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HomeMy WebLinkAbout09-09-24-RMayor: Address: David GrantIt 1245 W Highway 96 Arden Hills MN 55112 -A HILLS Councilmembers: EN Phone: Brenda Holden 651-792-7800 Emily Rousseau Regular City Council Tena Monson Website: Tom Fabel Agenda www.cityofardenhills.org September 9, 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. https://cityofardenhills.orci/320/Watch- City-Meetings This meeting will be streamed live on local Cable Channel 16 and available for playback on our website. CALL TO ORDER 1. APPROVAL OF AGENDA 2. TCAAP/Rice Creek Commons Update Jessica Jagoe, Interim City Administrator 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 6. STAFF COM NTS 6.A. Transportation Update David Swearingen, Public Works Director/City Engineer Documents: MEM PDF 7. APPROVAL OF MINUTES 7.A. August 12, 2024 Special City Council Work Session Documents: 08-12-24-SWS.PDF 7.B. August 12, 2024 Regular City Council Documents: 08-12-24-R.PDF 7.C. August 19, 2024, Special City Council Work Session Documents: 08-19-24-SWS.PDF 7.D. August 26, 2024 Special City Council Work Session Documents: 08-26-24-SWS.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 Authorize Release Of RFP For Recycling Services Jen Estling, Deputy Clerk Documents: MEMO.PDF ATTACHMENT A.PDF 8.C. Motion To Adopt Ordinance 2024-008 Amending The Arden Hills City Code Regarding Salaries For The Mayor And City Councilmembers Jessica Jagoe, Interim City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF 8.D. Motion To Approve Acknowledgment Of Twin Cities Gateway Grant Funds Jessica Jagoe, Interim City Administrator Documents: MEMO.PDF 8.E. Motion To Approve Resolution 2024-042 Appointing Vincent Meyer As Youth Commissioner To Economic Development Commission Julie Hanson, Assistant to the City Administrator/City Clerk Documents: MEMO.PDF ATTACHMENT A.PDF 8.F. Motion To Approve Payment No. 2 - Hydro-Klean, LLC - 2024 CIPP Lining Project Lucas Miller, Assistant Public Works Director Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 8.G. Motion To Approve Payment No. 4- S.M. Hentges & Sons, Inc. - 2024 PMP Street And Utility Improvements Project Lucas Miller, Assistant Public Works Director Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 8.H. Motion To Approve Final Payment - Hydro-Klean, LLC - Nursery Hill Sanitary Sewer Repair And Lining Lucas Miller, Assistant Public Works Director Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 8.1. Motion To Approve Payment No. 1 (Final) - GMH Asphalt - 2024 Street Maintenance Program Large Area Patching Project (Grey Fox Rd, Red Fox Rd And Lake Valentine Rd) Lucas Miller, Assistant Public Works Director Documents: MEMO.PDF ATTACHMENT A.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. Planning Case 24-015 - Preliminary Plat And Rezoning - Trident Development, LLC - 1700 West Highway 96 (North Heights Lutheran Church) Elena Fransen, Senior Planner Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF ATTACHMENT E.PDF ATTACHMENT F.PDF ATTACHMENT G.PDF ATTACHMENT H.PDF 11. NEW BUSINESS 11.A. Resolution 2024-041 Approving A Preliminary Plat And Rezoning For The Subject Property At 1700 West Highway 96 - Trident Development, LLC - Planning Case 24-015 (North Heights Lutheran Church) Elena Fransen, Senior Planner Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 12. UNFINISHED BUSINESS 13. COUNCIL/STAFF COMMENTS ADJOURN STAFF COMMENTS - 6A '!Tt -fi II�)EN_ HILLS MEMORANDUM DATE: September 9, 2024 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim 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 M� -ARDEN HILLS Approved: September 9, 2024 [DRAFT CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION AUGUST 12, 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, Tena Monson and Emily Rousseau Absent: None Also present: Interim City Administrator Jessica Jagoe; Finance Director Joua Yang; Public Works Director/City Engineer David Swearingen; and Assistant to the City Administrator/City Clerk Julie Hanson 1. PUBLIC INQUIRIES/INFORMATIONAL None. 2. RESPONSE TO PUBLIC INQUIRIES None. 3. AGENDA ITEMS A. Comp And Class Study Update Tessia Melvin of David Drown Associates presented a PowerPoint presentation and noted some changes from the handout the members received prior to the meeting. She shared the benchmark communities that were used in the study. Tessia Melvin shared a table that showed the City's overall market average is approximately 5% below the benchmark minimums and maximums, with a few positions being 10% or more under, which were shown in pink. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 2 Tessia Melvin discussed Job Content Evaluation explaining that the jobs are classified based on qualifications, decision making, problem solving, relationships, effort and conditions/hazards. She stated pay is decided by the Council and the City's pay philosophy. Tessia Melvin discussed the job classification changes she recommends based on the market benchmarks and the job descriptions where positions have additional duties that were not included before. Councilmember Holden thought there was a discrepancy between the slides showing four positions at 10% or more below market and the ten suggested job classification changes. Tessia Melvin responded that the four positions shown in pink are based on a comparison to the market. The classifications changes are based on the job descriptions, some of which have changed. Councilmember Holden asked about the Recreation Supervisor position. She wondered how the comparison was made when some of the other benchmark cities have much larger recreation programs. Tessia Melvin agreed that some of the other cities have much larger Parks and Rec programs but this recommended change is based the job description and the internal equity. Councilmember Holden asked for confirmation that when Tessia Melvin stated internally it was based on Arden Hills. Tessia Melvin confirmed. The recommendation was based on duties, accountability and budget. She clarified the market information tells where the City is in comparison to other cities and the classifications are based on an internal value to the City. She agreed some of the positions aren't comparing apples to apples, but based job descriptions specific to Arden Hills. Tessia Melvin presented four options the City has, showing the recommended market adjustments and the cost of implementation. Councilmembers asked for clarification on if Public Works was included in any of the options. Tessia Melvin confirmed that the Public Works positions were excluded from the study because they are union employees. Tessia Melvin concluded with a comparison table showing where the four options would put the City in the market based on pay philosophy and showed the cost for 2025. Councilmember Monson requested clarification regarding option three. She stated that if you add the 2%, there is more cost because the increase will happen up front, rather than changing the grid and the ability to step up. Tessia Melvin confirmed. She stated that option fixes the grid immediately, but you pay for it all at once. The other options slow it down because steps would be added. The benefit of this option is everyone gets the same and it's all done right away. Tessia Melvin stated if the cost is too much, but the Council likes the philosophy, the cost could be reduced if the Council decided to implement the adjustment in July. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 3 Councilmember Holden asked if currently there is 3% gap between every single step. Tessia Melvin confirmed. Councilmember Holden stated if a cost of living increase was implemented for someone who was not at the max, there would be additional cost because they would also get an extra step. She wondered if that was included in the calculations. Tessia Melvin confirmed the total cost does include the 3% cost of living increase and implementation into the step cost. Councilmember Monson wondered if information was available regarding how many current positions would be maxed out in 2025, 2026 and 2027. Tessia Melvin replied ten, currently. She said they would get the adjustment but no additional step. There would be other movement as others max out but she would have to look up and didn't have the information available. Councilmember Holden thought in comparison to other cities, Arden Hills is at 100%. She wondered how often the study needs to be completed. Interim City Administrator Jagoe believed it was every three years. Tessia Melvin confirmed it is mandated by the state to complete pay equity every three years. She said it is recommended that you look at the market every three years, as well, because it changes. She confirmed Councilmember Holden's statement that Arden Hills is at the average and its fine to stay there if that is the pay philosophy of the City. Councilmember Rousseau asked staff where they see Arden Hills needing compensation increase. She wondered if it was to recruit new hires or if it was for retention of current staff. Interim City Administrator Jagoe stated she believed it is both. It would be a tool to bring new people in when a position is posted but is also equally important for retention of current employees. Councilmember Rousseau wondered if it could be maneuvered around to include a 2% increase for entry level staff and adding 3% on the maximum. She wondered how that might land. Interim City Administrator Jagoe stated the negotiation usually includes an offer at the entry level steps. These increases could serve as an attractant for new hires. For current employees who might be maxed out, adding one or two steps will know they have movement vs. adding one increase and now they're still at the max. Councilmember Fabel asked if the total cost figures included just year one. Tessia Melvin confirmed that it is for 2025 and just includes the wage adjustment. It does not include PERA or taxes. This includes the cost of living adjustment, moving into the option chosen and any predicted step movement for 2025. Councilmember Holden stated we are a small city and said we'll never be able to compete with the larger cities. She is not happy with the cost of living being 3%. She thinks it should be higher. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 4 She said we can start people anywhere on the scale. We can give additional bumps if someone is exceptional. Councilmember Fabel sought confirmation that a new hire can be started anywhere on the scale, as appropriate, and that the City is at liberty to increase a person by more than one step for particular merit. Councilmember Monson thought we are using a lot of tools to try to retain people and we should continue to use them. She believes the question is what can be set as a policy? Market adjustment has to be done. People get a pay raise because there was a market adjustment. That doesn't forego their opportunity to receive the cost of living adjustment. She thought that was not one or the other, they are often hand in hand. She believes we are below market and have to catch up. She likes Option 1 because over half of the employees are maxed out and she would like to give them a runway. She also believes a policy should be in place that this grid is looked at every three years so there wouldn't be the need for the large increases. She thinks that we need to at least meet market but she would prefer to be above market. Councilmember Rousseau is interested in Option 1 but recognizes there may be some wiggle room in Option 2. Based on staff comments regarding recruiting/retention and knowing how competitive the market is, she would prefer to be able to compete with other cities, regardless of size. Councilmember Fabel would like to lean back against the thought that an employee ought to be paid more or less depending on size. He thinks the work that people do for this city is equally important, if not more, to the work done at larger cities. He likes the idea of us being above average. Mayor Grant stated that initially he favored Option 2. He said that it was established that we want to be about 4% or 5% above market. He is not concerned about the dollar amount difference between Option 1 and Option 2. He doesn't think we need to be a full 8% above market minimums and maximums but some progress needs to be made to be competitive. He reminded it is always at the Council's purgative to give an extra step and to hire at an advanced step if appropriate. He thinks maintaining at about 4% above average minimum and 5% above average maximum is appropriate. He favors Option 2. Councilmember Holden corrected that she didn't say anyone was less important because they didn't work in a big city. Big cities have a lot larger tax base and are able to pay their workers more money for doing the same job. She referred to Councilmember Monson's comment regarding we should have a policy to review this topic every three years. Councilmember Holden said there is a policy, because the state law requires it. She prefers Option 2 but would like to include a 5% cost of living increase this year which would equate to an 8-10% raise vs. 6%. Councilmember Monson stated the state law requires the internal pay equity study. Tessia Melvin confirmed the pay equity is required by state law. She said pay equity doesn't care about market competitiveness it only cares about the jobs and the classifications. A market review can be done whenever. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 5 Councilmember Monson stated the recommendation from Tessia Melvin is to do a market review every three years. Councilmember Monson clarified she believes the market review should be completed every three years as well. She believes increasing the cost of living adjustment is a budget issue. Between Options 1 and 2, there is a five thousand dollar difference and believes it would be worth the five thousand dollars to be that much more competitive in the market. Councilmember Holden reminded that figure is wages only. It doesn't include PERA, Social Security, or Medicare. It's more than six thousand. Councilmember Fabel stated if someone was maxed out now and we went with Option 1, they would continue to get raises for three years. With Option 2, after two years, they would be maxed out before getting to another adjustment. He believes Option 1 is the better choice so as long as this current writ remains in place employees will continue to see raises. Mayor Grant asked if Option 1 would put everyone 8% above the average. Tessia Melvin replied the pay grid is calibrated at 8% above average. Some employees will be slightly under and some will be slightly over. This is 8% average overall, not individually. Councilmember Holden asked if Option 1 is chosen and someone new comes in, would it be more likely to start them at entry level. Because starting someone at step 3 on the grid would be at step 5 now. Tessia Melvin stated most individuals aren't going to know the steps on the grid, they will know the wage that is posted. Negotiation is usually based off of where they are. Councilmember Holden said its public information. People know the grids. Councilmember Fabel wondered if there is a reason for nine steps. He asked if we increase the max by three steps, do we have to eliminate the three minimums. Tessia Melvin replied the average is eight to ten steps so having nine falls into line. Councilmember Monson thinks it's important to add the three steps and remove the bottom three because that raises the entry level wage which is more attractive for recruiting. Adding the three at the top end helps with retention. The minimums are already at 5% below market. Not eliminating the bottom three steps will stall that at 5% or more below. She thinks the adding and subtracting of steps is needed to stay competitive in the market. Councilmember Holden added that there used to be twelve steps but went to nine in an effort to give larger increases. Councilmember Fabel asked if there was data for total cost on year two and year three. Mayor Grant said Option 1 would cost $124,546 in 2025. Would the cost be $124,546 in 2026, as well? ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 6 Tessia Melvin said no. She would have to cost that out with the Finance Director to project those costs. Her goal is to figure out the pay philosophy and how fast Council wants to move. Then she can project all of those costs for budgeting purposes. She said they could project that out for all four options, but that cost could fluctuate based on new hires and separations. Mayor Grant also pointed the future cost of living adjustments aren't known so that will change any projections. Tessia Melvin added that the step increases happen on anniversary dates. So the budget impact will be staggered. Councilmember Monson stated she didn't think it was necessary to go beyond year one as there is too much movement. She likes Option 1. Mayor Grant summarized that three members like Option 1, with 2 members preferring Option 2, with some adjustment. He asked if everyone was okay with having it on the next City Council agenda. Councilmember Monson asked if it would be on consent. Councilmember Holden does not think this item should be on consent. She thinks people should know that staff are worthy of this pay increase. She thinks there should be a presentation. Councilmember Fabel agreed because a lot of people don't understand the step and grade, if they are not in the public sector. B. Legislative Priorities Interim City Administrator Jagoe stated that the Council requested to discuss legislative priorities. She pointed to the most recent Capital Improvement Plan (CIP). In the past Council has selected projects that they thought were good candidates for state funding. If the Council selects projects they want to pursue for future state funding, staff requests discussion on priorities. Interim City Administrator Jagoe pointed out the memo outlined various agreed upon processes, if the Council wants to mirror similar processes. She noted it is unclear if there will be a bonding bill next year. The agenda focused on priorities related to bond funding and larger capital projects. If Council wants to give priority to other legislative priorities staff can pass that on. Council may also wish to hire an outside lobbyist to assist in obtaining bond funding. Interim City Administrator Jagoe updated that Council requested that staff invite the state representatives to attend a future meeting. Those invitations were extended and are scheduled for the November 251h meeting. She asked for discussion. Mayor Grant said the memo is written as if 2026 is the bonding year but he thought funds may be available for 2025. He thinks it's not inconceivable that the legislature will choose to have a bonding year this year and double up with 2026. Councilmember Holden thought they will not skip two years. There will be a bonding or cash bill next year. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 7 Mayor Grant directed Council to discuss what is justifiable going into a bonding session. It's not about funding favorite projects. The goal is to get some funding relief for the City. Councilmember Holden asked about the Met Council Highway 10 project. She wondered if it was for the complete strip. She thought an option would be to go to the DNR grant, or other state bonding where we could get the boardwalk. She wondered how much money was received from Met Council. Public Works Director and City Engineer Swearingen updated that the Met Council Regional Solicitation Grant received initial recommendation from the Transportation Advisory Board which was $1 million. That is set to be approved by Met Council on August 281n Public Works Director and City Engineer Swearingen said Council directed staff to pursue the MNDOT Safe Routes to School Grant. Staff met with MNDOT last week and got really good feedback. The City was edged out by tougher competition. They were trying to spread the money around and the Safe Routes to School funds received for the Mounds View High School Trail may have played into the decision. They suggested that we resubmit this fall, as an additional $1 million in grants is available. This would push the construction year from 2025 to 2026. Ramsey County indicated they will be putting additional money towards that project but we won't know the amount until the TIP comes out in November. We can look into a DNR grant or something more specific for the boardwalk site. He can look into any grant options Council makes him aware of. Councilmember Holden asked what the total cost of the project is. Public Works Director and City Engineer Swearingen estimate for total project cost was S4 million. Councilmember Holden said the design is complete so that cost won't be recouped. Public Works Director and City Engineer Swearingen confirmed. He said at this point we're looking for $3.8 million or $3.9 million. Councilmember Holden calculated we would be short $2 million. Public Works Director and City Engineer Swearingen confirmed. He stated we would pursue the MNDOT grant this fall. He believed the application is due in November with the decision being made in February. Councilmember Holden asked if Rice Creek Watershed would give anything for a boardwalk. Public Works Director and City Engineer Swearingen replied that they could but they have a max pot of $300,000, with only $100,000 maximum being given per applicant. Mayor Grant asked how long we have to use the Met Council grant. Public Works Director and City Engineer Swearingen believed it is 2028 or 2029 and he will verify that. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 8 Councilmember Holden said it is five years to use the funds. She asked if there was any matching with Met Council or Safe Routes to School. Public Works Director and City Engineer Swearingen stated the Met Council match is 80/20 and there is no match for Safe Routes to School. He will need to verify but believes cities can use the Safe Routes to School to match the federal dollars. So you could apply it towards regional solicitation dollars for a match. Mayor Grant stated that trail has been a priority for us and if we have until 2029 to use the Met Council funds, it behooves us to try and line up other funding sources between now and then. Councilmember Monson wondered how the Highway 10 trail will play with the Lake Johanna Boulevard trail. She asked if we know if the Lake Johanna trail is in the county budget or if they have committed to a year. Public Works Director and City Engineer Swearingen stated 2028. He said the road work is in their TIP for 2028 but he doesn't think it includes the trail. There was a $2 million commitment from the county and the city if they would have gotten the Regional Solicitation Grant of $5.5 million. He will have to look at the TIP closer to see if they included the $2 million. But they are planning to do the roadway in 2028. Councilmember Monson thinks there should be a trail discussion regarding all of the options for Highway 10, laying out here are the years, here's Lake Johanna, here's what we know about the county. This would help figure out how we want to stagger them. She assumes Council should be looking at 2026 projects or 2025 projects that could be pushed to 2026. She asked about the force main discussion when the timing didn't work because the need was too urgent. Councilmember Holden said we should be looking at 2025, too. As soon as they pass the bonding bill, the money is available. We could easily put an RFP out and get the work done. If it's 2025 money, you can use it for three years. Councilmember Monson said that is helpful to know, looking at this project. She thought in the past we have been successful with sewer and water fixes. She wondered if anything on the list would be a good candidate, besides the trail. She thought the lift station rehab and trunk water main improvements with Roseville could be a good partnership. Mayor Grant said the trunk improvements with Roseville was $300,000 and then it ballooned to $900,000. Public Works Director and City Engineer Swearingen confirmed that was the estimated Arden Hills' cost. Mayor Grant said because of the escalation in estimated cost, there could be a narrative in there that we could sell. Public Works Director and City Engineer Swearingen added the genesis for that improvement is for future development for TCAAP. So that is a necessary upgrade to support TCAAP. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 9 Councilmember Rousseau returned to the Safe Routes to School conversation. The determination was based on data and scoring. She wondered if we should be looking at increasing the scoring by partnering with Mounds View School District. Public Works Director and City Engineer Swearingen said he will reach out to Mounds View School District to see if there is interest in doing Safe Routes to School on a larger scale. He plans to start that conversation this week, pending what we hear from MNDOT. He said we did score well, but they suggested that if we could boost the scores, that would be helpful. Councilmember Rousseau asked if MNDOT had any other recommendations or is that the space where we can get the most points? Public Works Director and City Engineer Swearingen stated they are looking to expand their own scoring. There is an All Abilities transportation plan through Ramsey County and MNDOT wants to see if they can include that into their scoring. So they are looking to expand it to more than just Safe Routes to School. Councilmember Rousseau asked if they might have different criteria in two years? Public Works Director and City Engineer Swearingen said it could be included this time around. That information will come out in late September. We will be looking at boosting the scoring based on the feedback we got last week. Councilmember Fabel asked for confirmation that the Lake Johanna Boulevard is planned for 2028. Public Works Director and City Engineer Swearingen confirmed. Councilmember Fabel asked if there were significant efficiencies that could be achieved by having the trail work done at the same time as the road work. Public Works Director and City Engineer Swearingen said yes. Ideally you would do it all in one plan set so it is all constructed at the same time. Councilmember Holden said we aren't just talking about Lake Johanna and Highway 10. She said we are hoping MNDOT is going to do the 51 trail. Public Works Director and City Engineer Swearingen confirmed. They reached out to the surrounding cities and agencies to inform us they are looking to construct that in 2026. Councilmember Holden wondered what the cost of the Lake Josephine trail will be. Public Works Director and City Engineer Swearingen said a rough estimate of City cost is approximately $100,000. Which would be a 50150 cost share with the county that they would match. Councilmember Monson there is a small stretch between Lake Johanna Boulevard and Elmer Anderson and she is surprised they didn't loop that in with the Lake Johanna project. Public Works Director and City Engineer Swearingen said they were going to but their pavement preservation program is repaving County Road E in 2026. They asked if there is interest in adding the trail facility there during that project in 2026. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 10 Mayor Grant asked if the trail is only 750 feet long. Public Works Director and City Engineer Swearingen said he was pretty sure, it's definitely less than 1,000 feet and the one on Hamline is even shorter, being 450-500 feet. Councilmember Holden asked if retaining walls would be needed. Public Works Director and City Engineer Swearingen said he would have to visit the site again to be certain but there is a ditch there so there will be some storm water improvements. Mayor Grant thought the estimated cost could be increased since we're in such a preliminary stage. Public Works Director and City Engineer Swearingen agreed it is very early but the said he thinks $400,000 total, including the 50150 split with the county is a safe estimate. Councilmember Monson said if the Minnesota 51 Trail connection will be $880,000 in our budget would be a good use of that money to go to these other trails in 2026. Even if the $100,000 and $200,000 city portion is low, hopefully that balances. Public Works Director and City Engineer Swearingen pointed out that $300,000 of that number was anticipated to come from grants. So direct city funds would be $580,000. Councilmember Holden said that if we go in and ask for TCAAP money, it will be really hard to ask for $1 million somewhere else. She said the county needs to get the money for Lake Johanna. If they give the money to the city instead of the county, it plays against other options. She thought if we are asking for TCAAP money, there should only be one other project in 2025. Public Works Director and City Engineer Swearingen plans to complete a condition assessment on utilities that cross Highway 51 to determine if replacement should be planned in 2026 in conjunction with the state's project. Councilmember Holden asked approximately how old the utilities are. Public Works Director and City Engineer Swearingen said they are around 50 years old but made with good material. He is unsure if the casing around them was extended when the highway was extended at the same time. He plans to explore that this fall. Councilmember Holden said that would be a good ask from MNDOT because they are redoing the road. Similar to how the City got money for 35W. Mayor Grant was present when they were doing the televising of that crossing. He reported what he saw and wondered what was needed in that area. Public Works Director and City Engineer Swearingen stated he spoke to Councilmember Holden regarding making sure utilities are replaced when we build a new road or trail. In 2026 or 2027, he will be doing a condition assessment of the water main that runs along Lake Johanna ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 11 Boulevard. There have been recent and more frequent breaks there. He said that is the method we used for the roundabout by going after the GO bond funds to get that funded and replaced. Councilmember Monson summarized that there are a couple things on the list with opportunity to align some of the work that may be a better candidate for state money. She asked if the trail or the sewer and water projects are priority. Discussion ensued regarding Safe Route to School. A determination should be received by February and the project would be $1 million short. Councilmember Monson would like to see a separate memo showing where the assumed money was. Councilmember Holden said there is a big increase in sewer prices. We need a legislator that will really push for it. She is concerned about 51. That will be big money if it needs to be replaced. Councilmember Monson would support looking at anything that's already running under a project like 51 or Lake Johanna. She thinks unless there is a really specific need for a trail, like for a school, it may not be favorable. The other requests are highly competitive so looking at absolute needs for the City is attractive. Councilmember Holden said everyone has MNDOT highways running next to their city and everybody is old, it's a balancing act. Councilmember Rousseau stated as a homeowner, it's not a great experience to have sewer lines fail on you. However, there seemed to be positive discussion regarding the Old Highway 10 Safe Routes to School. Explaining to the legislature it's a key connector for over 6,000 students between three schools could be successful. Councilmember Holden asked if there has been a request for legacy money for the boardwalk. Public Works Director and City Engineer Swearingen didn't think so. Councilmember Holden thinks water and sewer could receive general obligation bonds. The Legacy Fund is the DNR pot. Councilmember Rousseau thought in regards to the trails, the Lake Johanna and Old Highway 10 are a public safety need. Councilmember Monson suggest tabling the discussion until the state representatives visit in November. That would allow Council to discuss what the legislative priorities are going to be. That may help narrow the options already discussed. Councilmember Holden thought there should be clarity on the need when speaking to the legislators. Discussion ensued regarding priorities and timelines and delays on previous projects. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 12 Councilmember Monson summarized information on Highway 51 is forthcoming. The trail discussion and direction from the Governor are needed. Councilmember Holden asked about the Community Development Block Grant (CDBG), if we would get some money for some parks. Public Works Director and City Engineer Swearing stated the plan is to apply for it again in the spring, if it's available, for Arden Manor Court. C. HKGi Ordinance Review Engagement Plan Interim City Administrator Jagoe reminded the Council that previously HKGi presented the phasing and schedule for the ordinance review. After discussion with the Council, they put together a draft community engagement plan. The plan includes four phases for engagement. Part of that would start immediately after tonight's discussion. Phase 1 would be an initial introduction of the project to the public. Phase 2 would be additional engagement to include a website page, featuring ordinance revision in the newsletter, survey work, engagement with committees and commissions. Phase 3 might be a pop-up event. Phase 4 would be the final adoption of the ordinance, open houses and the public hearing. HKGi is requesting feedback from the Council on the engagement plan. They also want to know if there is anyone else they should target. She gave some examples. Councilmember Holden is concerned that there is no Community Development Director. She is worried about the timeline and the amount of work and not having the staff to deal with all the issues. She wondered when the phases would go. Interim City Administrator Jagoe replied that HKGi will be doing the heavy lifting on this. She will give them the feedback from Council but the consultants are the ones hosting the pop up events and putting together the survey. Mayor Grant said the personnel committee met and discussed this topic. This might be a project that needs to be paced and slowed down. His concern is HKGi will get started and then it turns out to be more than staff can handle. He wants to see this project paced so it won't overwhelm staff. Councilmember Rousseau thought this seemed good. She is sure the PTRC or the EDC might have feedback around ordinances, too. The EDC is starting to do some brief visits with businesses and that could be beneficial on a project like this. Councilmember Monson said she also has concerns about staff time but she is comfortable as long as staff is comfortable. Interim City Administrator Jagoe stated the engagement piece will be HKGi. As the project moves into the ordinance and development of the code there will be more staff involvement. Decisions like if there will be revisions to the existing code or is it a multitude of new ordinances. As far as the engagement piece, HKGi will do all of that. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 13 Councilmember Monson said we can start with August, do Phase 1 and staff can set the pace as we get into Phase 2. Interim City Administrator Jagoe confirmed and added the consultants will attend a joint work session in October and can discuss their initial framework and get Council feedback on what else should be looked at in Phase 2. The time frame can be set based on that feedback. Councilmember Monson is fine with the engagement piece, as outlined. Mayor Grant asked if the joint work session is Council and HKGi? Interim City Administrator Jagoe said it would also involve the planning commission. She said that work session will most likely be the second work session in October. Mayor Grant said when they engage the community he would like them to engage the whole community, not go back just to the planning commission. There needs to be a community wide survey. That is how we'll hear about the issues from the whole community. Councilmember Holden thought inviting former planning commissioners to the work session could be helpful because they are familiar with the different variance issues that should have had ordinances fixed when the variance was granted. The new commission may not have seen a lot of those issues. Mayor Grant agreed. Councilmember Rousseau thought that would be too large of a group who don't regularly work together. She thought Council members could reach out to certain individuals for their ideas and then the Council members could bring that feedback to the work session. Councilmember Monson said that since this is a very controlled effort, she would prefer to stay within the boundaries of the volunteers who are appointed today to do it. She thought a separate email to invite past members to complete the survey may be appropriate but she doesn't support inviting them in and participate on the same level as a current planning commissioner. Councilmember Holden believes that is limiting. You miss out on the experience former commissioners have regarding corner lots, streets, right of way. The campaign is to help eliminate variances. Former planning commissioners have seen examples and know what the issues are. Councilmember Fabel thinks the work session should include the people who are in the positions right now. They can solicit opinions from anyone. The deliberations should include the current planning commissioners. Councilmember Monson agrees the formal deliberations at the work session should be current appointees. Feedback from previous commissioners is welcome but it's not appropriate to bring them into the work session. Councilmember Holden thinks it's important to do this right and get all the information that we can. