only be able to go so far before hitting a roadblock and staff would have to be asked to do a great deal of work, or a third party would have to be brought in to assist with finishing this process. She indicated the Council had budgeted $10,000 for this process. Mayor Grant requested the Council review goals on April 22 and see how much commonality was in place. Councilmember Fabel questioned how the Council defined a strategic goal. He recommended these be broad issues. Councilmember Monson stated this was a good point. She noted the Council's strategic goals should be something that could be accomplished in the next five years. Councilmember Holden explained the Council may want to look longer than five years given the fact the City has some major projects coming up such as the fire station, fire equipment, water meters, and Lake Johanna Boulevard, which were massive undertakings. D. Committee/Commission Youth Membership ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — APRIL 15, 2024 10 City Administrator Perrault stated last year, Council approved ordinance changes allowing for youth members to the Parks, Trails and Recreation Committee (PTRC) and the Economic Development Commission (EDC). Both committees have designated youth members, members were also appointed to the committee/commissions that were considered "youth" but appointed as regular members due to the youth position being filled. A Councilmember had requested this topic be brought for discussion. Councilmember Holden indicated she requested this item be placed on the agenda because she did not want committees to be represented three -fourth or one-third by youth that were 16 or under. Councilmember Rousseau commented on the openings on the PTRC and EDC. Councilmember Monson questioned how many youth were serving at this time. Councilmember Rousseau reported there were two youth members serving on the PTRC and two youth members on the EDC. It was her understanding each of the youth members was a senior in high school. City Administrator Perrault clarified there was only one youth position and the other youth member was serving as a regular sitting member. Mayor Grant commented if there was a number of open positions, the City could have a number of youth coming in to serve. Councilmember Monson indicated she expected the Council liaison could balance the positions. While she didn't want too many youth serving on these committees, she appreciated the fact the City had interest from youth in the community to serve. Councilmember Holden reported she did not believe the Council liaison should be responsible for managing this. She feared there was a concern with exclusiveness and who people want on or not on a committee. She indicated she could support limiting the number of youth to two. She recommended the Council have a policy in place on how to address this matter going forward. Councilmember Monson stated she could support this recommendation. Councilmember Rousseau suggested the language read no more than two youth commissioners per committee. Councilmember Monson stated if there was no age limit on commission members and youth only served for one year, this seemed complicated. Councilmember Rousseau indicated the applications for the youth members came in under the youth membership. Councilmember Fabel commented the commissions were organic in nature and no person would come onto the commission that they were not looking for. He supported the liaison bringing names forward. He suggested up to two youth commissioners be allowed on the commissions. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — APRIL 15, 2024 11 City Administrator Perrault questioned if the Council wanted to set an age limit for youth commissioners. Councilmember Monson recommended only an age minimum be set for youth commissioners. Councilmember Rousseau indicated she was not interested in pursuing this type of language. She was of the opinion two youth commissioners seemed appropriate on the PTRC given the fact this group has 13 members. She also believed the EDC could support two youth members. City Administrator Perrault stated the committee/commission language currently states one youth commissioner was allowed. He requested further direction from the Council on how to address the additional youth commissioner. Councilmember Monson questioned what the criteria was for the youth commissioners. City Administrator Perrault stated the youth commissioners had to be enrolled as a high school sophomore, junior or senior. Council directed the City Administrator to work with the City Attorney on ordinance language allowing for only up to two members that could qualify as Youth Members. E. Committee/Commission Liaison Roles and Responsibilities City Administrator Perrault stated 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. City Administrator Perrault explained 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. Council could also discuss how it wants updates from its committees/commissions and their workplans/projects. As part of the previous discussion, Council discussed adding formal reports from Council Liaisons to agendas; however, this was put on hold pending a discussion on what the expectations are regarding updates. Council may want to discuss and direct Staff on this. Councilmember Rousseau indicated she was looking for direction on how to bring items back to the City Council from the PTRC/EDC/Planning Commission. She explained the PTRC has created a road map for future projects and they want to inventory all rain gardens in Arden Hills in order to create a renovation program. She commented she would like buy -in from the Council on this matter before the PTRC moves forward with this project. Councilmember Holden reported all rain gardens have to be reported to the Rice Creek Watershed District and the City has contracts with everyone who has a rain garden. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — APRIL 15, 2024 12 Mayor Grant drew the focus back to the topic at hand. He noted the role of the liaison was to liaise by providing Council with updates during Council Comments. He indicated liaisons do not vote on items at committee/commission meetings and they do not set agendas. Councilmember Rousseau questioned how the Council wanted to receive information from the PTRC such as on the buckthorn removal plan. Mayor Grant stated any items that need Council involvement could be brought to a worksession for comment and direction. Councilmember Holden stated in the past the Council liaisons sat back, let the committees move through their agenda and when plans came forward the Council could then vote the plan up or down. She reported the Council liaison was not interjecting throughout the committee/ commission meetings. Mayor Grant indicated he saw the role of the Council liaison as one that communicates from the committee/commission to the Council and from the Council to the committee/commission. Councilmember Monson explained she did not believe this was working very well for the Commissions. She was hearing that they want to do good work, but they don't want to have a no at the end. She questioned how the Council could engage with the committees/commissions to assist with their planning before projects get too deep. Councilmember Holden stated for the past year she has been trying to address the liaisons' responsibility to make sure the committees do not get ahead of the Council. She appreciated their great ideas, but she wanted to make it clear that work plans should be brought before the Council for discussion and input before work begins on projects. Mayor Grant asked if this meeting was to adjourn by 6:30 p.m. City Administrator Perrault explained he viewed the City's website calendar and a 6:30 p.m. end time was entered in error on the website. He indicated the special notice itself does not call for the meeting to adjourn at 6:30 p.m., nor does the agenda. Councilmember Holden reported when she responded for this meeting, she explained she could only attend until 6:30 p.m. She provided staff with her comments regarding proclamations and then excused herself from the meeting. Councilmember Rousseau asked if the Mayor wanted her to set an agenda topic at a future worksession regarding the PTRC's plans regarding rain gardens. She stated the PTRC was also interested in pursuing grants with Great River Greening for buckthorn removal. Mayor Grant believed these items had to come before the Council. Councilmember Monson agreed. She understood buckthorn removal was important to the PTRC, but when money started getting involved this matter should come before the Council. City Administrator Perrault stated the Great River Greening matter would be coming before the Council at the April 22 worksession. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — APRIL 15, 2024 13 Mayor Grant stated it was unfortunate that the full Council could not be in attendance to discuss the last item on the agenda, but he understood Councilmember Holden was only available until 6:30 p.m. F. Proclamation Policy City Administrator Perrault stated in 2023, Council discussed creating a proclamation policy, and 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 worksession (this could conflict with how Council sets their agenda) • Proclamations need to have full Council support to be brought forward for approval Councilmember Fabel stated the Council recently observed how Minneapolis and St. Paul got into a long, heated and publicized debate on how to address the cease fire in Israel. He did not believe it would be helpful for Arden Hills to get into these discussions. On the other hand, he believed proclamations that addressed life in the city were fine for the Council to consider. Mayor Grant commented he liked the way the City handled proclamations. He discussed how he did not want to be receiving outrageously wrong proclamations that would then have to be publicized because the Council did not have a policy in place. He stated once the door was open and all groups were allowed to have their proclamation read, he questioned if this was the manner in which the Council wanted to proceed. In addition, he did not support the City getting into political proclamations. Councilmember Rousseau stated she was not interested in micromanaging this process. She indicated there does not appear to be an issue at this time. She reported as new Councilmembers come on, she recommended they be made aware of the legacy proclamations. Councilmember Monson explained generally this was not a problem. She did not believe the Council should have to spend time talking about proclamations that don't impact the City. She supported leaving proclamations as is and if a problem arises, the Council could address this matter again in the future. Councilmember Fabel commented he did not want to slam the door on future proclamations. Mayor Grant discussed how he has signed certificates recognizing certain individuals instead of offering a proclamation on behalf of the City. Councilmember Monson spoke to how doing more proclamations the less value they have. Mayor Grant stated the Council was in general agreement after talking about proclamations. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — APRIL 15, 2024 14 4. COUNCIL COMMENTS AND STAFF UPDATES Councilmember Fabel asked if the Council would be setting or discussing the agenda topics for the April 22 worksession. City Administrator Perrault stated he sent the Council information on the proposed policy and noted worksession topics would be discussed at regular worksessions. Mayor Grant reported the City had a resignation from the Twin Cities Gateway board. He indicated bylaws state one of the members from the City had to be a Councilmember and the other a hotelier. He commented on the process that must be followed for the position noting the Chamber president or local business owner could be considered for the hotelier seat. He suggested the Chamber president be considered for this position. Councilmember Rousseau asked if John Connelly supported this appointment. Mayor Grant stated he did. Councilmember Fabel questioned if a member of the EDC should be appointed to this position. Mayor Grant commented the bylaws were specific about who could and could not be appointed. The Council consensus was to support this appointment. Mayor Grant stated Councilmember Fabel brought up a request regarding pickleball practice boards. He suggested the PTRC look into practice boards for the pickleball courts. Councilmember Fabel stated pickleball participation was exploding. He encouraged the PTRC and the City to consider how to add more pickleball courts to the community. Councilmember Fabel commented on the trail encroachment issue. He stated he recently rode his bike past this property and broader overview be considered with respect to the encroachment at a future meeting. Councilmember Rousseau explained the PTRC was interested in a land management plan and the PTRC was looking for guidance with respect to encroachments. She indicated the PTRC has a big list of goals and may not get to this item until 2025. City Administrator Perrault reported the Council would be addressing the encroachment issue at their first worksession in May. AD-InTTRN Mayor Grant adjourned the City Council Work Session at 6:57 p.m. Julie Hanson City Clerk David Grant Mayor o ,-`iRQEN HII.LS Approved: May 13, 2024 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION APRIL 22, 2024 5:30 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL DRAFT Pursuant to due call and notice thereof, Mayor Grant called to order the City Council Work Session at 5:31 p.m. Present: Mayor David Grant; Councilmembers Tom Fabel, Brenda Holden, Tena Monson and Emily Rousseau Absent: None Also present: City Administrator Dave Perrault; Public Works Director/City Engineer David Swearingen; Community Development Director Jessica Jagoe; Finance Director Joua Yang and Assistant to the City Administrator/City Clerk Julie Hanson 1. PUBLIC INQUIRIES/INFORMATIONAL Donna Wiemann, 1406 Arden View Drive, stated she would like an explanation or understanding of why the traffic findings show that a discount retail superstore would not have an adverse effect on traffic operations. She reported Costco would create 1,000,000 more cars per year and she wanted to understand how this would impact traffic for the surrounding area. 2. RESPONSE TO PUBLIC INQUIRIES None. 3. AGENDA ITEMS A. AUAR Update Community Development Director Jagoe stated the City Council authorized Kimley Hoare to conduct the AUAR update, this meeting will provide Council the opportunity to provide any feedback on the draft update prior to being