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 14 Councilmember Monson thinks we can still get the information from those people. Mayor Grant recessed the meeting at 6:48 pm. The Council reconvened the special work session at 8:48 pm. D. Rice Creek Commons/TCAAP Discussion This item was not discussed. E. Agenda Planning Mayor Grant proposed the August 19th work session is full. He discussed the August 26 session. For item one, he understands that a number of people are being invited so that should be left as it is. He asked if the T-Mobile Lease item was time sensitive. Public Works Director and City Engineer Swearingen said it is an item he would like to get going again but he is flexible. The current lease ends in April 2025. There is time but these things can drag on sometimes. Councilmember Monson thinks encroachment, code of conduct and possibly the T-Mobile one needs to be pushed. Mayor Grant summarized agenda planning, we always do. RCC is sometimes done from the Council bench. He doesn't know if code of conduct is time sensitive. Councilmember Rousseau asked which code of conduct is needing discussion. There is a committee one. She is concerned around the time sensitivities with youth commissioners and committee members joining and making sure adult volunteers act in a manner that would be conducive to those youth wanting to join other committees and commissions in the future. Councilmember Monson asked if discussion was needed for the committee one? Councilmember Rousseau said it has been looked at but it hasn't been moved to Council. She thought it could be mailed out and see if there are substantial changes. Mayor Grant agreed. Councilmember Holden thought the 19th was reserved only in case we couldn't get to the budget. She thought that date had been held, just in case. Councilmember Monson understood the budget was on the 19th Mayor Grant said the budget could be moved to the 26th. He said mailing out the code of conduct and Councilmembers can work with staff individually. Councilmember Rousseau asked if there was interest in an additional work session in September to tackle the door to door affiliation and other small items. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 15 Councilmember Holden said in looking at the list from staff, September, October and November those months are really heavy in operating budgets, levy discussion, State of the City. She would rather not introduce any new topics that don't directly impact the budget. Mayor Grant asked if everyone was okay with just three items on the 26th? That would include the tournament center, the T-Mobile lease and the encroachment update. Councilmember Rousseau said the PTRC is going to look at the encroachment update as part of the 2025 work plan. Councilmembers agreed to remove the encroachment update until a later time. Councilmember Holden would like to bring up the Mounds View skating item. She would like to see the City participate in the discussion and see what the ask is. All of our recreation programs are subsidized. Councilmembers agreed to discuss the topic on August 26th Councilmember Monson thought some of the items on the list could be removed because they are going to the HKGi process or have been completed. She thought the short-term rental ordinance would be part of that HKGi project. Interim City Administrator Jagoe said that could be part of that Phase 2. Rental licensing is part of a bigger discussion. Councilmember Holden said that's a whole department discussion to include additional staff. Interim City Administrator Jagoe confirmed. Councilmember Monson thinks trail prioritization should bump up costs and confirming timelines on bonding may be the topic for budget. Councilmember Holden disagreed. If we can get the money for Highway 10 before 2028, we can't do any ask until 2027 or 2028 for Lake Johanna. We don't even have a design ready. Councilmember Monson's concern is if we go really deep on Highway 10 and then the county comes in and says they want to do Lake Johanna. Would we just want to wait until that moment to see what the levy impacts were? Public Works Director and City Engineer Swearingen said we would know more in November. They are also waiting for a final determination from the Met Council grant award. Councilmember Holden asked if the Porta Potties topic is done. She thought we were going to put out the handicap ones where we could. Councilmember Monson asked if we want to just wait until the parks are replaced and improved, or do we want to do it now, across the board? Maybe that's a master plan item. Mayor Grant thought the parks master plan should be on the long-range discussion list. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 12, 2024 16 Councilmember Holden said there is money in the budget so that is not a long range. Public Works Director and City Engineer Swearingen will gather information on the scope for the parks master plan to get a cost range for what the City is looking for and bring that discussion back to Council. Through that discussion he hoped to have a contract signed in November. Then we can get it going right away in 2025. Councilmember Holden asked what PMP projects are for next year. Public Works Director and City Engineer Swearingen said next year is the park improvements. He will be designing the 2026 PMP, which is the Karth Lake Neighborhood. It's heavy on design for streets and construction for parks right now. Councilmember Monson asked about sound walls. Did he need direction from Council? Public Works Director and City Engineer Swearingen said he will just assume we will apply for it every year. Councilmember Rousseau wondered how other Council members wanted to deal with those single issues. Discussion ensued regarding items that can be removed, combined or need further discussion. 4. COUNCIL COMMENTS AND STAFF UPDATES None. I31a1/11r,14 Mayor Grant adjourned the Special City Council Work Session at 9:09 p.m. Julie Hanson City Clerk David Grant Mayor o -AR�ENHILLS Approved: September 9, 2024 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING AUGUST 12, 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: Interim City Administrator Jessica Jagoe; Finance Director Joua Yang; Public Works Director/City Engineer Dave Swearingen; and Assistant to the City Administrator/City Clerk Julie Hanson PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Monson moved and Councilmember Rousseau seconded a motion to approve the meeting agenda as amended. The motion carried (5-0). 2. TCAAP/RICE CREEK COMMONS UPDATE Interim City Administrator Jagoe stated since the last Council meeting, two JDA meetings were held, one on July 23rd and one on August 51h. The July 23rd meeting was intended to be a status update on the project. A number of items were covered, such as, the estimated funding gap, the State bonding bill not passing, and the status of the engineering design contact. The JDA also inquired about the ongoing work between Alatus and Twin Cities Land Development. At the July 23rd meeting, Alatus had not presented anything in writing to the County at that point; however, Alatus did provide a letter of intent to the County prior to the August 51h meeting, which was then discussed at a high level. The LOI includes what has previously been discussed, such as, Alatus putting money down with the County and then purchasing the land in its entirety following completion of mass grading and soil correction. The LOI did not include information pertinent to the City other than it reaffirmed that Alatus will be seeking TIF for future underground parking. Currently, the County is reviewing the LOI internally, we should have more info to provide following further discussion with the County. Also, for August 5th, the JDA received a ARDEN HILLS CITY COUNCIL —AUGUST 12, 2024 2 presentation from the energy consultant on their work to date and requested the JDA give direction on pursuing either a LEED certification for the site that considers a rating system for the whole community and has designed guidelines with third party certification, or the second option was for sustainable guidelines which the JDA would create. Following discussion, the JDA opted to go with pursuing LEED for Communities certification on the site. Councilmember Holden explained the City received financial information on TCAAP earlier this year and the City was roughly $200,000 in the red each year and all of the sudden the City was in the black. She stated after looking into this further, from 2012 to 2019, $1,000,000 was borrowed from the City's general fund and this funding was supposed to be replaced into the Arden Hills general fund. She indicated this $1,000,000 had been thrown into the TCAAP fund and now it appeared the City was in the black. She questioned who authorized the $1,000,000 going into the TCAAP pot. She asked when the City Council would have the opportunity to discuss TCAAP funding. She requested staff provide the City Council with a presentation on TCAAP finances. Councilmember Holden stated at the last JDA meeting there was a comment from one of the Commissioners that the City gave the County what they wanted. She questioned what the City gave them. She asked that staff provide the City Council with a list on what promises have been made. Councilmember Holden requested further information regarding what would happen if the cost was too high for the energy/sustainability goals and inquired who would make the determination on what was too high of a cost. Councilmember Holden commented it appears there would only be 10 affordable houses out of 400 homes on TCAAP and the remaining units on TCAAP would be apartments. She asked if the City had a position on affordable housing. Councilmember Holden stated she was concerned with protecting the City and questioned what the process was to protect the City from the agreement between the County and Alatus. Councilmember Holden indicated the City still has no protection on utilities. She stated she didn't know if there would be a public works building or any civic space. She commented she keeps hearing this was a partnership, but the development keeps being discussed between the County and the developer. Councilmember Holden commented further on how the City would be impacted if they had to bond for $40 million in 429 bonds, especially if these bonds were not repaid. Councilmember Holden stated if the developer wants to put a portion of the risk for TCAAP on the City and the County, she wanted to better understand the profit margins for Alatus. She reported Alatus has known about the soil conditions since 2016 and was now saying he needed to be paid for it. She indicated the water system has always been an issue on this site as well. She questioned who would be paying to move all of the pipes. Councilmember Holden discussed how the use of TIF would put the City further in the hole. She commented on how the spine road could have been installed through the use of MNDOT funds ARDEN HILLS CITY COUNCIL — AUGUST 12, 2024 3 years ago, but this didn't happen. She asked when the City began looking at the neighborhood infrastructure funding and when will the Council better understand this matter. Councilmember Holden stated she had so many questions and she did not have answers to these questions. She expressed concern with the fact the City would be put at financial risk through the TCAAP project. She indicated a resident spoke about the community land trust and how mortgages are done through the community land trust. She hoped that this project would not back away from providing affordable housing through this development. Councilmember Monson explained she did not have knowledge regarding the $1,000,000 that was borrowed from the general fund and she could not speak to this matter. She stated she agreed the proforma was a City function, but the project was not there yet. She indicated the project was working towards horizontal grading and infrastructure and then further discussions could be held. She reported the proforma would be brought back once there were updates. Councilmember Monson reported nothing has been decided behind closed doors. She indicated all discussions have been done out in the public and there were no promises that have been made that the City Council does not know about. Councilmember Monson explained the cost for a geothermal system would have additional costs. She stated decisions were still being made regarding the tradeoffs between a geothermal system versus natural gas. She believed there were grant funds available to assist with the cost for a geothermal system, which would greatly assist with moving this development forward in a sustainable manner. Councilmember Monson commented she agreed with Councilmember Holden and hoped that this development would have more than 10 affordable homes. She stated the project was working to have as much affordable housing as possible and noted she had not heard any objection from the developer or the County on this matter. She anticipated the amount of affordable housing on the site would depend on the funding that was available from the County, State and federal government. Councilmember Monson explained the County and developer were discussing a land purchase agreement. She reported the risk tolerance across all three parties, but in the end, the agreement would be between the landowner and the developer. She stated the City's role in this was TBD. Councilmember Monson agreed the City's special assessments bonds need to have a solution. She stated if this deal were to move forward, the land would be owned by the developer versus the County. Councilmember Monson indicated the JDA has not discussed a civic space to date. She explained she had not reviewed the RFP for the spine road and she was uncertain what the reference to "Save Arden Hills" was. Councilmember Monson reported the County would be covering the cost to move the well system. She stated Building 116 still has to be addressed. Councilmember Monson explained the developer would be requesting TIF, but she did not have an understanding as to what the ask would be. ARDEN HILLS CITY COUNCIL — AUGUST 12, 2024 4 Councilmember Monson indicated the JDA has not had discussions regarding neighborhood private infrastructure. She agreed this infrastructure should be managed by the developer. Councilmember Monson stated she believed the community land trust option was a great idea for the development, and anticipated this would be further addressed once the funding gap was resolved. Councilmember Holden explained she was not accusing anyone, but rather after reviewing the financial information from City Administrator Perrault, she understood $1,000,000 had been pulled from the general fund for TCAAP. She indicated she does not have the same information as Councilmember Monson does regarding TCAAP. She stated the City Council has not had a discussion regarding TCAAP, except when there were concerns regarding the loss of commercial business space. Councilmember Holden reported the information she had regarding the 10 affordable housing units was provided to the County recently from the developer. She commented further on the 429 bonds noting the City would not receive the funding until the parcels were split and the homes were sold. She reiterated that her comments were not accusatory in any manner, but rather she wanted to learn more about what was going on, especially when it comes to the finances that will impact the City. Mayor Grant commented he watched the July 23 JDA work session and to be clear the County has stated the $40 million gap, was closer to $38.4 million. He explained there was a City representative that stated the City has given the County everything they wanted. His question to this statement is what has the City received in return. Mayor Grant indicated because the development was more dense, the City was scoring lower on the energy resiliency score card. He stated this was unfortunate. He supported City staff speaking with the County regarding "Save Arden Hills" to learn more about who these people were. Mayor Grant explained he may not fully understand the land trust, but it was his understanding land would be placed in a trust and would then be turned over to Habitat for Humanity. He questioned how much would be placed in the land trust and how much would become affordable housing. Mayor Grant commented on the level of risk in doing this development, noting Arden Hills understood they would be responsible for the water tower and the trunk utilities. He stated it was never discussed that the City would be responsible for local roads. He indicated this was typically done by the developer and turned back to the City. Mayor Grant reported the concept of risk was discussed at the recent JDA meeting and noted he was interested to hear the City representatives acknowledging the amount of risk within this development. He stated acknowledging the amount or risk was the first step in properly managing it. He indicated this would be a difficult project and it was reassuring to hear people acknowledging this fact. Mayor Grant discussed the term sheet from several years ago, noting the terms within that document were completely different than what was being agreed upon today. He commented on how costs and densities have changed for the development. He encouraged residents to watch the ARDEN HILLS CITY COUNCIL — AUGUST 12, 2024 5 July 23 JDA meeting in order to learn more about this project. He stated he understood this was a difficult project that would involve financial risk. He supported the City Council further discussing the financial risk. Councilmember Fabel hoped that if residents were to watch the July 23 JDA meeting, they would listen closely to the context of the comments that were being made. He explained he made the comment the City had given into the County's requests. He reported the context was that the County was implying the City would be the banker for this development. He made it clear that the City of Arden Hills would not be the banker for this project, given the fact the property was owned by the County. He stated the City had made significant investment in this project by committing to the County's density. He indicated this was the reason he ran for office. He reported he had worked towards an agreement in 2023 to have 500 more housing units within TCAAP. He reported there was a potential for increased costs to the City for police and fire. He stated the idea that there was anything secret was simply ridiculous and have little to do with what was actually going on. He commented on the terms that were agreed upon in 2023 to move this project forward, noting the JDA has been committed to move this project forward. He discussed how project costs had increased dramatically due to the five year impasse that occurred when the City refused to compromise with the County previously. He stated interest rates and construction costs have since skyrocketed. He indicated the JDA discussed the potential use of bonds for the infrastructure work, noting these bonds could then be paid back through land sales. He stated these considerations were on the table for the County and the developer to work through. He explained as the terms are worked through this information will be brought back to the City Council for consideration. He noted TIF requests and other details will have to be addressed at a future time. Councilmember Holden explained she had listened very carefully to the JDA meeting and noted she asked her questions because she needed additional information. She understood Councilmember Fabel had stated the City was not a bank but she had also heard a lot of push back from the County. She indicated the City waited for 19 months for the County to come forward with a response, but this never occurred. She believed it was interesting that Councilmember Fabel stated he had negotiated the 1,960 housing units, when this number was brought forward by the developer. She indicated the previous term sheet was 22% affordable. She explained the previous JDA and City Council had vetted their numbers and were accountable. She stated the City had compromised and now supported the 1,960 housing units. She commented she could speak for hours about how the County had not come forward, no matter what the City had offered. She indicated it was curious how the developer came up with the number of units, being 1,960 and this just happens to be the same number the County came up with. Councilmember Holden reported the JDA had a subcommittee (JDA Advisory Committee) and she understood no one was allowed to attend these meetings. She explained she had questions regarding what was agreed to at these meetings. She stated this development would impact peoples lives and she was extremely concerned with how the City of Arden Hills would be adversely impacted. She stated she would continue to ask questions based on the concerns she had for the City. Mayor Grant stated with a compromise, there was generally a give and a take. He stated he wanted to better understand what City's take was in the compromise with the County. Lastly, he learned at the JDA meeting that the County would not bond for the funding gap. ARDEN HILLS CITY COUNCIL — AUGUST 12, 2024 6 3. PUBLIC INQUIRIES/INFORMATIONAL None. 4. RESPONSE TO PUBLIC INQUIRIES None. 5. PUBLIC PRESENTATIONS None. 6. STAFF COMMENTS A. Transportation Update Public Works Director Swearingen reported final paving has begun on the 2024 PMP project. He stated there were some scheduling conflicts this week and noted this project should be completed next week. Public Works Director Swearingen stated the Public Works patching project on Lake Valentine Road, Red Fox Road and Gray Fox Road would begin on Wednesday of this week. Councilmember Holden stated residents have been understanding regarding the delays with the 2024 PMP project and were looking forward to the project being done right. She encouraged residents with issues to contact staff with any concerns they may have. B. Elections Update Assistant to the City Administrator/City Clerk Hanson provided the Council with an elections update. She stated the primary election would be held on Tuesday, August 13. She reported Arden Hills would have two seats on the November ballot. She noted candidate filing information was available online from the Minnesota Secretary of State and at City Hall. She indicated the filing period closes on Tuesday, August 13 at 5:00 p.m. She stated those who have filed can withdraw by Thursday, August 15. Residents with questions regarding the upcoming elections were encouraged to contact City Hall. 7. APPROVAL OF MINUTES A. July 8, 2024, Special City Council Work Session B. July 8, 2024, Regular City Council C. July 22, 2024, Special City Council Work Session D. July 22, 2024, Regular City Council ARDEN HILLS CITY COUNCIL —AUGUST 12, 2024 7 MOTION: Councilmember Holden moved and Councilmember Monson seconded a motion to approve the July 8, 2024, Special City Council Work Session meeting minutes as presented, the July 8, 2024, Regular City Council meeting minutes as amended, the July 22, 2024, Special City Council Work Session meeting minutes as presented; and the July 22, 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 Accept Annual Review of Data Practices Policy C. Motion to Approve Resolution 2024-039 Accepting a Donation from the Arden Hills Foundation D. Motion to Approve Change Order No. 1 and Payment No. 1 (Final) — M&B Services Inc. — 2024 CIPP Lining Project E. Motion to Approve Change Order No. 1 and Payment No. 3 — S.M. Hentges & Sons, Inc. — 2024 PMP Street and Utility Improvements Project F. Motion to Approve Quote from Hydro-Klean, LLC — Nursery Hill Sanitary Sewer Repair and Lining G. Motion to Approve Professional Services Agreement Amendment No. 2 — Bolton & Menk, Inc. — 2024 PMP Street and Utility Improvements Project H. Motion to Approve Ramsey County Cooperative and Maintenance Agreement for Pond Dredging — Hamline Avenue at Colleen Avenue Stormwater Pond 2 MOTION: Councilmember Monson moved and Councilmember Holden seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried (5-0). 9. PULLED CONSENT ITEMS None. 10. PUBLIC HEARINGS None. 11. NEW BUSINESS A. Update to TCAAP Final AUAR and Mitigation Plan Interim City Administrator Jagoe stated at the July 22 City Council Work Session, Kimley Horn presented the 2024 draft AUAR update for a final review before approval. Council direction was to have Kimley Horn give a brief presentation and answer any questions at the next regular meeting before the adoption of the AUAR update. This update needs to be completed every five years until all the development in the area has been approved. The original AUAR was approved back in 2014 and updated in 2019. The AUAR will remain valid for an additional five years from the date of adoption. Following meetings with staff, Council, and the required public comment period, Kimley Horn has completed the update and put it forward for Council approval. ARDEN HILLS CITY COUNCIL — AUGUST 12, 2024 8 Rachel Haase, Kimley Horn, provided a brief presentation on the TCAAP AUAR updates and mitigation plan. She explained an AUAR was an Alternative Urban Areawide Review that addressed the environmental review process under Minnesota State rules, was completed by the responsible governmental unit (RGU) and was a planning tool used to understand how different development scenarios would affect the environment. She reported an AUAR evaluates different development scenarios rather than a specific plan while identifying potential impacts and mitigation strategies. She explained AUAR's have to be updated every five years in order to identify any changes that have been made to the development scenarios. Ms. Haase reported the original AUAR was completed in 2014. She noted the AUAR was updated in 2019 and again in 2024. She reviewed the two comments that were received on the 2024 AUAR from the Met Council and DNR. The two different development scenarios that were considered within the AUAR were further discussed with the City Council, along with the changes reflected within the AUAR update. The traffic study and trip generation within the two different scenarios was further reviewed as was the mitigation plan updates. She reported next steps for the AUAR included adoption by the City Council. Councilmember Holden requested further information regarding the trip generation from the site. Jacob Rojer, Kimley Horn, explained the trip generation numbers were just for people destined to the development and do not take into account other people at the intersection traveling to different destinations. Councilmember Monson requested further information regarding the typical nature of the two different scenarios approach. Ms. Haase stated AUAR's cover a range of development that includes the proposed scenario and a worst -case scenario in order to understand the higher levels of impact. Councilmember Monson asked for further information on how the A through F ratings for the intersections worked. Mr. Rojer explained intersections were given a grade similar to grades used in school. He stated an A is the least amount of delay and an F had the highest level of delay. He reported mitigation recommendations were not made until an intersection reached a D, E or F rating. He discussed how intersections have to be right sized in order to properly moved traffic levels while also considering what were the proper service delays for the public. He commented further on the tradeoffs for overbuilding intersections. Councilmember Monson requested further information on how the changes that were made to the level of commercial uses and residential uses would impact traffic flow. Mr. Rojer stated he would recommend site specific traffic studies being completed to this level, noting he had not analyzed the traffic flow from the site to this level of detail. Councilmember Monson commented there were many improvements that happened between 2014 and after 2019. She questioned how many of these improvements were prior mitigation measures. ARDEN HILLS CITY COUNCIL — AUGUST 12, 2024 9 Ms. Haase explained all of the mitigation measures were listed within the report in Section 5 of the AUAR. Councilmember Monson questioned how a Costco would impact the development versus a Target. Mr. Rojer reported in the actual traffic study, a discount super store would generate significantly more traffic than a big box store. He estimated a Costco would generate 8,000 trips per day or 3 million per year where a Target would generate 75% of that. Mayor Grant stated none of the traffic internal to the development had been evaluated to date. He explained the spine road was only 40% to 60% designed. He asked if the spine road were completed, could additional traffic analysis be completed. Mr. Rojer indicated he would look to do this as part of the final design plans. He reported when each parcel develops, numbers would be developed and the number of turn lanes would be determined at a future date. Mayor Grant thanked Kimley Horn for providing the City with a detailed document. He explained the comment from the Met Council indicates they do not expect any changes to their bus routes. Ms. Haase reported this was the case. Councilmember Fabel questioned if Kimley Horn completed the AUAR in 2014 and 2019. Ms. Haase stated this work was completed by Kimley Horn. Councilmember Fabel indicated the daily trips in 2024 was 3,200 fewer than the daily trips that were anticipated in 2014 and 2019. Ms. Haase stated this was correct. Councilmember Fabel explained there was less traffic in 2024 than was previously anticipated by the City Council. Councilmember Holden clarified the traffic study was only completed in 2014 and was not updated in 2019. Ms. Haase commented this was the case. Mayor Grant reported in 2014 the Met Council took issue with the transportation model. He asked if a different model was used in the 2024 AUAR. Mr. Rojer reported the latest modeling software was used for the 2024 AUAR that was accepted by both the County and Met Council. He indicated the AUAR did not receive a comment regarding this matter in 2024. ARDEN HILLS CITY COUNCIL —AUGUST 12, 2024 10 MOTION: Councilmember Monson moved and Councilmember Fabel seconded a motion to approve the update to the AUAR provided by Kimley Horn. A roll call vote was taken. The motion carried (5-0). B. Resolution 2024-040 Abatement of Nuisance at 1960 Glenpaul Avenue Interim City Administrator Jagoe stated due to a complaint, staff inspected the property at 1960 Glenpaul Avenue on June 17, 2024. Staff noted excessive vegetation growth in the rear yard and determined the property was in violation of the following subsection of City Code Section 602.02 Public Nuisance Affecting Health: • Subd. 6. All noxious weeds and other growths of vegetation upon public or private property in excess of eight (8) inches. Interim City Administrator Jagoe explained following the initial inspection, Staff sent a letter to the Property Owner at their address shown in Ramsey County Property Records requesting they correct the issue by June 25, 2024. A follow-up inspection on June 26, 2024, revealed the violation had not been corrected. As a result, Staff prepared a second notice on June 26, 2024, that outlined further abatement action may be taken if the violation was not corrected. On July 8, 2024, a third inspection was completed, and Staff deemed the rear yard of the property still to be in violation. Interim City Administrator Jagoe reported in accordance with the City's abatement procedures in Section 602.05 of the City Code, a certified letter was mailed to the Property Owner of record after each inspection. Based on the abatement procedures, the Property Owner was mailed a final notice, and this notice was posted on the front door of the Subject Property with a compliance date of August 1, 2024. On August 2nd, staff conducted an inspection, and no corrective action has been taken in the rear yard. The final abatement notice hand delivered to the Property Owner on August 5th identified that if corrective action was not taken by the stated deadline, the City Council would hold a hearing on August 12, 2024, to order the abatement of the above -described nuisance. Interim City Administrator Jagoe indicated staff has included as part of this report the 2020- 2022 aerial maps from Ramsey County GIS that show this area in the rear yard along Glenpaul Avenue had been previously maintained. An abatement order allows the City to hire a contractor to complete the work on the property and charge the cost back to the property owner. The charge is 125 percent of the cost of the work including administrative costs. If the charges are not paid, the charge will be certified against the property for collection with the property taxes. Staff is requesting the City Council issue an order for abatement of the property. Councilmember Rousseau asked for further information regarding the costs for this abatement. Public Works Director/City Engineer Swearingen stated he had not reviewed this item in depth to understand the expense. Councilmember Rousseau questioned if the City had received any response from the individuals at this property. ARDEN HILLS CITY COUNCIL — AUGUST 12, 2024 11 Interim City Administrator Jagoe reported Staff sent a letter to the individuals at this property last year and correction action was taken. She explained when letters were sent this year, the first couple letters were sent via mail and a code enforcement officer posted the third and fourth letters on the door. She indicated the fifth notice was delivered by the code enforcement officer and building official where a conversation was held with the property owner about the corrective action was discussed. Councilmember Holden inquired who would complete this work. Interim City Administrator Jagoe indicated this abatement work would be contracted out. Councilmember Fabel asked if the homeowner had a hardship. Interim City Administrator Jagoe stated she was not aware of any extenuating circumstances or hardships, nor did the property owner ask for additional time prior to abatement of the property. Councilmember Monson reported the property owner mows the front yard. Councilmember Holden stated she has driven by the property and there was someone living in the home. Mayor Grant commented this was an unfortunate situation, but he supported the City taking action to abate the rear yard. At 8:22 p.m., there were no members of the public present for the abatement hearing. MOTION: Mayor Grant moved and Councilmember Holden seconded a motion to adopt Resolution 2024-040 ordering nuisance abatement at 1960 Glenpaul Avenue for excessive vegetation growth not in compliance with City regulations. The motion carried (5-0). 12. UNFINISHED BUSINESS None. 13. COUNCIL COMMENTS Councilmember Rousseau explained she loved volunteering as this allowed her to connect with other individuals. She commented on the numerous ways she has volunteered over the years. She stated she serves as the City Council liaison to the Planning Commission, PTRC and EDC. She encouraged residents in the community to consider finding ways to volunteer and serve in the community. Councilmember Rousseau stated PTRC members had created a list of opportunities for the Arden Hills/Shoreview Rotary Club to support Arden Hills' parks. She indicated she attended the Vine & Hops event and where she learned about the Shoreview Adopt -a -Park program. She supported the City of Arden Hills considering a similar program. ARDEN HILLS CITY COUNCIL — AUGUST 12, 2024 12 Councilmember Fabel stated on July 31 he attended the EDC meeting as the Council liaison. He commented on how the EDC was working to meet with every business in Arden Hills. In addition, the group was discussing gateway signs. Councilmember Holden stated she was excited to learn the EDC was working to connect with local business owners. She explained when she served on the EDC, the group completed similar surveys with local business owners. Councilmember Holden encouraged Arden Hills' neighbors to check in with their neighbors as there had been a number of recent deaths in the community. Councilmember Holden explained she attended nine neighborhood parties for Night to Unite. She indicated there was a request for pickleball nets at Floral Park. Councilmember Holden reported everyone in Arden Hills should have received a postcard regarding their service line material. She stated the City needed to report this information to the Met Council and noted this was a mandatory task. Public Works Director/City Engineer Swearingen commented further on the Met Council requirement noting there would be federal dollars available to assist with lead pipe remediation. Councilmember Holden requested Staff speak further to the trees and the bags that were installed along side the trees. Public Works Director/City Engineer Swearingen reported the bags were used to assist with watering the younger, newly planted trees along Highway 96. Councilmember Monson commented on the $200 rebate that was available for residents that have purchased an energy efficient applicant. Councilmember Monson stated she attended the open house for the Arden Oaks and Freeway Park playgrounds. She explained the families in attendance visit both parks and want the parks to be different. She indicated the proposal would be to have one traditional park and the other being more nature based. Public Works Director/City Engineer Swearingen reported Staff was posting a live survey for residents to complete regarding the parks and information from the survey will be brought back to the Council at a work session in September. Councilmember Monson commented the Ramsey County Local League of Government has a subgroup called the CLAW which addresses climate action plans. She noted this group has organized a climate action plan workshop at the Shoreview Community Center on Wednesday, September 4 from 2:00 p.m. to 6:00 p.m. Mayor Grant stated the water conversation grant can be used for up to $200 for smart meters for irrigation systems as well as for water -based appliances. Mayor Grant commented on his service on the 911 Dispatch Committee. ARDEN HILLS CITY COUNCIL — AUGUST 12, 2024 13 Mayor Grant reported the PTRC would be meeting on August 20 and would be talking about pickleball nets in order to get some better nets for the City. ADJOURN MOTION: Mayor Grant moved and Councilmember Monson seconded a motion to adjourn. The motion carried (5-0). Mayor Grant adjourned the Regular City Council Meeting at 8:43 p.m. Julie Hanson David Grant City Clerk Mayor M� -ARDEN HILLS Approved: September 9, 2024 [DRAFT-,-, CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION AUGUST 19, 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, Tena Monson and Emily Rousseau Absent: None Also present: Interim City Administrator Jessica Jagoe; Finance Director Joua Yang; Public Works Director/City Engineer David Swearingen; and Assistant to the City Administrator/City Clerk Julie Hanson 1. PUBLIC INQUIRIES/INFORMATIONAL None. 2. RESPONSE TO PUBLIC INQUIRIES None. 3. AGENDA ITEMS A. Public Works Staffing Discussion Public Works Director/City Engineer Swearingen began the presentation on the proposed Public Works Department organizational chart modifications. The personnel committee was presented with this in July. It was supported to bring forward for council to consider Phase 1. The proposed organizational chart is in the packet. It is broken down to three phases. He has worked with the finance director to determine what the budget would be to implement Phase 1 and Phase 2. The discussion will focus on Phase 1. The proposed changes would create a Utilities Lead position and a Parks Lead position both reporting to the Public Works Superintendent. There would also be a Parks and Rec Manager position who would supervise the Rec Program ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 2 Coordinator. That position would be under the direct supervision of the Assistant Public Works Director. To help understand what the City's needs are today, and into next year, consulting services will be used. They will vary and change year to year as the needs fluctuate. The budget needs will be evaluated year to year. The proposed budget needs are for next year and that would likely change in 2026. The first year with the consultant there will be time needed to build these programs. Once the programs are established, they will be managed by city staff in future years. So, the need for consulting services will be reduced after the first year. Public Works Director/City Engineer Swearingen provided some primary duties for the Parks and Recreation Manager. This would give the City a true Parks Department. He provided the duties for the maintenance lead positions. A maintenance plan was attached to help understand the amount of work in each division. The division would work together to coordinate and determine how best to get the tasks completed. Public Works Director/City Engineer Swearingen said staff is asking for direction to implement Phase 1 in 2025. The recruitment process for the Parks and Recreation Manager would begin in September to have them start in January. Year 2025 looks to be a parks heavy capital project year, along with the Parks Master Plan. He would like to have that position filled at the beginning of that process. He would like to see the maintenance lead positions filled by the beginning of the year, too. This would give ample time for training and getting everyone up to speed before the projects will start up in the spring, as weather permits. Councilmember Fabel asked if the two lead positions would be promotions from within the current employees. Public Works Director/City Engineer Swearingen confirmed. Ideally, existing staff would be moved into those lead positions. The number of full-time employees would not increase. Councilmember Fabel clarified the Parks and Rec Manager position is a new position. Public Works Director/City Engineer Swearingen confirmed. Councilmember Fabel stated that in order to move forward with the visionary parks program that Council has recommended you need those people. Public Works Director/City Engineer Swearingen confirmed. The City will benefit from having someone who is very enthusiastic about parks. Councilmember Rousseau thought the presentation was thoughtful to set the City up for success for the projects we're looking at, for next year. She stated several years ago there were two people in a Park and Recreation role. She asked what that role used to be. Public Works Director/City Engineer Swearingen didn't think those roles had the same responsibilities that he is seeking for this position. This position would take the lead on park improvement projects, budgeting and planning for parks. Councilmember Rousseau stated there are a lot of residents who are passionate about trails. She wondered what he envisions happening with the trails development and improvements. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 3 Public Works Director/City Engineer Swearingen replied that the trail plan would continue. This person would coordinate closely with the consultant. He and Assistant Public Works Director Miller would still be involved from the technical level. The parks person will have the visionary enthusiasm to help produce the long-term planning for the trails. Mayor Grant summarized that the parks and rec position would take a fair amount of the work off current staff. Public Works Director/City Engineer Swearingen confirmed. He stated they supplement the parks department, as best they can. There is a quality of service that is lost when staff is spread so thin across other divisions. The service quality would be improved by adding this position. Councilmember Fabel pointed out that many cities similar in size have a full-time Parks Manager position. Public Works Director/City Engineer Swearingen confirmed. The list he provided was not cherry picked. Most cities have a separate Parks and Public Works departments. Councilmember Holden wondered if natural resource management would include buckthorn and evasive species management. She asked how he envisions this position taking on these duties. Public Works Director/City Engineer Swearingen said the latest parks maintenance policy was done in 2010. In that master plan each park is listed with what level of service each park requires. The person in this position would make sure that policy is followed. This would include working with Public Works staff to assist in managing issues such as buckthorn or contracting for services, as required per the parks maintenance policy. Councilmember Holden asked why rain gardens are listed under the parks. Public Works Director/City Engineer Swearingen said there is a cross connection between the basic functions of a rain garden. These are both a parks landscaping feature, as well as a Public Works storm facility. There are a lot of larger rain gardens within the parks. This position will lead the maintenance of the rain gardens. The City used to send out flyers and notices to residents to help guide them on how to maintain the raingardens in their yards. This position will ensure that program gets built back up and then manage it and get it back on a cycle. Councilmember Monson understands that Council is asking for a lot of things surrounding parks. It is time for the community to invest in the parks and natural resources. Having someone who can be focused and give their attention to those topics in a way that the residents want is an appropriate ask. The maintenance lead positions are appropriate, too. She thinks the cost for the consultants may be too much. She thinks it may need to be looked at closer and some of the items may need to roll to next year. Councilmember Holden is not against the proposed changes. She keeps hearing about a parks plan that council wants and she doesn't remember there being any real discussion regarding a master plan. She knows there have been piecemeal discussions on one or two items. She asked about the job description. It states, "manages recreation staff program". She would like to see the current programs enhanced and developed, for example, having a summer program at Arden Manor. Those kids can't get to Perry Park or Lake Johanna. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 4 Public Works Director/City Engineer Swearingen said that was great feedback. He stated it is not his area of expertise to know where to build that program. The idea will be that this position will come in and understand what the City is already doing and find where those programs need to be built up and facilitate those programs. He can make sure there is more of an emphasis on that as this position is being created. Councilmember Rousseau said during a meeting with Mounds View there was a discussion about increasing some partnerships for some of the rec programs. There was also discussion of a mobile unit, and she thought that would be a great resource for Arden Manor. Councilmember Holden stated the City has always partnered with surrounding communities on these rec programs yet she is not satisfied with the level of programs. There are less programs now then there have ever been in the past. Mayor Grant stated the maintenance leads will be current employees. A few hours may be lost to the planning function we aren't losing the employee to the work function. He pointed out page two shows an additional maintenance worker. He wondered if that is a TCAAP maintenance worker. Public Works Director/City Engineer Swearingen stated it is proposed in Phase 2 to add a full- time maintenance worker. He reminded Council about the Fleet Lead position was established in 2021. While he was originally against the creation of that position, it has been a great addition. He has been able to track the person's time and about 30% of their time is focused toward maintaining the fleet. In prior years the county was utilized for that function. The addition of the maintenance tasks has taken 30% of time that position used to spend on general Public Works related tasks. He thinks the time that is spent on these lead positions justifies adding a full-time position to get that labor piece back. Mayor Grant asked if the county maintenance rate has gone down. Public Works Director/City Engineer Swearingen said it's still a reasonable rate but spending $90 on an oil change is not ideal. Mayor Grant wanted to know what has made that program successful. Public Works Director/City Engineer Swearingen stated it is more organized. We have the data firsthand and we are able to manage the workload from maintaining the fleet more efficiently without having to reach out to the county for the data. There is one dedicated person to organizing all that information. Transfer of information and scheduling of the actual maintenance is easier to do. Mayor Grant asked why he was originally against the suggestion of a Fleet Lead. Public Works Director/City Engineer Swearingen stated it was new. He thought it might be easier just to go to the county. Staff ended up really liking the addition. Councilmember Holden stated the only issue she has is with the Parks Lead. She said it looks like the Park Lead will be doing a lot of the Public Works tasks, including natural resource ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 5 management, forestry and the whole list of items. She would prefer the Park Manager be hired before hiring the Park Lead. Those two roles need to be on the same page and the manager should have a say in who will be in that lead role. Public Works Director/City Engineer Swearingen stated technically there is already someone doing that role, to an extent. He thinks the Park and Rec Manager could learn from the Park Lead as to how the day-to-day maintenance functions go within the parks. Councilmember Holden summarized there will be someone coming in from the outside who will have all -encompassing knowledge from a lot of other places. Then someone from the City will tell them this is how we've done it. Public Works Director/City Engineer Swearingen clarified there are different types of maintenance. So, the manager is looking at improvements where the lead will focus on operations and maintenance. The Parks Lead will help develop the maintenance plan because they understand those smaller details. The Parks Manager shouldn't have to get down to that level of detail. Councilmember Holden pointed out that the manger will manage the parks maintenance policy so her assumption is that those two roles will work together to create that. Public Works Director/City Engineer Swearingen confirmed they would work together to make sure the tasks are successful. There are different levels of the projects. He said it is appropriate to have a Parks Lead position for what that person is doing. Mayor Grant stated this topic should be folded into item 3B as part of the 2025 Preliminary General Fund Budget discussion. B. 2025 Preliminary General Fund Budget Finance Director Yang stated the discussion will start with the 2025-2029 CIP Budget to wrap that up then move on to 2025 Preliminary General Fund Budget. Finance Director Yang reminded that the July 22 Special Work Session included initial discussions of the 2025-2029 CIP and since then, staff has made updates to various portions of the CIP plan. She presented a graphic showing the baseline and proposed fund balances that have been updated since the initial discussion. She noted the $188,483 change in the Sanitary Sewer Fund balance. She is proposing a 9% increase to cover the approximate $100,000 increase over 2024 to cover the Met Council wastewater charges. She has also included $136,436 of America Rescue Plan Act (ARPA) funding that was not included in the preliminary numbers. Per previous Council direction, staff is to utilize the remaining ARPA funding on sanitary/water infrastructure projects. That will offset some of the expenditures in the fund. Again, there is an increase on the wastewater charge, in addition to increases to other operating expenditures, for a total increase of approximately $560,000. Finance Director Yang noted a $175,000 increase for the sewer line rehabilitation project. There were some expenditure changes due to updated pricing assumptions. The 2025 number has been ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 6 updated from $415,000 to $475,000, an increase of $60,000. The 2027 figure increased from $580,000 to $695,000, an increase of $115,000. Councilmember Holden asked if the sewer lining needed to be increased. There is no grant money for 2025. Public Works Director/City Engineer Swearingen stated the public improvements for that grant opportunity go through 2025. Councilmember Holden asked for clarification if the bid would be increased by $60,000. Public Works Director/City Engineer Swearingen stated he increased that number by $60,000 based off the pricing he received this year for material cost. He adjusted it based off what the market is right now. Councilmember Holden thought the number was lower when we put the bid out. Public Works Director/City Engineer Swearingen stated he's doing more lining. This is the Glenarden Neighborhood. There is more 10-inch pipe then there was in the last one. It could still change; he was being conservative. Councilmember Holden clarified, even if we don't get grant money from Met Council, Public Works Director/City Engineer David Swearingen will still want to spend this money. Public Works Director/City Engineer Swearingen confirmed. He is proposing the project as it is right now. He can be flexible, if necessary. Councilmember Holden asked if a request for I/I money has been made for 2025. Public Works Director/City Engineer Swearingen stated he put us in the program last year and that will be reimbursed in January of 2026. Councilmember Holden asked how much of the $475,000 would be reimbursed. Public Works Director/City Engineer Swearingen answered it would be roughly 25%. When he applied, he put in everything in the CIP he had planned for during that timeframe. He can monitor it and see how the funding is going before he puts it out for bid. Councilmember Holden asked if that was the only project for Glenarden. Public Works Director/City Engineer Swearingen confirmed that is the only lining project in 2025. There might be some minimal lining in 2026 with the PMP but it's a new neighborhood. Mayor Grant assumed this project could be pushed. He said lining projects are one after another. Public Works Director/City Engineer Swearingen would get authorization from Council before he went out for bid on a project like this. Mayor Grant asked if the approach is still to do the worst first. He asked if we are caught up. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 7 Public Works Director/City Engineer Swearingen confirmed. After the Arden View neighborhood, this Glenarden neighborhood and the Venus neighborhood are the last real clay pipe neighborhoods that need to be sealed. There is a schedule for 2027, trying to line that schedule up for if Met Council does the program again. Councilmember Holden thought a lot of the pipes in the Venus neighborhood were replaced when the total reconstruct was completed. Public Works Director/City Engineer Swearingen said the water main was included in that reconstruction, the sanitary sewer was not. Councilmember Holden would not be in favor of this project unless Met Council money is received to help with the costs. Mayor Grant summarized the sanitary sewer fund, with the projects in 2025 and 2027, the 2029 fund balance would be $643,413. He asked if that was correct. Finance Director Yang confirmed that amount includes the sewer lining and the 9% rate increase. Mayor Grant thought it was supposed to be a 3% increase. Finance Director Yang stated it was 3% on the preliminary version. She adjusted to 9% based on the Met Council Wastewater charge increase. Mayor Grant asked if the increase was for the processing of the City's wastewater or if it is a fine for exceeding UI. Finance Director Yang answered for processing. Public Works Director/City Engineer Swearingen said they are increasing their rates which has to be passed on. Councilmember Monson asked if direction was needed regarding the increases. Finance Director Yang confirmed. She stated if Council is ok with moving forward with the 9%. Met Council is also anticipating future years estimated at 4-6% increases. Right now, future years are set at 3% and the fund balance reflects the 3% increase, not the 4-6%. Councilmember Holden thinks it's difficult to look at each of these separate when in the past it was looked at as what the increase would be on the entire utility bill. It is hard for her to justify increasing the sewer by 9% because that's what the Met Council wants, but we have a healthy surplus balance. Finance Director Yang explained that if the 9% wastewater charge is included in 2025 but we don't increase the revenue rate, there would be a fund balance deficit. Councilmember Holden asked if that was in the sewer bill. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 8 Finance Director Yang confirmed. Councilmember Holden said people's water bills are going to go up by increasing every single item in the sewer bill. Mayor Grant said the sanitary sewer will go up. This also assumes both lining projects will be completed. He thinks our rate charges need to reflect what the City is being charged or risk running the surplus balance to zero. Councilmember Holden asked if we have an I/I penalty anymore. Public Works Director/City Engineer Swearingen said no. We have been notified of some surcharges but the lining projects that are being done right now will satisfy any issues with the Met Council. Councilmember Holden asked if that is where the issue is. Public Works Director/City Engineer Swearingen said Met Council doesn't specify where you are to do the fixes. They just want to see that you are investing in that. Councilmember Holden stated if the I/I issue is somewhere else and there is leakage into the lakes, she didn't support spending money on Glenarden just for the sake of spending money. We aren't alleviating any of the I/I issues. There used to be a report that was broken out in sections, and it told where the problems were. Public Works Director/City Engineer Swearingen stated we receive notification when a meter exceeds a certain flow. The meter that is being exceeded is within the meter shed of this project. Councilmember Holden asked if there are other meters that are being exceeded. Public Works Director/City Engineer Swearingen replied no. Both projects are located within that meter shed. Through the televising, they have identified many areas that are contributing to I/I. He has projects planned through 2034 for I/I type rehabs. Mayor Grant asked what is next to be lined after the clay pipes are complete. Public Works Director/City Engineer Swearingen said there are old structures that are leaking in through the seams. Those will be addressed through the PMP, when they are found. Mayor Grant asked when the lining projects will be complete. Public Works Director/City Engineer Swearingen replied the lining is over $4 million. There is only a certain amount of linear feet to line. He has extended that through 2034. Councilmember Monson asked if the Council agrees that this project does not need to be done in 2025. We would only do it if we got the Met Council funding. She asked when we would hear about that funding. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 9 Public Works Director/City Engineer Swearingen stated last time, the process is you have to apply for whatever project you are looking to do. Say we'd like to be reimbursed for a certain quantity. You can get roughly 25% of the amount. It's a competitive process. Councilmember Monson asked if this is something that should be included in the budget, or not. Or include a portion with the assumption that we may not actually go after it unless the Met Council funding is approved. Mayor Grant stated if something is in the budget, it's not a guaranteed approval. Council can always delay a project if the funding is not received. Councilmember Holden said we've always gotten what we asked for. Public Works Director/City Engineer Swearingen said the last go -around we did not because it was very competitive. He thinks the way it was applied for, initially did not account for all the projects. His final submission included all of the projects, but they weren't identified at the original application. Councilmember Holden stated there was no money left over this time? She said in the past they have called to ask if we want more. Her question is, is there a way to split Glenarden if we don't receive a certain amount from the Met Council? Public Works Director/City Engineer Swearingen said yes. With lining projects like this, it's easy to section them out. Councilmember Rousseau asked when the Met Council grant will go through. Public Works Director/City Engineer Swearingen said the program runs through January of 2026. Then it would be the fall of 2026 if they open up another round. He can reach out to Met Council and see if he can get a better idea of the number of applications they've received to better gauge how competitive it will be. He will reach out this week and will forward the response to Council when he receives it. He noted the actual reimbursement amount was not known until everyone submitted invoices. Mayor Grant said that if the City is being charged 9% more, then we have to charge 9%. The Council could back it off by a percent and make it up next year. He asked if Council is okay with the 9%. Councilmember Holden wanted to know what the percentage is for the water. Finance Director Yang said water fund will be 3%. Surface water is also 3%. Councilmember Holden calculated that everyone's bill will increase by 15%. Councilmember Monson asked if the reason for the 3% increase in the other funds is because that is what has been scheduled, making this a standard increase on water and surface water. The sanitary sewer is recommended at 9% to cover the Met Council wastewater charge. She clarified that staff is seeking direction on if the 3% increases should continue, knowing that Met Council said it will be 4-6% in the future, moving forward. Finance Director Yang confirmed. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 10 Mayor Grant added these increases are based off rates, with the exception of the increases from Met Council. Finance Director Yang confirmed. Councilmember Monson asked if the 9% is just a one-time increase. She asked what happens to the fund if we were to do 5% or 8%. Finance Director Yang said she looked at 5% for the next three years. We would have a deficit for the next three years. She proposed the 9% to avoid the deficit. Councilmember Monson said going to 9% to ensure that the fund is equal to what is being spent is important. She would prefer to increase the subsequent years' rates to 4% to ensure that the money is available. Councilmember Holden asked about the surface water funding and wondered when the ponds will be dredged. Public Works Director/City Engineer Swearingen said he has all the dredging projects programmed in the C I P. They should be accounted for in these figures. Councilmember Holden asked if we are still in the positive. She thought it looked like in 2027 there is $800,000. Finance Director Yang confirmed. Mayor Grant outlined that the water meter replacement was included in the water fund. In 2029, there would still be $1.6 million. Finance Director Yang confirmed. Councilmember Holden supports keeping the water fund and the surface water fund at 3%. Then next year all three funds could be 4%. She clarified this year the sanitary sewer would be 9%, because that's what's being charged. Councilmember Monson noted that the size of the water fund and knowing that includes the spend on the large water meter project, she asked is there a reason there is so much money in the water fund. Public Works Director/City Engineer Swearingen said the water meter replacement will be around $1.5 million, programed for 2025 and 2026. Councilmember Monson stated it looks like we have $2 million. Councilmember Holden said it is because we have been planning for projects. We were reimbursed by the legislature over $2 million on water projects so we haven't had to spend that money. Councilmember Monson wondered if there was a more efficient way to use the money rather than just letting it sit in the water fund. Could those funds be moved to the sanitary sewer fund? Mayor Grant stated this is an enterprise fund. So he would not support trying to put it someplace else. Councilmember Monson thought this is a lot of money for us to just sit on. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 11 Mayor Grant said it must stay in the enterprise fund. It is possible to move them around and pay back later. But they cannot be used outside of the enterprise funds. Councilmember Monson stated she was recommending moving water funds to sanitary sewer but if there is a payback cost, then that's not ideal. Finance Director Yang stated that would have a cost. You would be borrowing funds from one enterprise to spend it on another. Councilmember Monson doesn't think we should continue to increase prices. Mayor Grant said St. Paul water has sent information that rates will increase as a result of their project. He doesn't believe we've seen what the new rates will be. Public Works Director/City Engineer Swearingen said our contract with Roseville expires at the end of this year. He has just started engaging with Roseville. They have provided a rough draft that reflects their new contract with St. Paul. He hasn't had a chance to review that yet. There will be slight increases with the new contract, he doesn't have the exact numbers at this time. Councilmember Monson said she would like to get more information on the water fund to fully understand how that money will be used. Maybe borrowing it to the sanitary sewer fund is not a good idea. However, she is concerned about that much money sitting there. Councilmember Rousseau thought consideration could be given to not increasing the water fund by 3%. Councilmember Monson thought it was probably safe not to bump the water. Councilmember Holden asked if the estimate for the replacement water main was on the conservative side. Public Works Director/City Engineer Swearingen said he thinks the estimate is right on. Mounds View just did theirs last year and he has been watching it closely. His budget reflects what they just went through. Councilmember Holden thought there is a chance a bid could come in under as this is a competitive project. Public Works Director/City Engineer Swearingen confirmed. Councilmember Holden said if we do 9% on the sewer fund, she's comfortable doing 3% or less on the water. We've been fortunate to get all the money from the bonding bill and MNDOT on the water projects. Mayor Grant asked if 9% and 2% are agreeable. Councilmember Holden said the surface water should be 3%. Drudging and cleaning all the ponds is a big project. She would be comfortable with 9% for sanitary sewer, 3% on surface water and 0-1 % on the water. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 12 Councilmember Monson would support 0% on the water. Council agreed. Finance Director Yang stated she will make the changes Council agreed to. She explained the changes to the other funds. Surface water has an $85,000 change in fund balance, primarily due to operating expenses over five years. Parks PIR fund had a negative impact of $123,125. The Hardcourt Rehabilitation Grant was adjusted down by $10,000. We included the parks master plan of $75,000 and included the City's match for the Hazelnut Park/Chantham NRMB and Floral Park projects through Great River Greening. Councilmember Holden asked where pickle ball nets would come from since they are so expensive. Public Works Director/City Engineer Swearingen wasn't sure what the PTRC is proposing. That discussion is forthcoming. Mayor Grant thought a medium net would be about $1,000. A more robust solution that is anti- theft and nicer to play with would come in around $2,000. Councilmember Holden said there needs to be something in the budget for the nets. We have gone through the trouble to paint the courts, we need nets. Mayor Grant agreed. It makes a bad statement to the public when we have painted the lines but there are no nets. People really want to play pickle ball. Councilmember Holden recommended budgeting $8,000 for 4 nets. Mayor Grant agreed. Discussion ensued regarding how many courts are in the City. Council agreed to allot funds for this discussion and see what the PTRC has planned. Finance Director Yang moved on to the equipment fund. There was a change of $35,350 all for project changes. Trade-in program Toro Z Mowers #473 and #474, an increase of $3,000 in 2025 and a decrease of $46,350 in 2028. Mayor Grant thought the Case 621 Loader was scheduled for 2025. Public Works Director/City Engineer Swearingen stated the chassis for the plow truck was pulled out. Mayor Grant asked how much that was. Public Works Director/City Engineer Swearingen answered $180,000. Finance Director Yang said if an item is not on the CIP changes list, there were no changes to the preliminary discussion. Discussion ensued regarding maintaining and repairing an existing truck or the need for a new one. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 13 Councilmember Holden asked about Toros. They are from 2021 and the replacement cycle is 5 years, she asked why they are on this year's budget and not next year. Public Works Director/City Engineer Swearingen said the current models were on a 3-year warranty. The new models have 5 years. Councilmember Holden asked if this equipment is under warranty, why are the repairs so expensive. Public Works Director/City Engineer Swearingen the repairs stem from operators hitting things that may damage the deck vs. engine repairs. Councilmember Holden said if we get new ones, the cycle for replacement will be 5 years. Public Works Director/City Engineer Swearingen confirmed. Councilmember Holden asked what the trade in value for the equipment in the 3-year cycle is. Public Works Director/City Engineer Swearingen there was an issue with delivery in 2021 so the equipment wasn't delivered until 2022. Councilmember Monson would like to wait until there is further discussion on the Levy before deciding on the Case 621 loader. Mayor Grant agreed. He stated that there was a time when Toros were not being purchased. He wondered if the alternate didn't hold up. Councilmember Holden noted that in the write up of the Bobcat, that the reason for the costly equipment and down time was due to heavy load. She asked why we would buy the same thing if we know that the heavy load wrecks it. Public Works Director/City Engineer Swearingen can investigate options. He thought the next best piece of equipment is too expensive. Councilmember Holden said there is an F-450 on the list that says "corrosion". She's wondering if that just means it's rusty. Public Works Director/City Engineer Swearingen stated he doesn't know what pieces of the truck are corroding. He pointed out that if there is too much corrosion/rust it will affect the resale value. Discussion ensued regarding the timing constraints for the current work session. Finance Director Yang stated the Public Safety fund increased by $19,252 driven by $40,000 increase per year for 2024-2027 to help offset future captain salaries. This will be transferred to the operating budget in future years. This levy will be set back to $200,000 in 2028. Charitable Gambling increased $150,000 from 2024-2029. Expenditure increases of $250,748, primarily for the transfer of $160,000 for the four years of captain salaries. Another $100,000 from 2028 to 2029 to cover two additional years of captain salaries. A slight reduction of $9,252 for the City's cost share from 24.4% to 24.2%. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 14 Councilmember Holden noted the main increase for fire was due to the six captains. She thought there was a Safer Grant for three years. She asked if the levy increase of $120,000 is for fire only or does that include police/sheriff, too. Finance Director Yang answered it's for fire. Councilmember Holden asked how much the cost -of -living adjustment (COLA) increase was. Councilmember Monson said we started putting money even though we had the Safer Grant. That's the $40,000 figure mentioned. There is a compensation increase on the captains, the part time officers, the part time firefighters and the full time, non-exempt overtime. Union negotiations have not been finalized. Councilmember Holden clarified there will be a COLA increase and a market adjustment. Councilmember Monson responded yes, for some of them. The full-time captains will have a COLA and a market adjustment. Part time officers is the hourly pay. Councilmember Holden asked if the increase is $40,000 in 2025. Finance Director Yang confirmed. Discussion ensued about the Public Safety budget and the timing of increases for new employees. Finance Director Yang stated the recycling fund assumed a 50% increase as a place holder. We will know more when the REP is in process. Councilmember Holden asked if this would give us an increase in the SCORE Grant. Interim City Administrator Jagoe said it would be minimal. Finance Director Yang opened discussion for the EDA Levy transfer. There has been discussion regarding gateway signs. The 2025 budget includes $270,000 for gateway signs. She stated the EDC thinks that money could possibly be transferred to some other fund. The need is not now and discussions on the topic will continue. The balance could possibly be transferred to the equipment fund. Mayor Grant noted there would be no impact to the levy. A decision does not need to be made today. If the EDA went out and visited companies and they expressed an interest in the gateway signs, the money is there. He thought the transfer could be made mid -year, if the Council chose to do that. Councilmember Rousseau said this is one area with flexibility. The EDC will be reaching out to businesses with in -person visits to engage businesses. That would be a good time to discuss what businesses are wanting. Councilmember Holden thinks if we aren't doing the gateway signs, we should pull the $270,000 from the budget. Councilmember Monson would also be open to pulling the gateway sign funding off 2025 or transferring it somewhere else. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 15 Councilmember Fabel agrees. He attended the EDC meeting recently and didn't hear any enthusiasm for the sign on 96 and Lexington which is what that number was assigned to. Councilmember Holden thinks we should pull it. She said when she did site visits previously what she heard was mostly public works items like curbs, fire hydrants, etc. She thought if we pulled the money out of the budget for this year we can put it back in next year based on the findings of the EDC in -person visits with the businesses. Councilmembers agreed to push the item to 2026. Councilmember Holden asked about the operation and Public Works staffing update. She asked if the $138,000 is based on this year's number. Finance Director Yang confirmed. She said the $138,000 included salary and benefits. Councilmember Holden noted they haven't negotiated their raises so she thought the number was probably closer to $150,000. She thought they will expect their raises to fall in line with what City staff received. Finance Director Yang stated this number includes a 3% COLA increase. It also includes 10% increase in health insurance. Councilmember Holden said that number needs to be increased. Finance Director Yang said she would use a mid -range estimate there. She made Council aware that the Public Works staffing is not included in the preliminary budget. That topic will be addressed during the general fund budget discussion. Finance Director Yang discussed the baseline, estimated ending fund balance by year. It includes the CIP fund, the PIR fund, Old Highway 10 and Lake Johanna Trails. The Highway 10 Trail has a $1.3 million city share and the Lake Johanna Trail is $2 million city share. Those are impacting the fund balances starting in 2026 through 2029. We would see a negative fund balance in 2028. Council has still not agreed on whether these projects will move forward. Finance Director Yang said the public safety fund includes the new fire station starting in 2025. For this baseline scenario, it doesn't have any additional revenue sources to offset the new fire station bonding. Council direction is requested. Finance Director Yang moved to the proposed fund balance per year. Building replacement fund has a levy proposal of $210,000. This would be a $110,000 increase annually. Finance Director Yang said the public safety fund assumes the franchise fee revenue source to offset the new fire station bonding at $375,000 annually. There is also a levy proposal for $260,000 which is a $90,000 increase annually. This includes the $40,000 increase to offset the captain's salaries. Finance Director Yang reminded that during the April 20, in-house discussion and at the May work session, the $455,000 funding gap for the CIP was discussed. With these updated project ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 16 expenditures, the funding gap is now $575,000. If Council chooses to move forward with using the franchise fee to offset the $375,000 debt service payment, it will leave $200,000. Councilmember Holden asked when the bond for the fire station will happen. Councilmember Monson said the plan is spring of 2025. Councilmember Monson asked about the equipment building replacement fund. There is an additional transfer to the levy from the EDA. She noted we're still bringing in $100,000 a year for that. So, the proposals may push that and redistribute this money. Finance Director Yang confirmed. She asked if there is direction from Council on a transfer of the $100,000. She explained that by delaying the gateway project to 2026, there is a $100,000 levy that is going to EDA for 2025. She asked if Council would like to transfer that to offset the equipment replacement fund balance or would they want to keep it in the EDA fund. Councilmember Rousseau thought the EDA fund was also used to offset staff costs, as well. Finance Director Yang confirmed it is. There is a healthy fund balance in the EDA so transferring $100,000 wouldn't cause issues to the fund balance. Mayor Grant asked if Council would like to use $100,000 to offset the levy or leave it in the EDA. Councilmember Holden thinks it should be used to offset the levy. Until the EDC comes up with a plan, it would be nice to use those funds in other areas. Mayor Grant agreed. It would be a way to smooth out the levy increase. Councilmember Monson is open to that for 2025 and revisit for 2026. Finance Director Yang asked for clarification that the Council would support moving $100,000 from the EDA to the equipment replacement fund in 2025. Discussion ensued regarding which fund should receive the $100,000. Council agreed to move $100,000 to the general fund for 2025. Finance Director Yang asked if Council had direction on future equipment building replacement fund. She is proposing $110,000 per year, moving into the future to ensure a positive fund balance. Councilmember Holden asked where the 2025 levy is. Mayor Grant stated there is a mathematical error. The number is 18.6%, not 17.4%. Discussion ensued regarding completing the discussion items before deciding about moving the money to the general fund until the bigger picture is clearer. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 17 Finance Director Yang said the public safety fund assumes the franchise fee revenue source to offset the new fire station bonding at $375,000 annually. There is a levy proposal of $260,000. This is an increase of $90,000, to include $40,000 to offset captains' salaries and $50,000 to balance the fund balance. Councilmember Holden stated if we do the bonds and we get a really great rate, will we bond less than we need or are we going with the lower rate. Would it be ideal to keep it at $375,000 and pay it off early? Mayor Grant asked if $375,000 covers it. Councilmember Monson said it wouldn't impact the levy either way if we do franchise fees. Mayor Grant said we raise franchise fees or we could leave it at $375,000 and if it's short, you could use the cash fund for the rest. Councilmember Holden said she is trying to figure out how we'll pay for Lake Johanna. We have to wait to see if the county is going to do that. Public Works Director/City Engineer Swearingen said he received additional information regarding Lake Joahnna Trail. The county is going to do an RFP for design and public engagement in late 2025. They are budgeting to do that work late next year. Councilmember Monson asked about the $375,000 annually. This assumes the station will be $20-$25 million. We will pay roughly a quarter of that. Is the $375,000 for a $5 million bond? Finance Director Yang thought it was $4.1 million. She asked if Council is okay with the $90,000 increase annually to balance this fund. Councilmember Monson asked what percentage it is increasing by now. She understands that we need to pay more every year. She said she is fine with the $90,000. Mayor Grant asked for explanation on the levy proposal of $260,000 plus $90,000 from previous. Finance Director Yang said the levy was set at $170,000 in 2022. It was increased to $220,000 in 2023. Last year that amount was transferred to the equipment replacement fund. That left $40,000. We'd get it back to the base amount of $170,000, plus the $40,000 for the captains to get it back up to $220,000, and $50,000 more to get to the $260,000. Councilmember Monson doesn't see any other option. We have to pay our fire and police. She would like to see that fund healthy. Councilmember Holden asked what the transfer to the cable fund was. Finance Director Yang said that is similar to a transfer that was done in 2024. There are cable franchise fees coming in, but those fees are not enough to offset the operational expenditures. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 18 Finance Director Yang provided a Municipal State Aid (MSA) summary. We have anticipated $315,000 of allocation annually. We are up for advancement in 2025. She pointed to the balance and the projects that will use the funds. We are underfunded but will be wholly funded by the beginning of 2044. There are enough projects in the queue to utilize the MSA funds. Mayor Grant asked when we take an advance, do we have to be no more than five years in arrears. Public Works Director/City Engineer Swearingen wasn't sure what the current rules are. There have been some changes. He will look into it further. Councilmember Holden asked where we are now. She thought we borrowed up through 2026. Public Works Director/City Engineer Swearingen said we just started getting funds again this year. We are paid back. We will be able to use those funds towards eligible projects costs. Councilmember Holden asked how much we have. Public Works Director/City Engineer Swearingen stated if funds come in, we have a place to put them. Right now, the balance has been funded by the PIR account. Now that we're receiving funds, we can throw it at the balance because it's an MSA eligible item. Mayor Grant asked if there is a backlog to apply to. Public Works Director/City Engineer Swearingen confirmed. Basically, the MSA is paying back the PIR. Future projects are designed as if we're putting state aid dollars toward them. Councilmember Holden asked how we can be taking the 2024 $315,000 when we haven't paid back all the other MSA. She thought we used MSA for Glen Paul and the roundabout. Public Works Director/City Engineer Swearingen confirmed the right of way costs were eligible for that. We didn't use MSA dollars because we don't have any. We funded with PIR. Now we're paying ourselves back with the MSA. Discussion ensued regarding a table included in the presentation. Finance Director Yang explained the balance is underfunded. This means that our project expenditures exceed the MSA allocation. Finance Director Yang discussed the CIP funding update. The $575,000 is the updated funding gap. We will move forward with a franchise fee. She asked when Staff could anticipate an implementation date. She stated if the plan is to start collecting those fees in January 2025 an ordinance would need to be passed 90-days prior. So by October I". She asked if January 2025 is the timeline? Councilmember Monson thought maybe 2026. She wasn't sure when the bond payments are. She thought if we got the first bond payment, then Council can discuss if this will be done this year or wait until 2026. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 19 Councilmember Rousseau asked when the levy needs to be finalized. Finance Director Yang said the end of September. Mayor Grant clarified the preliminary levy is September and the final levy is in December. Finance Director Yang confirmed. She offered that Xcel Energy could be invited to give a presentation on the franchise fees. It is up to Council if we hold a public hearing. It's not required. Mayor Grant said he would like to hear back about the bond payment schedule. One thing was clear from previous discussion is that the franchise fees will be dedicated for the new fire station, only. Councilmember Holden didn't know if that was agreed to. Discussion ensued and Councilmembers agreed the franchise fee funds will be dedicated to the fire station, only. Councilmember Monson said she would like a separate public hearing along with some additional communication to the public. One of the concerns is that just because we can do this without a lot of public engagement, doesn't mean we should. She would like to see public engagement, even if it's not required by law. Councilmember Rousseau thought having the public hearing on a light agenda meeting is preferable. Discussion ensued regarding upcoming agenda items and the timing of the public hearing. Finance Director Yang presented the 2025 General Fund Budget. The City is required to adopt the maximum tax levy by the end of September. The tax levy for the City supports the general fund. She shared the overall general budget fund summary. Currently, there is a 13.9% tax levy increase. The general fund balance is not balanced. There is a net change in fund balance of negative $249,062. That is $7,000 over the 2024 budget. In order to balance the budget for 2025, the levy will need be 18.6%. Historically the City has underbudgeted in expectation of future proj ects. She shared a chart showing the sources of revenue. It is set to $6.4 million which is an increase of 8.6% or $514,000. The primary change is due to the tax levy increase of $580,349. Overall, licenses and permits and charges for services are expected to come in under budgeted revenue around $200,000. Councilmember Holden asked if the National Guard is going to start the permitting process in 2025. Interim City Administrator Jagoe confirmed we have been told 2025. She said in the past the federal government have always pulled permits but aren't required to. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 20 Finance Director Yang said licenses and permits are set to the 2024 budget, however, an adjustment for 2025 may be appropriate. Charges for services is set to the 2024 budget. Franchise fee is expected to come in at about $57,000. That's under budget by $70,000. An adjustment may be appropriate here, too. Councilmember Holden asked when will the North Heights project start. Interim City Administrator Jagoe anticipates that in 2025, given the timing of the land use reviews. Project review won't be until early 2025. Councilmember Holden thought that could make up some of the deficit in permitting. Mayor Grant didn't want to predicate anything on that project moving forward. Councilmember Monson said a takeaway is that the revenues for 2024 are unlikely to be as high as we thought. Finance Director Yang shared a chart showing the general fund revenues for the previous three years, current year budget and the 2025 proposed budget. The prior three years general fund revenues average $5.3 million. There was a dip in 2022-2023 due to fewer building projects . The primary change in 2025 is due to a tax levy increase of $580,000. Finance Director Yang shared expenditures by department. They are expected to be approximately $6.6 million. This is a 9.6% increase over the 2024 budget or $580,349. This does not include a $50,000 transfer to the cable fund. Finance Director Yang shared expenditures by type. There was a comparable increase in both personnel services and other services and charges, which are the police and fire contracts. Finance Director Yang shared a bar graph showing the general fund expenditures for the prior three years, current year and the proposed 2025 budget. The general fund expenditures have averaged $5.2 million. The 2025 expenditure is proposed to be a little over $6.6 million. Finance Director Yang discussed personnel services. For 2025, it is set at $2.2 million. This is a 9% increase or $181,000 over the 2024 budget. This includes a 4% market adjustment, equivalent to implementation into the grid for the comp study. That is about $50,000. Also included are step increases and allocation changes, which are about $54,000. A 3% COLA impact of about $50,000, along with insurance and benefits and work comp insurance. She reminded this does not include any public works staffing updates. Finance Director Yang said supplies and materials are in line with 2024 budget. Finance Director Yang said other services and charges are expected to go up by almost $400,000 or 10.2%. There is an $86,000 increase for general government, primarily for permit software conversions. The elections contract is going up by $21,000. That is due to increased participation in absentee voting, training, changes to the MN election law and extend hours. Councilmember Holden asked about a figure of 67%. She didn't think the calculation is correct. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 21 Finance Director Yang stated the item is not going up by 67%. That is the makeup of the total public safety changes. There is a total of $250,000 in total public safety changes. Finance Director Yang said public safety is going up $208,000. Ramsey County Sheriffs is going up by $140,000. Lake Johanna Fire contract is going up by $73,000. Ramsey County Dispatch is up by $3,200. Public Works is seeing an increase of $101,000 primarily due to street maintenance. No real change is happening in Parks and Recreation. Finance Director Yang shared a chart showing tax levy history. The City's tax rate has averaged about 25.73%over the last 10 years. This is due to the estimated market values on properties. She doesn't have numbers for 2025 yet. There is an upcoming meeting with city finance directors and Ramsey County. She will have additional information on preliminary numbers after that meeting. Finance Director Yang showed the proposed tax levy. The general fund levy is $580,349 or 12.5%. The CIP tax levy proposal is $160,000 or 28.6% change. Equipment, building replacement is set to decrease by $60,000. There is no change in PIR. The $75,000 parks master plan is accounted for in the fund balance change. Public safety is set to $260,000, an increase of $220,000 over 2024. Finance Director Yang stated this is an overall tax levy increase of $740,349. A 0.5% change in the tax levy equates to $26,550. Councilmember Monson asked if the $100,000 EDA money that was discussed, will move into the general fund. Finance Director Yang confirmed. Councilmember Monson asked if the equipment and building replacement amount of $210,000 might change depending on what they choose to do on the case loader. She asked where the Public Works staff will go. Finance Director Yang replied it is in the general fund. Councilmember Rousseau asked about the $270,000 for the gateway signs. Finance Director Yang replied that will be pushed to 2026. Councilmember Monson asked if that will decrease the general fund requirement. Finance Director Yang said it will adjust the CIP fund balance, but it would not impact the levy. This discussion is focused on the levy. Councilmember Monson asked if the PIR fund assumes two trails. Finance Director Yang said no. She shared an updated slide showing the tax levy assumption grid. This includes the CIP levy changes as well as the underfunded levy cost. Looking at the general fund costs, the impact to the levy is $580,349. This does not include Public Works staffing changes. Personnel costs impact is $181,000. The transfer to cable fund is $50,000. She showed the increase to the Ramsey County Sheriffs contract, increase to the Lake Johanna Fire Department increase in election services, and the increase to the Ramsey County Facility Maintenance. One time comp study savings at $17,500. The street maintenance program for seal ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 22 coating $105,000. Permit software conversion of $60,000 and other general fund budget areas with $38,000 of savings. All of those savings account for the $581,000 change from 2024. If we account for the equipment, building replacement savings of $60,000 and the public safety increase of $220,000 that gets the total general CIP fund change of $740,349. That total gets us to an underfunded balance of $249,062. The $580,349 levy will cover overall expenditures. It does not account for any of the anticipated revenue shortfalls. Finance Director Yang said to balance the budget we need to add the $249,062 to the $740,349 for a total balanced budget levy of $989,411. Finance Director Yang shared a handout showing a comparison of property taxes. She created four different scenarios to help show how these changes will impact the overall levy. Finance Director Yang shared scenario 1. That includes everything discussed tonight. Councilmember Holden asked if we pay the state annually for election services. She thought we pay the same amount every year under contract. Finance Director Yang said it has been stagnant but this year it increased. Finance Director Yang shared scenario 2 which includes everything in scenario 1 plus the Public Works staffing updates and the new station, if we were not to move forward with the franchise fees. Councilmember Holden wondered what it would look like if scenario 2 didn't include the fire station. Finance Director Yang didn't have a graphic but had those numbers. The tax levy increases for scenario 1 plus Public Works staffing would need $6.4 million; a tax levy increase of 21.1% to be fully funded. Councilmember Monson clarified that is to be fully funded. She asked what it would look like if we just funded the expenditures. Finance Director Yang said expenditures only would be 16.4%; a tax levy increases of $872,000. Councilmember Rousseau asked about the comp study, the Mounds View Hockey and the pickleball. Finance Director Yang doesn't have that scenario broken out. Discussion ensued regarding the items Council would like to see broken out in different scenarios. Finance Director Yang will calculate the scenarios and bring them back based on the feedback received during the discussion. Interim City Administrator Jagoe asked if Council wanted the consultant for the comp and class study to return for another presentation. She didn't remember there being any specific ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 23 information Council wanted her to bring back. She asked if there was direction the Council would like to give on moving forward with either of the options. Council determined they didn't need an additional presentation. Interim City Administrator Jagoe summarized no additional presentation is needed and Finance Director Yang will work the figures for Option 1 into the next preliminary budget numbers. Councilmember Holden asked if Council needs to approve an option. She remembers a conversation where the item would be on consent. She thinks it's important to tell the public how the decision was made and why. Interim City Administrator Jagoe thought we can break out the detail to show how Option 1 was selected. If we can show how Option 1 is captured in the preliminary budget numbers that should satisfy for discussion. Council agreed. Finance Director Yang asked if there was any further direction from Council on any of the items. Councilmember Holden asked when Option 1 would start. Interim City Administrator Jagoe understood that would be implemented on January 1, 2025. Mayor Grant asked if that would make every employee's anniversary date January 1. Interim City Administrator Jagoe stated the way it was presented is that the scales would be adjusted on January 1 and employees would have their annual step on the actual anniversary date. Discussion ensued regarding future work sessions for budget discussions and what items still need to be discussed. 4. COUNCIL COMMENTS AND STAFF UPDATES Councilmember Rousseau noted the upcoming Rib Fest Event. We are hoping the Beyond The Yellow Ribbon will help by placing signs around Arden Hills. She wondered if we can also get some signs outside City Hall or at some of the parks. They were talking about having signs out September 17-22. Interim City Administrator Jagoe said they asked to do this last year, but it didn't fit into the sign ordinance. They put the signs up for a day last year. There is no exemption to allow for that type of signage. Councilmember Holden shared that the Lions had their community event. It was well attended, and it was a nice event. She only saw a handful of people from Arden Hills and thought it should be better advertised next time. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 24 ADJOURN Mayor Grant adjourned the Special City Council Work Session at 8:00 p.m. Julie Hanson City Clerk David Grant Mayor M� -ARDEN HILLS Approved: September 9, 2024 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION AUGUST 26, 2024 5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL DRAFT Pursuant to due call and notice thereof, Councilmember Brenda Holden called to order the Special City Council Work Session at 5:15 p.m. Present: Councilmembers Tom Fabel, Brenda Holden and Emily Rousseau Absent: Mayor David Grant and Tena Monson Also present: Interim City Administrator Jessica Jagoe; Finance Director Joua Yang; Public Works Director/City Engineer David Swearingen; and Assistant to the City Administrator/City Clerk Julie Hanson Interim City Administrator Jagoe stated with the excused absences of Mayor Grant and Councilmember Monson, she was asking for a motion from the Council for the appointment of a Temporary Chairperson. Councilmember Fabel moved and Councilmember Rousseau seconded a motion to have Councilmember Rousseau serve as Temporary Chairperson. The motion carried (2-1). 1. PUBLIC INQUIRIESANFORMATIONAL None. 2. RESPONSE TO PUBLIC INQUIRIES None. 3. AGENDA ITEMS A. Minnesota Tournament Wellness Center (MTWC) Introduction Temporary Chairperson Rousseau welcomed the presenters and asked them to introduce themselves. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 2 Jim O'Keefe thanked the Council for inviting them to share additional information about the Minnesota Tournament Wellness Center (MTWC). He introduced his brother Shawn O'Keefe. MTWC was referred to Arden Hills as a potential location for this venture. This would be a sports tournament venue. They believe there are some potential sites in Arden Hills that would be a good fit for this community, surrounding communities and the county. No site has been decided upon. He introduced his partners with Sports Facilities Company and Populous Architecture. MTWC thinks this could be transformative to the community. The design and planning of these sports venues are intended to be tourism makers and can have expansive long-term economic impacts. With their presentations, he hopes to answer two questions: 1) Is the MTWC an economic and community wellness anchor that will transform this area and 2) If the answer to question 1 is yes, how do we overcome any challenges to find the right location? This could bring hundreds of thousands of people into the community, spending their time and money here. He believes they have an unparalleled team to help answer these questions. When you build a sports tournament venue for youth, Sports Facilities Company is the first call you should make. They have 30 plus years of experience in bringing these types of venues to local communities. The team at Populous Recreation Markets are world leaders in one -of -a -kind sports destinations. They transform communities. He wanted to share a vision statement. "Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well maintained infrastructure, fiscal soundness and a longstanding tradition as a desirable city in which to live, work, and play." He believes that vision statement nests perfectly with what they want to bring to Arden Hills and the surrounding communities. Dan Orton, Vice President for Pre -Development for Sports Facilities Company began his presentation. He is involved in the advisory, development and management of youth and amateur sport facilities. They exist to improve the health and economic vitality of communities and the people in the communities. They do that through empowering great decision making from a data perspective, developing facilities and managing those facilities to create great outcomes. They work with public, private and institutional clients. He provided an overview of their company. They empower communities and help them consider how to serve their communities for tourism as well as for local recreation. Their youth and amateur sports facilities range from some of the largest sports tourism destinations to local seasonal water parks and aquatics. They are well versed in different sports and activities. They focus on community impact and participation. He shared a graphic and described how a project moves from concept to a finished venue. This process takes about 2-3 years, on average. They are involved in the owner's representation every step of the way. They design the facilities with operations in mind to maximize revenue generation. Their corporate structure is designed to manage facilities. Headquarters support center includes operations, accounting, marketing, event sales, recruiting team development, IT, legal ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 3 risk and programming. These departments support the facilities that are managed across the country. Corporate resources are supporting the on -site staff. They drive 25 million guests to their facilities, with a $250 million economic impact, annually. He shared examples of two existing facilities. There are different ways these facilities can be developed. The trend is around sports facilities and recreation anchoring mixed use developments where the private and public play a role in a partnership to help these facilities come together. Jim O'Keefe introduced team members from Populous Architecture. Ryan Sellinghousen, Project Architect for Residential Markets, Goodminder Yanson, Principal for Recreational Markets and George Fantaza, MTWC owner's representative and Project Lead. Goodminder Yanson said he knows the impact this type of project can have on a community. Populous is the largest sports and recreation architectural firm in the country. Their tagline is "Drawing people together." They design buildings that people love to visit. He gave some examples of professional facilities they have helped build including Target Field and Allianz Field. Populous is committed to sustainability. He shared that the Climate Pledge Arena in Seattle, Washington is the first arena to achieve zero carbon certification. If clients are committed to environmentally sustainable buildings, this is achievable. They are always looking for opportunities to improve. He moved to examples of projects that are like what they envision for Arden Hills. These facilities invite tournaments into the community. They also provide training, high-level education and lounges for players. One of the goals is to make players feel everything is tailored to them. These facilities have a professional level atmosphere. Ryan Sellinghousen began discussion on the potential location of the facility. The focus of his presentation focused on the idea and the excitement of what the building can be. He shared some community wellness themes they keep in mind when they design a building. These themes included group engagement, flexible environment, active lifestyle, joyful moments and digital pioneering. He shared sports center photos and potential layout options for sports spaces, community fitness areas, climbing walls, athlete training facilities/lounges and social spaces/breakout areas where people can hang out between games. Community amenities can be designed into these facilities to create community assets that local residents can use. He shared the program elements for the architectural design of this facility. It would include 12 basketball courts, which could be overlayed with 24 volleyball courts and there are 6 dedicated pickleball courts. Additional elements include family entertainment center, esports, sports performance, community fitness center, flex spaces and leased spaces. He shared a floor plan sketch showing what a facility like this could look like and showing how the courts could be configured to support volleyball, basketball and pickle ball tournaments. George Fantaza discussed the economic impact of bringing Target Field to Minnesota. He said the project that is being proposed today is a catalyst for year-round community. This is not just a business endeavor. It will create a positive impact on youth and members of the community with the programming. This will bring people to this site year-round which will spur further development. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 4 Jim O'Keefe spoke about the Blaine National Sports center that brings in 5 million people a year. He stated this is an opportunity for Arden Hills and the surrounding communities to have similar recognition and economic impact. He stated they are passionate about the programming. The building is the shell that allows them to do things for veterans, for the disabled, for seniors as well as youth athletes. Whatever the community can envision in terms of programming, can be created there. He shared when you have a venue like this, it becomes a place that communities gather. He stood for questions. Councilmember Fabel asked if the individuals would have memberships, similar to a health club. Jim O'Keefe confirmed. There would be a fitness center. He noted the membership pricing is more accessible than what most health clubs charge. Councilmember Fabel asked how many acres they are looking at. Jim O'Keefe replied that the MTWC building would be about 5-6 acres under a roof. They believe they can put parking under the facility so there won't be a large parking area around the building. The design includes an attached hotel and a small orthopedics medical facility. The building itself doesn't generate a large return on investment. In a public/private partnership like this, the hotel and leased medical facility allows them, on the private side, to operate after the bond from the public side is done. There needs to be a couple different revenue streams for them to continue to maintain the building. He believes those three core buildings would need 10-15 acres. Councilmember Fabel asked who would own the building. Jim O'Keefe said MTWC would own it. Councilmember Holden stated that in essence they put no money into the building, itself. Jim O'Keefe stated they pay half. Councilmember Holden understands they facilitate the operations. She asked if the operations at their other facilities are meeting expectation. Jim O'Keefe replied that Sports Facilities Company completed the pro forma feasibility study. They run over 60 of these facilities around the country. They have never missed their pro forma numbers. Councilmember Holden asked what they did during COVID. Jim O'Keefe said in 2020, when COVID hit, they lost 43% of attendance. The following year, they rebounded to nearly the same level they were at prior to COVID. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 5 Councilmember Holden asked if they have read the limitations with the TCAAP site. The water table there is very shallow. Underground parking is almost more expensive than the building itself. Shawn O'Keefe clarified that the parking design isn't completely underground. It's half underground and then you build up. He reiterated there is no site specific and the discussion tonight isn't certain to be the location. Jim O'Keefe said they have read the reports and agreements. They don't assume that's where it will go. Councilmember Holden asked if underground parking were not available, how much more land than the 10-15 acres discussed earlier would be needed. Jim O'Keefe said it would depend on if it's a parking ramp or surface parking. If underground parking were not an option, they would look at a parking ramp to reduce the footprint. They don't want to see acres of parking surrounding the building. Councilmember Holden asked about traffic impacts. Jim O'Keefe said they haven't done a traffic study yet. Councilmember Holden asked how much traffic goes to these other facilities daily. Shawn O'Keefe said the nice thing about a tournament facility like this is that the tournament happens throughout the day. It doesn't typically create traffic issues because people are coming and going throughout the day, it's not everyone coming at the same time, like a Vikings' game. Traffic studies are very site specific, and they don't usually perform those studies until there is a definite location chosen. Jim O'Keefe said the tournaments are usually on weekends and the hotel tends to reduce the amount of traffic going in and out. He pointed out that even though tournaments will be held on weekends, they will always leave court space available for the community, not attending tournaments. Councilmember Holden asked if any of the other facilities have an arrangement where if the facility makes a certain amount of profit, the cities can be paid back from the operating revenue. Jim O'Keefe answered some do. He said in almost every case, the bonds get paid back early based on the revenues that are generated from the economic impact. They would be amicable to that discussion. Councilmember Holden asked if the facility costs $160 million, does that include all the equipment. Jim O'Keefe said they call that FF&E (furniture, fixtures and equipment) and it does include equipment. The advantage of working with Sports Facilities Company is that they are such a large entity purchasing this type of equipment, they typically save 15-20% on FF&E. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 6 Councilmember Holden said when they build a hotel there, the City gets the property taxes and that's it. She wonders how they can pay the bond back early based on people being excited to go to the facility. Jim O'Keefe said the $25 million of economic impact is based on each person attending the tournament spending $136 per tournament. He said it's not just the property taxes. It's the retail and other things when people spend money in the community. Councilmember Holden said that goes to sales tax. She stated the money the City gets is based on property tax. She understands it makes for a more vibrant community, but it doesn't increase the City's bottom line. Shawn O'Keefe said typically, it's not just the building and hotel. The surrounding area will get built up with more businesses. Jim O'Keefe shared a case study where they found the hotels, the restaurants and entertainment venues will reach out to these tournament facilities and ask what types of tournaments are going on because they staff based on the number of people anticipated to attend. Councilmember Holden asked how many full-time permanent or part time positions would this type of facility create. Jim O'Keefe said he didn't have exact numbers but thought it was a 40/60 split. There would be full time during the week, and they would have to amp up staffing with part time employees on tournament weekends. He believes a facility would have 30-50 full time positions. Temporary Chairperson Rousseau asked what the actual scope of the project is, as they used several examples that are very different in scale. Jim O'Keefe referred to the building in Kansas City that was shown earlier. That building is almost 300,000 square feet. Discussion ensued regarding square footage of similar buildings and number of courts. Councilmember Fabel noted that Ramsey County owns that land. He wondered if they have had discussions with Ramsey County. Shawn O'Keefe said they have had brief discussions with Ramsey County and they have expressed interest. There biggest interest was to serve members of the community and economic impact. Jim O'Keefe said they are aware of the pre -development agreements. He thinks the county is cautious about what they want to talk about and where. That is why MTWC has stated that they don't want to presume to go anywhere. He thinks Ramsey County will need to be an integral part of the discussion. Temporary Chairperson Rousseau asked what next steps in the process are. Jim O'Keefe said question one is does the community want it. Question two is location. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 7 Councilmember Fabel asked how much money they are seeking. Jim O'Keefe said they would ask for half of the cost. The cost will be higher or lower based on the amenities that are included in the facility. The desired amenities are determined by the community. Turf fields or an aquatics center will increase the cost. Temporary Chairperson Rousseau asked staff if the next step would be a financial feasibility aspect or just an overall, general study of the concept. Interim City Administrator Jagoe said that if Council has interest in discussing it further, she believes the next step is for Council to direct Staff to schedule something in an upcoming work session for a full council discussion. Temporary Chairperson Rousseau would like to explore it more and continue having discussions. Councilmember Holden asked how much business a facility like this takes from surrounding businesses. Shawn O'Keefe said they are not aware of any other business that does this. Councilmember Holden said right now kids go to New Brighton because they have a gym with big courts. There is the YMCA, the Shoreview Community Center. She understands this is a different animal but it's only a different animal during tournaments. She would like to understand the impacts this might have on those businesses. Temporary Chairperson Rousseau asked if they have a market analysis of competitors. Shawn O'Keefe didn't think the feasibility study included that, but they can look at it. Jim O'Keefe admitted that there may be a detriment to a business like a YMCA but the overall impact of the community as a whole is positive. Council agreed to add this item to a future agenda to continue the conversation. B. MVI Hockey Interim City Administrator Jagoe gave a brief overview of previous discussions on this topic. She introduced Carl Kuhl from the Mounds View/Irondale (MVI) Youth Hockey Association. She noted in the agenda materials there was a letter asking for a contribution from the City. They are requesting $46,500. She opened the discussion. Councilmember Holden said she read that participation in hockey is increasing. She understands the MVI association gives grants to help cover the expensive equipment. She asked how many grants they award and how do they retain younger players. Carl Kuhl replied that a lot of the growth comes from young players. They started a program called Mini-Mays about three years ago. It is an entry level program that started at $49 for 17 ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 8 sessions. It's a 30-minute session for kids ages 4-6 who have never played hockey before. Each player receives a full bag of equipment. As kids move up to the higher levels, there is a scholarship fund that can be used to cover 50% of the registration. Scholarships are awarded to kids based on parent's income. It can also be applied to if a parent loses a job. Councilmember Fabel noted from the packet materials that Arden Hills' residents make up about 12% of the participants. He asked if that is a consistent number. Carl Kuhl confirmed. He said the data from the past three years shows that number held at 12%. Councilmember Fabel said he imagines there are a lot of girls participating. Carl Kuhl replied that the growth in girl's hockey is about 25-30% over the last three years. Temporary Chairperson Rousseau asked how much it would cost to build another rink like this one. Carl Kuhl said a facility with a single sheet of ice costs $6 million. He couldn't venture a guess on the cost to build 8 rinks, today. A single sheet of ice doesn't generate enough revenue to maintain a facility. Councilmember Fabel asked how many sheets of ice they have now. Carl Kuhl said the super rink is owned by the National Sports Center. They have 8 sheets of ice. MVI is an anchor tenant in that building, along with Blaine, Spring Lake Park and Centennial. This re -vamp will be a $30 million investment. The biggest expense is the obsolete cooling system. They are moving from an R-22, Freon based system to an ammonia -based system. The anchor tenants are being asked to cumulatively put together $3 million. That would commit them to use the facility for another 20 years. MVI's portion of that is $750,000. Councilmember Fabel asked if this is like paying rent, up front. Carl Kuhl replied kind of. They guarantee that they will buy ice in the future. They still buy the ice on an annual basis. MVI receives a guarantee of 812 hours per season. They would still pay the market rate for the ice that year. It's $260/hour. They would still pay that. Councilmember Holden said Freon is bad for the environment. Carl Kuhl confirmed stating that R-22 is not being produced anymore. It is being traded between facilities right now when rinks close or upgrade. The upgrade being proposed would be a more environmentally friendly cooling system, along with lighting and other energy efficient upgrades. Councilmember Holden asked if MVI program uses this facility exclusively. Carl Kuhl replied for Mounds View and Irondale High School, if it's not 100%, it's 99.9%. This includes 8 high schools in their program. Temporary Chairperson Rousseau believes this is a much cheaper option to building our own. She asked if any of the other cities have indicated they will move forward. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — AUGUST 19, 2024 9 Carl Kuhl said they have made the request to all the cities. They have begun to hear back that cities would like to hear more from MVI. So, he is doing follow up meetings with those cities to get a better understanding of what they want from MVI. He said they have committed to $375,000. They have negotiated with the super rink that payment in full will be due by 2026. Temporary Chairperson Rousseau asked what would happen if Arden Hills said yes but none of the other cities put money towards it. Carl Kuhl said he would be in search of as many revenue sources as possible. When his predecessors looked at this a couple years ago, their numbers were substantially lower. They will probably raise rates this year. And those raises will happen year after year to keep up with the growth of the association. Interim City Administrator Jagoe discussed next steps. She will request an opinion from the city attorney to make sure the threshold for public purpose expenditures is being met. Temporary Chairperson Rousseau said she is interested in looking at this further. Councilmember Holden is also interested in continuing discussions. She thought maybe the amount could be spread out over three years. Councilmember Holden announced she had to leave. C. T-Mobile Site Use Agreement This item was not discussed. D. Rice Creek Commons/TCAAP Discussion This item was not discussed. E. Agenda Planning This item was not discussed. 4. COUNCIL COMMENTS AND STAFF UPDATES ADJOURN Temporary Chairperson Rousseau adjourned the Special City Council Work Session at 6:45 p.m. Julie Hanson City Clerk David Grant Mayor CONSENT ITEM 8A 'It -ARZEN HILLS MEMORANDUM DATE: September 9, 2024 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator FROM: Joua Yang, Finance Director Pang Silseth, Accounting Analyst SUBJECT: Claims and Payroll Listing Budgeted Amount: Actual Amount: N/A N/A Council Should Consider Motion to approve, table or deny the following: • Claims and Payroll Listing All items need a simple majority for action unless otherwise noted. Funding Source: N/A Background Payroll is processed biweekly and accounts payable is processed weekly. Buduet Impact N/A Attachments 2024 Payroll #17 2024 Payroll #18 Paid Claims - 08/03/2024-08/30/2024 (Check Nos. 52801-52843 and ACH Checks) Total Payroll $148,478.30 $108,069.57 $256,547.87 $1,377,963.17 Total Accounts Payable $1,377,963.17 Total Claims $1,634,511.04 CITY OF ARDEN HILLS PAYROLL # 17 CHECKS DATED: 08/16/24 Biweekly: 07/27/24 - 08/09/24 EMPLOYEE DEDUCTIONS AMT. CITY BENEFIT Payment Method FIT 13,741.52 EFT EFT EFT EFT A/P Check* A/P Check* A/P Check* A/P Check* FICA Oasdi 7,881.99 7,881.99 FICA Medicare 1,843.37 1,843.37 SIT 5,636.83 TOTAL TAXES 1 29,103.711 9,725.36 Health Premium 2,433.00 0.00 Dental Premium 224.80 0.00 FSA Health Care Reimb. 133.33 FSA Dependent Care Reimb. 208.33 TOTAL FLEXIBLE SPENDING 1 2.999.46 0.00 HSA Health Saving 1 1,192.031 0.00 TOTAL HEALTH SAVINGS 1 1,192.031 0.00 EFT A 6,004.50 6,928.28 EFT EFT A/P Check* EFT A 1,513.69 460.86 ral Pension Fund -Union 1,536.00 State Retirement System 1,700.00 FAL RETIREMENT --F-10.754.191 7,389.14 YLAC 22.76 EFT A/P Check* A/P Check* A/P Check* A/P Check* A/P Check* ife/Addl/Dep Life 49.29 0.00 ife/Addl non -tax 20.80 TD/STD Insurance 0.00 ERA Life Insurance 40.00 JOE 49 Dues (Union) 140.00 Total Employee Deductions 44,322.24 Net Payroll 0.00 Direct Deposit 87,041.56 Gross Payroll Tie -Out 131,363.80 Plus City Paid Benefit 17,114.50 TOTAL PAYROLL COST 148,478.30 FICA TIE -OUT Gross Payroll 131,363.80 Less Total FSA 2,999.46 Less Total H.SA 1,192.03 Less Voluntary Ins 43.56 Net P/R Subject to FICA 127,128.75 FICA Oasdi @ 6.20% 7,881.99 FICA Medicare @ 1.45% 1,843.37 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 # 18 CHECKS DATED: 08/30/24 Biweekly: 08/10/24 - 08/23/24 EMPLOYEE DEDUCTIONS AMT. CITY BENEFIT Payment Method FIT 8,431.21 EFT EFT EFT EFT A/P Check* A/P Check* A/P Check* A/P Check* FICA Oasdi 5,830.85 5,830.85 FICA Medicare 1,363.68 1,363.68 SIT 3,852.33 TOTAL TAXES 1 19,478.071 7,194.53 Health Premium 210.00 0.00 Dental Premium 38.11 0.00 FSA Health Care Reimb. 0.00 FSA Denendent Care Reimb. 0.00 HSA Health Saving 0.001 0.00 TOTAL HEALTH SAVINGS 0.001 0.00 ral Pension Fund -Union State Retirement Systen 'AL RETIREMENT ife/Addl/Dep Life ife/Addl non -tax TD/STD Insurance ERA Life Insurance JOE 49 Dues (Unic V/ EFT 5,540.89 6,393.33 EFT 1,075.09 0.00 EFT 1,536.00 A/P Check* 1.700.00 EFT 0.00 EFT A/P Check* A/P Check* A/P Check* A/P Check* A/P Check* 5.00 0.00 7.50 0.00 0.00 0.00 2.50 0.00 Total Employee Deductions 29,590.66 Net Payroll Direct Deposit 64,891.05 Gross Payroll Tie -Out 94,481.71 Plus City Paid Benefit 1 13,587.86 TOTAL PAYROLL COST 1 108,069.57 FICA TIE -OUT Gross Payroll 94,481.71 Less Total FSA 248.11 Less Total H.SA 0.00 Less Voluntary Ins 7.50 Net P/R Subject to FICA 94,226.10 FICA Oasdi @ 6.20% 5,830.85 FICA Medicare @ 1.45% 1,363.68 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. Accounts Payable Checks by Date - Detail by Check Date User: pang.silseth Printed: 9/4/2024 11:45 AM �RQEN HIILLS Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference ACH 0285 XCEL ENERGY 08/09/2024 887574347 06/16/24-07/16/24 1,764.67 887574347 06/16/24-07/16/24 50.98 887574347 06/16/24-07/16/24 1,232.89 887574347 06/16/24-07/16/24 342.59 887574347 06/16/24-07/16/24 221.87 887574347 06/16/24-07/16/24 2,345.34 887574347 06/16/24-07/16/24 2,135.88 Total for this ACH Check for Vendor 0285: 8,094.22 ACH 0319 CITY OF ROSEVILLE 08/09/2024 0242102 Q2 2024 Water Purchase 320,357.64 Total for this ACH Check for Vendor 0319: 320,357.64 ACH 10497 CINTAS CORP 08/09/2024 4194972434 June Mats 105.39 4197712803 July Mats 105.39 4200672243 August Mats 105.39 5219586269 First Aid 180.10 5219586269 First Aid 110.02 5223416185 First Aid 17.10 5223416185 First Aid 56.33 5223416185 First Aid 37.95 Total for this ACH Check for Vendor 10497: 717.67 ACH 1115 WSB & ASSOCIATES INC 08/09/2024 R-025871-000-1 Zoning Code Update 778.00 ACH 1125 0341311 0341312 ACH 3349 PW23-0101 PAY1 PW23-0101 PAYI ACH 5173 80167220 ACH 7025 BOLTON & MENK INC 2024 PMP-July Arden Manor Park Improv-July HYDRO-KLEAN Re-Issure: 2024 CIPP PAYMENT 1 Re-Issure: 2024 CIPP PAYMENT 1 BADGER METER Beacon & LTE Sery Units -July Total for this ACH Check for Vendor 1115: 08/09/2024 Total for this ACH Check for Vendor 1125: 08/09/2024 Total for this ACH Check for Vendor 3349: 08/09/2024 Total for this ACH Check for Vendor 5173: ON SITE COMPANIES -OSSTC INC 08/09/2024 778.00 31,637.00 1,473.50 33,110.50 -3,106.80 62,136.00 59,029.20 903.64 903.64 AP Checks by Date - Detail by Check Date (9/4/2024 11:45 AM) Page 1 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference 0001756981 Restroom 8/3-8/30 858.00 Total for this ACH Check for Vendor 7025: 858.00 ACH ALPI ALLEGRA PRINT & IMAGING INC 08/09/2024 172515 Service Line Post Cards 1,051.30 Total for this ACH Check for Vendor ALPL• 1,051.30 52801 CPF 1 CENTRAL PENSION FUND SOURCE A 08/09/2024 184503.0724 July Pension 3,072.00 Total for Check Number 52801: 3,072.00 52802 1033 COMCAST 08/09/2024 101030.0824 Service 8/3-9/2 108.35 Total for Check Number 52802: 108.35 52803 9632 DUKE'S ROOT CONTROL INC 08/09/2024 26754 Sanitary Sewer Root Treatment 13,420.12 Total for Check Number 52803: 13,420.12 52804 0447 LU.O.E LOCAL 49 BENEFIT FUND-INSI 08/09/2024 BP3.0924 September Insurance 11,800.00 N134.0924 September Insurance 1,682.00 52805 10579 42000E-0724 42000E-0724 42000E-0724 42000E-0724 42000E-0724 52806 10448 534977228 534977228 52807 10523 2097 52808 1208 610207-07-24 613317-07-24 Total for Check Number 52804 LEVANDER GILLEN & MILLER P.A. 08/09/2024 July Legal July Legal July Legal July Legal PC 24-014 #760 July Legal RCO TECHNOLOGIES LLC Copier 8/25-9/25 Copier 8/25-9/25 METRO-INET IT Support -August PREMIUM WATERS INC July Water July Water 52809 0811 RAMSEY COUNTY EMCOM-011817 Fleet Support -July EMCOM-011853 CAD Services -July EMCOM-011869 911 Dispatch -July PUBW-021218 Pre-Emption Services 1/1-6/30 Total for Check Number 52805: 08/09/2024 Total for Check Number 52806: 08/09/2024 Total for Check Number 52807: 08/09/2024 Total for Check Number 52808: 08/09/2024 6,310.10 323.00 170.00 1,275.00 35.35 108.40 24.96 781.75 5,084.42 80.10 AP Checks by Date - Detail by Check Date (9/4/2024 11:45 AM) Page 2 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for Check Number 52809: 5,971.23 52810 0282 REPUBLIC SERVICES #899 08/09/2024 0899-004517067 Recycling --July 9,272.97 0899-004517067 Recycling Revenue Sharing-July -649.98 0899-004521387 PW Waste --July 404.43 Total for Check Number 52810: 9,027.42 Total for 8/9/2024: 489,202.43 ACH 0189 GOPHER STATE ONE CALL 08/16/2024 4070189 July Locates 63.90 4070189 July Locates 63.90 4070189 July Locates 63.90 Total for this ACH Check for Vendor 0189: 191.70 ACH 0192 GRAINGER INC 08/16/2024 9208797911 Kneeling Pad 52.52 Total for this ACH Check for Vendor 0192: 52.52 ACH 0243 METROPOLITAN COUNCIL -WASTE WE 08/16/2024 0001175699 September Waste Water 75,140.22 Total for this ACH Check for Vendor 0243: 75,140.22 ACH 0292 OXYGEN SERVICE COMPANY INC 08/16/2024 0003592560 July Rental 36.63 Total for this ACH Check for Vendor 0292: 36.63 ACH 0320 HEALTH PARTNERS INC 08/16/2024 009596738770 September Insurance 21,497.60 009596738770 September Insurance 1,435.61 Total for this ACH Check for Vendor 0320: 22,933.21 ACH 0327 STAPLES INC 08/16/2024 6007051762 Supplies 87.39 6007051764 Supplies 13.98 6007051764 Supplies 64.77 6007114861 Supplies 35.99 6007939186 Supplies 23.82 6007939188 Supplies 138.62 6007939188 Supplies 25.96 6007939189 Supplies 37.78 6007939189 Supplies 18.19 6007997572 Supplies 26.37 6007997574 Supplies -Refund -11.34 6008389722 Supplies 176.62 6008530088 Supplies 11.34 Total for this ACH Check for Vendor 0327: 649.49 ACH 0339 FERGUSON WATERWORKS #2518 08/16/2024 0534787 Supplies 1,410.69 AP Checks by Date - Detail by Check Date (9/4/2024 11:45 AM) Page 3 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for this ACH Check for Vendor 0339: 1,410.69 ACH 0382 MISSIONSQUARE #106944 08/16/2024 PR 24-17 PR Batch 00101.08.2024 ICMA Employer Perce PR Batch 00101.08.2024 ICM 460.86 PR 24-17 PR Batch 00101.08.2024 ICMA Employee Perce PR Batch 00101.08.2024 ICNM 399.41 Total for this ACH Check for Vendor 0382: 860.27 ACH 0387 MISSIONSQUARE #302482 08/16/2024 PR 24-17 PR Batch 00101.08.2024 ICMA Employee Perce PR Batch 00101.08.2024 ICIV 264.28 PR 24-17 PR Batch 00101.08.2024 ICMA Employee Dedu PR Batch 00101.08.2024 ICM 850.00 Total for this ACH Check for Vendor 0387: 1,114.28 ACH 0453 CONTINENTAL RESEARCH CORP 08/16/2024 0056324 Cleaning Supplies 1,004.00 Total for this ACH Check for Vendor 0453: 1,004.00 ACH 0731 MIDWAY FORD 08/16/2024 835435 Lamp Assembly #85601 247.10 Total for this ACH Check for Vendor 0731: 247.10 ACH 0922 NINENORTH 08/16/2024 2024-111 July Audio Visual 1,132.91 2024-111 JDA Meeting -July 188.10 Total for this ACH Check for Vendor 0922: 1,321.01 ACH 10363 MINUTE MAKER SECRETARIAL 08/16/2024 M1913 July JDA Meeting Minutes 206.50 M1913 July PC Meeting Minutes 443.50 M1913 July CC Meeting Minutes 651.00 Total for this ACH Check for Vendor 10363: 1,301.00 ACH 10422 MATTHEW SEIFERT 08/16/2024 080924 Clothing Reimbursement 139.96 Total for this ACH Check for Vendor 10422: 139.96 ACH 1223 ADAM'S PEST CONTROL - MAIN 08/16/2024 3958908 July Pest Control 85.83 3975596 August Pest Control 85.83 Total for this ACH Check for Vendor 1223: 171.66 ACH 1785 ECOTHYNK 08/16/2024 409104 July UB Statements 643.21 409104 July UB Statements 643.20 409104 July UB Statements 643.21 Total for this ACH Check for Vendor 1785: 1,929.62 ACH 4889 COMMUNITY FOOTWORKS 08/16/2024 08072024 August Foot Care Clinic 296.00 Total for this ACH Check for Vendor 4889: 296.00 ACH 7501 KELLY & LEMMONS PA 08/16/2024 63532 July Prosecution 4,718.89 AP Checks by Date - Detail by Check Date (9/4/2024 11:45 AM) Page 4 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for this ACH Check for Vendor 7501: 4,718.89 ACH 7804 MARTIN MARIETTA MATERIALS INC 08/16/2024 43348772 Asphalt Purchase 151.34 Total for this ACH Check for Vendor 7804: 151.34 ACH 8032 PACE ANALYTICAL FIELD SVC INC 08/16/2024 24121733 July Drinking Water Survey 1,147.25 Total for this ACH Check for Vendor 8032: 1,147.25 ACH 8081 KIMLEY HORN AND ASSOCIATES INC 08/16/2024 28788321 AUAR Update -July 3,020.00 Total for this ACH Check for Vendor 8081: 3,020.00 ACH ALPI ALLEGRA PRINT & IMAGING INC 08/16/2024 081424 August/September Newsletter Postage 1,000.00 Total for this ACH Check for VendorALPI: 1,000.00 ACH TOII TOKLE INSPECTIONS INC 08/16/2024 080124 July Electrical Inspections 851.72 Total for this ACH Check for Vendor TOII: 851.72 52811 0131 BEISSWENGERS DO IT BEST 08/16/2024 897854 Oil Mix 70.98 Total for Check Number 52811: 70.98 52812 1033 COMCAST 08/16/2024 98681.0824 Service 8/5-9/4 111.52 Total for Check Number 52812: 111.52 52813 10244 COMCAST BUSINESS INC 08/16/2024 211548281 Service 8/1-8/31 505.41 Total for Check Number 52813: 505.41 52814 10582 DAVID DROWN ASSOCIATES 08/16/2024 00000825 Compensation Study 12,650.00 Total for Check Number 52814: 12,650.00 52815 0841 EHLERS & ASSOCIATES INC. 08/16/2024 98493 2023 TIF Reports 1,347.50 98493 2023 TIF Reports 1,347.50 98493 2023 TIF Reports 1,347.50 98611 TCAAP-July 620.00 Total for Check Number 52815: 4,662.50 52816 0849 FRA-DOR INC 08/16/2024 2407134 River Rocks 496.80 Total for Check Number 52816: 496.80 52817 0176 FRATTALLONES HARDWARE INC 08/16/2024 E33476/A Coupling 43.96 AP Checks by Date - Detail by Check Date (9/4/2024 11:45 AM) Page 5 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for Check Number 52817: 43.96 52818 10218 HR GREEN INC 08/16/2024 177926 Lake Johanna Escrow PC 24-009 #750 267.00 Total for Check Number 52818: 267.00 52819 0390 INT'L UNION OPERATING ENGINEERS 08/16/2024 1200.0824 August Dues 280.00 Total for Check Number 52819: 280.00 52820 1830 M & B SERVICES INC 08/16/2024 1474 2024 CIPP 55,500.00 Total for Check Number 52820: 55,500.00 52821 10583 MINNESOTA WIND CHILL 08/16/2024 INV-000005 Ultimate Camp 270.00 Total for Check Number 52821: 270.00 52822 NSCC NORTH SUBURBAN COMMUNICATIOI 08/16/2024 2024-554 Q2 2024 Contribution 6,373.63 Total for Check Number 52822: 6,373.63 52823 1074 PRECISION LANDSCAPE & TREE INC 08/16/2024 88790 Tree Removal and Grinding- Floral Park 2,750.00 Total for Check Number 52823: 2,750.00 52824 0811 RAMSEY COUNTY 08/16/2024 FLEET-000921 June Equipment Parts 245.70 FLEET-000921 June Equipment Services 1,872.20 FLEET-000923 Fuel Purchase -June 3,122.40 Total for Check Number 52824: 5,240.30 52825 10569 SM HENTGES AND SONS INC 08/16/2024 PW24-0100 PAY3 2024 PMP Payment 3 521,569.68 PW24-0100 PAY3 2024 PMP Payment 3 -26,078.48 Total for Check Number 52825: 495,491.20 52826 10217 SONIC SERVICES 08/16/2024 8857 Window Cleaning 8/5 199.00 Total for Check Number 52826: 199.00 52827 10354 ST. PAUL PIONEER PRESS 08/16/2024 0724572589 PC 24-014 #760 135.20 0724572589 Summary Financials 894.40 0724572589 PC 24-015 #766 56.16 0724572589 PC 24-009 #750 54.08 Total for Check Number 52827: 1,139.84 52828 10495 TENET 08/16/2024 803471 Supplies 47.15 AP Checks by Date - Detail by Check Date (9/4/2024 11:45 AM) Page 6 Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount Total for Check Number 52828: 47.15 Total for 8/16/2024: 705,787.85 ACH 0192 GRAINGER INC 08/23/2024 9212049291 Paint 217.44 9217867663 Air Filters 152.70 Total for this ACH Check for Vendor 0192: 370.14 ACH 0210 KATH FUEL OIL SERVICE CO 08/23/2024 804971 Supplies 82.46 Total for this ACH Check for Vendor 0210: 82.46 ACH 0327 STAPLES INC 08/23/2024 6008764898 Supplies 89.54 6008764898 Supplies 146.45 6008764899 Supplies 192.35 6008764899 Supplies 146.49 6008817638 Supplies 21.59 Total for this ACH Check for Vendor 0327: 596.42 ACH 0750 VERIZON WIRELESS 08/23/2024 9971167012 Service 8/11-9/10 911.31 Total for this ACH Check for Vendor 0750: 911.31 ACH 10363 MINUTE MAKER SECRETARIAL 08/23/2024 M1921 08/07 PC Meeting Minutes 206.50 M1921 08/05 JDA Meeting Minutes 206.50 M1921 08/12 CC Meeting Minutes 267.75 Total for this ACH Check for Vendor 10363: 680.75 ACH 10476 TWIN CITIES COMMERCIAL CLEANEI 08/23/2024 08241284 Janitorial Services -August 1,554.58 Total for this ACH Check for Vendor 10476: 1,554.58 ACH 10522 MATTHEW JOHNSON 08/23/2024 081624 Mileage Reimbursement 7/17-8/14 80.80 Total for this ACH Check for Vendor 10522: 80.80 ACH 10584 CRITERION INC 08/23/2024 INV-2020034306 Talent Lite -CHR Edition 2,907.21 Total for this ACH Check for Vendor 10584: 2,907.21 ACH 1125 BOLTON & MENK INC 08/23/2024 0342040 2025 Park Improvement 6/8-7/19 3,500.00 0342468 Services 6/8-7/19 420.00 Total for this ACH Check for Vendor 1125: 3,920.00 ACH 1252 CAMPBELL KNUTSON - ATTORNEYS 2 08/23/2024 3231G-0624 June Legal 360.00 3231G-0624 June Legal PC 24-007 #742 126.00 AP Checks by Date - Detail by Check Date (9/4/2024 11:45 AM) Page 7 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference 3231G-0624 June Legal 1,470.61 3231G-0624 June Legal PC 24-013 #759 306.00 3231G-0624 June Legal 948.50 3231G-0624 June Legal PC 24-014 #760 270.00 3231G-0624 June Legal 1,260.00 Total for this ACH Check for Vendor 1252: 4,741.11 ACH 1365 J.P. COOKS CO 08/23/2024 845859 Dog/Cat License Tags 153.95 Total for this ACH Check for Vendor 1365: 153.95 ACH 2490 CORE & MAIN LP 08/23/2024 V341708 Repair Clamps 1,412.53 Total for this ACH Check for Vendor 2490: 1,412.53 ACH 5587 CES IMAGING INC 08/23/2024 INVI65170 August Rental 60.00 INV165170 Supplies 3.75 Total for this ACH Check for Vendor 5587: 63.75 ACH 5593 AMERICAN LEGAL PUBLISHING COR 08/23/2024 35910 2024 5-58 90.00 Total for this ACH Check for Vendor 5593: 90.00 ACH 6555 TKDA INC 08/23/2024 002024004001 2024 CIPP 6/30-7/27 5,020.66 Total for this ACH Check for Vendor 6555: 5,020.66 ACH ALPI ALLEGRA PRINT & IMAGING INC 08/23/2024 172510 Fall Recreation Guide 6,108.08 Total for this ACH Check for Vendor ALPI: 6,108.08 52829 2597 AARP 08/23/2024 07232024 AARP Driver Safety 07/23/2024 175.00 Total for Check Number 52829: 175.00 52830 0131 BEISSWENGERS DO IT BEST 08/23/2024 903140 Saw Chains 126.95 Total for Check Number 52830: 126.95 52831 10483 CENTRAL PENSION FUND 08/23/2024 401333.0724 Apprenticeship -July 384.00 Total for Check Number 52831: 384.00 52832 1033 COMCAST 08/23/2024 44271.0924 Service 8/21-9/20 6.51 Total for Check Number 52832: 6.51 52833 0849 FRA-DOR INC 08/23/2024 2408010 Asphalt and Dirt 383.19 2408010 Asphalt and Dirt 383.20 AP Checks by Date - Detail by Check Date (9/4/2024 11:45 AM) Page 8 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for Check Number 52833: 766.39 52834 1193 FURTHER INC 08/23/2024 17011329 Participation Fees -August 60.35 Total for Check Number 52834: 60.35 52835 0600 NCPERS GROUP LIFE INS 08/23/2024 315800092024 September Insurance 80.00 Total for Check Number 52835: 80.00 52836 0155 OFFICE OF MN IT SERVICES 08/23/2024 W24070620 July Phones 750.62 Total for Check Number 52836: 750.62 52837 0811 RAMSEY COUNTY 08/23/2024 SHRFL-002251 Law Enforcment Services -August 131,853.14 Total for Check Number 52837: 131,853.14 52838 AR -RAMS RAMSEY COUNTY 08/23/2024 PC22-18, 22-13 Escrow Refund PC 22-018 & PC 22-013 616.86 PC22-18, 22-13 Escrow Refund PC 22-018 & PC 22-013 2,100.00 Total for Check Number 52838: 2,716.86 52839 6748 RELIANCE STANDARD 08/23/2024 GL154938.0924 September Insurance 1,733.28 Total for Check Number 52839: 1,733.28 52840 AR-ROTO ROTO-ROOTER 08/23/2024 ROW 2024-00494 Escrow Refund ROW 2024-00494 5,000.00 Total for Check Number 52840: 5,000.00 52841 10423 SIR LINES -A -LOT 08/23/2024 H24-0302-02p001 Parking Lot/Symbol Markings 1,420.00 Total for Check Number 52841: 1,420.00 52842 1161 VALLEY -RICH CO INC 08/23/2024 33614 4549 Lakehshore Place 7,796.00 Total for Check Number 52842: 7,796.00 52843 10568 VERIZON CONNECT 08/23/2024 386000058690 July Service 334.95 Total for Check Number 52843: 334.95 Total for 8/23/2024: 181,897.80 ACH 0387 MISSIONSQUARE #302482 08/30/2024 PR Batch 00100.09.2024 ICMA Employee Perce PR Batch 00100.09.2024 ICNi 225.09 PR Batch 00100.09.2024 ICMA Employee Dedu PR Batch 00100.09.2024 ICNM 850.00 Total for this ACH Check for Vendor 0387: 1,075.09 AP Checks by Date - Detail by Check Date (9/4/2024 11:45 AM) Page 9 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for 8/30/2024: 1,075.09 Report Total (92 checks): 1,377,963.17 AP Checks by Date - Detail by Check Date (9/4/2024 11:45 AM) Page 10 AGENDA ITEMS - 8B -AR�DEN_ HILLS MEMORANDUM DATE: September 9, 2024 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator FROM: Jen Estling, Deputy Clerk SUBJECT: Authorization to Release Request for Proposals (RFP) for Comprehensive Recycling Services Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: • Authorizing Release of the RFP for Comprehensive Recycling Services from Foth Infrastructure and Environment, LLC. Background City Council entered into a recycling contract with Republic Services in 2015. Since that time, the City has elected to exercise its right to renew the contract with the final renewal being exercised last year. The current contract will expire on May 4, 2025. Republic Services notified the City that it will not extend the current contract; meaning the City will need to issue an RFP for recycling services beginning May 5, 2024. City Staff, with Council direction, engaged with Foth Infrastructure and Environment, LLC to assist in the RFP process. Under the scope of services, the RFP is seeking proposals for comprehensive recycling services to all residential households, and an "opt -in" provision for multi- dwelling unit households within the City. Per the contract language, a Residential Dwelling Unit is defined as a single family dwelling, duplex, triplex, or fourplex. Multi -dwelling units defined as five or more units per the contract would be able to "opt -in" to recycling services to facilitate their compliance with state recycling requirements. Per Council's direction, the proposal will also be seeking two addendums that may provide for an annual clean up day hosted by the hauler and/or bulky curbside collection. Council will be able to decide whether or not it wants to include those in recycling services going forward. The draft of the RFP is attached and, with Council approval, will be issued on August 28, 2024. Proposals must be submitted by October 11, 2024. Staff has allotted a couple of weeks for the Page 1 of 2 review of proposals and optional interviews. It is anticipated that a recommendation will be brought to the Council in November as part of the contract negotiations. Budget Impact N/A Attachments Attachment A: Draft RFP prepared by Foth Infrastructure and Environment LLC Page 2 of 2 Attachment A Request for Proposals DRAFT Comprehensive Recycling Services Tt �` �EN'HILLS City of Arden Hills 1245 Highway 96 W Arden Hills, MN 55112 September 2024 Comprehensive Recycling Services Prepared for City of Arden Hills 1245 Highway 96 W Arden Hills, MN 55112 (651) 792-7800 Prepared by Foth Infrastructure & Environment, LLC September 2024 Scheduled Release Date: September 11, 2024 Proposal Due Date: October 25, 2024, 4:00 p.m. 8550 Hudson Boulevard North • Eagle Point Office Center II, Suite 105 • Lake Elmo, MN 55042 • (651) 288-8550 foth.com Request for Proposals Comprehensive Recycling Services City of Arden Hills, Minnesota The City of Arden Hills (City) is requesting proposals for comprehensive recycling services to all Residential Dwelling Unit (RDU) households, and opt -in option for Multi -Dwelling Unit (MDU) households within the City of Arden Hills. The proposals shall be made in accordance with the Specifications and must be submitted to the City by: 4:00 p.m. CDT Friday, October 25, 2024 Questions, request for packets, and proposals should be directed to: Jen Estling, Deputy Clerk City of Arden Hills 1245 Highway 96 W Arden Hills, MN 55112 Phone number: (651) 792-7800 Email address: jestling@cityofardenhills.org pw:\Ramsey Co PH MN\0024R003.00\11000 Specifications and Procurement\Arden Hills\RFP-Arden Hills Comprehensive Recycling Services 2024.docx Comprehensive Recycling Services Table of Contents Page 1. Introduction..............................................................................................................................1 2. Contractor Selection Process and Schedule..........................................................................2 3. General Requirements for All Collections..............................................................................4 3.1 Contractor Service Requirements...............................................................................4 3.2 Recyclables..................................................................................................................4 3.3 Collection Vehicle Equipment Requirements............................................................4 3.4 Personnel Requirements.............................................................................................4 3.5 Recycling Containers...................................................................................................4 3.6 Collection......................................................................................................................4 3.6.1 Multi -Dwelling Units, Commercial, Institutional, and Industrial Buildings4 3.6.2 Curbside Single Stream...............................................................................5 3.7 Collection Hours..........................................................................................................5 3.8 Cleanup Responsibilities.............................................................................................5 3.9 Missed Collection Policy and Procedures.................................................................5 3.10 Holidays........................................................................................................................5 3.11 Weighing of Loads.......................................................................................................6 3.12 Utilities..........................................................................................................................6 3.13 Damage to Property.....................................................................................................6 3.14 Municipal Facilities and Parks....................................................................................6 4. Reporting and Promotional Activities.....................................................................................7 4.1 Monthly and Annual Materials Reports......................................................................7 4.2 Customer Relations Report.........................................................................................7 4.3 Annual Performance Review Meeting to Discuss Recommendations for Continuous Improvement............................................................................................7 4.4 Publicity, Promotion, and Education...........................................................................8 4.5 City Shall Approve Contractor's Public Education Literature...................................8 4.6 Annual Work Plan........................................................................................................8 5. Materials Processing and Marketing......................................................................................9 5.1 Processing Facilities Must be Specified....................................................................9 5.2 Estimating Materials Composition as Collected.......................................................9 pw:\Ramsey Cc PH MN\0024R003.00\11000 Specifications and Procurement\Arden Hills\RFP-Arden Hills Comprehensive Recycling Services 2024.docx ii Table of Contents (continued) 5.3 End Market Certifications................................................ 6. Payment and Damages................................................................. 6.1 Term of Contract.............................................................. 6.2 Revenue Sharing.............................................................. 7. Insurance and Other Legal Requirements .................................. 7.1 Insurance.......................................................................... 7.2 Worker's Compensation................................................... 7.3 Equal Opportunity............................................................ 7.4 Performance.................................................................... 7.5 Payment Bond.................................................................. 7.6 Conflict of Interest........................................................... 8. Submitting Proposals................................................................... 8.1 Proposals May Be Rejected in Whole or Part ................. 8.2 Respondents May Team with Other Companies........... 8.3 Trade Secrets (Include in a Separate Sealed Envelope) 8.4 RFP and Proposal to Become Part of Final Contract.... 8.5 References....................................................................... 8.6 How to Submit Proposals ................................................ 8.7 Proposal Content.............................................................. 8.8 Evaluation Criteria............................................................. Attachments ..9 10 10 10 11 11 11 11 ........................................ 11 ........................................ 11 ........................................ 11 .........................................12 ........................................ 12 ........................................ 12 ........................................ 12 ........................................ 12 ........................................ 12 ........................................ 