disseminated for outside comments. It was noted the draft update found does not include the appendices for the traffic report. ARDEN HILLS CITY COUNCIL WORK SESSION — APRIL 22, 2024 2 Rachel Haase, Kimley Horn, provided the Council with a summary on the draft TCAAP AUAR. She explained an AUAR was a hybrid of an environmental assessment worksheet and environmental impact statement. She stated what makes an AUAR was that an AUAR evaluates development scenarios versus a specific development proposal. She reported an AUAR was a planning tool that could help the City understand how different developmental scenarios will affect the environment of the community so the City can identify potential impacts and mitigation strategies. She explained AUAR's must be completed every five years until all development in the area has been approved. She provided an overview of the historical AUAR's which were completed in 2014 and 2019. She noted the study covered five major intersections which included Mounds View Boulevard and County Road H, CSAH 96 and US Highway 10, CSAH 96 and Northern Heights, County Road H and I-35W SB ramp and County Road H & I-35W NB ramp. She reported the AUAR evaluated a variation of the maximum development scenario with a discount retail superstore. Ms. Haase commented on the differences between the traffic analyses between the 2024 AUAR and the County's traffic study. She explained different intersections were studied and the studies had different horizon years (2030 versus 2040). She reported overall, the two traffic analyses' findings were consistent. The trip generation results were reviewed with the Council. Councilmember Holden asked if the trip generation numbers included the big box retail. Jacob Rojer, Kimley Horn, stated this was included in a separate scenario and would bring the maximum daily trips up to 50,000. Ms. Haase reviewed the capacity analysis findings with the Council. She reported Mounds View Boulevard and County Road H would operate at Level E during the PM peak hour under both development scenarios. She explained all other intersections that were evaluated would operate at Level C or better under both development scenarios, including the maximum development scenario with the discount retail superstore. Mayor Grant asked if there was a concern with any of the turning movements. Mr. Rojer reported several of the minor turning movements had a lower rating, but the overall intersection as a whole would operate properly. He stated with only one movement at a Level F, he would not be proposing mitigation measures. Councilmember Monson recalled from the Ramsey County traffic study presentation that one left hand turn had an F rating. She asked if the AUAR would identify the Level F areas within an intersection. Mr. Rojer indicated this would be identified within the AUAR. Councilmember Holden questioned how many of the intersections were categorized at a Level C. She was of the opinion the City should not be happy with a Level C when there were opportunities to make things better with this new development. Mr. Rojer stated building appropriate infrastructure would be the key to supporting this development. He indicated expanding Highway 96 to six or eight lanes would assist with ARDEN HILLS CITY COUNCIL WORK SESSION — APRIL 22, 2024 3 improving traffic flow, but this was not reasonable. He explained Level C would require a 30 to 45 second delay at traffic signals. He stated this was not anything he was concerned about. Councilmember Holden inquired how many of the intersections were at Level C and how many were better. Ms. Haase stated there was a mixture between AM and PM peaks. She explained County Road H and I 35-W southbound and northbound ramps were anticipated at Level A in both the AM and PM peaks under both scenarios. She indicated the CSAH 96 and the Northern Heights access point would be Level C. She stated the CSAH 96 and Highway 10 southbound ramp would be Level C and for the maximum development scenario would be Level D for the AM peak and Level C for the PM peak. Councilmember Holden reported Ramsey County owns the traffic signals. She asked if this had been taken into consideration. Mr. Rojer stated he had coordinated with Ramsey County and they provided the initial signal timing. Councilmember Monson pointed out the information for the intersection grading was on Page 13 of the packet. She appreciated the Kimley Horn staff speaking to the cost of getting each intersection to Level A. Mr. Rojer commented that with roadways and developments, it was all about right sizing. Mayor Grant reported back in 2014 when a roundabout was being proposed, he recalled an ADT of 29,000 was discussed and CSAH 96/Northern Heights would support 9,700 ADT. He questioned if the roundabout would support a greater ADT than 29,000. Mr. Rojer stated this was evaluated and commented on how traffic would be spread out throughout the day. He indicated he was not seeing anything in his updated analysis that shows the roundabout would be over capacity throughout the day. Mayor Grant asked what the turn signal at CSAH 96/Parkway would support. Mr. Rojer anticipated 23,000 cars per day would be added and noted this intersection would operate effectively. He stated the development would have 46,000 trips per day and with the general distribution, half would use the north entrance and half would use the south entrance. Councilmember Fabel inquired if the analysis had considered the cultural change of decreased commuting because more people were working from home. Mr. Rojer reported the AM and PM peak were analyzed pre-COVID and since then, daily traffic volumes have returned to normal. He explained the AM and PM peaks were not as significant because commuters were allowed to have more flexible hours. Councilmember Fabel asked if judgements were made about people cutting back on trips in 10 years or so. ARDEN HILLS CITY COUNCIL WORK SESSION — APRIL 22, 2024 4 Mr. Rojer indicated he did make some assumptions, based on Ramsey County's 2040 plan. He then commented further on the assumptions that were made for the development scenario that included the retail superstore. Councilmember Monson stated Costco is one of the potential users and they produce 1,000,000 car trips per year. She asked if this number was used within the AUAR. Mr. Rojer described how the AUAR was calculated in trips per day and not per year. He indicated 1,000,000 trips per year equates to 3,000 additional trips per day. Ms. Haase reported there were no new mitigation measures that were identified for cover types, land use, water resources, contamination/hazardous materials and visual. She stated additional mitigation measures were recommended by the DNR for sensitive ecological resources. In addition, new mitigation measures were recommended for transportation which required the intersection of Mounds View Boulevard/County Road H to be monitored and for the southbound lanes of CSAH 96 & Northern Heights to be restriped. She reviewed the next steps for the AUAR along with the anticipated timeline for adoption. Councilmember Monson asked when the building heights within Campus Commercial and Town Center changed from seven stories to 15 and 10 stories, respectably. She reported to date, the City had only discussed seven stories. City Administrator Perrault stated the seven stories was what Alatus had presented previously, but the maximum the developer could build to was 10 and 15 stories, which was part of an amendment that was approved in 2016. Councilmember Holden indicated this property was a superfund site due to the water and she believed this should be stated within the AUAR. She reported the Met Council had a problem with modeling used within the last AUAR model. She questioned how the modeling was fixed. Ms. Haase stated she did not recall this comment from 2019. She indicated the traffic analysis was not changed in 2019 from the 2014 AUAR. She explained if the Met Council made comments in 2014, she had no recollection but this was something she could look into. Councilmember Holden reported Maplewood was getting over 1.5 million trips to their Costco per year. She questioned if this should be the number used within the AUAR. Mr. Rojer explained with the adjustments made to retail, he anticipated the ATD was closer to 1.5 million total. Mayor Grant thanked the representatives from Kimley Horn for the detailed presentation. B. Park Habitat Management with Great River Greening Public Works Director/City Engineer Swearingen stated at the April 24, 2023 Work Session, this topic was first presented to the City Council. Direction was received to partner with Great River Greening to apply for state funding to go towards buckthorn and general habitat management projects at selected parks in Arden Hills. Some of the parks discussed were Hazelnut Park, Chatham Open Space, Floral Park and Perry Park. Since then, Great River Greening has ARDEN HILLS CITY COUNCIL WORK SESSION — APRIL 22, 2024 5 been successful at attaining available funds for the City of Arden Hills through the Outdoor Heritage Fund grant program. On April 16, 2024, the PTRC discussed the project proposals from Great River Greening. The PTRC voted to approve the projects as proposed and move it to the City Council for discussion and further direction. A presentation will be given by members of the PTRC and Great River Greening. It is the understanding of Public Works that there is a minimum 10-year maintenance requirement through the Outdoor Heritage Fund Grant program. Staff commented on the Invasive Species and Noxious Plant Management Protocols guide provided by Great River Greening. What is required for long-term maintenance of these specific spaces (26.03 acres) is beyond the Public Works Department's current standard procedures. If the project is approved to move forward, City staff will need to determine supplemental resources and create new maintenance programs. Becca Tucker, Great River Greening, introduced herself to the Council and noted she has been working with the PTRC for the last year on several different park projects. She commented on the habitat restoration work her organization does all throughout the State. She stated this work includes the removal of invasive species and the reestablishment of native species. Mayor Grant stated he understood Arden Hills had $270,000 available for parks projects. He asked how this funding could be utilized by Great River Greening. Ms. Tucker discussed the grants that were available to the City and noted she was proposing to do work at Hazelnut Park and Chatham Park. She explained if given approval by the Council, she had grant funding in place for these two parks and could move forward with these projects. She stated the project would provide habitat enhancement at Hazelnut Park which would include removal of invasive species and the reestablishment of native species. In July, similar work would be completed in Floral Park. Mayor Grant questioned what the City's obligation would be financially and long-term for these projects. Ms. Tucker outlined what the Outdoor Heritage funding would cover. She explained the financial request to the City would balance or provide for a cash match for the labor budget. Councilmember Holden stated when this was originally presented to the Council, the City could use volunteer hours to offset the labor costs. Ms. Tucker commented she could provide a more definitive answer on this as she works through the cooperative agreement. She indicated there was an in -kind match that could assist with this project, but this does not balance their labor funds. Mayor Grant asked what the cash contribution would be for the proposed projects. Ms. Tucker stated the current request for Hazelnut Park and Chatham Park would be $12,000 over three years or $4,000 per year with $54,000 being brought to the City from State grant funds. She indicated the larger project at Floral Park had a request of $26,000 over five years to balance the $215,000 from the State. Mayor Grant clarified that the request before the City was for $38,000. ARDEN HILLS CITY COUNCIL WORK SESSION — APRIL 22, 2024 6 Ms. Tucker reported this would be the City contribution over the life of the proposed projects. Councilmember Rousseau asked if the ICWC work crew could be used as in -kind labor for this work. Ms. Tucker explained this would be allowed as the in -kind match. Councilmember Rousseau inquired what the long-term maintenance commitment would be for these projects. Ms. Tucker reported Outdoor Heritage funds came with a 10-year maintenance commitment for the benefiting landowners. She discussed the guidelines that were in place with respect to invasive species noting the City would have to maintain the work that has been done for 10 years. Councilmember Fabel asked if the long-term maintenance would be done by the City in good faith. Ms. Tucker stated the maintenance work would be outlined in the documentation that would be provided to the City. She noted an estimate for the maintenance work would be included in the documentation. She commented her goal with all projects would be to leave a park in a more maintainable state than the upfront work. Councilmember Holden expressed concern that the cost to maintain the park after the up -front work would be too significant for the City. She questioned how much the City spent to maintain the prairie grass at City Hall on an annual basis. Public Works Director/City Engineer Swearingen reported the City spent $1,400 last year to maintain the half acre of City Hall property. Councilmember Holden commented she was uncertain what species would have to be maintained long term, noting this maintenance could become quite costly for the City. She reported the City did not have anyone on staff that was an expert in this field. Public Works Director/City Engineer Swearingen stated it would be his recommendation that a consultant be brought in to assist the City with this work going forward. Councilmember Holden questioned when the City had to determine what species would be eradicated and maintained. Councilmember Monson inquired when the City would see a maintenance agreement. Public Works Director/City Engineer Swearingen stated the timing for this may have to be with the grant funding. He questioned if an amendment could be considered for the cooperative agreement. He explained the Council wanted to see the maintenance agreement prior to fully committing to the project. Ms. Tucker explained she would have to consult with her staff and could get back to the City Council and staff. ARDEN HILLS CITY COUNCIL WORK SESSION — APRIL 22, 2024 7 Councilmember Monson stated she fully supported the proposed projects, noting