12 ........................................ 13 ........................................ 13 Attachment A Draft Contract Attachment B List of Multi -Dwelling Unit Properties Eligible to Opt -in to Recycling Service pw:\Ramsey Cc PH MN\0024R003.00\11000 Specifications and Procurement\Arden Hills\RFP-Arden Hills Comprehensive Recycling Services 2024.docx iii Table of Contents (continued) Forms Form A Proposal Content Checklist Form B Respondent Questionnaire Form C Certification of Binding Signature Form D Certification of Independent Proposal Pricing Form E Price Worksheet Form F Itemized Listing of Trucks and Other Collection Equipment Form G Acceptance of Draft Contract for Services Form H Acknowledgement of Receipt of Addenda pw:\Ramsey Co PH MN\0024R003.00\11000 Specifications and Procurement\Arden Hills\RFP-Arden Hills Comprehensive Recycling Services 2024.docx iv 1. Introduction The City of Arden Hills, Minnesota (City) seeks to enter into a recycling contract with a company to provide comprehensive residential recycling services for the City. Recycling services include collection, processing, marketing, and public education. The City has contracted curbside recycling service for all one -to -four -unit residential buildings since 1992 In July 2014, the City Contractor began single stream recycling. Recyclables collection currently occurs weekly, on Tuesdays for properties south of I-694, and on Wednesdays for properties north of I-694. The current contract ends on May 4, 2025; the new contract will begin on May 5, 2025. The City goals for the new contract are to cost-effectively maximize the recovery of recyclables from all residents in the City, to market materials so they achieve their highest and best use, to provide excellent customer service and to encourage innovation. Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, and fiscal soundness. The City has a long-standing tradition as a desirable City in which to live, work, and play. The health of the community and the environment is a priority for Arden Hills. Residents and businesses take action in many ways to achieve this goal, including recycling and disposing of waste in an appropriate and approved manner. The community seeks to achieve the environmental aspects of the City's vision by working to advance the following goals from the 2040 Comprehensive Plan: ♦ Resilience and Sustainability — Promote resiliency and sustainable practices in the preservation, development, redevelopment, and maintenance of the City's natural and built environment. ♦ Public Facilities, Infrastructure, and Services — Provide efficient and high -quality public facilities, services, and infrastructure. ♦ Twin Cities Army Ammunition Plan (TCAAP) Redevelopment —Develop TCAAP in away that accommodates a mix of land uses that is sensitive to the natural environment, economically sustainable, and of benefit to the community. The City has articulated core values to bring its vision into the future, including: ♦ Strong neighborhoods and businesses. ♦ Fiscal responsibility. ♦ Environmental awareness and stewardship. ♦ Effective, timely, and inclusive communication. This request for proposal (RFP) document defines the RFP process and proposal requirements. Attached, and incorporated by reference into this RFP, is the Draft Contract for the Comprehensive Recycling Services for the City of Arden Hills (Attachment A). For the purpose of this RFP, the City has identified approximately 2,500 households in Residential Dwelling Units (RDUs), defined as single -unit households, duplexes, triplexes, fourplexes, and townhomes. These units will be serviced as RDUs under the Contract. Proposers are highly encouraged to evaluate the households and potential routing. The TCAAP Redevelopment, which could add up to 1,960 residential housing units, is a future opportunity for additional recycling services. The City has identified approximately 1,047 Multi -Dwellings Units (MDUs), defined as buildings with more than four units or mobile home parks which will be allowed to opt -in to the City recycling service contract. The City's existing business and industrial properties may also opt -in to the contract services. Attachment B provides a list of entities that have currently opted in. RFP for City of Arden Hills Recycling Services • 1 2. Contractor Selection Process and Schedule To the best of its ability, the City will use the following process and schedule for decision making: Event RFP Issued Date/Time September 11, 2024 Questions Regarding RFP to be Submitted and Deadline for Respondents' Notices of Intent to Propose September 25, 2024, by 4:00 p.m. Pre -proposal Meeting (Optional) October 2, 2024, at 1:00 p.m. Answers to Questions Issued October 7, 2024, by 4:00 p.m. Proposals Due October 25, 2024, by 4:00 p.m. Review of Proposals/Optional Interviews October 28-November 29, 2024 Council Meeting to Authorize Contract Negotiations December 9, 2024 These dates are subject to change as the City deems necessary. All contact by prospective Respondents and their agents about the City's RFP and procurement decision making must only be made with the City's designated contact person, Jen Estling. Prospective Respondents are encouraged to contact Jen Estling with questions or requests for more information. Respondents can attend an optional pre -proposal meeting at 1:00 p.m. CDT on Wednesday, October 2, at the Arden Hills City Hall. The City may, at its sole discretion, accept proposals from Respondents that do not attend the pre -proposal meeting. Questions, requests for clarification, or requests for information about this RFP or process must be submitted via email by 4:00 p.m. CDT, September 25, 2024, to: Jen Estling City of Arden Hills aestling@cityofardenhills.org Prospective Respondents interested in responding to this RFP shall notify the City via email of their interest by 4:00 p.m. CDT, September 25, 2024, to: Jen Estling, Deputy Clerk City of Arden Hills jestling@cityofardenhills.org Notifications shall include the Respondent's name and address, as well as a contact person's name and title, phone number, and email address. It is the responsibility of the Respondent to ensure that their Notification of Intent and References are received by the City. All questions and requests for more information and the City's responses will be summarized in writing and emailed to all parties that have submitted Intent to Propose. Responses will be emailed by 4:00 p.m. CDT October 7, 2024. The City may create an online "Recycling RFP" resource. If so, Respondents will be notified of the resource and are encouraged to periodically check the web page for RFP updates and addenda. Link to the resource would be provided via email by no later than October 7, 2024. RFP for City of Arden Hills Recycling Services • 2 All proposals must be emailed to Jen Estling no later than 4:00 p.m. CDT, October 25, 2024. Proposals received after that time may, at the sole discretion of the City, not be considered. The City will form a proposal review committee to review and analyze the details of the qualified submitted proposals (see "Evaluation Criteria" section of this RFP). Finalists may be invited to interviews with the review committee tentatively scheduled to be held the weeks of November 11-22, 2024. Following the interviews, the corn m ttee will recommend a preferred Respondent to the City Council. Upon direction from the City Council, City staff will negotiate final terms of the contract with the top -ranked Respondent. If negotiations with the preferred Respondent are not successful, the City may then initiate negotiations with second -ranked Respondent, and so on. Once a draft contract has been successfully negotiated, City staff will present a recommended contract to the City Council. The City Council may then award the contract and authorize staff to execute it. The new recycling contract will commence on May 5, 2025. RFP for City of Arden Hills Recycling Services • 3 3. General Requirements for All Collections 3.1 Contractor Service Requirements Comprehensive recycling services will be provided to all RDUs, with opportunities for MDU buildings, commercial, industrial, and institutional properties to "opt -in" to the service. Recyclables collection currently occurs weekly on Tuesdays for properties south of 1-694 and on Wednesdays for properties north of 1-694. The City will evaluate alternate proposals for bi-weekly collection. 3.2 Recyclables The recyclables defined in Section 3.5 shall be the minimum recyclables for collection and processing. The City encourages Respondents to propose additional recyclable materials that have steady, multiple -end markets. Such proposed additions must be accompanied by adequate documentation of steady, multiple -end markets. This documentation may remain confidential if requested by the Respondent. Respondents may otherwise modify the list of recyclables if accompanied by adequate documentation. The City will encourage the Contractor to explore markets for additional types of recyclable material. The list of recyclables may be modified by mutual written agreement between the City and the Contractor. 3.3 Collection Vehicle Equipment Requirements All collection vehicles will comply with United States Environmental Protection Agency and Minnesota Department of Transportation emission standards. All vehicles must be able to comply with local road weight limits. Respondents must indicate what model and year vehicles they will be using in their fleet using Form F. 3.4 Personnel Requirements All proposals shall show that the Respondent has sufficient personnel and equipment to fulfill the requirements and specifications of this RFP, including supervision and customer service. 3.5 Recycling Containers The standard cart shall be a 64-gallon cart, but opportunities for residents to use smaller (35-gallon) or larger (95-gallon) recycling carts should be provided. Recycling carts are owned by the City. The Contractor will be responsible and pay for all aspects of cart management and operations including (but not limited to), receiving, assembly, distribution (aka new cart "roll out"), management of excess cart inventory, (i.e., provide "warehouse" and inventory control services), cart switches/replacements, cart maintenance, repair or replace damaged carts, and manage all aspects of warranty repairs. The Contractor shall service and repair carts to meet supply and demand needs for the entire term of the contract. Any dumpsters requested by the City will be owned by the Contractor. 3.6 Collection 3.6.1 Multi -Dwelling Units, Commercial, Institutional, and Industrial Buildings MDUs and commercial, institutional, and industrial buildings in the City will be able to `opt -in" to the City recycling service in order to facilitate their compliance with state recycling requirements. The City does not regulate the day of the week these buildings shall receive service. A list of MDUs that have currently opted -in to the City recycling contract is contained in Attachment B. RFP for City of Arden Hills Recycling Services . 4 3.6.2 Curbside Single Stream Recycling shall be collected from residents' carts placed at the curbside on collection day and all recyclable materials that have been prepared according to publicized procedures shall be collected from each RDU and other buildings that have opted -in. Free walk-up service shall be provided for all customers who apply and are approved by the City. The driver will be required to record and report: ♦ The location of any cart that is damaged and replaced. ♦ Residents with overflowing recyclables so that additional carts can be offered to them. ♦ Residents with contaminated or non -recyclable materials in the carts. ♦ Number of set -outs per collection/route. ♦ Residents that do not participate in the recycling program. "Education tags" shall be left as needed for set -outs that have significant, visible contamination, indicating acceptable materials and the proper method of preparation. A copy of the tag shall be included with the proposal. Curbside recycling cart checks shall be conducted at least once per quarter. Areas for cart checks must rotate between each recycling collection day. The contents of carts from at least 50 households shall be audited and education tags left if any non -targeted materials are found in the carts. A City representative will be invited to participate in each quarterly cart check. 3.7 Collection Hours Collection operations shall commence no earlier than 7:00 a.m. and will be completed by 6:00 p.m. on the scheduled collection day. 3.8 Cleanup Responsibilities Any materials spilled or blown during the course of collection and/or hauling operations shall be cleaned up, by the Contractor. Any unacceptable materials left behind should be secured within resident's recycling container, and an education tag left for resident. Any liquid spills or leaks from the collection vehicle shall be immediately and completely cleaned up, and the City shall be notified within one hour of spillage or leakage of truck fluids (fuel, hydraulic fluid). 3.9 Missed Collection Policy and Procedures Missed collections shall be picked up on the same day that the Contractor receives notice of a missed collection. Staffing of a telephone -equipped office or call service to receive missed collection complaints between the hours of 8:00 a.m. to 5:00 p.m. Central Time on all weekdays, except Saturday, Sunday, and legal holidays (listed in Attachment A - Draft Contract). The call service shall be available from 8:00 a.m. to 12:00 (noon) on Saturday. 3.10 Holidays When the scheduled collection day falls on a holiday, collection in that day's zone and subsequent days' zones will be collected one day later, with Tuesday being collected on Wednesday and Wednesday being collected on Thursday or on regular Wednesday. Assistance shall be provided to the City in publicizing the yearly calendar including alternate collection days. RFP for City of Arden Hills Recycling Services . 5 3.11 Weighing of Loads Accurate records consisting of the date, time, collection route, driver's identification, vehicle number, tare weight, gross weight, net weight, and number of recycling stops for each loaded vehicle each collection day shall be kept. These records shall be maintained on file for at least three years in the event of an audit by the City or County. 3.12 Utilities All public and private utilities whether occupying street or public or private property shall be protected. If such utilities are damaged by reason of the Contractor's operations, under the executed contract, repair or replacement shall be done. 3.13 Damage to Property All necessary precautions will be taken to protect public and private property during the performance of the Contract. Any private or public property, including, but not limited to sod, mailboxes, or recycling carts which are damaged during recycling collections shall be repaired or replaced. Such property damage shall be repaired or replaced within 48 hours at no charge to the property owner, or a plan to repair or replace the property shall be developed within 48 hours which is approved by the City and/or property owner, at no charge to the property owner, with property of the same or equivalent value at the time of the damage. 3.14 Municipal Facilities and Parks Weekly trash and recycling dumpster service shall be provided at no additional charge to: 1. City Hall - 1245 Highway 96. 2. Public Works Maintenance Facility - 1425 Paul Kirkwold Drive 3. Cummings Park - 1219 Cummings Park Drive 4. Perry Park - 3700 New Brighton Road 5. Other mutually agreed upon City facilities Dumpster or cart service will be mutually agreed upon and containers will be provided to facilitate service at other City facilities as determined. The recycling service to be provided in parks can use regular residential recycling containers collected on site by the Contractor, can use residential recycling containers that service as "aggregator" containers for City personnel to consolidate parks recyclables, can be a service provided at a central location, or another option proposed by the Respondent. RFP for City of Arden Hills Recycling Services . 6 4. Reporting and Promotional Activities 4.1 Monthly and Annual Materials Reports Monthly reports and annual reports will be submitted to the City dealing with the City's recycling program. At a minimum, the monthly reports shall include the following information: 1. Total number of stops collected, total number of possible stops (set out numbers). 2. List of RDU or MDU addresses at which education tags were left that month. 3. Gross amounts of materials collected, by recyclable material (in tons). 4. Net amounts of materials marketed, by recyclable material (in tons). 5. Amounts of materials stored, by recyclable material, with any notes as to unusual conditions (in tons). 6. The markets generally used for the sale of recyclables during that month. 7. Amounts of process residuals disposed (in tons) and location of disposal facility. 8. Revenue share credits back to the City (if any). 9. Customer information collected on routes: ♦ The locations of damaged and replaced carts. ♦ Addresses that are not actively placing their recycling cart at the curb. Monthly reports shall be due to the City by the 151h day of each month subsequent to the month of the report. The first monthly report in 2025 shall be due June 15, 2025. Annual reports shall be due by January 15 and shall be a compendium of the previous monthly reports with an annual summary of trends. The annual report will include recommendations for continuous improvement in the City's recycling program (e.g., public education, multiunit recycling, etc.). Examples of monthly and annual reports shall be included with the Respondent's proposal. 4.2 Customer Relations Report Quarterly, the City will be provided with: 1. A list of all customer complaints, including a description of how each complaint was resolved. 2. The number, addresses, and results of the Quarterly Cart Checks. 3. A list of all missed pickups reported to the Contractor. Quarterly reports shall be due the 151h of the months of February, April, July, and October, with the 2025 quarterly reports beginning in July. 4.3 Annual Performance Review Meeting to Discuss Recommendations for Continuous Improvement The City shall schedule an annual meeting to include (but not be limited to): ♦ Review annual report, including trends in recovery rate and participation. ♦ Review efforts made to expand recyclable markets. RFP for City of Arden Hills Recycling Services . 7 ♦ Review performance based on feedback from residents. ♦ Review recommendations for improvement in the City's recycling program, including enhanced public education and other opportunities. ♦ Discuss actions in the Recycling Program to reduce the City's carbon footprint. 4.4 Publicity, Promotion, and Education The selected Contractor and the City shall work together in the preparation and distribution of educational materials to ensure accurate information and program directions. The selected Contractor shall pay for the annual design, printing, and mailing of a curbside program flyer and a digital file of the annual flyer shall be sent to the City representative. The flyer shall be delivered to homes no later than January 31 of each year. The publicity and promotion program may include articles for City newsletters, public appearances, provision of information for local environmental groups, or attendance at public events sponsored by the City. The Contractor shall at a minimum provide one newsletter article per year. Respondents shall describe their experience in these activities and whether there would be a cost associated with the service. In addition, Respondents are encouraged to specify other public education tools that they are willing to provide (e.g., recycling education materials targeted for a specific neighborhood, targeting a specific material type, etc.). As part of the proposal, Respondents shall provide examples of public education materials they have developed for other municipalities. 4.5 City Shall Approve Contractor's Public Education Literature The Contractor shall conduct its own promotions and public education to increase participation. The Contractor shall submit a draft of any public education literature for approval by the City, at least one month before printing and release of any such literature. 4.6 Annual Work Plan An annual work plan will be included in the final recycling collection contract. The work plan shall include initiatives to improve the City's recycling program. These initiatives may include (but are not limited to) expansion of materials collected, voluntary expansion to businesses, effective education of residents with measurement, community involvement, outreach to low participating communities, and outreach using electronic communications including e-mail reminders and apps. RFP for City of Arden Hills Recycling Services . 8 5. Materials Processing and Marketing 5.1 Processing Facilities Must be Specified It is intended that all recyclables collected will go to recycling markets to be manufactured into recycled content goods. Preferably those markets will be in the Upper Midwest. The City shall be assured that adequate recyclable material processing capacity will be provided for City material collected. Contractor shall assure that all recyclables collected in the City are not landfilled or incinerated except for process residuals with written authorization from the City and the Minnesota Pollution Control Agency. The proposals must clearly specify the location(s) of its materials recovery facility (MRF), or subcontractor's facility, where material collected from the City will be delivered and/or processed and the residual rate at the facility. The Contractor shall provide written notice to the City at least 60 days in advance of any substantial change in these or subsequent plans for receiving and processing recyclables collected from the City. Respondents shall arrange a tour of the designated MRF for the RFP review committee. The tour shall occur before November 22, 2024. 5.2 Estimating Materials Composition as Collected At least one materials composition analysis of the City's recyclables will be conducted each year to estimate the relative amount by weight of each recyclable commodity by grade. The results of this analysis shall include: 1. Percent by weight of each recyclable commodity by grade as collected from the City; 2. Relative change compared to the previous year's composition; and 3. A description of the methodology used to calculate the composition, including number of samples, dates weighed, and City route(s) used for sampling. A City representative will be notified of the date of the analysis no later than two weeks in advance and invited to participate in the analysis. The analysis will be conducted no later than December 1 of each year and a copy of the analysis will be provided to the City with the annual report, due January 15 of each year. 5.3 End Market Certifications Written certification will be provided to the City that all recyclable commodities identified are indeed recycled and not disposed. All end markets manufacturers or processors shall be identified for each of the recyclable commodities. RFP for City of Arden Hills Recycling Services . 9 6. Payment and Damages 6.1 Term of Contract The term of the new recycling contract will be either a period May 5, 2025, through May 4, 2028, (three year) or a period from May 5, 2025, through May 4, 2030 (five year). Respondent must submit pricing proposals for both scenarios. The City may, at its sole option, consider extensions to the contract. 6.2 Revenue Sharing All proposals shall state explicitly if the Respondent elects to participate in revenue sharing with the City Respondents are encouraged to present a competitive Revenue Share arrangement that provides incentive for the City and the Contractor to increase recycling and development of end markets. Respondents must state on the price worksheet the processing fee and what percent the net value will be used to calculate the City's revenue share. RFP for City of Arden Hills Recycling Services . 10 7. Insurance and Other Legal Requirements 7.1 Insurance The Contractor shall provide and maintain in full force and effect during the entire term of this ontract, regular Contractor's General Liability Insurance, with the City as an additional insured, providing for a limit of not less than Two Million Dollars ($2,000,000.00) for all damages arising out of bodily injuries or death of one person, and subject to that limit for each person, and regular Contractor's automobile, property damage liability insurance providing for a limit of not less than One Million Dollars ($1,000,000.00) for all damages arising out of destruction of property in any one accident, and subject to that limit per accident. The Contractor shall also provide workers' compensation insurance and employers' liability insurance as required by law. Policies or coverage required shall be updated as necessary to meet at least the amounts specified in Minnesota Statues § 466.04 for each year of the Contract. Contractor shall provide Environmental Impairment Liability (Pollution Legal Liability) for sudden and non -sudden (gradual) pollution occurrences covering all facilities and equipment owned and used by Contractor, or its agents or employees. Limits of liability shall be no less than $5,000,000 for each occurrence and $5,000,000 aggregate and shall continue for a two-year period following termination of this Agreement. Such policies shall provide for 10 days' notice to the City of any change, cancellation, or lapse of such policy. The Certificates of Insurance shall name the City as an additional insured, and state that the Contractor's coverage shall be the primary coverage in the event of a loss. Acceptance of the insurance by the City shall not relieve, limit, or decrease the liability of the Contractor. The Contractor shall further guarantee and save harmless and indemnify the City of and from any and all loss, damage, claims, suits, judgments ,and recoveries which may be asserted, made or may arise or be had, brought or recovered against the City by reason of any of the foregoing claims except such as are caused by the existence of the disposal sites at the locations specified or contemplated in the Contract; and that it shall immediately appear and defend the same as its own cost and expense. Prior to the effective date of this Contract, the Contractor shall file a copy of such policies with the Recycling Coordinator. 7.2 Worker's Compensation Evidence of Workers Compensation insurance covering all employees of the Contractor and subcontractors engaged in the performance of the Contract, in accordance with the Minnesota Workers Compensation Law shall be required. 7.3 Equal Opportunity During the performance of the executed contract compliance with Executive Order 11246, as amended by Executive Order 11375 and Department of Labor Regulations 41 CFR, Part 60 will be required. 7.4 Performance A Performance Bond as required by State Statute will be required to be fully executed and approved by the City 30 days prior to the start of the Contract. 7.5 Payment Bond A Payment Bond as required by State Statute will be required to be fully executed and approved by the City 30 days prior to the start of the Contract. 7.6 Conflict of Interest No member, officer, or employee of the City shall have any interest, direct or indirect, in the executed contract or the proceeds thereof. Violation of this provision shall cause the executed contract to be null and void. RFP for City of Arden Hills Recycling Services . 11 8. Submitting Proposals 8.1 Proposals May Be Rejected in Whole or Part The City of Arden Hills reserves the right to: ♦ Reject any or all proposals. ♦ Reject parts of proposals. ♦ Negotiate modifications of proposals submitted. ♦ Accept part or all of the proposals on the basis of considerations) other than proceeds or cost. ♦ Negotiate specific work elements with the preferred Contractor into a contract of lesser or greater expense than described in this RFP or the Respondent's reply. 8.2 Respondents May Team with Other Companies It is recognized that some prospective Respondents may wish to subcontract with other companies for processing services. This is allowed as needed, but all such Contractor -subcontractor relationships must be explicitly described in each proposal scenario. The City will contract with only one primary Contractor for the recycling services. Multiple Respondents may team up with other complementary hauling or recycling companies provided there is no collusion. A company may be listed as a part of more than one team as long as this company submits a written certification that no collusion occurred between competing proposals. 8.3 Trade Secrets (Include in a Separate Sealed Envelope) Respondent may elect to submit data in a separate sealed envelope with a cover memo requesting that the enclosed data be classified as "nonpublic data" under the Minnesota Government Data Practices Act. The City will review the data to determine its correct classification. 8.4 RFP and Proposal to Become Part of Final Contract The contents of this RFP, the successful proposal, and any written clarifications or modifications to the contents thereof submitted by the successful Respondent and approved by the City in writing shall become part of the contractual obligations and be incorporated by reference into the ensuing Contract. If any provision of the Draft Contract RFP or proposal is in conflict, the Final Contract takes precedence over the RFP, and the RFP takes precedence over the proposal. 8.5 References References shall include the name, phone number, and email address of a contact person from at least five cities. Respondents may submit up to 10 references. It is the responsibility of the Respondent to ensure their Notification of Intent and References are received by the City. 8.6 How to Submit Proposals Proposal shall be submitted to the Administration Department Office via email to Jen Estling, jestling@a cityofardenhills.org by no later than 4:00 p.m. CDT, Friday, October 25, 2024, with the name of the proposing company in the subject line of the email. Proposals will be treated in accordance with Minnesota Statutes 13.591, Subdivision 3 (b), Data Practices Act. RFP for City of Arden Hills Recycling Services . 12 8.7 Proposal Content Qualified proposals must include the Proposal Checklist Form A and items listed on the checklist. 8.8 Evaluation Criteria Arden Hills residents have identified a city-wide goal to be an environmentally sustainable community, and residents have identified various community values that environmental programs such as recycling should incorporate. The vision, values, and goals of the City lead to the following criteria that the City will use to evaluate proposals for recycling services: Collection Criteria: ♦ Clean and quiet service delivery. ♦ Low impact on street (size and weight of trucks). ♦ Easy for customers to participate. ♦ A broad range of accepted recyclables. ♦ Materials to be efficiently recycled (local markets, highest and best use for material). ♦ Facilitates increased MDU, commercial, institutional, and industrial recycling. ♦ Cost-effective service. Qualifications Criteria: ♦ How the proposals have been tailored to meet the particular needs of the City. ♦ Strength of qualifications of the Respondents (together with any proposed subcontractors). ♦ Comments from the Respondents' reference clients. Education and Customer Service Criteria: ♦ Frequent, effective education of residents. ♦ Community involvement. ♦ Outreach to low participating communities with public education tools specific to demographic needs including outreach using electronic communications and emerging technologies. ♦ Contractor is approachable and welcoming of customer questions and comments. ♦ Contractor has excellent service issue resolution. Environmental Benefits Criteria: ♦ Maximized diversion of compostable and other recyclable materials. ♦ Reduced carbon footprint. ♦ Residual rate at MRF. These evaluation criteria are not presented in any special order. No ranking of these criteria within this RFP is intended or implied. A review committee will evaluate all proposals submitted based on price, how well the proposal meets RFP base specifications, how well the proposal meets community values, and the Respondents' "Value Added" elements that go beyond the base specifications. Finalists may be invited to interviews. RFP for City of Arden Hills Recycling Services . 13 Attachment A Draft Contract RFP for City of Arden Hills Recycling Services DRAFT CONTRACT FOR THE COLLECTION OFRESIDENTIAL RECYCLABLE MATERIALS ,-o t �zS DI�EN HILLS CITY OF ARDEN HILLS CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Table of Contents 1. Term of Contract.....................................................................................................................2 2. Definitions.............................................................................................................................. 3 3. Scope of Work: GeneralProvisions........................................................................................ 7 4. Operations............................................................................................................................... 9 5. Collection Services...............................................................................................................10 6. Collection Equipment...........................................................................................................13 7. Employees.............................................................................................................................14 8. Indemnity..............................................................................................................................15 9. Insurance...............................................................................................................................16 10. Payment and Performance Bonds/Letter of Credit...............................................................17 11. Transferability of Contract...................................................................................................18 12. Reporting and Promotional/Educational Activities..............................................................19 13. Default and Termination.......................................................................................................21 14. Payment for Base Collection Services..................................................................................23 15. Miscellaneous Provisions.....................................................................................................26 Appendices Appendix A Map of Route Sectors by CollectionDay Appendix B City Building(s) and Park(s) to be serviced by the Contractor CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page i CITY OF ARDEN HILLS CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS This Contract, is made and entered into this day of May, 2025, by and between the City of Arden Hills, a Municipal Corporation under the laws of the State of Minnesota (hereinafter called the "City") and [Contractor] under the laws of the State of Minnesota, having its principal place of business at [CONTRACTOR ADDRESS] (hereinafter called the "Contractor"). WITNESSETH WHEREAS, the City requires the collection and proper management of recyclables within the corporation limits of the City; and WHEREAS, the Contractor is engaged in the business of collecting, processing, and marketing recyclables; and WHEREAS, the City released a request for proposals (RFP) for recyclables collection, processing, and marketing services on September 11, 2024; and WHEREAS, the Contractor submitted a proposal in response to the City's RFP on October 25, 2024; and WHEREAS, the City desires to hire the services of the Contractor [NAME] and the Contractor [NAME] desires to provide the services to the City; and NOW, THEREFORE, IT IS AGREED BY AND BETWEEN BOTH PARTIES: That the Recycling Contact for Residential Recycling Services with [NAME] (Contractor) outlines the requested services by the City and costs for these said services for eligible Residential Dwelling Units (RDU) and Multi -Dwelling Units (MDU). CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 1 1. Term of Contract 1.1. This Contract shall commence on May 5, 2025, and shall remain in full force and effect through either May 4, 2028 (3 year) or May 4, 2030 (5 year), unless terminated in accordance with Section 13 of this Contract. 1.2. The City at its sole discretion may elect to extend the Contract for three (3) or five (5), one (1) year increments (determined by initial contract length) or the City at its sole discretion may elect to extend the Contract for one (1), three (3) or five (5) year extension (determined by initial contract length). The terms and conditions of this Contract shall apply to any such Contract extension. Nothing in this Contract shall be interpreted to imply or infer that the City is committing to such extensions. 