the City would be making a great investment in its parks. She appreciated the State grant funding that would assist the City in making these projects possible. While she understood there would be a long- term maintenance cost, she supported the City taking advantage of the grant funding. Councilmember Rousseau questioned what timeline was to approve this project in order to secure grant funding. Ms. Tucker stated the opportunity for grant funding was not time sensitive. She indicated the City had time to further discuss the maintenance costs prior to approving the projects. Councilmember Rousseau requested Ms. Tucker provide the Council with an example of a plan that was utilized in another community. Ms. Tucker reported she had a number of natural resource management plans that could be provided to the Council that would provide cost estimates for maintenance as well as the type of information that would be provided at the start of the project. Councilmember Rousseau stated this would be beneficial information for the Council. Councilmember Holden indicated she really needed to know how much the maintenance cost would be for the City for the next 10 years. While she supported these projects moving forward, she also understood the City had other parks that needed maintenance as well. Councilmember Fabel stated these projects made a lot of sense. He appreciated the fact the City could make some great improvements to its parks through the assistance of professionals and State grant funding. He believed it would be in the City's best interest to properly maintain these parks once the initial work was done. Councilmember Rousseau commented the entire PTRC recommended the City Council move forward with these projects. Public Works Director/City Engineer Swearingen explained he would work with staff from Great River Greening and provide Council with documentation on the long-term maintenance estimates. Mayor Grant adjourned the worksession at 6:54 p.m. Mayor Grant reconvened the worksession 8:00 p.m. C. Recycling Discussion City Administrator Perrault stated the City Council entered into a recycling contract with Republic Services in 2015, and since then the City has elected to exercise its right to renew the contract with the final renewal being exercised last year. The current contract is set to expire in April 2025. City Staff has engaged with Foth Infrastructure and Environment LLC to assist the City in its renewal process. Foth has a contract with Ramsey County to provide technical assistance to cities when it comes to garbage and recycling services. Foth is preparing a memo for the City Council to review regarding its options, the memo will be made available at the meeting. ARDEN HILLS CITY COUNCIL WORK SESSION — APRIL 22, 2024 8 Following review of the memo, he noted Council would need to decide on a course of action regarding its recycling contract. Councilmember Holden asked how the City utilized the SCORE Grant. City Administrator Perrault reported these funds were used to offset administrative fees, fund clean up days and provide capital for recycling bins. Councilmember Holden stated it was not important to her who provided the recycling service, but rather how much of the material gathered was recycled. She asked if the City was receiving complaints regarding Republic. City Administrator Perrault indicated by and large residents have been happy with Republic. Councilmember Holden requested staff provide the Council with more information on the percentage of recycling that was actually recycled by Republic. City Administrator Perrault stated he would have to look into this further and would report back to the Council. Councilmember Monson commented on how the waste site in Ramsey County was working to sort out metals, plastics and glass from the trash. She stated she would be interested in getting economic information from across the City to see if there were cost disparities from providers to see if it was worth the Council's time to explore having a single hauler. Councilmember Fabel asked why the City would not do an RFP. City Administrator Perrault stated Foth indicated Republic was providing very reasonable rates without going out for RFPs. Mayor Grant commented he did not have a problem renegotiating with Republic. Councilmember Rousseau reported if the City were to negotiate with Republic and they came back with a rate of $10, would the City have enough time to go out for an RFP. City Administrator Perrault discussed the proposed timeline and stated negotiations would have to begin fairly quickly. Councilmember Rousseau indicated she supported staff pursuing negotiations with Republic. Councilmember Holden explained most of the time RFPs were a matter of public record and Republic would be able to see what other people were bidding. City Administrator Perrault questioned if the Council wanted to consider offering curbside bulky item pickup or having Republic hosting a cleanup day. He noted these items could be included as an addendum to the contract. He anticipated the curbside pickup would be quite expensive, but anticipated a cleanup day would be more palatable. ARDEN HILLS CITY COUNCIL WORK SESSION — APRIL 22, 2024 9 Mayor Grant stated he has heard complaints from residents about how the City manages its clean up day. He anticipated residents would appreciate having a clean up day in the community. Councilmember Fabel reported it was expensive to have items picked up at the curb. Councilmember Holden supported the City asking Republic for an addendum for a clean up day in Arden Hills. Councilmember Monson agreed. Mayor Grant suggested staff get a number for both options and report back to the Council at a future worksession meeting. He noted Mounds View was going through the single hauler process right now. He suggested the City see what can be learned from this process. Councilmember Holden commented on the horrible experience St. Paul had with moving to a single trash hauler. She reported if the City were to consider going with a single hauler, she recommended a communication person be brought on board to assist with the process. Councilmember Monson supported staff speaking with Mounds View to learn more about the process they have undergone with respect to having a single hauler. Councilmember Fabel questioned how the City was proceeding with the recycling matter. He stated he supported the City pursuing an RFP. Mayor Grant commented the consensus of the Council was to direct staff to renegotiate with Republic. D. Rice Creek Commons/TCAAP Discussion City Administrator Perrault stated this was an opportunity for the Council to comment on any TCAAP related items. Mayor Grant stated this item was discussed at length during the City Council meeting. E. Strategic Goals City Administrator Perrault stated at the April 15 Special Worksession, Council decided to submit its individual goals to staff for future discussion. Council was supposed to submit the goals by April 19, pending submission of goals, staff will compile them and provide them at this meeting for further discussion. Councilmember Holden requested resident communication be added to the list. Councilmember Fabel supported the City's housing provisions being revisited. Mayor Grant asked if staff could revisit the goals from each Councilmember to see where there was alignment. He noted the list could then be brought back to the Council in a revised manner for the Council to talk through the commonalities. ARDEN HILLS CITY COUNCIL WORK SESSION — APRIL 22, 2024 10 Councilmember Rousseau stated she would still like to use an outside consultant to help guide the Council through this process. Councilmember Holden indicated she did not object to that, but she thought the first process was to create a list and choose top priorities to move forward. She stated this was what was previously discussed by the Council. Councilmember Monson appreciated looking at each of the Councilmembers' priorities. She indicated there was not a lot of alignment, but there were some areas that overlapped. She commented on how each Councilmember approached this assignment in a different manner, which would make it difficult for the Council to work through this. She stated her main focus was on sustainability and clean energy. She wanted the City to approach all tasks with a sustainable eye. She noted her other main priority was the development of TCAAP. Given how different each of the Council's priorities were, it may be difficult for the Council to work through this process without bringing in a third party consultant. Councilmember Rousseau stated she generally saw this process as being tied back into pillars, the City's mission, vision statement or core values to ensure there is alignment. Councilmember Monson reported staff could line the goals up or the Council could give priority to the listed goals. Councilmember Holden commented her list was for goals she wanted to be achieved. She stated one way to approach this task would be to create five large groups with smaller subsections. She commented on how I&I fell into the priority of protecting the City's natural resources. Councilmember Monson inquired if the Council could circle around major themes or should this task be completed by staff. Councilmember Holden supported the Council doing this now. Further discussion ensued regarding how the Council would define its themes and sub themes. The major themes the Council agreed upon were as follows: • Natural Resources • Organized Collection • Sustainability • Rice Creek Commons • Public Safety • Development • Housing • Quality of Life • Communication City Administrator Perrault explained he would revise the strategic goals into the proposed themes and would pass this information along to the City Council. ARDEN HILLS CITY COUNCIL WORK SESSION — APRIL 22, 2024 11 F. Agenda Planning City Administrator Perrault stated Council passed a process for setting agendas at its April 8th City Council meeting. At that meeting, it called for Council to review upcoming agenda items and decide if items should be added, removed, or pushed for future discussion. The intent is to give Council control of its agenda and priorities. Below are topics Staff has planned for the May 13th Worksession and the May 28th Worksession (note: items are tentative): May 13th Worksession • Compensation Study Update • Capital Funding Follow Up • Tobacco Moratorium Update • Rain Garden Discussion • RCC/TCAAP Discussion • Agenda Planning May 28th Worksession • TH Highway 10 and Highway 96 Maintenance • Old Highway 10 Trail Design Discussion • Encroachment Discussion Update • RCC/TCAAP Discussion • Agenda Planning City Administrator Perrault reviewed a list of topics that have yet to be discussed by Council, it reflects the removal of items that have recently been discussed or are ongoing, such as, strategic goal setting, proclamation policy and the encroachment discussion. Council may want to discuss if any items need to be added to this list for future discussion or assign a future meeting for some of these items. This would need to be done by a majority consensus of Council. Councilmember Holden stated she would like to have Committees discussed at a future worksession. City Administrator Perrault stated he would be adding Role of the Committee/Commission liaisons and Proclamations to a future worksession agenda. Councilmember Holden asked how items could be added to a worksession agenda. City Administrator Perrault explained per the consensus of the Council this would be determined at the end of a worksession. Councilmember Rousseau questioned if the May 13 worksession would begin at 5:00 p.m. City Administrator Perrault reported the May 13 meeting would begin at 5:30 p.m. He stated the June, July and August meetings be special worksessions and begin at 5:00 p.m. Mayor Grant suggested the Twin Cities Gateway funding be discussed on either May 13 or May 28. ARDEN HILLS CITY COUNCIL WORK SESSION — APRIL 22, 2024 12 Councilmember Rousseau asked if the Council would be available to hold a special worksession on May 20 to discuss some of these items. Councilmember Monson recalled that the four Councilmembers provided staff with direction to leave proclamations as is. Councilmember Rousseau agreed. Councilmember Holden questioned what this meant. She asked if there was then no policy when it came to proclamations. Mayor Grant requested staff draw up a policy regarding proclamations for the Council to review at an upcoming worksession. Councilmember Monson stated she would like to leave the practice as is. Mayor Grant stated this may well be the case but noted there was not a written policy in place at this time. Councilmember Monson commented she did not believe this was important enough to waste staff time on. She recommended the number that was approved come forward, along with the fair housing proclamation. She suggested if there was a lull, staff could draft up a policy for how to address proclamations and it could be discussed at a future worksession meeting if there was a light agenda. Councilmember Rousseau stated she was not interested in having a written policy for proclamations. Councilmember Fabel concurred. Councilmember Holden stated with no policy in place, this meant any proclamation could come before the City Council. Councilmember Monson asked if each of the items on the May 13 agenda were time sensitive. City Administrator Perrault stated the tobacco moratorium item could be pushed to a future worksession agenda. Councilmember Rousseau indicated the rain garden item would be a high-level discussion and should not take a great deal of time. Councilmember Monson suggested in the future each Councilmember should come with ideas of what items should be added to a worksession and the Council could then discuss these ideas. She noted she did support the Council discussing the Gateway funding at the May 13 meeting. She also supported the Council speaking with Mounds View City Council about organized trash. Mayor Grant requested staff speak with the Mounds View City Council to see if they were available to meet with the Council in June. ARDEN HILLS CITY COUNCIL WORK SESSION — APRIL 22, 2024 13 Councilmember Rousseau recommended strategic planning be added to the agenda to allow the Council to continue discussing this topic. Councilmember Monson and Mayor Grant supported this recommendation. Councilmember Holden expressed concern with the amount of time that was being spent on planning future agenda topics. She questioned how items were added to a future agenda, because it appeared there were restrictions. She asked that staff provide the Council with a policy. City Administrator Perrault indicated staff provided the Council with the policy last week. Councilmember Monson stated this was the first time this was being done. She suggested next time the Council come with ideas on what topics need to be discussed in order to move the process along. City Administrator Perrault commented at this time the Commission Liaison Role would not be brought back to the May 13 meeting nor would the Code of Conduct. Mayor Grant stated he would like the Council to discuss the Code of Conduct. Councilmember Holden again questioned how proclamations could be added to the list for future consideration by the Council. She asked that staff mark items with dates for future worksessions so the Council understood which items were time sensitive. Councilmember Monson explained she could support this item being added to the list of future items to be considered, but noted this item would not be addressed on May 13 or May 28. She stated future items to consider included code of conduct, proclamation policy, Mounds View Trash, encroachments, strategic goals (on -going), commission/committee liaison role. 4. COUNCIL COMMENTS AND STAFF UPDATES None. "111me no Mayor Grant adjourned the City Council Work Session at 9:15 p.m. Julie Hanson City Clerk David Grant Mayor DRAFT -ADEN HILLS Approved: May 13, 2024 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING APRIL 22, 2024 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:00 p.m. Present: Mayor David Grant, Councilmembers Tom Fabel, Brenda Holden, Tena Monson and Emily Rousseau Absent: None Also present: City Administrator Dave Perrault; Public Works Director/City Engineer David Swearingen; Community Development Director Jessica Jagoe; Finance Director Joua Yang; and Assistant to the City Administrator/City Clerk Julie Hanson PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA Councilmember Holden requested Item 8I be pulled from the Consent Agenda to be discussed as Item 9A. MOTION: Councilmember Monson moved and Councilmember Holden seconded a motion to approve the meeting agenda as amended. The motion carried (5-0). 