1.3. At least six months prior to the expiration of this Contract (or any extension period), the City shall notify the Contractor of its decision as to whether or not to exercise its extension option. The Contractor may request an early decision by the City for a contract extension by submitting a written request. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 2 2. Definitions The following terms, whenever used in this Contract, shall have the meanings set forth in this Section unless otherwise limited or expanded elsewhere in this Contract. Aluminum Cans Disposable containers fabricated primarily of aluminum, commonly used for soda, beer, juice, water or other beverages. Aseptic Packaging and Containers designed to maintain the sterility of a sterile (aseptic) Milk Cartons product such as food (e.g., gable -top milk cartons, juice boxes and aseptic packaging used for soup, broth, soy milk, etc.). Aseptic packages are typically a mix of paper, polyethylene (low -density polyethylene [LDPE]), and aluminum. Base Collection Services The base level of recyclables collection services, which services are paid for by the City to the Contractor as specified in this Contract. Bulky Waste All large, bulky household materials which do not fit within a garbage cart and include (but are not limited to) carpeting and padding, mattresses, chairs, couches, tables, appliances, electronics, and car parts including wheels, rims, and tires. Carrier Stock Paperboard coated with resins to resist moisture and used for containers to carry products such as beer, water and soft drinks. Carts/Curbside Recycling The wheeled, lidded carts in which recyclable materials can be Carts stored and placed for curbside collection as approved and owned by the City. City The City of Arden Hills, Minnesota. Collection The aggregation and transportation of recyclable materials from the place at which they are generated; includes all activities up to the time when it is delivered to a recycling facility. Collection Vehicle Any vehicle licensed and inspected as required by state and county and approved by the City for recyclables collection within the corporate boundaries of the City. Collection Hours The time period during which collection of recyclables is authorized by the City. Commodity Any individual material, including specific industrial grade, as defined by this RFP. Contractor The City's recycling service Contractor under the new Contract beginning operation on May 5, 2025. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 3 Corrugated Cardboard Cardboard material with double wall construction and corrugated (Old Corrugated separation between walls including boxes for delivery and take out Cardboard) pizzas. Does not include cardboard heavily coated in plastic or wax. Contract Price for The amount of money per Residential Dwelling Unit (RDU) or Recyclables Collection Multi -Dwelling Unit (MDU) charged by the Contractor to the City Service per the terms and conditions of this Contract for costs attributable to the base recyclables collection service, including transport of these recyclables to the City -designated recycling center. County Ramsey County, Minnesota Curbside That portion of right-of-way adjacent to paved or traveled City roadways. "Curbside" as used in this Contract shall be interpreted to include alleys. Curbside Collection The collection of recyclables in accordance with this Contract, City ordinances, and City guidelines regulating the placement of the same. Glass Jars and Bottles Glass jars, bottles, and containers (lids/caps and pumps removed) that are primarily used for packing and bottling of food and beverages. Electronic Waste Any discarded consumer electronic device with a circuit board including (but not limited to): televisions, computers, laptops, tablets, computer monitors, peripherals (e.g., keyboard, printer, mouse, etc.), cell phones, PDAs, DVD recorders/players and video cassette recorders/players, and fax machines. HDPE Plastic bottles and non -bottle plastic containers made from high -density polyethylene resin. Holidays New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. Market Any person or company that buys (or charges) for recycling of specified materials and may include, but is not limited to: end - markets, intermediate processors, brokers and other recycling material reclaimers. Materials Recovery A facility in which recyclable materials are processed. The facility Facility (MRF) must conform to all applicable rules, regulations and laws of state, local or other jurisdictions. Multi -Dwelling Units A building or a portion thereof containing five or more dwelling (MDUs) units. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 4 Multi -Dwelling Unit Recycling containers used for multi -dwelling units (MDUs) (MDU) Recycling including any cart, dumpster or other receptacle for temporary Containers storage and collection of designated recyclables from residents in MDUs prior to collection. Paper Products Paper includes the following: newspapers including inserts (ONP); household office paper and mail; boxboard; carrier stock cardboard; old corrugated cardboard (OCC) including boxes for delivery and take out pizzas; phone books; kraft bags; and magazines/catalogs (OMG). Plastic Food and Beverage Bottle and rigid plastic containers made of PET (plastic type #1), Containers HDPE (plastic type #2), and PP (plastic type #5). PET Plastic bottles and non -bottle plastic containers made from polyethylene terephthalate (e.g., soft drink, water, other bottles, deli clamshells, etc.). PP Containers made from polypropylene. Process Residuals The materials that cannot be recycled due to material characteristics such as size, shape, color, cross -material contamination, etc., which must be disposed as mixed municipal solid waste. Process residuals include (but are not limited to): bulky items, contaminants, sorted tailings, floor sweepings and rejects from specific processing equipment (e.g., materials cleaned from screens, etc.). Process residuals do not include clean, separated products that are normally processed and prepared for shipment to markets as commodities but which are of relatively low value because of depressed market demand conditions. Processing Fee Agreed upon unit fee allocated towards Contractor's cost of processing various types of recyclables. Producer Occupants of a RDU or MDU property who generate recyclable materials. Recyclable The current list of household recyclables established through Materials or guidelines released under the authority of the City. The current list Recyclables of recyclables, as of the date of Contract Execution, includes: Newspaper and Newspaper Inserts; Magazines and Catalogs; Junk Mail and Envelopes; Cardboard; Office and School Paper; Phone Books; Cereal and Cracker -type boxes; Shoeboxes; Brown Paper Sacks/Bags; Aluminum, Steel and Tin Cans, Scrap Metal less than 3 feet in length; Glass Bottles and Jars, Plastic Bottles and Cups; Plastic Food Containers, Tubs, Bowls, Yogurt Cups and Margarine/Whip Cream Tubs; Plastic Milk Jugs and Paper Milk Cartons; Juice Boxes; and other Paper/Aseptic Cartons. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 5 Recyclables Collection The collection of all recyclable materials properly set out by residents or property managers from eligible RDUs or MDUs into specially identified recyclable carts. Collection shall also include transporting the recyclable materials to the City -designated recycling center where materials can be processed for the marketplace. Residential Dwelling Unit Any eligible, occupied single-family dwelling, duplex, triplex or (RDU) fourplex within the City occupied by a person or group of persons. A RDU shall be deemed occupied when water is being supplied thereto. Source Separated Food waste, non -recyclable papers, house plants, and other Organics (SSO) household organics designated by the City that, once separated by residents, may be recovered for composting or other forms of organics recovery. SSO does not include yard waste for purposes of this Contract. Steel Cans Metal containers fabricated primarily of steel and/or tin used to contain food or beverages. Walk-up The collection of household waste and recyclable materials at a Collection RDU at a point close to the dwelling unit, in lieu of curbside collection, for producers or occupants who have a documented physical infirmity and when there is not a person living in the dwelling that is able to move wastes to the curb. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 6 3. Scope of Work: General Provisions 3.1. The work under the Contract shall consist of all the items contained in the Contract, including all the supervision, materials, equipment, labor, customer service operations, and all other items and functions necessary to complete such work in accordance with the Contract. 3.2. The City's RFP (including all addenda) and Contractor's proposal (including responses to City questions) are incorporated by reference into this final Contract. If there is any discrepancy between this final Contract and the City's RFP or the Contractor's proposal, this final Contract shall take precedence. 3.3. Recycling services will be provided to all RDUs, with opportunities for MDU buildings to "opt -in" to the service. Recyclables collection will occur weekly on Tuesdays for properties south of I-694 and weekly on Wednesdays for propertiesnorth of I-694. Appendix A includes a map of route sectors by collection day. 3.4. The Contractor will acquaint itself with all pertinent City Ordinances and other City guidelines and comply with said ordinances and guidelines. 3.5. The Contractor has made its own examination, investigation and research regarding the proper method of doing the work, and all conditions affecting the work to be done (including street layout, alley layout, overhead obstructions preventing automated lifting of carts, other geography, daily route sector boundaries, etc.) and the labor, equipment and materials needed thereon, and the quantity of work to be performed (including the Contractor's own field verification of RDU and MDU estimates provided by the City), and the Contractor agrees that it has satisfied itself by its own investigation and research regarding all of such conditions, and that this conclusion to enter into the proposed Contract is based upon such investigation and research, and that it shall make no claim against the City because of any of the estimates, statements, or interpretations made by any official officer or agent of the City which may prove to be in any respect erroneous. The Contractor so assumes the risk of all conditions foreseen and unforeseen and agrees to complete the work without additional compensations under whatever circumstances may develop other than as herein provided. 3.6. Household recyclables collection service from eligible RDUs shall be performed exclusively by the Contractor. 3.7. The Contractor shall be obligated to protect all public and private utilities whether occupying public or private property. If such utilities are damaged by reason of the Contractor's operations under this Contract, it shall repair or replace same or, failing to do so promptly, the City shall cause repairs or replacements to be made and the cost of doing so shall be deducted from payment to be made to the Contractor. 3.8. In performing any actions or services under this Contract, the Contractor shall comply with any and all federal and state statutes, rules and regulations and any and all City and County ordinances and regulations pertaining to or regulating the provision of such services or actions, including those now in effect or hereafter adopted. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 7 Any violation of such statutes, ordinances, rules or regulations by the Contractor shall entitle the City to take appropriate corrective action. Any material violation by the Contractor shall entitle the City to terminate this Contract upon twenty-one (21) days written notice of termination to the Contractor except as provided elsewhere herein. Prior to exercising the right of termination, the City shall notify the Contractor in writing and consult with the Contractor in an effort to resolve the dispute. The Contractor may have up to twenty-one (21) days to cure a violation prior to the City's exercise of its termination right, provided that such an opportunity to cure is not in conflict with the provisions of the subject law, ordinance, rule, or regulation. However, the opportunity to cure shall not apply to subsequent and repeated violations of the same law, ordinance, rule or regulation. Amendments to existing regulatory laws, ordinances, regulations and enactment of new laws, ordinances and regulations shall not serve as justification for the Contractor to terminate its obligations hereunder, unless such changes make the completion of this Contract impossible. 3.9. Neither the Contractor nor the City shall be liable for the failure to perform their duties if such failure is caused by a catastrophe, riot, war, fire, act of God, power failure, flood, disaster or other similar contingency beyond the reasonable control of the City or the Contractor. Labor disputes do not constitute situations beyond reasonable control. No person shall be illegally excluded from employment rights in, participation in, or be denied the benefits of the program which is the subject of this Contract on the basis of race, religion, color, creed, sex, age, disability, handicapped status, national origin or any other protected class defined under the Minnesota Department of Human Rights and/or federal law. The Contractor agrees to undertake all efforts at reasonable accommodations as may be required by state or federal law. 3.10. The Contractor shall obtain all required licenses and permits to perform the Contract and promptly pay all fees required or taxes assessed by the City or any other Governmental agency. 3.11. Contractor agrees that no member, officer, or employee of the City shall have any direct or indirect interest in this Contract or the proceeds thereof. Violation of this provision shall cause this Contract to be null and void and Contractor will forfeit any payments to be made under this Contract. 3.12. Neither the Contractor nor the City shall be liable for the failure to perform their duties if such failure is caused by a catastrophe, riot, war, fire, act of God, power failure, flood, disaster or other similar contingency beyond the reasonable control of the City or the Contractor. Labor disputes do not constitute situations beyond reasonable control. 3.13. The laws of the State of Minnesota shall be used to interpret this Contract. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 8 4. Operations 4.1. Collection of recyclables shall not start before 7:00 a.m. or continue after 6:00 p.m. Exceptions to collection hours shall be affected only by prior permission of the City. The Contractor shall request permission from the City for any exception first via telephone and then in writing to the City Recycling Coordinator with an explanation as to the reason for the exception request. 4.2. When a holiday falls on the day that recycling should normally be collected, each subsequent collection day will be delayed one day. For Example —if July 4 is on Tuesday, regular collection services that week will be Wednesday and Thursday. 4.3. The Contractor's employees shall handle the carts with reasonable precautions to prevent spilling or scattering of recyclable materials. The Contractor shall replace all carts in an upright position and shall immediately clean up and dispose of any contents thereof which may be spilled, regardless of whether the spill occurred on public or private property. 4.4. If the Contractor fails to clean up any scattered or spilled material or leaked material or fluids from recycling trucks within three hours after oral or written notice (email is acceptable) from the City, the City may cause such work to be done and deduct the reasonable cost thereof from any payments due and owing the Contractor, in addition to any other remedies provided herein. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 9 5. Collection Services 5.1. The recyclables collection service shall be provided every week from a 35-gallon, 64-gallon, 95-gallon or similar sized wheeled recycling cart(s). 5.2. Collection shall occur in the same location (i.e., at "curbside") and similar manner as household solid waste collection. 5.3. Recyclables "walk-up" collection may occur for eligible residents who apply forand receive City approval. Eligible residents may be disabled or handicapped. There will not be an additional charge to residents who are entitled to "walk-up" collection. 5.4. All occupants of RDUs in the City that set out recyclables for municipal collection shall be required to place their household recyclables in the City -supplied cart(s). 5.5. The current list of household recyclables is established under the authority of the City's Recycling Coordinator. The current list of recyclables as of the date of Contract execution are listed under the definition of "Recyclable Materials" in Section 2. This list may be amended by mutual agreement between the City and the Contractor. 5.6. All recyclable materials placed for collection by residents or management from eligible RDUs or MDUs shall remain the responsibility and ownership of theresidents or property owner until picked up by the Contractor. The City requires that all collected recyclables must be delivered to the Contractor's MRF in a manner acceptable to Ramsey County. 5.7. Residential recyclables collected from the City under this Contract will be kept separate from other materials until delivery to the MRF. Residential recyclables generated in Arden Hills shall be weighed on Certified Truck Scales and the weights reported to the City. The Contractor shall retain truck scale weight tickets for City inspection upon request for a period of at least three years. 5.8. The Contractor shall not landfill, incinerate or otherwise dispose of recyclable materials collected for recycling under this Contract without the specific, prior written approval of the City. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 10 5.9. Cart Ownership and Management 5.9.1. The City shall own the recycling carts. 5.9.2. The Contractor shall be responsible and pay for all aspects of cart management and operations including (but not limited to), receiving, assembly, distribution (aka new cart "roll out"), management of excess cart inventory, (i.e., provide "warehouse" and inventory control services), cart switches/replacements, cart maintenance, repair or replace damaged carts, and manage all aspects of warranty repairs. Contractor shall deliver 64- gallon carts to all RDUs and exchange with other sizes as requested within one week of a valid request. 5.9.3. The Contractor shall serve as the City's agent for purposes of implementing cart warranty service and replacements. The Contractor will make its best efforts tohelp assure eligible cart warranty repairs and replacements are paid for by the cart manufacturer and not the City. 5.9.4. The Contractor's cart distribution services shall consist of ongoing cart replacements (i.e. new customers, service changes, replacement of damaged containers, etc.) during the term ofthe Contract. 5.9.5. Damaged carts and old recycling bins that are not reusable must be recycled. All costs incurred in recycling old curbside bins and new carts damaged beyond repair shall be the responsibility of the Contractor at no additional cost to the City. Residents may be allowed to keep their City- provided recycling bin for other uses. 5.10. Recyclable and Solid Waste collections from City Buildings and Parks 5.10.1. The Contractor shall provide recycling and solid waste collection services at the City owned and operated buildings and parks as listed in Appendix B. 5.10.2. Collection services shall be extended to all new City owned buildings and parks created during the term of the contract. 5.11. Customer Service 5.11.1. The Contractor shall maintain throughout the duration of the Contract designated single contact who is located in Minnesota and who has sufficient authority to resolve issues when officially notified by City staff. 5.11.2. The Contractor shall provide responsive, friendly customer service at all times including interactions with residents by drivers/crews on the collection route, on the phone, emails, web sites, and other forms of communication. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 11 5.11.3. In the case of alleged missed collections, the Contractor shall investigate, and, if such allegations are verified, the Contractor shall then arrange for the collection of the recyclable materials no later than 6 p.m. the following business day. 5.11.4. The Contractor shall establish and maintain an office or call service with continuous supervision to accept complaints and customer calls. The office shall be in service during the hours of 8:00 a.m. until 5:00 p.m. Central Standard Time on all days except Saturday, Sunday and legal holidays. The call service shall be available from 8:00 a.m. to 12:00 (noon) on Saturdays. The address and toll -free telephone number of such office shall be posted on the City's web site. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 12 6. Collection Equipment 6.1. When collecting recyclables under this Contract the Contractor shall use separate collection vehicles forrecyclables. 6.2. It shall be the Contractor's sole responsibility to comply with all road weight restrictions. The Contractor shall immediately inform the City of any notices of exceeding such restrictions. The City retains the right to inspect and/or weigh the Contractor's trucks at anytime. 6.3. All vehicles shall be kept in a clean and sanitary condition; and all collection vehicles shall be cleaned with pressurized hot water at least once a month. It may be necessary to wash these vehicles more often to improve the appearance of the vehicle, eliminate or control insect infestation, and to control odor, if so directed by the City. 6.4. The vehicle bodies shall be painted and numbered and shall have the Contractor's name and telephone number painted in letters of a contrasting color, at least four(4) inches high or easily readable under normal conditions. 6.5. The trucks shall be maintained in good working order. They shall be equipped to meet all federal, state and municipal regulations concerning vehicles used on City streets and alleys and maintained to meet these standards. 6.6. All vehicles shall be equipped with the safety equipment as required by any local, state or federal laws. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 13 7. Employees 7.1. All employees shall be competent and skilled in the performance of the work to which they may be assigned. Failure or delay in the performance of this Contract due to the Contractor's inability to obtain employees of the number and skill required shall constitute a default of the Contract. 7.2. The employees shall not use loud or profane language, shall be courteous at all times (arguing will not be tolerated) and shall perform their work as quietly and quickly as possible. 7.3. The employees (and vehicles) shall not drive over private property unless requested by property owners. 7.4. The City or its authorized agent may inspect the work performed for compliance with the Contract. The Contractor shall furnish all reasonable assistance required by the City or its representative for the proper inspection of the Contractor's premises, facilities, equipment and the MRF to which the City's recyclables are taken. 7.5. The Contractor shall maintain, separate from all other records and accounts, complete records and an accurate ledger of accounts of all revenues and expenses relating to the collection of the City's recyclables. Such records and accounts shall, at all reasonable times, be open to inspection by the City and its agents. With reasonable notice, the City shall have the right to audit any portion of the Contractor's records relating to services provided under this Contract. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 14 8. Indemnity 8.1. The Contractor shall indemnify, keep and save harmless the City and its respective officers, agents and employees against all suits or claims that may be based upon any injury or damage to persons or property that may occur, or that may be alleged to have occurred, in the performance of this Contract by the Contractor, whether or not it shall be claimed that the injury was caused through an negligent act or omission of the Contractor, its employees, it subcontractors or their agents or in connection with any claim based on lawful demands of subcontractors, workers, or suppliers; and whether or not the persons injured on whose property was damaged were third parties, employees of the Contractor or employees of an authorized subcontractor; and the Contractor shall, at its own expense, defend the City in all litigation, pay all attorneys' fees and all costs and other expenses arising out of the litigation orclaim or incurred in connection therewith; and shall, at its own expense, satisfy and cause to be discharged such judgments as may be obtained against the City, or any of its officers, agents or employees. 8.2. When requested by the City, the Contractor shall submit satisfactory evidence that all persons, firms or corporations who have done work or furnished supplies under this Contract, for which the City may become liable under the laws of the State of Minnesota, have been fully paid or satisfactorily secured. In case such evidence is not furnished or is not satisfactory, an amount may be retained from compensation due the Contractor, which will be sufficient in the opinion of the City's Attorney, to meet all claims of the persons, firms, and corporations as aforesaid. Such sum shall be retained until the liabilities are fully discharged or satisfactorily secured. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 15 9. Insurance 9.1. The Contractor shall provide and maintain in full force and effect during the entire term of this Contract, regular Contractor's Public Liability Insurance, with the City as an additional insured, providing for a limit of not less than Two Million Dollars ($2,000,000.00) for all damages arising out of bodily injuries or death of one person, and subject to that limit for each person, and regular Contractor's auto, property damage liability insurance providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out destruction of property in any one accident, and subject to that limit per accident. The Contractor shall also provide workers' compensation insurance and employers' liability insurance as required by law. Policies or coverage required shall be updated as necessary to meet at least the amounts specified in Minn. Stat. § 466.04 for each year of the Contract. Contractor shall provide Environmental Impairment Liability (Pollution Legal Liability) for sudden and non -sudden (gradual) pollution occurrences covering all facilities and equipment owned and used by Contractor, or its agents or employees. Limits of liability shall be no less than $5,000,000 for each occurrence and $5,000,000 aggregate and shall continue for a two-year period following termination of this Agreement. Such policies shall provide for ten (10) days' notice to the City of any change, cancellation, or lapse of such policy. The Certificates of Insurance shall name the City as an additional insured, and state that the Contractor's coverage shall be the primary coverage in the event of a loss. Acceptance of the insurance by the City shall not relieve, limit or decrease the liability of the Contractor. The Contractor shall further guarantee and save harmless and indemnify the City of and from any and all loss, damage, claims, suits, judgments and recoveries which may be asserted, made or may arise or be had, brought or recovered against the City by reason of any of the foregoing claims except such as are caused by the existence of the disposal sites at the locations specified or contemplated in the Contract; and that it shall immediately appear and defend the same as its own cost and expense. Prior to the effective date of this Contract, the Contractor shall file a copy of such policies with the Recycling Coordinator. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 16 10. Payment and Performance Bonds/Letter of Credit 10.1 Before the Contract shall be valid or binding against the City, the Contractor shall provide both a Payment Bond and a Performance Bond to the City of Arden Hills for the use of said City, and also for the use of anyone who may perform or cause to be performed any work or labor, or furnish or cause to be furnished any skill, labor, equipment, or materials in the execution of such Contract, which bonds shall be signed by the Contractor and shall be in the amount of fifty (50) percent of the yearly Contract amount. The Bonds shall at all times be kept in full force and effect. The Bonds or Letters of Credit shall be approved by the City Attorney and filed with the City Clerk or designee. 10.2 The conditions of the Bonds or Letters of Credit shall be that the Contractor shall fully and faithfully perform all conditions of the Contract and these specifications; shall pay anyone who may perform or cause to be performed any work or labor, or furnish or cause to be furnished any skill, labor, equipment or material in the execution of such Contract; and such Bonds or Letters of Credit shall provide the full amount thereof and shall be forfeited upon the Contractor's failure to comply therewith. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 17 11. Transferability of Contract 11.1 Other than by operation of law, no transfer or assignment of the Contract or anyright accruing under this Contract shall be made in whole or in part by the Contractor without the express written consent of the City. In the event of an assignment, the Contractor shall act as a guarantor of the assignee's satisfactory performance of all Contractual obligations. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 18 12. Reporting and Promotional/Educational Activities 12.1 Monthly and Annual Materials Reports. Monthly reports and annual reports regarding the City's recycling program will be submitted to the City. At a minimum, the monthly reports should include the following information: 12.1.1 Total number of stops collected, total number of possible stops (set out numbers). 12.1.2 Gross amounts of materials collected, by recyclable material (in tons). 12.1.3 Net amounts of materials marketed, by recyclable material (in tons). 12.1.4 Amounts of materials stored, by recyclable material (in tons), withany notes as to unusual conditions. 12.1.5 The markets used for the sales of each of the recyclable commodities during that month. 12.1.6 The amounts of process residuals disposed (in tons) and the location(s) of disposal facility. 12.1.7 Revenue share credits back to the City, with the calculations by which those credits were determined. 12.1.8 Customer information collected on routes: 12.1.8.1 The locations of damaged and replaced carts. 12.1.8.2 Addresses that do not participate in the recycling program. Monthly reports shall be due to the City by the 15th day of each month subsequent to the month of the report. The first monthly report in 2025 shall be due on June 15, 2025. Annual reports shall be due by January 15 and shall be a compendium of the previous monthly reports with an annual summary of trends. The annual report will include recommendations for continuous improvement in the City's recycling program (e.g., public education, multi -unit recycling, etc.). 12.2 Customer Relations Report. The City will be provided with 12.2.1 A quarterly list of all customer complaints, including a description of how each complaint was resolved. 12.2.2 The number, address and results of the Annual Cart Checks. Annual Cart Checks are completed by looking inside the cart of 100 residential properties to check for contaminants. 12.2.3 A quarterly list of all missed pickups reported to the Contractor. Quarterly reports shall be due the 15th of the months of February, April, July and October, with the 2025 quarterly reports beginning in July. Annual reports shall be due by January 15th of each year. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 19 12.3 Annual Performance Review. Meeting to Discuss Recommendations for Continuous Improvement. The City shall schedule an annual meeting to include (but not be limited to): 12.3.1 Review annual report, including trends in recovery rate and participation. 12.3.2 Review efforts made to expand recyclable markets. 12.3.3 Review performance based on feedback from residents. 12.3.4 Review recommendations for improvement in the City's recycling program, including enhanced public education and other opportunities. 12.4 Promotional/Educational Activities 12.4.1 The Contractor and the City shall work together in the preparation and distribution of educational materials to insure accurate information and program directions. The Contractor shall pay for the annual design, printing and mailing of a curbside program flyer with an additional 200 fliers to be placed at City Hall. The flyer shall be approved by the City in writing prior to printing or distribution. The flyer shall be delivered to homes no later than January 31 of each year. 12.4.2 The publicity and promotion program may include articles for City newsletters, public appearances, provision of information for local environmental groups, or attendance at public events sponsored bythe City. The Contractor shall at a minimum provide one (1) newsletter article per year. The Contractor is encouraged to develop new public education and outreach materials each year. 12.4.3 The Contractor will work with the City to prepare guidelines for residents of eligible RDUs and MDUs with recycling instructions. 12.4.4 Each year by January 31 st, the Contractor shall send a mailing to each residential property that is served by the Contractor with a specific listof instructions for sorting recyclable materials and setting out recycling carts. 12.4.5 The yearly mailing will include instructions for residents of eligible RDUs to have their recyclables carts set out to curbside by 7:00 a.m. on their designated recycling collection day. 12.4.6 The Contractor shall conduct its own promotions and public education to increase participation. The Contractor shall submit a draft of any public education literature for approval by the City at least one month before printing and release of any such literature. 12.4.7 The annual work plan shall include initiatives to improve the City's recycling program. These initiatives may include (but are not limited to) expansion of materials collected, voluntary expansion to businesses, effective education of residents with measurement, community involvement, outreach to low participating communities, and outreach using electronic communications including e-mail reminders and apps. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 20 13. Default and Termination 13.1 If the work to be done under this Contract is abandoned by the Contractor; or if this Contract is assigned by it without the written consent of the City Council; or if the Contractor is adjudged bankrupt; or if a general assignment of assets is made for the benefit of the Contractor's creditors; or if a receiver is appointed for the Contractor of any of its property; or if, at any time, the City determines that the performance of the work under this Contract is being unnecessarily delayed or that the Contractor is violating any of the conditions of this Contract, or that it is executing the same in bad faith or otherwise not in accordance with the terms of this Contract, then the City may serve written notice upon the Contractor and its surety of the City's intention to terminate this Contract. 13.2 Unless within twenty-one (21) days after the servicing of such notice, a satisfactory arrangement is made for continuance, this Contract shall terminate and the Contractor and its surety shall be liable to the City for all costs. 13.3 The City May Withhold Payments or Performance Bond. In the event of Contractor's default under the terms of this Contract, all payments due the Contractor shall be retained by the City and applied to the completion of the Contract and to damages suffered and expenses incurred by the City by reason of such default, unless the surety on the performance bond shall assume the Contract, in which event all payments remaining due the Contractor at the time of default, less amounts due the City from the Contractor and less all sums due the City for damages suffered and expense incurred by reason of such default shall be due and payable to such surety. Thereafter, such surety shall receive monthly payments equal to those that would have been paid to the Contractor had such Contractor continued to perform the Contract. 13.4 Liquidated Damages 13.4.1 The imposition of liquidated damages is not a penalty, but recognition of the difficulty of ascertaining the damages resulting from certain types of performance breaches. The assessment of liquidated damages shall be at the reasonable discretion of the City and shall be in lieu of other remedies, if imposed. 