2. TCAAP/RICE CREEK COMMONS UPDATE City Administrator Perrault stated the Joint Development Authority has not met since the last Council meeting, nor have any of the advisory committees. There are no new updates to report since the last City Council meeting. Councilmember Holden asked who was working to ensure the City's deficit of $5.5 million is being taken care of. City Administrator Perrault explained the financing pieces of this project have yet to be reviewed by the City Council. He reported the Council has reviewed proforinas and estimates, but ultimately the Council will have to review the finances and decide if it was agreeable. He ARDEN HILLS CITY COUNCIL — APRIL 22, 2024 2 indicated the Council will be seeing the profonmas at some point before any formal agreements move forward. Councilmember Holden stated according to the Arden Hills spreadsheet, the City will be in a $5.5 million deficit in 20 years. She questioned if this spreadsheet took into account the fact that affordable housing properties would only be paying 25% in property taxes. City Administrator Perrault stated he would have to double check on this, but it was his understanding the affordable housing was not included in the proforma. Councilmember Holden indicated this meant the deficit would be even larger than $5.5 million. She commented on how she had spoken to representatives from Ramsey County and that they were talking about how bad the soil was on TCAAP and that the site may be redesigned by the developer. She inquired if these concerns were valid. City Administrator Perrault explained there was significant soil correction that had to be done. He reported Alatus had engaged with a few consultants to determine if it would be feasible to move the soil onsite or do a redesign. He indicated it was his understanding Alatus was looking at the same plan that has been around for years and they were not looking to redesign the project. Councilmember Holden asked if tax credits were built into the horizontal build out. City Administrator Perrault reported the horizontal build out does not include tax credits. Councilmember Holden stated after reviewing the horizontal build out analysis, it appears Alatus would be receiving a 30% profit margin. She questioned if this was what the JDA was planning to give the developer. City Administrator Perrault commented with respect to the horizontal infrastructure, there was a gap that had to be filled. In recent conversations, the County's financial advisor has asked Alatus what they could bring to the table. Alatus has stated they could bring $10 to $15 million. In return for bringing this money to the table, Alatus was looping for a 2X or 3X return on this investment. Councilmember Holden asked if it would cost an additional $30,000 to make each home electric only within TCAAP. She inquired if this additional fee was built into the proformas and financial proj ections. City Administrator Perrault stated he did not recall this number being discussed by Alatus. Councilmember Holden reported Todd made this statement. City Administrator Perrault explained the additional $30,000 to make each home electric -only was not built into the proforma. Councilmember Holden questioned if staff had verified what the developer would be donating or putting in -kind to the development. ARDEN HILLS CITY COUNCIL — APRIL 22, 2024 3 City Administrator Perrault indicated Alatus would be putting somewhere between $10 and $15 million into the horizontal infrastructure within the development. Councilmember Holden asked if the plans for TCAAP includes a public works structure for Arden Hills. City Administrator Perrault stated this was not included in the plans. Councilmember Holden reported on March 11 she inquired what the City was allowed to bill the JDA for. She asked if staff had any information on the agreement between the City and the JDA. City Administrator Perrault stated Stacie Kvilvang would be paid for by the City and Bruce Kimmelwould be paid for by the County. He explained it was his understanding the JDA would be billed for meeting services which included AV and minutes. Councilmember Holden discussed how the grading expenses for TCAAP had gone up significantly due to the soil corrections that were required. She questioned why the grading in the south had changed significantly and requested that these expenses not be borne by the Arden Hills taxpayers. She inquired if Alatus was trying to avoid the need for wetland credits. City Administrator Perrault reported without knowing the full scope of the soil corrections, he did not believe the scope of the mass grading had changed. He explained he had provided the Council with the plans Bolander had drafted for the site in 2018 and it appears there were some areas where 5 to 15 feet would have to be cut off of certain areas and would be moved to other areas. He believed this was still the same plan for the site. He understood the only major change since 2018 was where the funding for the grading would come from. He stated in the past, the assumption was that the County would pay for the mass grading and would be reimbursed through land sales or property tax revenue and today the County was not willing to fund the mass grading for the site. He indicated these expenditures make up the majority of the gap that was in place today. Councilmember Holden commented previously Alatus had stated they wanted to do the grading since they were completing the development. City Administrator Perrault explained Alatus would have preferred to do the grading in-house had it been financially feasible and they could have done this less expensively, but they are finding it is financially not possible. Councilmember Holden requested staff follow up regarding the mass grading because maybe something else needs to be looked at. City Administrator Perrault stated it was his understanding the majority of the soil in the Town Center area was muck and could not be built on as is. He reported in order to build in this area, soil has to be brought in from somewhere, which was why soil would be brought from one end of the site to the Town Center site. Mayor Grant indicated the financials for this project were far from resolved. He asked if the water tower and trunk utilities would still be financed by the developer and billed back as fees. ARDEN HILLS CITY COUNCIL — APRIL 22, 2024 4 City Administrator Perrault explained this was not the plan going forward. He reported the City had an independent MOU with the developer previously. He stated he would be open to similar terms, but he did not know if this would be feasible today. He commented it was his understanding the trunk utilities and water tower would be financed through assessments and charges. Mayor Grant questioned if the water tower/utility MOU was not enforced, would this mean the parks MOU would also not be enforced. City Administrator Perrault stated it was his understanding the developer intends to honor the parks MOU. He discussed how the developer was working through the horizontal infrastructure first and then would move down the different facets of the development agreement. He indicated it was his understanding the developer intends to honor the parks MOU. Mayor Grant asked if the civic center MOU would be honored. City Administrator Perrault explained he has not had any conversations with the developer regarding the civic center MOU. He reported discussions have not reached this point but would be discussed more in depth after the horizontal infrastructure was determined. Mayor Grant expressed frustration with the fact the City had agreements in place and now it did not. Councilmember Rousseau asked what year the MOUs were executed. City Administrator Perrault stated the parks and civic center space MOU was executed in 2017 or thereabouts. He indicated the utility/water tower MOU was executed in 2022. Councilmember Rousseau questioned when the MOUs expired. City Administrator Perrault explained he did not believe the MOUs had an expiration date attached to them. Councilmember Monson addressed the comments regarding the financial questions. She stated she appreciated how staff responded to the questions. She reported the JDA was working through the horizontal infrastructure costs and would answer these additional questions in the future. She commented the first piece had to be done before moving to the next piece. She indicated time has not been in favor for this project and costs have increased significantly. She reported the County may have been in favor of covering certain costs in the past, but this was no longer the case. She indicated there were other macro issues, such as interest rates, that were impacting the project. She reported the numbers were not set in stone but rather discussions were taking place and the JDA was working through how to proceed with the project. She stated the JDA would continue to work to find a path forward. She commented it was her understanding the energy costs would be on top of the proposed numbers. She reported the proposed numbers do not have the energy vision incorporated. Councilmember Holden understood the group had to work through the first piece in order to move on to the next. She discussed how the project's financials were not simple years ago and things have not changed. She reported the location of the spine road has not changed, the County ARDEN HILLS CITY COUNCIL — APRIL 22, 2024 5 could have put this infrastructure in place and still sued the City, but this was not done. She indicated she had to ask these questions because discussions were being held behind closed doors and she was not receiving any feedback except that the finances were being worked on. She stated she would continue to ask questions about TCAAP because this project would bring significant costs to the City. 3. PUBLIC INQUIRIES/INFORMATIONAL George Winiecki, 4175 Old Highway 10, addressed the costs for TCAAP and stated he had concerns with transparency. He explained it appears there were some sort of inter discussions regarding procedures the Council should follow. He understood there were five Councilmembers and each member represented the residents of Arden Hills. He stated when there was talk about TCAAP costs, he was glad that information was finally coming out. He was of the opinion the City Council should have some general idea how much this project would cost. He discussed how property taxes, utility costs and general maintenance expenditures were all going up. He encouraged the Council to find some general idea on the costs for TCAAP and that this information be shared with the public. He understood TCAAP would have 1,960 units and some would be rented while others were owner -occupied. He discussed how seniors in the community were seeking rental assistance and other aid due to rising costs. He indicated there was bad dirt and bad water on TCAAP and there could be enormous hidden costs. He urged the Council to look into this further so large expenditures were not handed onto Arden Hills' residents. 4. RESPONSE TO PUBLIC INQUIRIES City Administrator Perrault reviewed staff s response to the public inquiries that were made at the April 8, 2024 City Council meeting. 5. PUBLIC PRESENTATIONS None. 6. STAFF COMMENTS A. Transportation Update Public Works Director Swearingen reported construction at the roundabout at Old Snelling and County Road E resumed last week. He noted the contractor has some concrete work, final paving and restoration work to finish up this spring. He indicated the goal would be to have this project completed by early June. Councilmember Holden questioned how long the tube snakes would remain in place along Lake Johanna Boulevard. Public Works Director Swearingen stated those were sediment catch devices until the grass grows back along this roadway. 7. APPROVAL OF MINUTES A. April 8, 2024, City Council Work Session ARDEN HILLS CITY COUNCIL — APRIL 22, 2024 6 B. April 8, 2024, Regular City Council MOTION: Councilmember Holden moved and Councilmember Monson seconded a motion to approve the April 8, 2024, City Council Work Session minutes as amended and the April 8, 2024, Regular City Council meeting minutes as amended. The motion carried (5-0). 8. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion To Approve 2025 Budget Calendar C. Motion To Approve Hiring Of Building Inspector/Code Enforcement Officer D. Motion To Authorize City Staff To Begin Summer Work Hours Beginning Tuesday, May 28, 2024, And Concluding On Friday, August 30, 2024 F. Motion To Approve Ordinance 2024-003 Amending Chapter 3, Licenses And Regulations, Section 320 Limited/Temporary Permits And Section 395 Mobile Food Units/Food Trucks And Authorization To Approve Summary Ordinance Publication F. Motion To Approve Resolution 2024-024 Approving A Conditional Use Permit For Lower -Potency Hemp Edible Sales At 3717 Lexington Avenue N (Cub Discount Liquor) — Planning Case 24-007 G. Motion To Approve Proposal For Professional Services For Materials Testing — Braun Intertec — 2024 PMP Street And Utility Improvements Project H. Motion To Approvement Appointment Of John Connelly As Board Representative To Twin Cities Gateway Visitors Bureau MOTION: Councilmember Monson moved and Councilmember Holden seconded a motion to approve the Consent Calendar as amended and to authorize execution of all necessary documents contained therein. The motion carried (5-0). 9. PULLED CONSENT ITEMS A. Motion To Authorize City Administrator To Submit Letter Of Support For Federal Funding — Lake Johanna Fire Department Headquarters Project Councilmember Holden stated she did not believe this item was appropriate. She recommended this letter of support be signed by the Mayor and City Councilmembers and not the City Administrator. Councilmember Rousseau questioned what other cities were doing. Mayor Grant commented on the differences between cities that had a city manager versus a city administrator. City Administrator Perrault stated he was uncertain what other cities were doing. He reported it was not uncommon to have letters of support come from the City Council or the City ARDEN HILLS CITY COUNCIL — APRIL 22, 2024 7 Administrator. He explained his intention was to have the Council's signatures on this letter, and he would handle this matter however the Council would like. Councilmember Monson indicated staff was seeking support from Council to submit a letter of support for federal funding. She noted there was a very short timeframe to draft and send this letter. She agreed the Council should sign the letter. Councilmember Holden appreciated the fact the Council would be signing the letter. Mayor Grant agreed noting the signatures would show the document had unanimous Council support. Councilmember Monson questioned if another meeting would have to be held to approve the letter. Councilmember Holden reported she was not making this request. Rather, she was asking that the Council sign the letter of support. MOTION: Councilmember Holden moved and Councilmember Monson seconded a motion to Authorize City Administrator To Draft a Letter Of Support For Federal Funding — Lake Johanna Fire Department Headquarters Proiect to be Signed by the City Council. The motion carried (5-0). 10. PUBLIC HEARINGS None. 11. NEW BUSINESS None. 12. UNFINISHED BUSINESS None. 13. COUNCIL COMMENTS Councilmember Rousseau commented the City received an $18,000 grant from Twin Cities Gateway. She suggested the City reach out to the Mounds View School District and Bethel University to see if they were hosting any events where this funding could be utilized. Councilmember Holden agreed with this recommendation and suggested the City also reach out to Beyond the Yellow Ribbon to see if the National Guard could be supported. Councilmember Holden explained the City used to have thank you notes though the card had an old City Hall number printed on it. She questioned if staff still had these thank you notes available for the Council to use. ARDEN HILLS CITY COUNCIL — APRIL 22, 2024 8 Assistant to the City Administrator/City Clerk Hanson agreed the City used to have thank you notes and stated she would check on this. She indicated more could be ordered. Councilmember Holden requested this item be brought up at a worksession to ensure thank you notes could be printed for Council use. Councilmember Holden reported she watched the last Council worksession because she had to leave at 6:30 p.m. She stated it was her understanding a policy for proclamations or commissions was not agreed upon. She indicated she was uncertain what the policy was for this and asked that this item be brought back for further discussion at a future worksession. Councilmember Holden explained she recalled the Council had discussed the proclamation policy in February. She stated the Council talks about working together but she was uncertain when the proclamation policy was to be discussed and how this could be done when the new Councilmembers were taking away duties from the Mayor, or when all of the non -slate Councilmembers were removed from committees, or not even allowing the existing Councilmembers to place items on the agenda. Councilmember Holden reported last week she was at the Capitol speaking with a friend about House File 4010 and stated the City would have to send a letter in. Her friend, Matt, responded that Arden Hills had already sent a letter in. She explained she did not understand this but had learned City staff had reviewed the House File and submitted something on behalf of the City Council. She wished she would have known that because now it appeared the Council was losing the trust of the legislature. She indicated she never saw the letter that was sent to the legislature, nor was this matter discussed. She expressed frustration and said actions like this was not "working together". Councilmember Monson explained at the last meeting Councilmember Holden asked about earmarking federal funding for the fire station. She reported Betty McCollum's office had been contacted and the earmark process had not opened as of yet, but the City was waiting. Councilmember Monson thanked the members of the public who attended the franchise fee open house last Saturday. Councilmember Monson reported she was open to finding alternative uses for the Twin Cities Gateway funding. She supported the City offering these funds to the high school and the National Guard. Mayor Grant stated the military has a fun run that was open to military families and the public. He indicated this event may be a good option for the Twin Cities Gateway funding where the City could partner with the National Guard. Mayor Grant explained it was his understanding kayaks could be rented at Tony Schmidt Park by an outside organization and this organization wants to build a locker vending machine for the kayaks. He reported Tony Schmidt Park was not a City park and this could not be authorized by the City. Mayor Grant stated the proclamation discussion never did get ironed out by the City Council at their last worksession. ARDEN HILLS CITY COUNCIL — APRIL 22, 2024 9 Mayor Grant explained Ramsey County's 911 Dispatch Policy Committee met last week where the group elected him Vice Chair. He commented further on the appropriate response initiative that was being pursued by Ramsey County. City Administrator Perrault stated staff did not receive direction to draft anything regarding support for the middle housing. He indicated it was his understanding the Council has not taken an opinion on this matter and nothing from staff was sent directly to legislators that would represent the City Council's opinion on the matter. City Administrator Perrault encouraged the Council, under the new procedures that were in place, to add the discussed worksession agenda items at the subsequent worksession meeting that will be held after the adjournment of this meeting. ADJOURN MOTION: Mavor Grant moved and Councilmember Monson seconded a motion to adiourn. The motion carried (5-0). Mayor Grant adjourned the Regular City Council Meeting at 7:52 p.m. Julie Hanson City Clerk David Grant Mayor CONSENT ITEM 8A -ARPEN HILLS MEMORANDUM DATE: May 13, 2024 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Joua Yang, Finance Director Pang Silseth, Accounting Analyst SUBJECT: Claims and Payroll Listing Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motion to approve, table or deny the following: • Claims and Payroll Listing All items need a simple majority for action unless otherwise noted. Background Payroll is processed biweekly and accounts payable is processed weekly. Budget Impact N/A Attachments 2024 Payroll #09 2024 Payroll #10 Paid Claims - 04/13/2024-05/03/2024 (Check Nos. 52570-52608 and ACH Checks) Total Payroll $100,712.51 $145,028.60 $245,741.11 $459,113.85 Total Accounts Payable $459,113.85 Total Claims $704,854.96 CITY OF ARDEN HILLS PAYROLL # 9 CHECKS DATED: 04/26/24 Biweekly: 04/06/24 - 04/19/24 EMPLOYEE DEDUCTIONS AMT. CITY BENEFIT Payment Method FIT 7,974.13 EFT EFT EFT EFT A/P Check* A/P Check* A/P Check* A/P Check* FICA Oasdi 5,205.06 5,205.06 FICA Medicare 1,217.29 1,217.29 SIT 3,460.64 TOTAL TAXES 1 17,857.121 6,422.35 Health Premium 2,065.50 0.00 Dental Premium 158.11 0.00 FSA Health Care Reimb. 133.33 FSA Dependent Care Reimb. 208.33 HSA Health Saving 1,172.031 0.00 EFT TOTAL HEALTH SAVINGS 1,172,03F 0.00 EFT EFT A/P Check* EFT ERA 5,291.28 6,105.31 :�MA 1,513.69 460.86 'entral Pension Fund -Union 1,536.00 IN State Retirement System 1,314.48 'OTAL RETIREMENT 1 9.655.451 6.566.17 ffLAC 22.76 EFT A/P Check* A/P Check* A/P Check* A/P Check* A/P Check* ,ife/Addl/Dep Life 42.49 0.00 ,ife/Addl non -tax 11.50 ,TD/STD Insurance 0.00 'ERA Life Insurance 40.00 UOE 49 Dues Union 140.00 'OTAL VOLUNTARY 1 256.75 0.00 Total Employee Deductions 31,506.62 Net Payroll 0.00 Direct Deposit 56,217.37 Gross Payroll Tie -Out 87,723.99 Plus City Paid Benefit 12,988.52 TOTAL PAYROLL COST 100,712,5111 FICA TIE -OUT Gross Payroll 87,723.99 Less Total FSA 2,565.27 Less Total H.SA 1,172.03 Less Voluntary Ins 34.26 Net P/R Subject to FICA 83,952.43 FICA Oasdi @ 6.20% 5,205.06 FICA Medicare @ 1.45% 1,217.29 EFT Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the US Bank Easy Tax Deposit Service. Transfers are typically made up to two days after the payroll date. A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. CITY OF ARDEN HILLS PAYROLL # 10 CHECKS DATED: 05/10/24 Biweekly: 04/20/24 - 05/03/24 EMPLOYEE DEDUCTIONS AMT. CITY BENEFIT 9,132.04 EFT k Oasdi 5,997.82 5,997.82 EFT k Medicare 1,402.72 1,402.72 EFT 3,888.02 EFT CAL TAXES 1 20.420.601 7.400.54 Health Premium 2,223.001 27,495.19 Dental Premium 186.69 789.90 FSA Health Care Reimb. 133.33 FSA Dependent Care Reimb. 208.33 TOTAL FLEXIBLE SPENDING 1 2,751.351 28.285.09 aving 1 1,172.031 1,375.00 TOTAL HEALTH SAVINGS 1 1,172.031 1,375.00 EFT Check* Check* Check* Check* EFT EFT A/P Check* EFT A 5,423.15 6,257.46 A 1,478,77 460.86 ral Pension Fund -Union 1,536.00 State Retirement System 2,314.48 FAL RETIREMENT 1 10.752.401 6.718.32 FLAC 22.76 EFT A/P Check* A/P Check* A/P Check* A/P Check* A/P Check* ife/Addl/Dep Life 42.49 103.20 ife/Addl non -tax 11.50 TD/STD Insurance 1,425.24 ERA Life Insurance 40.00 JOE 49 Dues (Union) 1 140.001 OTAL VOLUNTARY 1 1.681.99 ] 03.20 Total Employee Deductions 36,778.37 Net Payroll 0.00 Direct Deposit 64,368.08 Gross Payroll Tie -Out 101,146.45 Plus City Paid Benefit 43,882.15 TOTAL PAYROLL COST 145,028.60 FICA TIE -OUT Gross Payroll 101,146.45 Less Total FSA 2,751.35 Less Total H.SA 1,172.03 Less Voluntary Ins 34.26 Less Non Taxable Tech Reimb 450.00 Net P/R Subject to FICA 96,738.81 FICA Oasdi g 6.20% 5,997.82 FTCA Medicare @ 1.45% 1,402.72 EFT Method Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the US Bank Easy Tax Deposit Service. Transfers are typically made up to two days after the payroll date. * A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. Accounts Payable Checks by Date - Detail by Check Date User: pang.silseth Printed: 5/8/2024 3:03 PM -AR)2EN H]ILLS Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference ACH 0327 STAPLES INC 04/19/2024 6000612334 Supplies 45.49 6000612334 Supplies 13.98 6000612336 Supplies 53.98 6000859620 Supplies 16.38 6001032792 Supplies 21.48 Total for this ACH Check for Vendor 0327: 151.31 ACH 0922 NINENORTH 04/19/2024 2024-039 Audio/Visual-March 763.65 Total for this ACH Check for Vendor 0922: 763.65 ACH 10363 MINUTE MAKER SECRETARIAL 04/19/2024 M 1857 4/1 JDA Meeting Minutes 167.00 M 1857 4/3 PC Meeting Minutes 167.00 M1857 4/8 CC Meeting Minutes 532.00 Total for this ACH Check for Vendor 10363: 866.00 ACH 10497 CINTAS CORP 04/19/2024 4189233869 April Mats 105.39 Total for this ACH Check for Vendor 10497: 105.39 ACH 1125 BOLTON & MENK INC 04/19/2024 0332530 2024 PMP 10,721.55 0332531 Lift Station 5 4,442.40 Total for this ACH Check for Vendor 1125: 15,163.95 ACH 1252 CAMPBELL KNUTSON - ATTORNEYS f 04/19/2024 3231G-0324 March Legal 1,019.14 3231G-0324 March Legal 396.00 3231G-0324 March Legal PC 23-024 #730 875.00 3231G-0324 March Legal 2,671.37 3231G-0324 March Legal PC 24-004 #743 180.00 Total for this ACH Check for Vendor 1252: 5,141.51 ACH 5593 AMERICAN LEGAL PUBLISHING COR 04/19/2024 33166 Internet Renewal 05/2024-05/2025 550.00 Total for this ACH Check for Vendor 5593: 550.00 ACH 8029 MMKR & CORP PA 04/19/2024 55813 2023 Audit Services 618.00 55813 2023 Audit Services 699.00 55813 2023 Audit Services 324.00 55813 2023 Audit Services 618.00 AP Checks by Date - Detail by Check Date (5/8/2024 3:03 PM) Page 1 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference 55813 2023 Audit Services 618.00 55813 2023 Audit Services 618.00 Total for this ACH Check for Vendor 8029: 3,495.00 ACH ALPI ALLEGRA PRINT & IMAGING INC 04/19/2024 171546 March Newsletter 2,792.96 Total for this ACH Check for Vendor ALPI: 2,792.96 52570 2597 AARP 04/19/2024 022724 2/27 AARP Driver Safety 40.00 Total for Check Number 52570: 40.00 52571 10244 COMCAST BUSINESS INC 04/19/2024 198737660 April Service 505.41 Total for Check Number 52571: 505.41 52572 0841 EHLERS & ASSOCIATES INC. 04/19/2024 97210 TCAAP Services -March 2,015.00 Total for Check Number 52572: 2,015.00 52573 0390 tNT'L UNION OPERATING ENGINEERS 04/19/2024 1200.0424 April Dues 280.00 Total for Check Number 52573: 280.00 52574 5138 LEAGUE OF MN CITIES INS TRUST 04/19/2024 40002626-23 WCA 2023 WC Audit 17,814.00 Total for Check Number 52574: 17,814.00 52575 10523 METRO-tNET 04/19/2024 1819 IT Support -April 9,526.00 Total for Check Number 52575: 9,526.00 52576 0422 MINNESOTA POLLUTION CONTROL A 04/19/2024 041824 Wastewater Certificate Renewal #SD-1371 23.00 Total for Check Number 52576: 23.00 52577 0600 NCPERS GROUP LIFE INS 04/19/2024 31580052024 May Insurance 80.00 Total for Check Number 52577: 80.00 52578 0155 OFFICE OF MN IT SERVICES 04/19/2024 W24030603 March Phones 668.59 Total for Check Number 52578: 668.59 52579 1208 PREMIUM WATERS INC 04/19/2024 610207-03-24 March Water 55.20 613317-03-24 March Water 91.26 Total for Check Number 52579: 146.46 Total for 4/19/2024: 60,128.23 AP Checks by Date - Detail by Check Date (5/8/2024 3:03 PM) Page 2 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference ACH 0192 GRAINGER INC 04/26/2024 9077152420 Supplies 13.04 Total for this ACH Check for Vendor 0192: 13.04 ACH 0243 METROPOLITAN COUNCIL -WASTE % 04/26/2024 0001171542 2024 Industrial Discharge Permit 450.00 Total for this ACH Check for Vendor 0243: 450.00 ACH 0327 STAPLES INC 04/26/2024 6001118790 6001118790 6001118791 6001118793 6001239146 6001239146 ACH 0339 0526229 ACH 0382 PR 24-09 PR 24-09 ACH 0387 PR 24-09 PR 24-09 ACH 0731 610959 822651 ACH 0750 9961337122 ACH 0761 0077912-IN ACH 10497 5206656132 ACH 12018 34931 Document Shredding 3/5/24 AP Checks by Date - Detail by Check Date (5/8/2024 3:03 PM) Supplies Supplies Supplies Supplies Supplies Supplies Total for this ACH Check for Vendor 0327: FERGUSON WATERWORKS #2518 04/26/2024 Surface Water Structure Repair Total for this ACH Check for Vendor 0339: MISSIONSQUARE #106944 04/26/2024 PR Batch 00200.04.20241CMA Employer Perce PR Batch 00200.04.20241CN PR Batch 00200.04.20241CMA Employee Perce PR Batch 00200.04.20241CN Total for this ACH Check for Vendor 0382: MISSIONSQUARE #302482 04/26/2024 PR Batch 00200.04.2024 ICMA Employee Perce PR Batch 00200.04.2024 ICN PR Batch 00200.04.2024 ICMA Employee Dedu PR Batch 00200.04.2024 ICN Total for this ACH Check for Vendor 0387: MIDWAY FORD 04/26/2024 Align Front Suspension # 85215 Lamp Assembly # 85215 Total for this ACH Check for Vendor 0731: VERIZON WIRELESS 04/26/2024 Service 4/11-5/10 Total for this ACH Check for Vendor 0750: ELECTRIC PUMP INC 04/26/2024 Flygt Flush Valves Total for this ACH Check for Vendor 0761: CINTAS CORP 04/26/2024 First Aid Supplies Total for this ACH Check for Vendor 10497: ACHIEVE SERVICES 04/26/2024 72.74 27.57 10.99 16.58 13.98 460.86 399.41 860.27 264.28 79.95 78.00 Page 3 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for this ACH Check for Vendor 12018: 78.00 ACH 6077 CIVICPLUS 04/26/2024 290133 2024 CivicHR Subscription Renewal 548.15 Total for this ACH Check for Vendor 6077: 548.15 ACH 6555 TKDA INC 04/26/2024 002024001519 2024 CIPP Lining 2/25-3/30 1,106.19 Total for this ACH Check for Vendor 6555: 1,106.19 ACH 7025 ON SITE COMPANIES -OSSTC INC 04/26/2024 0001698384 Restrooms 4/13-5/10 706.00 Total for this ACH Check for Vendor 7025: 706.00 ACH 8870 CHET'S SHOES INC 04/26/2024 RW501183 Boots -MG 195.49 Total for this ACH Check for Vendor 8870: 195.49 ACH ALPI ALLEGRA PRINT & IMAGING INC 04/26/2024 042424 May Newsletter Postage 1,000.00 Total for this ACH Check for Vendor ALPI: 1,000.00 52580 2597 AARP 04/26/2024 042324 AARP Driver Safety- 04/23/24 180.00 Total for Check Number 52580: 180.00 52581 10507 ANIMAL HUMANE SOCIETY 04/26/2024 39463 Animal Control Q1 2024 225.00 Total for Check Number 52581: 225.00 52582 10387 ATHLETIC OUTFITTERS 04/26/2024 105586 Screenprinting/Embroidery-Seasonal Workers 103.62 Total for Check Number 52582: 103.62 52583 0131 BEISSWENGERS DO IT BEST 04/26/2024 834482 Supplies 12.49 Total for Check Number 52583: 12.49 52584 1033 COMCAST 04/26/2024 44271.0524 Set -vice 4/21-5/20 6.51 Total for Check Number 52584: 6.51 52585 1193 FURTHER INC 04/26/2024 16875213 Participation Fees -April 64.10 Total for Check Number 52585: 64.10 52586 10372 HEARTCERT 04/26/2024 INV-001832 CPR/AED/FA Training-4/11/24 1,125.00 Total for Check Number 52586: 1,125.00 AP Checks by Date - Detail by Check Date (5/8/2024 3:03 PM) Page 4 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference 52587 0495 LAKE JOHANNA FIRE DEPARTMENT I 04/26/2024 912 Reimb 2024 Cap Equipment-Lexipol 5,972.33 52588 0778 MCFOA 041924 Athenian Dialogue Total for Check Number 52587: 04/26/2024 Total for Check Number 52588: 52589 0422 MINNESOTA POLLUTION CONTROL A 04/26/2024 9900069877 One Day Pump Workshop x4 52590 10559 23-2515-1* 52591 0811 FLEET-000891 FLEET-000891 PRRRV-002592 PRRRV-002592 PRRRV-002592 PRRRV-002592 PRRRV-002592 PRRRV-002614 PRRRV-002618 PRRRV-002618 PRRRV-002618 PRRRV-002618 PRRRV-002618 PRRRV-002638 PUBW-020998 52592 10354 0324572589 0324572589 0324572589 0324572589 0324572589 52593 6748 GL154938.0524 MINNESOTA ROOFING COMPANY Perry Park Pavilion Roof 2nd Payment RAMSEY COUNTY Equipment Service -February Equipment Parts -February 2023 Special Assessment Billing 2023 Special Assessment Billing 2023 Special Assessment Billing 2023 Special Assessment Billing 2023 Special Assessment Billing SA 2023 Recycling Billing 2024 Special Assessment Billing 2024 Special Assessment Billing 2024 Special Assessment Billing 2024 Special Assessment Billing 2024 Special Assessment Billing SA 2024 Recycling Billing Bridge inspection ST. PAUL PIONEER PRESS 2024 PMP PC 24-007 3717 Lexington Ave #742 PC 24-003 & 24-006 Delinquent UB PC 24-003 & 24-006 RELIANCE STANDARD May Insurance ACH ACH001 US BANK ARVIM42024 MN Pollution Control Agency ARVTM42024 MN Pollution Control Agency ARVTM42024 CHETS SHOES - Circle Pines - Boots BAARS42024 SiTEONE LANDSCAPE SUPPLY -Herbicide Total for Check Number 52589: 04/26/2024 Total for Check Number 52590: 04/26/2024 Total for Check Number 52591: 04/26/2024 Total for Check Number 52592: 04/26/2024 Total for Check Number 52593: Total for 4/26/2024: 04/30/2024 J,12.JJ 50.00 50.00 520.00 520.00 24,150.50 24,150.50 1,098.20 192.53 71.54 751.13 71.54 19.25 71.54 1,302.50 2.49 643.15 75.62 75.62 75.62 1,302.50 190.00 J,Y4i.13 92.56 50.96 50.44 33.80 50.44 278.20 1,699.00 1,699.00 54,041.41 23.00 0.49 20.99 408.52 AP Checks by Date - Detail by Check Date (5/8/2024 3:03 PM) Page 5 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference CHRIM42024 Gopher Plumbing Supply -Cummings Sink 42.20 CHRIM42024 FLEET FARM 3 1 00-Clothing 57.00 CHRIM42024 MENARDS 3385-Perry Ballfield 32.27 CHRIM42024 CHETS SHOES - Circle Pines -Clothing 221.72 FRIDJ42024 FLEET FARM 3100-Clothing 119.98 FRIDJ42024 AMAZON. COM*RHOGRI XHO-supplies 43.98 FRIDJ42024 MN Pollution Control Agency 520.00 FRIDJ42024 AMZN MKTP US*R63JN1KM1 65.16 FRIDJ42024 AMAZON RET* 111-332804-supplies 43.92 FRIDJ42024 WWW.APWA.NET-Posters 27.00 FRIDJ42024 PSN*MINNESOTA RWA MN -Refund -125.00 FRIDJ42024 LEAGUE OF MN CITIES -Workshop 20.00 FRIDJ42024 AMZN MKTP US*RN7U33R81-supplies 61.61 FRIDJ42024 MN Pollution Control Agency 11.18 GEBAM42024 MENARDS BLAINE MN -Floral Park Sign 34.59 HANSJ42024 FMCSA D&A CLEARINGHOUSE -DOT Querie 25.00 HANSJ42024 AMZN MKTP US*RH9Y131M1-Standup Desk- 529.97 HANSJ42024 LEAGUE OF MN CITIES-LMC Conference 520.00 HANSJ42024 SP SCHWAAB INC-Notary Stamp -SD 41.40 HANSJ42024 LEAGUE OF MN CITIES-LMC Conference 490.00 HANSJ42024 LEAGUE OF MN CITIES-LMC Conference 425.00 HANSJ42024 BEST WESTERN ST CLOUD-MCFOA Confers 647.43 HANSJ42024 DAVANNIS 410 ARDEN HILLS-Worksession 116.00 JOHNM42024 SAMSCLUB 96309-Egg Hunt -15.82 JOHNM42024 AMZN MKTP US*R64SZ4W00-Egg Hunt 91.15 JOHNM42024 FUN EXPRESS -Egg Hunt 305.64 JOHNM42024 CANVA* 104115-49786749-Subscription 74.95 JOHNM42024 TARGET 00006197-Egg Hunt 103.39 JOHNM42024 SAMS CLUB#6309-Egg Hunt 203.41 JOHNM42024 CANVA* i04115-49786749-Subscription 74.95 JOHNM42024 PARTY CITY 1148-Egg Hunt 12.50 JOHNM42024 TARGET 00006197-Egg Hunt 38.00 JOHNM42024 TARGET 00006197-Egg Hunt 45.35 JOHNM42024 SAMSCLUB 46309-Egg Hunt -59.10 JOHNM42024 TARGET 00006197-Egg Hunt -45.35 JOHNM42024 SAMS CLUB #6309-Egg Hunt 126.72 MIKAT42024 HARBOR FREIGHT TOOLS -folding lights 48.75 MIKAT42024 MENARDS 3385-Miss Supplies 144.95 MIKAT42024 MENARDS BLAINE MN -Supplies 48.56 MIKAT42024 FLEET FARM 3100-Mist Supplies 101.24 MIKAT42024 APPLFCOM/BILL 0.99 PERRD42024 WILLSCOT MOBILE MINI -Hazelnut WH 496.10 SWEAD42024 WWW.APWA.NET 150.00 SWEAD42024 WPY*AMERICAN PUBLIC WORKS-Conferer 620.99 SWEAD42024 GRAND VIEW LODGE -Conference 326.42 SWEAD42024 GRAND VIEW LODGE -Conference 326.42 SWEAD42024 WPY*AMERICAN PUBLIC WORKS-Confercr 620.99 SWEAD42024 BOARD OF AELSLAGID-License Renewal 122.50 Total for this ACH Check for Vendor ACHOO1 : 8,387.11 ACH ACH002 AFLAC 04/30/2024 324016 Insurance Premiums -March 2024 45.52 669187 Insurance Premiums -April 2024 45.52 Total for this ACH Check for Vendor ACH002: 91.04 ACH ACH005 MINNESOTA REVENUE- SALES & USE 04/30/2024 41624 March Sales/Use Tax 83.33 41624 March Sales/Use Tax -0.33 AP Checks by Date - Detail by Check Date (5/8/2024 3:03 PM) Page 6 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for this ACH Check for Vendor ACH005: 83.00 ACH ACH006 MINNESOTA DEPT OF LABOR-BLDG P 04/30/2024 40824 Ql Building Surcharge -70.37 40824 Ql Building Surcharge 1,759.16 Total for this ACH Check for Vendor ACH006: 1,688.79 ACH ACH007 QUADIENT FINANCE USA INC 04/30/2024 6418.0324 Postage 4/16/2024 999.71 Total for this ACH Check for Vendor ACH007: 999.71 Total for 4/30/2024: 11,249.65 ACH 0192 GRAINGER INC 05/03/2024 9085634708 Supplies 18.29 9088638953 LED Bulb 528.40 Total for this ACH Check for Vendor 0192: 546.69 ACH 0319 CITY OF ROSEVILLE 05/03/2024 0242052 Q12024 Water Purchase 265,640.84 Total for this ACH Check for Vendor 0319: 265,640.84 ACH 0761 ELECTRIC PUMP INC 05/03/2024 0078017-1N Or niSite Part 144.87 Total for this ACH Check for Vendor 0761: 144.87 ACH 5180 THE TESSMAN COMPANY LLC 05/03/2024 S3922874N Grass Seeds 435.00 Total for this ACH Check for Vendor 5180: 435.00 ACH 5587 CES IMAGING INC 05/03/2024 INVI61887 Supplies 10.95 INV 161887 April Rental 60.00 Total for this ACH Check for Vendor 5587: 70.95 ACH 6060 BATTERIES PLUS 05/03/2024 P71683408 Batteries Return -223.30 P71683408 Batteries 126.75 P71770982 Batteries 228.15 Total for this ACH Check for Vendor 6060: 131.60 ACH 8032 PACE ANALYTICAL FIELD SVCINC 05/03/2024 12241396 April Drinking Water Survey 1,210.25 Total for this ACH Check for Vendor 8032: 1,210.25 ACH 8870 CHET'S SHOES INC 05/03/2024 RNV50144 Boots -MA 200.00 Total for this ACH Check for Vendor 8870: 200.00 ACH ALPI ALLEGRA PRINT & IMAGING INC 05/03/2024 AP Checks by Date - Detail by Check Date (5/8/2024 3:03 PM) Page 7 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference 171778 April Newsletter Postage -27.77 171778 April Newsletter 2,792.96 Total for this ACH Check for Vendor ALPI: 2,765.19 ACH FPTC FLEXIBLE PIPE TOOLS AND EQUIPME 05/03/2024 29911 Aries #85324 Repair 1,739.65 Total for this ACH Check for Vendor FPTC: 1,739.65 52594 0146 BRYAN ROCK PRODUCTS INC 05/03/2024 63359 Purchase 4/15/24 1,040.06 Total for Check Number 52594: 1,040.06 52595 10483 CENTRAL PENSION FUND 05/03/2024 401333.0424 Apprenticeship -April 384.00 Total for Check Number 52595: 384.00 52596 CPF1 CENTRAL PENSION FUND SOURCE 05/03/2024 184503.0424 April Pension 3,072.00 Total for Check Number 52596: 3,072.00 52597 10203 CERES ENVIRONMENTAL INC 05/03/2024 34000081 Mulch 1,787.50 34000082 Mulch 1,787.50 Total for Check Number 52597: 3,575.00 52598 0849 FRA-DOR INC 05/03/2024 2404006 Disposal Fee 250.00 Total for Check Number 52598: 250.00 52599 0176 FRATTALLONES HARDWARE INC 05/03/2024 C63039/Z Supplies 32.78 D90870/A Supplies 24.99 Total for Check Number 52599: 57.77 52600 0447 I.U.O.E LOCAL 49 BENEFIT FUND-INSI 05/03/2024 BP3.0624 June Insurance 11,800.00 N134.0624 June Insurance 1,682.00 Total for Check Number 52600: 13,482.00 52601 10330 KLEIN UNDERGROUND LLC 05/03/2024 57690 Watermain Repair-1134 Hunters Ct 6,047.00 57691 Watermain Repair-3499 Lexington 4,349.50 Total for Check Number 52601: 10,396.50 52602 10362 MARCO TECHNOLOGIES LLC 05/03/2024 INV I2423191 Service 4/25-5/24 13.62 INV I2423191 Service 4/25-5/24 77.18 Total for Check Number 52602: 90.80 52603 10486 MINNESOTA METRO NORTH TOURISTV 05/03/2024 041524 SpringHitl Suites March 2024 Lodging Tax 7,347.17 042924 Quality Inn March 2024 Lodging Tax 1,558.80 AP Checks by Date - Detail by Check Date (5/8/2024 3:03 PM) Page 8 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for Check Number 52603: 8,905.97 52604 0811 RAMSEY COUNTY 05/03/2024 FLEET-000893 Brine Purchase Jan -Mar 366.83 FLEET-000899 Fuel Purchase -March 3,558.42 PRK-002341 Soil Water Inspections Q1 2024 887.47 PRMG-005402 PW Rental Space -May 5,843.55 PRMG-005402 PW Rental Space -May 2,921.77 PRMG-005402 PW Rental Space -May 1,298.57 PRMG-005402 PW Rental Space -May 2,921.77 Total for Check Number 52604: 17,798.38 52605 5576 SCHINDLER ELEVATOR CORP 05/03/2024 8106547917 Annual Elevator Inspection 1,354.44 Total for Check Number 52605: 1,354.44 52606 10369 SORENSEN CONSULTING 05/03/2024 AH:1:24 City Administrator Assessment 300.00 Total for Check Number 52606: 300.00 52607 10495 TENET 05/03/2024 788638 Silt Sock 84.00 Total for Check Number 52607: 84.00 52608 1081 UTILITY LOGIC 05/03/2024 14599 Battery Holder 18.60 Total for Check Number 52608: 18.60 Total for 5/3/2024: 333,694.56 Report Total (79 checks): 459,113.85 AP Checks by Date - Detail by Check Date (5/8/2024 3:03 PM) Page 9 CONSENT ITEM — 8B ,-ARZEN HILLS MEMORANDUM DATE: May 13, 2024 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Matthew Johnson, Recreation Supervisor SUBJECT: Accepting Donation from the Spring Lake Park Lions Club Budgeted Amount: Actual Amount: Funding Source: N/A $15,000.00 N/A Council Should Consider Motions to approve, table, or deny the following: • Resolution 2024-027 Accepting a Donation from the Spring Lake Park Lions Club in the amount of $15,000.00. Back2round/Discussion Since 1986, the SLP Lions Club has been one of Minnesota's Largest Charitable Gambling Organizations, and they run a pull -tab booth in the City. The Spring Lake Park Lions Club has donated $15,000.00 to the City of Arden Hills for Parks and Recreation. To comply with State Statutes, the City needs to acknowledge the donation and issue receipt of the donation to the Spring Lake Park Lions Club. It should be noted that City staff will bring this item forward for discussion at a future City Council worksession. Budget Impact N/A Attachments Attachment A: Resolution 2024-027 Attachment B: Form LG555 Page 1 of 1 -zS DIEN HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2024-027 Attachment A A RESOLUTION ACCEPTING DONATION WHEREAS, Arden Hills ("City") is generally authorized to accept donations of real and personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens, and is specifically authorized to accept gifts and bequests for the benefit of recreational services pursuant to Minnesota Statutes Section 471.17; and WHEREAS, the following entity has offered to contribute the cash amount set forth below to the city: Name of Donor Spring Lake Park Lions Club Amount $15,000.00 WHEREAS, all such donations have been contributed to assist the City in the establishment and operation of recreational facilities and programs either alone or in cooperation with others, as allowed by law; and WHEREAS, the City Council finds that it is appropriate to accept the donations offered. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS, MINNESOTA, THAT: 1. The donation described above is accepted and shall be used to establish recreational facilities either alone or in cooperation with others, as allowed by law. 2. The city clerk is hereby directed to issue receipts to each donor acknowledging the City's receipt of the donor's donation. 