13.4.2 The City may deduct the full amount of any liquidated damages from any payment due to the Contractor, but any liquidated damages not so deducted shall remain the obligation of the Contractor and be payable to the City on demand. 13.4.3 The City may assess liquidated damages in lieu of other remedies available to the City for breach of the Contract or violation of the City's ordinances. Failure to impose liquidated damages for lack of performance shall not constitute a waiver of the City's other rights and/or remedies under either the Contractor or the City's ordinances or any subsequent failure of performance. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 21 13.4.4 The Contractor shall be liable to the City for liquidated damages, in the amount of $75.00 for the first incident, $100.00 for the second incident and $200.00 per incident thereafter; upon determination by the City that performance has not occurred consistent with the following provisions of the Contract: 13.4.4.1 Failure to pick up missed collections by 6:00 p.m. on the day following scheduled collection day. 13.4.4.2 Failure to complete City-wide or route -wide collection by 6:00 p.m. on the scheduled collection day, unless prior approval is received by the City. 13.4.4.3 Failure to adequately address legitimate complaints, whether submitted by residents or the City. 13.4.4.4 Failure promptly to clean up any spills or leaks caused bythe Contractor. 13.4.4.5 Failure to clean up scattered or spilled material spilled bythe Contractor within three hours of written or oral notice from the City. 13.4.4.6 Disposal of recyclables by the Contractor in a landfill, resource recovery facility or other disposal facility without receiving prior written City permission. 13.4.4.7 Failure to adhere to other collection restrictions and requirements set forth in the Contract. If the Contractor has violated or failed to follow collection restrictions or requirements in general, the City may treat each violation or failure as a separate incident for the purpose of calculating liquidated damages. 13.4.4.8 Failure to request and obtain permission from the City for collecting on the residential routes earlier than 7 a.m. or later than 6 p.m. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 22 14. Payment for Base Collection Services 14.1 The City shall be responsible for invoicing and collecting the utility rate fees fromall eligible RDUs and MDUs receiving collection services. 14.2 The City may give the Contractor oral notice of discontinuation of service to RDUs or MDUs, promptly followed by written confirmation of the order. Upon reinstatement of service at the RDU or MDU by the City, the Contractor shall resume collections on the next scheduled collection day. 14.3 The Contractor shall bill the City for any collection services rendered to mutually agreed -upon, eligible RDUs and MDUs according to the collection service Contract prices set forth in this Contract. The Contractor shall invoice the City on a monthly basis within ten (10) days following the end of each month in a format to be specified by the City. The Contractor shall itemize applicable charges by county, state or federal agencies. 14.4 The City shall pay the Contractor within 35 days after receiving and approving the invoice from the Contractor. The City's payment to the Contractor shall be based on the approved invoice and the collection service Contract prices set forth in this Contract. The Contractor shall be entitled to payment for services rendered provided an approved invoice is submitted to the City pursuant to the terms of this Contract regardless of whether or not the City collects the utility rate fee from the specific RDU or MDU for such services. However, the Contractor shall not be entitled to receive payment for dwelling units for which the Contractor has received notice from the City of discontinuance of service. The City shall be entitled to offsets in its payments to Contractor amounts for Contractor errors or omissions as specified in the Liquidated Damages Section 13. 14.5 The City will compensate the Contractor through the base Contract prices set for recyclable collection services for RDUs. Commencing May 5, 2025, the base Contract prices will be: Recyclables Collection shall be $ per eligible RDU per month for weekly recycling service. Eligible RDUs with more than one (1) cart will be charged an additional fee of $2.00 per household per month per cart. 14.6 City will compensate the Contractor through the base Contract prices set for recyclable collection services for MDUs. Commencing May 5, 2025, the base Contract prices will be: Recyclables Collection shall be $ per eligible MDU per month for each four yard container serviced once per week or $ per eligible MDU per month for each 65 gallon cart serviced once per week. 14.7 The City shall provide a count of eligible RDUs and MDUs by January 1 of each year. These annual counts may include additional RDUs and MDUs added due to new development, redevelopment or other such changes. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 23 14.8 The Contract price will be multiplied by the total number of RDUs and MDUs as determined by the City to result in the monthly payment amount to Contractor. 14.9 Annual Contract Price Increase The City agrees that the price per residential dwelling unit will increase each year by the Consumer Price Index for the Upper Midwest as determined by the Federal Reserve Bank of Minneapolis or by three (3) percent, whichever is less. The price change shall go into effect on May 5 of each year. The City will notify the Contractor by the last week of January of the compensation rate for the subsequent contact year. 14.10 Processing Fees and Revenue Share [IF REVENUE SHARE IS INCLUDED] 14.10.1 The processing fee for all recyclable material commodities shall be $ per ton. The city agrees that the processing rate will increase each year by the Consumer Price Index for the Upper Midwest as determined by the Federal Reserve Bank of Minneapolis or by three (3) percent, whichever is less. The price change shall go into effect May 4 of each year. The City will notify the Contractor by the last week of January of the compensation rate for the subsequent contact year. 14.10.2 The Revenue Share on all commodities shall be split between the City and the Contractor at a rate of 80% (City) and 20% (Contractor). 14.10.3 The revenue will be calculated by multiplying the tons of individual materials collected, times the agreed upon material price. Total revenue shall be calculated by adding all of the revenue generated for each of the materials collected and processed. Contractor shall guarantee a minimum price on all materials of $0.00 per ton. If a particular material price is negative, a price of $0.00 per ton shall be used. 14.10.4 Processing fee will be calculated by multiplying the tons of individual materials collected by the agreed upon processing fee as described in Section 14.10.1. Total Processing Fees will be calculated by adding all of the processing fees generated for each of the materials collected and processed. 14.10.5 Revenue share received by the City will be calculated by subtracting the Total Processing Fee from the Total Revenues. If the remainder is positive, that number represents the revenue that shall be split between the City and the Contractor 80% (City) and 20% (Contractor). 14.11 Annual Residual Waste Evaluations. A load evaluation shall be made in the presence of both parties on a date mutually agreed upon to validate or re-establish the residual percentages used in the payback matrix. The annually validated and agreed upon percentage will be used until the next annual review. The City of Arden Hills and Republic Services agree that the commodity percentages listed on the Revenue Share Matrix are a reasonably accurate approximation of the percentages of each commodity of Recyclable Materials. The Revenue Share Matrix will be updated monthly by the actual percentages of residential single stream material shipped by Republic that month and the agreed upon residual percentages. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 24 14.12 Change in Law Provision. The City and Republic Services agree that any change in law that materially affects the performance or pricing of the agreement will be reviewed within 30 days of such law taking affect. Both the City and Republic Services agree that following the review the parties will negotiate in good faith to return this agreement to substantially similar terms, conditions, or pricing that were present prior to change in law. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 25 15. Miscellaneous Provisions 15.1 In the event that any provision or portion thereof of any Contract Document shall be found to be invalid or unenforceable, then such provision or portion thereof shall be reformed in accordance with the applicable laws. The invalidity or unenforceability of any provision or portion of this Contract shall not affect the validity or enforceability of any of the remaining provisions or portions of the Contract. 15.2 Any notice or demand required herein shall be in writing and shall be effectively made if delivered to either party in person or, if mailed, sent by certified mail as follows: To the City of Arden Hills at 1245 West Highway 96, Arden Hills, MN 55112; and to the Contractor at 9813 Flying Cloud Drive, Eden Prairie, MN 55347; or to such other address as either party may furnish the other in writing. Any change must be agreed upon by both parties in writing. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 26 Appendix A Map of Route Sectors by Collection Day (Tuesdays for properties south of 1-694 and on Wednesdays for properties north of 1-694) L it fir' 1... -'j •J .....� S. Base Map Ir a Ak)� \HILL- 1. FW 0 J60 t0lOi100 CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Appendix B City Facilities to be serviced by the Contractor. *City Hall and 14 City Parks (Park Recyclables maybe collected from a central location as determined by the Public Works Department) i od �• ps - 4 ••tt � - - �E•s,M C4Y D•grwF �-- .� �1 - i — E.e.q i.w� Nlsw•. � � � � I .. o.ypMq oa•.nM � IMr .. r �� -� • frr r,• Trail Map CITY OF ARDEN HILLS, MN CONTRACT FOR TI-IE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Attachment B List of Multi -Dwelling Unit Properties Eligible to Opt -in to Recycling Service RFP for City of Arden Hills Recycling Services Description Site Address # of Units TRAILER OR MOBILE HOME PARK 4605 PRIOR AVE N 276 MIXED RESID/COMMERCIAL 1201 COUNTY ROAD E W 74 Arden Flats Apartments 1290 COUNTY ROAD F W 60 Parkshore Apartments 1717 PARKSHORE DR 3100 37 Johanna Shores Senior Living 3200 LAKE JOHANNA BLVD 202 Cottage Villas of Arden Hills 3744 CLEVELAND AVE N 60 Round Lake Senior Living 1740 Parkshore 121 New Perspective Senior Living 3565 Pine Tree 145 CONDO 4 PINE TREE DR 110 1 CONDO 4 PINE TREE DR 111 1 CONDO 4 PINE TREE DR 112 1 CONDO 4 PINE TREE DR 113 1 CONDO 4 PINE TREE DR 114 1 CONDO 4 PINE TREE DR 115 1 CONDO 4 PINE TREE DR 116 1 CONDO 4 PINE TREE DR 117 1 CONDO 4 PINE TREE DR 118 1 CONDO 4 PINE TREE DR 119 1 CONDO 4 PINE TREE DR 120 1 CONDO 4 PINE TREE DR 121 1 CONDO 4 PINE TREE DR 122 1 CONDO 4 PINE TREE DR 123 1 CONDO 4 PINE TREE DR 124 1 CONDO 4 PINE TREE DR 125 1 CONDO 4 PINE TREE DR 126 1 CONDO 4 PINE TREE DR 127 1 CONDO 4 PINE TREE DR 128 1 CONDO 4 PINE TREE DR 129 1 CONDO 4 PINE TREE DR 130 1 CONDO 4 PINE TREE DR 131 1 CONDO 4 PINE TREE DR 132 1 CONDO 4 PINE TREE DR 133 1 CONDO 4 PINE TREE DR 210 1 CONDO 4 PINE TREE DR 211 1 CONDO 4 PINE TREE DR 212 1 CONDO 4 PINE TREE DR 213 1 CONDO 4 PINE TREE DR 214 1 CONDO 4 PINE TREE DR 215 1 CONDO 4 PINE TREE DR 216 1 CONDO 4 PINE TREE DR 217 1 CONDO 4 PINE TREE DR 218 1 CONDO 4 PINE TREE DR 219 1 CONDO 4 PINE TREE DR 220 1 CONDO 4 PINE TREE DR 221 1 CONDO 4 PINE TREE DR 222 1 1of2 Description Site Address # of Units CONDO 4 PINE TREE DR 223 1 CONDO 4 PINE TREE DR 224 1 CONDO 4 PINE TREE DR 225 1 CONDO 4 PINE TREE DR 226 1 CONDO 4 PINE TREE DR 227 1 CONDO 4 PINE TREE DR 228 1 CONDO 4 PINE TREE DR 229 1 CONDO 4 PINE TREE DR 230 1 CONDO 4 PINE TREE DR 231 1 CONDO 4 PINE TREE DR 232 1 CONDO 4 PINE TREE DR 233 1 CONDO 4 PINE TREE DR 310 1 CONDO 4 PINE TREE DR 311 1 CONDO 4 PINE TREE DR 312 1 CONDO 4 PINE TREE DR 313 1 CONDO 4 PINE TREE DR 314 1 CONDO 4 PINE TREE DR 315 1 CONDO 4 PINE TREE DR 316 1 CONDO 4 PINE TREE DR 317 1 CONDO 4 PINE TREE DR 318 1 CONDO 4 PINE TREE DR 319 1 CONDO 4 PINE TREE DR 320 1 CONDO 4 PINE TREE DR 321 1 CONDO 4 PINE TREE DR 322 1 CONDO 4 PINE TREE DR 323 1 CONDO 4 PINE TREE DR 324 1 CONDO 4 PINE TREE DR 325 1 CONDO 4 PINE TREE DR 326 1 CONDO 4 PINE TREE DR 327 1 CONDO 4 PINE TREE DR 328 1 CONDO 4 PINE TREE DR 329 1 CONDO 4 PINE TREE DR 330 1 CONDO 4 PINE TREE DR 331 1 CONDO 4 PINE TREE DR 332 1 CONDO 4 PINE TREE DR 333 1 2of2 Forms RFP for City of Arden Hills Recycling Services City of Arden Hills RFP for Recycling Services PROPOSAL FORMS: RFP FORMS A THROUGH H Instructions: Please use this Word document to enter your responses to the RFP questions. When you're done, please print and sign the final forms for submittal with your proposal and submit an electronic copy via email. The electronic proposal file must be in a PDF format. You may also print out this document, fill in your numeric answers by hand, attach additional sheets for typed narrative answers, sign the forms, and upload electronically to submit via email. All forms completed manually must be clear and legible. City of Arden Hills RFP for Recycling Services Form A: Proposal Content Checklist Instructions: Please check off the forms and other proposal sections to assure that your proposal is complete and all forms are signed: ❑ Proposal Cover Letter ❑ Form A: Proposal Content Checklist ❑ Form B: Respondent Questionnaire (including references) ❑ Form C: Certification of Binding Signature ❑ Form D: Certification of Independent Proposal Pricing ❑ Form E: Price Worksheet ❑ Form F: Itemized Listing of Trucks and Other Collection Equipment ❑ Form G: Acceptance of Draft Contract for Services ❑ Form H: Acknowledgement of Receipt of Addenda Form A - 1 City of Arden Hills RFP for Recycling Services Form B: Respondent Questionnaire Instructions: Please use this form and attach additional pages as may be necessary to properly respond to each of the following questions. The word "Company" as used below includes partnerships, corporations, and/or sole proprietorships. Note: If this is a teaming arrangement, please list all team members providing: organization name, contact person, address, telephone number, email, website. General Contact Information: Name of Company Proposing: Address: Telephone: Email: Website: Name of contact person: Type of organization: (e.g., corporation, joint venture, partnership, individual) Is this a "Team" proposal? ❑ Yes ❑ No If yes, please list the name of the other organizations proposing as a part of your Team. (A letter of intent to intent to team should be included from each organization.) 2. 3. References: Provide on separate page(s) three (3) collection service references. Include: the name of the municipality or other government agency, number of households served, contract structure between the organization and current status, type of materials collected, summary of service level (e.g., weekly or EOW curbside recycling in carts, etc.). If this is a teaming arrangement, collection service references for each team member should be submitted. Form B - 1 City of Arden Hills RFP for Recycling Services Qualifications Questionnaire General Management Describe the management structure of your company, including local decision -making authority related to this Contract. Financial Stability and Strength Provide financial data for the previous three years (e.g., balance sheets, annual report). Recyclables Collection Experience List other communities in Minnesota for which you provide contracted services for single -stream recycling, the length of time you have provided those services, and the number of customers in each contract. Describe your experience with collections from residential, single-family households and multi -dwelling units (MDUs). Special Events List and summarize your past experience with providing recycling services at special events (e.g., community clean up events, other community events, etc.). MRF Residuals History List the process residuals rate for similar residential curbside recyclables collected for the past three years, even if the materials recovery facility (MRF) is owned or operated by another company. Identify the name and location of each MRF and the residual rate (percent of total incoming curbside residential recyclables). Measurement of Contaminants as Collected Describe your plan for measuring the frequency (e.g., percent of single unit dwellings that place unacceptable materials in the Recycling cart) and type of contaminants as collected. Measurement of Participation Describe your plan for measuring the participation rates of curbside Recycling customers (e.g., percent of single unit dwellings and opt -in establishments that set out Recyclables at least once over a six -week period of observation). Recyclables Marketing Plan What is your plan to address the fluctuating market prices for Recyclables? Form B - 2 City of Arden Hills RFP for Recycling Services Business Information Complete this Section for the Proposer and, if applicable, each member of a Teaming arrangement. Within the past five (5) years, has the Company submitting this proposal failed to complete a contract? ❑ Yes ❑ No If so, state name of parties to the contract, the date of the contract and the reason for non -completion. If a bond was posted, state the contact information for the bond company. Within the past five (5) years has the Company submitting this proposal or any facility or property owned or operated by this Company failed to perform any of its contract obligations with any municipality, county or other public entity? ❑ Yes ❑ No If so, state the nature of the failure. Within the last five (5) years, has the Company submitting this proposal, or any facility or property owned or operated by your Company ever been the subject of administrative or judicial action for alleged violation of the conditions of a permit issued by a governmental entity; or alleged violations of environmental, zoning, or public health laws or regulations? ❑ Yes ❑ No If so, state the details and disposition. Has the Company submitting this proposal or any of its subsidiaries been a party to any lawsuits within the last five (5) years that may affect its ability to perform the obligations described in the proposal? ❑ Yes ❑ No If so, list these lawsuits. Proposal Description Provide a clear summary of your proposed recycling services operations including explicit deviations from the specifications within this RFP packet. Describe any expectations for City responsibilities not specified in this RFP packet. Form B - 3 City of Arden Hills RFP for Recycling Services Safety Plans and Records Summarize your safety plans for route collection operations to protect both residents and your workers. Summarize your safety plans for MRF operations (if you own your own MRF) and truck unloading procedures at the MRF. Have you had any OSHA — reportable accidents within the past three years in Minnesota? ❑ Yes ❑ No If so, please summarize. Cart Management Plan The City's currently owns the Recycling carts and plans to continue with that scenario. Describe how you plan to manage cart inventory, size switches, repairs, maintenance, new labeling, warranty work, etc. Contract Transition What is your plan for transition of operations between the current operations and the new Contract operations? Describe proposed timing of these transitions including: truck acquisition (if needed); personnel training for collection and customer service call center staff; public notices; etc. Proposed Additional Recyclable Materials Do you plan to collect and recycle any additional Recyclable Materials other than the minimum items listed in Attachment A, Section 2.4? ❑Yes ❑ No If yes, please itemize, including your materials marketing strategy to assure consistent end market outlets and actual Recycling of these additional items. (Note that you may request end market information be held as confidential under the Minnesota Government Data Practices Act procedures and standards.) Proposed Destination of All Materials In addition to the list of end markets for traditional recyclables, describe the ultimate processing or disposal facilities for all other materials to be collected as a part of this contract (e.g., recyclable items from the cleanup events such as appliances, C&D materials, etc.). Form B - 4 City of Arden Hills RFP for Recycling Services Proposed Spring/Fall Cleanup Days Operations The City currently has a Fall Clean Up day, typically in October. Describe your proposed operations for supporting collections from the City's annual Clean Up Day as part of your Proposal (minimum requirements). Subcontracting shall be allowed and encouraged if necessary to provide the full spectrum of required services. Alternate proposals with additional added value services (e.g., enhanced reuse and/or recycling of bulky items collected from the Clean Up Days) are encouraged but not required. Clean Up day shall be billed separately from the collection contract. Public Education The City and the Contractor will plan for a coordinated public education campaign. Does your Company use "education tags" that are left by your collection crews at the time material is left behind? ❑ Yes ❑ No If yes, please attach an example of one such education tag from another community. Describe your proposal to improve participation in low participation communities including Multi -Dwelling Unit Buildings. How do you propose educating individual residents in households who do not participate in curbside Recycling to improve Recycling participation? What forms of electronic communication and public education are you proposing to use to help educate Arden Hills residents and businesses? Do you utilize a Recycling app for residents to receive customized Recycling messages sent to their smart phone or other mobile device. ❑ Yes ❑ No If yes, please identify the app, any current municipal customers that use it, and describe how it will work for Arden Hills including roll -out schedule. What other (non -electronic) public education efforts have you used successfully in the past that are directly relevant to scope of service described in this RFP? What other public education efforts have you used successfully in the past which are directly relevant to this scope of service? Form B - 5 City of Arden Hills RFP for Recycling Services What are your plans for additional public education efforts? How do you propose establishing lists and then targeting residents for customized public education who do not participate in curbside recycling? What are your plans for providing public education in multiple languages (appropriate to the demographics of Arden Hills) for households that use English as a second language? Customer Service and Other Community Relations Services Describe your call center plans. At a minimum, describe: Location of the call center. Hours of live call center operations (i.e. a live person receives the phone call, whether directly upon incoming call or through an automated selection to speak to a representative). Average call center response times (time from arrival of call to "live" customer service employee contact with caller). Methods to support your customer service representatives to train them on Arden Hills - specific service elements and Contract standards. Do you currently use some form of "Frequently Asked Questions" (FAQs) together with standardized call center responses that are customized to a local community? ❑ Yes ❑ No If so, please provide a current example of such FAQs/responses. Methods to link customer complaints to improved route services. Proposed means to communicate with residents and City staff changes in collection schedule under severe weather incidents. Form B - 6 City of Arden Hills RFP for Recycling Services Payment Impacts Please describe how your proposed equipment and operations will minimize impacts on street pavements within Arden Hills. Clean Operations Please describe how your proposed equipment and operations will minimize litter and debris within Arden Hills. Quiet Operations Please describe how your proposed equipment and operations will minimize noise within Arden Hills. Local Markets Please describe how your proposed operations and materials marketing plans will maximize the use of local end markets to the extent possible. Please describe where the percentage of Recyclable materials from your operations in the Twin Cities are marketed: e.g. in Minnesota; in the Midwestern Region of the U.S., in North America, and to export markets abroad. Proposed Community Values Plan Respondents must identify their proposals to meet Arden Hill's community values including, but not limited to, the questions and specific examples below. Additional sheets may be added as needed (no page limit). Diversity, Equity and Inclusion (DEI) Does your organization have a DEI policy statement? ❑Yes ❑ No If yes, please include your DEI policy statement. Does your organization have its own DEI action plan? ❑Yes ❑ No If yes, please briefly summarize its DEI action plan. Form B - 7 City of Arden Hills RFP for Recycling Services If known, please summarize the means of providing equitable hiring and fair compensation of the workforce at the MRF where Recyclables collected from Arden Hills will be processed. Is this MRF workforce permanent staff with benefits? ❑Yes ❑ No ❑ Unknown If available, please elaborate, including the percent of staff that is permanent or temporary. Proposed Value -Added Plan Identify options, ideas, alternatives, or suggestions to add value to this service. Include a short description of how it adds value to the project and identify if the items will decrease or decrease cost, customer satisfaction, or both. You may add additional added -value options. Signature of person duly authorized to sign submittal on behalf of the Proposer: Authorized Signature Printed Name Date Form B - 8 City of Arden Hills RFP for Recycling Services Form C: Certification of Binding Signature Instructions: All forms provided in this RFP are required to be completed and be executed by an official authorized to bind the proposal offer. All completed forms shall be made a part of the Respondent's proposal. All proposal forms must be signed by the same authorized person. The undersigned Respondent further certifies that he/she is authorized to execute all proposal forms included in this proposal response to the RFP and to bind the company to these agreements. He/she has read the information contained in this proposal and submitted by the Proposer and has personal knowledge that the information submitted is true and correct. I (Name of Authorized Officer) of (Title) (Date) (Proposer Firm name) Form C - 1 City of Arden Hills RFP for Recycling Services Form D: Certification of Independent Proposal Pricing Instructions: This form shall be executed by the authorized official to bind the company. The Proposer makes the following representations and certifications as part of this proposal: The undersigned respondent certifies that the Proposer has not directly or indirectly entered into any agreement, express or implied, with any other Proposer(s) (other than for purposes of forming a Team as defined and allowed in this RFP) for any of the following: A. Controlling of the price of such proposal(s); B. Limiting of the number of proposals or Proposers; or C. Parceling or farming out to any Proposer(s) or other persons of any part of the Contract or any part of the subject matter of the proposal(s) or of the profits. The undersigned respondent certifies that they have not and will not divulge the sealed proposal to any person except those as a part of a legitimate Team as per the specifications of this RFP or having a partnership or other financial interest with them in said proposal or proposals until after the Contract is fully executed or until the City publicly releases this sealed information. The undersigned respondent further certifies that the Proposer has not been a party to any collusion including, but not limited to, actions such as: A. Proposers restraining the freedom of competition by agreement to make a proposal at a fixed price or pre -arranged price limit; B. Refraining from submitting a proposal at a fixed or pre -arranged price limit; or C. Refraining from submitting a proposal. The undersigned responded further certifies that the Proposer has not engaged in any prohibited contact or conflict of interest with any City official or its agents such as, but not limited to: A. Discussion of service quantity, quality, or price in the prospective Contract or any other terms of said prospective Contract; or B. Any other prohibited discussions between the Proposers and City officials or agents concerning exchange of money or other things of value for special consideration in the letting of a Contract. Signature of person duly authorized to sign submittal on behalf of the Proposer: Printed Name Authorized Signature Date Form D - 1 City of Arden Hills RFP for Recycling Services Form E: Price Worksheet Instructions All Respondents must fill out at least one set of these price worksheets for the "base scenario" for fixed fees (without risk/revenue sharing). All parts of the price worksheet must be completed. To be responsive, the City requires proposed Recycling service prices for: • RDUs, • MDUs and opt -ins; • Three (3) year vs. five (5) year contract terms; and • Annual Event Cleanup. Optional: Curbside Bulky Waste Collection Scenario and Risk/Revenue Sharing. In addition, Respondents also may complete optional, alternate scenario price worksheets. Simply copy these pages and clearly mark your additional alternate scenario proposal as such. Respondents may submit multiple scenarios; there is no limit. Respondents may fill in the price worksheets below or use their own form. However, the contents in the price worksheets below must be included if alternative forms are submitted. When completed, print and sign the final forms for submittal with your proposal. You may also print out this document, fill in your numeric answers by hand, and then sign the price worksheets. All forms completed manually must be clear and legible. All price worksheets shall be executed by the authorized official to bind the Respondent If alternate proposal(s) are submitted, a separate Form E — Price Worksheet must be included, labeled "Alternate" with an appropriate title, that clearly specifies the proposed costs of any such alternate provision. In all cases, the City will own the carts for residential customers unless otherwise noted. The Contractor is required to store and handle the distribution of extra carts as well as field cart requests from residents. Alternate proposal scenarios may be proposed if the Respondent chooses to offer a variation to the current Proposal system: The proposal scenario includes a weekly single -stream collection and processing system, whereby residents are instructed to commingle all groups of City -Designated Recyclable Materials in a lidded, wheeled Recycling Cart. The City owns all of the Recycling Carts. The Contractor will store, manage and distribute carts to residents. Basic design and operating details of the current systems are assumed within this single -stream scenario, with the exceptions of enhanced public education and enhanced Contractor reporting requirements. Additional alternates not specified above that add value (e.g., additional services) are welcomed as long as a Proposal in accordance with the RFP and draft contract is Form E - 1 City of Arden Hills RFP for Recycling Services submitted. For example, Respondents are encouraged to propose collection of additional materials (such as scrap metal, household hazardous wastes, bulky items, textiles, etc.) if processing is feasible and suitable markets exist. Risk/Revenue Sharing Option You may submit an additional scenario price worksheet with risk/revenue sharing to accommodate the fluctuating value of recyclables. If you do so, your risk/revenue sharing option must be clearly described, prices and formulae itemized, and include at least two example annual calculations based on 2022 and 2023 market prices. If you submit such an option, the City requires you to submit it in addition to your proposed prices for the "base scenario" without risk/revenue sharing as outlined below. Alternate risk/revenue share proposals without the "base scenario" (without risk/revenue sharing) may be deemed non -responsive. If you propose a risk/revenue sharing scenario, you must use the assumed tonnage and material splits in Exhibit _ for calculating the net revenue share. It is important to note that the City does not guarantee any minimum tonnage or any specific material splits. These are estimates only for purposes of this RFP and comparing the value of any risk/revenue sharing proposals. Respondent Contact Information Organization name: Contact person: Title: Address: Phone: E-mail: Signature of Authorized Representative: (Printed Name) Date: Form E - 2 City of Arden Hills RFP for Recycling Services Form E.1: Recyclables Collection from Residential Dwelling Units (RDUs) (City owns the carts) Proposed price for weekly Recyclables collection from RDUs. The City owns the Recycling Carts. Your proposed prices should include all Recyclables processing/marketing/education/reporting costs and associated charges. Recyclables Service from RDUs ($ per RDU per month) Three -Year Term Proposed Recycling Service Fee per RDU per month Contract Year 1 2 3 5/5/25 to 5/4/26 5/5/26 to 5/4/27 5/5/27 to 5/4/28 12 months 12 months 12 months WEEKLY Five -Year Term Proposed Recycling Service Fee per RDU per month Contract Year 1 2 3 4 5 5/5/25 to 5/4/26 5/5/26 to 5/4/27 5/5/27 to 5/4/28 5/5/28 to 5/4/29 5/5/29 to 5/4/30 12 months 12 I months 12 I months 12 I months 12 I months WEEKLY Form E - 3 City of Arden Hills RFP for Recycling Services Form E.2: Recyclables Collection from Multi -Dwelling Units (MDUs) (City owns the carts, Contractor owns dumpsters) Proposed price for weekly opt -in Recycling service from MDUs. All Recycling carts will be owned by the City. Proposed prices should include all Recyclables processing/ marketing/educational/reporting costs and associated charges. Proposed prices shall include all delivery and maintenance tasks associated with Contractor owned dumpsters at identified MDU properties. Attachment B contains the list of current MDUs that have opted in to the program. Opt -in Recyclables Service from MDUs ($ per MDU per month) Three -Year Term Proposed Recycling Service Fee per MDU per month Contract Year 1 2 3 5/5/25 to 5/4/26 5/5/26 to 5/4/27 5/5/27 to 5/4/28 12 months 12 months 12 months CARTS* DUMPSTERS* * Current cart size is 65-gallons and current dumpster size is a 4-yard container. Five -Year Term Proposed Recycling Service Fee per MDU per month Contract Year 1 2 3 4 5 5/5/25 to 5/4/26 5/5/26 to 5/4/27 5/5/27 to 5/4/28 5/5/28 to 5/4/29 5/5/29 to 5/4/30 12 months 12 months 12 I months 12 months 12 I months CARTS* DUMPSTERS* * Current cart size is 65-gallons and current dumpster size is a 4-yard container. Form E - 4 City of Arden Hills RFP for Recycling Services Form E.3: Collections at Annual Cleanup Event Respondents shall summarize their approach for providing collection services at the Spring or Fall Clean Up events in Form B (Questionnaire). Respondents are encouraged to describe how they propose to increase the amount of reuse and/or recycling of reusable/recyclable Bulky Items at these Spring Clean Up events (e.g., appliances, furniture, mattresses, etc.). Respondents shall describe their experience in providing Recycling collection services at such community events and what, if any, recycling Collection opportunities could be provided and if there would be an additional cost. Proposed unit prices for Clean Up services shall not be adjusted for changes in inflation or fuel prices. Please provide variable unit prices to support Clean Up events, or other City special events: Units: Proposed $ price per hour for labor: _$ /hour Units: Proposed $ price per hour for equipment/supplies: = $ . /equipment Units: Proposed $ price per ton for recycling of C& D materials: _ $ /ton Units: Proposed $ price per hour for recovery of Recyclables: _ $ /hour Footnotes to Form E.1.3: (a) The Contractor shall dispose all mixed municipal solid waste (MSW) at the Recycling & Energy (R&E) Center in Newport, MN pursuant to the Ramsey County Designation Ordinance. Therefore, the cost of the disposal of MSW should be a direct pass through at the net contracted rate (i.e., rate minus any discount or rebate) at the Ramsey County -designated trash disposal facility. (b) Respondents are encouraged to propose means to increase the reuse and/or recovery of reusable and recyclable materials collected at these Cleanup Day events (e.g., appliances, furniture, mattresses, etc.). Alternate proposals may include additional costs for additional handling of reusable and/or recyclable materials. Form E - 5 City of Arden Hills RFP for Recycling Services Form EA: Curbside Bulky Waste Collections The City is seeking support with Bulky Waste Collection at the