3. The finance department is hereby authorized to complete any budget adjustments necessary to reflect this donation and corresponding expenditures. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 13th DAY OF MAY, 2024. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hi11s Puhlic Laserfiche Wehlink by visiting citygfardenhills. org and clicking on Archived Documents under Helpful Links on our main wehpage. MINNESOTA LAWFUL GAMBLING Attachment B 02/16 LG555 Government Approval or Acknowledgment for Use of Gambling Funds Keep this completed form attached to the LG100C in your organization's records. You do not need to submit this form to the Gambling Control Board or the Department of Revenue. ORGANIZATION AND EXPENDITURE INFORMATION (attach additional sheets if necessary) Organization License Name: Spring Lake Park Lions Club Number: 00584 Address: 8433 Center Drive Spring Lake Park MN 55432 (City/State/Zip: 1. Amount of proposed lawful purpose expenditure: $ 2. Check one expenditure category: VA. Contribution to a unit of government —United States, state of Minnesota, or any of its subdivisions, agencies, or instrumentalities. ❑ B. Wildlife management project or activity that benefits the public at large, with approval by the Minnesota Department of Natural Resources (DNR). ❑ C. Grooming and maintaining snowmobile or all -terrain vehicle trails established under Minnesota Statutes, Sections 84.83 and 84.927, including purchase or lease of equipment, with approval by the DNR. All trails must be open to public use. D. Supplies and materials for safety training and educational programs coordinated by the DNR, including the Enforcement Division. E. Citizen monitoring of surface water quality testing for public waters by individuals or nongovernmental organizations, with Minnesota Pollution Control Agency (MPCA) guidance on monitoring procedures, quality assurance protocols, and data management, providing that data is submitted to the MPCA. 3. Describe the proposed expenditure, including vendors: r� lml� r vwwll s • NO FINANCIAL OR OTHER BENEFIT: I affirm that the contribution or expenditure does not result in any monetary, economic, financial, or material benefit to our organization, in compliance with Minn. Rule 7861.0320, subp. 17, para. C. • FOR DNR-RELATED PROJECTS: I affirm that when lawful gambling funds are used for grooming and maintaining snowmobile or ail -ter raln vehicle trailb or fur any wildlife management project for wnlcn reimbursement Is received from a unit of government, the reimbursement funds must be deposited in our lawful gambling account and recorded on form LG100C. • FOR SURFACE WATER QUALITY TESTING: I affirm that the MPCA has been consulted in developing the monitoring plan and that the data collected will be submitted to the MPCA. Send form for signature to: Manager, Water Monitoring Section, Minnesota Pollution Control Agency, 520 Lafayette Road North, St. Paul, MN 55155. Website: www.pca.state.mn.us Chief Executive Officer's Signature Date Print Name Daytime Phone GOVERNMENT APPROVAL/ACKNOWLEDGMENT Contribution amount: $i's I o 6 D . Government use of contribution (check one): QWildlife—DNR approves the wildlife management project or activity. QTrails—DNR approves the grooming/maintaining of snowmobile and/or all -terrain vehicle trails. Safety training—DNR approves the supplies/materials for DNR safety training and educational programs. Water quality testing—MPCA approves the surface water quality testing project. nDonation to other unit of government (city, county, state, federal, or any of their subdivisions) provided the funds will not `— be used for a pension or retirement fund. / T` S 5^ 9 Unit of Government: V Phone: Address: 4. City/State/Zip: ,fit I S !Y( By signature below, the repr s tative of the unit of government acknowledges and approves the contribution amount for the use as listed above. Signature Date Print Name Title Questions? Contact the Minnesota Gambling Control Board at 651-539-1900, This form will be made available in alternative format (i.e. large print, braille) upon request. The information requested on this form will become public information, when requested by the Board, and will be used to determine your compliance with Minnesota statutes and rules governing lawful gambling activities. Bench Handout BENCH HANDOUT CONSENT ITEM — 8C EN HILLS MEMORANDUM DATE: May 13, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Authorization to Execute a Separation Agreement Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: • Authorizing the Mayor and City Administrator to execute a separation agreement with the Deputy Clerk per the City Attorney's recommendation. Background The City Attorney has drafted a separation agreement with the Deputy Clerk for consideration by the City Council. Budget Impact N/A Attachment N/A Page 1 of 1 PUBLIC HEARING —10A ,iI�EN HILLS MEMORANDUM DATE: May 13, 2024 TO: Honorable Mayor and City Councilmembers David Perrault, City Administrator FROM: David Swearingen, P.E. Public Works Director/City Engineer SUBJECT: 2024 PMP Street & Utility Improvement Project— Special Assessment Hearing for 1570 McClung Drive Council Should Consider Motions to approve, table, or deny the following: • Hold a Special Assessment Hearing for 1570 McClung Drive related to the 2024 PMP Street & Utility Improvement Project for public comment. Background/Discussion On February 12, 2024, the City Council adopted Resolution 2024-008 Approving the Plans and Specifications and Ordering the Advertisement for Bids for the 2024 PMP Street & Utility Improvement Project. Bids were solicited and opened on March 6, 2024. A portion of the costs for the 2024 PMP Street & Utility Improvement Project are proposed to be assessed against the benefitting properties according to the City's Assessment Policy. In order to assess these costs, the City must follow the process outlined in State Statute 429. On March 11, 2024, after the bids were opened, the City Council adopted Resolution 2024-012 Declaring Costs to be Assessed and the Assessment Hearing was held on April 8, 2024 The Assessment Roll related to Resolution 2024-012 was then amended to remove the property at 1570 McClung Drive. City staff was notified of an error with the property owner information from the Ramsey County recorder's office. Per advice from the City Attorney, the assessment process must be redone for the actual property owner. On April 8, 2024 City Council adopted Resolution 2024-023 Declaring Costs to be Assessed and Ordering the Preparation of the Proposed Assessments and Calling for a Public Hearing on the Proposed Assessments for the 2024 PMP Street & Utility Improvement Project related to 1570 McClung Dr. A public hearing prior to adopting the assessments is a requirement of State Statute 429. Page 1 of 3 The project is proposed to be assessed consistent with the City's Assessment Policy and past practices, which states that 50% of the costs for roadway improvements will be assessed in residential areas, with the remaining portion financed by City funds. Financing for the project is consistent with City policy and past practice and is summarized below. The current assessment policy states that the typical overhead rate for a public improvement project is 37% of the construction costs. Staff believes this percentage is higher than necessary and recommends that approximately 27% of the construction costs be used as overhead when calculating the assessment rates. Staff has made this recommendation on the past PMPs since 2021 and was applied to the 2024 PMP assessments on April 8, 2024. The breakdown of the overhead costs can be found below. Also, the Council must establish the interest rate at tonight's Council Meeting. Many cities set their interest rate for assessments at two (2) percentage points over the bond interest rate. The City's assessment policy states that the interest rate used for the assessment shall be designated at the prime rate plus two (2) percentage points. For the past four PMPs, the assessment interest rates were set at two (2) percentage points over the assumed bond interest rates which were based on current market conditions at the time, the City's AAA bond rating, plus 15 basis points. 2022 PMP - Snelling Ave N.: 5.5% 2022 PMP - Arden Oaks: 5.5% 2021 PMP: 3.15% 2018 PMP: 5% Our current assumed bond interest rate is 2.75% and the prime rate is 8.50%. Staff would recommend following the City's assessment policy and setting the assessment rate at 4.75%, which is also the rate that was set at the April 8, 2024 assessment hearing for the 2024 PMP. The total project costs were analyzed for the assessable cost. The calculation of the amount to be assessed as approved by Council Resolution 2024-023 is shown below. The assessments related to the project are calculated in accordance with the City's Assessment policy, is half of the street project cost for residential properties and dependent on the type of pavement rehabilitation. The assessment roll is shown in Attachment A. Mill & Overlay Areas Total Mill & Overlay Street Project Costs = $396,612 50% Estimated Street Project Costs = $198,306 Residential Equivalent Units (REUs) = 69 Estimated Assessment Rate ($396,612 divided by 69 REUs) = $2,874 As provided for in State Statute, no appeal may be taken as to the amount of any assessment adopted unless a written objection signed by the affected property owner is filed with the City at or prior to the assessment hearing. After the adoption of the assessment roll, property owners who have submitted an objection in writing have 30 days to serve notice of an appeal to the City, and within 10 days after serving notice to file with the District Court. Recommendation The Council should hold the Assessment Hearing first. After the Assessment Hearing is closed and as part of New Business, Council should consider adopting Resolution 2024-025 Adopting the Assessment Roll for the 2024 PMP Street & Utility Improvement Project with any changes they deem appropriate. Page 2 of 3 If questions or concerns are received at the assessment hearing that require further investigation, staff recommends that Council amend the proposed assessment roll to remove the property or properties, then approve the Resolution as amended. This will allow staff time to research questions and objections raised at the hearing before bringing discussion back at a later Council meeting. Attachments Attachment A: Assessment Roll — 1570 McClung Dr. Attachment B: PowerPoint Presentation Page 3 of 3 Attachment A AS -BID ASSESSMENT ROLL - 1570 MCCLUNG DRIVE 2024 PUP STREET 6 UTILITY IMPROVEMENTS CITY OF ARDEN HILLS, MINNESOTA BMI PROJECT NO. 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Ln� ai aj � vC O '_O NO J Qj M 0- L O> > O U Ln — ) L N +�+ oN �o o ro Z ++ .� ro a) N aJ 0 Ln a) O M N a) � _ E NCa ' E N a rl +S +, �c +1 Q ++ N0 — a) � +'NLA .� +1 a) L v aC) (a,n >-CU > + V ^, O +1 N N Ln N L U Ln� a+ Z N N W ui 4 O U Q Z to O N Z cv 4 s ra co a,o n3 Q to oC N N N O N O N O N v v o U E O O z a� a� a� 0 L V � � L 0 V V C C � `-' 4-1 �n CL V V N W �+ Z O F- W NEW BUSINESS — I IA ,'iAZEN HILLS MEMORANDUM DATE: May 13, 2024 TO: Honorable Mayor and City Councilmembers David Perrault, City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: 2024 PMP Street & Utility Improvement Project — Adopt Assessment Roll for 1570 McClung Drive Council Should Consider Motions to approve, table, or deny the following: • Approving Resolution 2024-025 Adopting Assessment Roll for the 2024 PMP Street & Utility Improvement Project related to 1570 McClung Drive Background/Discussion On February 12, 2024, the City Council adopted Resolution 2024-008 Approving the Plans and Specifications and Ordering the Advertisement for Bids for the 2024 PMP Street & Utility Improvement Project. Bids were solicited and opened on March 6, 2024. A portion of the costs for the 2024 PMP Street & Utility Improvement Project are proposed to be assessed against the benefitting properties according to the City's Assessment Policy. In order to assess these costs, the City must follow the process outlined in State Statute 429. On March 11, 2024, after the bids were opened, the City Council adopted Resolution 2024-012 Declaring Costs to be Assessed and the Assessment Hearing was held on April 8, 2024 The Assessment Roll related to Resolution 2024-012 was then amended to remove the property at 1570 McClung Drive. City staff was notified of an error with the property owner information from the Ramsey County recorder's office. Per advice from the City Attorney, the assessment process must be redone for the actual property owner. On April 8, 2024 City Council adopted Resolution 2024-023 Declaring Costs to be Assessed and Ordering the Preparation of the Proposed Assessments and Calling for a Public Hearing on the Proposed Assessments for the 2024 PMP Street & Utility Improvement Project related to 1570 McClung Dr. A public hearing prior to adopting the assessments is a requirement of State Statute 429. Page 1 of 3 The project is proposed to be assessed consistent with the City's Assessment Policy and past practices, which states that 50% of the costs for roadway improvements will be assessed in residential areas, with the remaining portion financed by City funds. Financing for the project is consistent with City policy and past practice and is summarized below. The current assessment policy states that the typical overhead rate for a public improvement project is 37% of the construction costs. Staff believes this percentage is higher than necessary and recommends that approximately 27% of the construction costs be used as overhead when calculating the assessment rates. Staff has made this recommendation on the past PMPs since 2021 and was applied to the 2024 PMP assessments on April 8, 2024. The breakdown of the overhead costs can be found below. Also, the Council must establish the interest rate at tonight's Council Meeting. Many cities set their interest rate for assessments at two (2) percentage points over the bond interest rate. The City's assessment policy states that the interest rate used for the assessment shall be designated at the prime rate plus two (2) percentage points. For the past four PMPs, the assessment interest rates were set at two (2) percentage points over the assumed bond interest rates which were based on current market conditions at the time, the City's AAA bond rating, plus 15 basis points. 2022 PMP - Snelling Ave N.: 5.5% 2022 PMP - Arden Oaks: 5.5% 2021 PMP: 3.15% 2018 PMP: 5% Our current assumed bond interest rate is 2.75% and the prime rate is 8.50%. Staff would recommend following the City's assessment policy and setting the assessment rate at 4.75%, which is also the rate that was set at the April 8, 2024 assessment hearing for the 2024 PMP. The total project costs were analyzed for the assessable cost. The calculation of the amount to be assessed as approved by Council Resolution 2024-023 is shown below. The assessments related to the project are calculated in accordance with the City's Assessment policy, is half of the street project cost for residential properties and dependent on the type of pavement rehabilitation. The assessment roll is shown in Attachment A. Mill & Overlay Areas Total Mill & Overlay Street Project Costs = $396,612 50% Estimated Street Project Costs = $198,306 Residential Equivalent Units (REUs) = 69 Estimated Assessment Rate ($396,612 divided by 69 REUs) = $2,874 Recommendation Council should consider adopting Resolution 2024-025 Adopting the Assessment Roll for the 2024 PMP Street & Utility Improvement Project as it relates to 1570 McClung Drive with any changes they deem appropriate. Page 2 of 3 If questions or concerns are received at the assessment hearing that require further investigation, staff recommends that Council amend the proposed assessment roll to remove the property or properties, then approve the Resolution as amended. This will allow staff time to research questions and objections raised at the hearing before bringing discussion back at a later Council meeting. Attachments Attachment A: Assessment Roll — 1570 McClung Dr. Attachment B: Resolution 2024-025 Page 3 of 3 Attachment A AS -BID ASSESSMENT ROLL - 1570 MCCLUNG DRIVE 2024 PIMP STREET 6 UTILITY IMPROVEMENTS CITY OF ARDEN HILLS, MINNESOTA BMI PROJECT NO. DT1.130168 APRIL, 2D24 Pa -1 # Single -Family Proposed Total on Map Parcel ID SU Address Owner N-1 Owner N-2 Owner Address City/State/Zip Code REU Assess-1 TOTAL ASSESSMENT um 'T'6_ fiIZEN�HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2024-025 Attachment B RESOLUTION ADOPTING SPECIAL ASSESSMENT ROLL FOR THE 2024 PMP STREET IMPROVEMENT PROJECT WHEREAS, pursuant to proper notice duly given as required by law, the City Council has met and heard and passed upon all objections to the 2024 PMP Street Improvement Project, the improvement of: • Keithson Drive from County State Aid Highway (CSAH) 96 West to 800 feet south of CSAH 96 West; • Royal Hills Drive from Snelling Avenue North to Arden View Drive; • Colleen Avenue from McClung Drive to Hamline Avenue North; • Norma Avenue from Dawn Circle to Briarknoll Drive; • Norma Avenue from Briarknoll Drive to Colleen Avenue; • James Avenue from Indian Oaks Trail to Colleen Avenue; • Briarknoll Circle; • Briarknoll Drive from Snelling Avenue North to Norma Avenue; • Royal Lane from Norma Avenue to Floral Drive West; • McClung Drive from Snelling Avenue North to Colleen Avenue; • Colleen Circle; • Arden Vista Court; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: 1. Such proposed assessment, a copy of which is attached hereto and made a part hereof, is hereby accepted and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 2. Such assessment is proposed to be payable in equal annual installments extending over a period of 10 years, the first of the installments to be payable on or before the first Monday in January 2025 and will bear interest at the rate of 4.75% percent per annum from the date of the adoption of the assessment resolution. To the first installment shall be added interest on the entire assessment from the date of the assessment resolution until December 31, 2024. To each subsequent installment when due shall be added interest for one year on all unpaid installments. Page 1 of 2 To view the final document, access adopted Resolutions via Arden Hills Public Laset fiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City, except that no interest shall be charged if the entire assessment is paid within 30 days from the adoption of the assessment. The owner may at any time thereafter, pay to the City the entire amount of the assessment remaining unpaid, with interest accrued to December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the succeeding year. 4. The clerk shall forthwith transmit a certified duplicate of this assessment to the county auditor to be extended on the property tax lists of the county. Such assessments shall be collected and paid over in the same manner as other municipal taxes. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 13TH DAY OF MAY, 2024. ATTEST: Julie Hanson, City Clerk Page 2 of 2 David Grant, Mayor To view the final document, access adopted Resolutions via Arden Hills Public Laser fiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpfid Links on our main webpage. NEW BUSINESS —1III ,-AI�EN HILLS MEMORANDUM DATE: May 13, 2024 TO: Honorable Mayor and City Councilmembers David Perrault, City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: 2024 PMP Street & Utility Improvement Project — Declaring Costs to be Assessed and Order Assessment Hearing for 1370 Colleen Avenue Budgeted Amount: Actual Amount: Funding Source: $3,001,100 $2,842,791.05 PIR, Special Assessments, Utility Funds Council Should Consider Motion to approve, table, or deny the following: • Resolution 2024-026 Declaring Costs to be Assessed and Ordering the Preparation of the Proposed Assessments and Calling for a Public Hearing on the Proposed Assessments for 1370 Colleen Avenue related to the 2024 PMP Street & Utility Improvement Project. Background On February 12, 2024, the City Council adopted Resolution 2024-008 Approving the Plans and Specifications and Ordering the Advertisement for Bids for the 2024 PMP Street & Utility Improvement Project. Bids were solicited and opened on March 6, 2024. A portion of the costs for the 2024 PMP Street & Utility Improvement Project are proposed to be assessed against the benefitting properties according to the City's Assessment Policy. In order to assess these costs, the City must follow the process outlined in State Statute 429. On March 11, 2024, after the bids were opened, the City Council adopted Resolution 2024-012 Declaring Costs to be Assessed and the Assessment Hearing was held on April 8, 2024. Page 1 of 3 The Assessment Roll related to Resolution 2024-012 was then amended to remove the property at 1370 Colleen Avenue. City staff and Council received an objection of the proposed assessment amount from the property owner and Council gave direction to review the objection at a later meeting, which is the intention of this public hearing on May 13, 2024. The project is proposed to be assessed consistent with the City's Assessment Policy, which states that 50% of the costs for roadway improvements will be assessed in residential areas, with the remaining portion financed by City funds. The assessment rate shall be computed on a per -lot unit basis, with a lot being defined as a platted single-family residential lot or equivalent, which, according to the current Arden Hills Municipal Code cannot be further subdivided for R-1 and R-2 residential use. The 1370 Colleen Avenue property consists of 2 lots as platted (Briarknoll plat as Attachment A, Block 6 Lots 2 & 3), per the assessment policy, this property is proposed to receive 2 assessment units. Ultimately, the residential equivalent assessment rate shall be determined by the City Council. The 1370 Colleen Avenue property assessment relates to the Full -Depth Reclamation (FDR) rate. FDR consists of grinding the existing pavement, shaping the generated aggregate material to raise the center crown to improve pavement drainage and repaving the roadway with 4-inches of bituminous pavement. The as -bid total project costs are used to calculate the assessable cost which, as described in the City's Assessment Policy, is half of the street project cost for residential properties with the addition of overhead. The results of this analysis are as follows: Reclamation Areas: 50% Estimated Street Project Costs = $519,870 Residential Equivalent Units = 86 Assessment Rate per Unit = $6,045 Proposed assessment for 1370 Colleen Avenue = $6,045 x 2 REUs = $12,090 Discussion Council should discuss the assessment objection from the 1370 Colleen Avenue property owner and choose to approve the assessment amount as it is proposed, or the City Council may choose to approve a different assessment amount. Attachment C, Resolution 2024-02 declares the costs to be assessed and orders the Assessment Hearing which would be held on May 28, 2024 at the Regular City Council meeting. Following any Council revisions to the proposed assessment amount and formal approval of Resolution 2024-026, a notice will be sent to 1370 Colleen Avenue and published accordingly. Page 2 of 3 Budget Impact The estimated total project cost and funding sources based on the final plans and specifications are summarized below. Total As -Bid EXDenses Construction: $ 2,238,418.15 Engineering Feasibility & Design: $ 213,457.00 Construction Mgmt: $ 128.299.00 Gen Admin & Legal: $ 8,775.08 Material Testing: $ 30,000.00 Const. Contingency: $ 223,841.82 Total Project Cost: $ 2,842,791.05 Proposed project funding sources are a combination of the City's Permanent Improvement Revolving (PIR) fund, utility funds, special assessments, the Rice Creek Watershed District Stormwater Grant and Ramsey County for street and utility improvements summarized in the following table: Total Estimated Fundin PIR Fund: $ 1,010,113 Special Assessments: $ 718,176 Water Utility: $ 260,304 Sanitary Sewer Utility: $ 177,548 Surface Water Utility: $ 581,233 RCWD Stormwater Grant: $ 70,000 Ramsev Countv (Surface Water): $ 25,417 TOTAL FUNDING: $ 2,842,791 Attachments Attachment A: Plat - Briarknoll Attachment B: Proposed Assessment Roll — 1370 Colleen Ave Attachment C: Resolution 2024-026 Page 3 of 3 ffidiY=� ' Will a o. 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'sm m • AA�i WFI ryf'o'- I '��,R .... yil/ _ ..,. gvQA... /. �9 A,.F'(rfN- `' �: ____J m M / / ILI ri'S[%F r-Nr-..i r-fi YO/� r•P .� ..d 16 $' ZNdyfiM.: //Yl,"i 4 W F� CH n�m 1� N Iy.I` 9M vI y ii U'4,%•o9g:"''I ;�+V`t�''iz�'. $9y 5_ 's'•ss^a� $��} Z APO Ktw.v t o \a ,'9.11 ,Sq j �1}} ^'•a •�Ml lo,s`ry,. �:.../ i9n'n !i�'.lT'��`z to � � � Igl j,p M�II N jl2 •qk' dn:l t'>'.� '3/' c I_ y ,1SyeV 1l-�H'JIo'p•,�be�/li �� 1 1 ��. 3 a I.�' INI,i9' .�.• $ ;_ 1 Imo �,% ,c ;�I � • \rya l.• / .,. , Z iy i$d I �`v. � `b•F "pro r r °ia 4 jq out OR V 0 t QN � L pTp O LEI L O •... 3g.-.. .' d/Zsi/SN' Owed re a�!I 1� L?„�4/s,&r 5�z�gni''' �.`Apya.yu"s/roAluavm,wesoZ980r'NnrnMlNrlr;S'loau%M/J' :'•,' - ._ ssssz - PiFzow - Z9 h 0/ ON ,(VIPH9/H 31 d1S %Yf : __ C 2 vi' Yz,FO,I£.ON= " :.rr „rs}, #.Nf •4vio m'a si4f.;lr/.+' Attachment B AS -BID ASSESSMENT ROLL - 1370 Colleen Avenue 2024 PMP STREET & UTILITY IMPROVEMENTS CITY OF ARDEN HILLS. MINNESOTA BMI PROJECT NO. OT1. 130168 May 13, 2D24 664 1 2-3 110­ 1 -1. Colleen Ave I——AR INSON RETYA R-NSON 1—Colleen Ave ARDEN HILLS MN 55112- 11 2 $ 12,090.00 TOTAL ASSESSMENT $ 12,U90.00 HM Attachment C CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2024-026 RESOLUTION DECLARING COSTS TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENTS AND CALLING FOR HEARING ON THE PROPOSED ASSESSMENTS WHEREAS, the construction bids have been received for the proposed 2024 PMP Street and Utility Improvements Project, the improvement of: • Keithson Drive from County State Aid Highway (CSAH) 96 West to 800 feet south of CSAH 96 West; • Royal Hills Drive from Snelling Avenue North to Arden View Drive; • Colleen Avenue from McClung Drive to Hamline Avenue North; • Norma Avenue from Dawn Circle to Briarknoll Drive; • Norma Avenue from Briarknoll Drive to Colleen Avenue; • James Avenue from Indian Oaks Trail to Colleen Avenue; • Briarknoll Circle; • Briarknoll Drive from Snelling Avenue North to Norma Avenue; • Royal Lane from Norma Avenue to Floral Drive West; • McClung Drive from Snelling Avenue North to Colleen Avenue; • Colleen Circle; • Arden Vista Court; and the contract bid price for such improvement is $2,238,418.15, and the expenses incurred or to be incurred in the making of such improvement amount to $604,372.90 so that the total cost of the improvement will be $2,842,791.05; and WHEREAS, the City Clerk has prepared a proposed assessment of the cost of the improvement; and WHEREAS, the City Clerk has notified the City Council that such proposed assessment has been completed and filed at City Hall for public inspection. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS: 1. The portion of the cost of such improvement to be paid by the City is hereby declared to be $2,124,615.05 The portion of the cost to be assessed against benefited property owners is declared to be $718,176. 2. Assessments shall be payable in equal annual installments extending over a period of 10 years, the first of the installments to be payable with property taxes for the year 2024, and shall bear an interest rate to be determine from date of the adoption of the assessment resolution. Page 1 of 2 To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. 3. The City Clerk, with the assistance of the City Engineer shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece or parcel of land within the district affected, without regard to cash valuation, as provided by law, and shall file a copy of such proposed assessment in her office for public inspection; and BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: 1. A hearing shall be held on May 28, 2024, in the Council Chambers at 7:00 p.m. or as soon thereafter as possible, to pass upon such proposed assessment and at such time and place all persons owning property affected by such improvement will be given an opportunity to be heard with reference to such assessment. 2. Publication by the City Clerk is hereby directed to cause notice of the hearing on the proposed assessment once in the official newspaper at least two weeks prior to the hearing, stating in the notice the total cost of the improvement is hereby approved. Notice shall be mailed to the owner of each parcel described in the assessment roll not less than two weeks prior to the hearings is also approved. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City, except that no interest shall be charged if the entire assessment is paid within 30 days from the adoption of the assessment. The owner may at any time thereafter, pay to the City the entire amount of the assessment remaining unpaid, with interest accrued to December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the succeeding year. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 131' DAY OF MAY 2024. Attest: Julie Hanson, City Clerk David Grant, Mayor Page 2 of 2 To view the final document access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage.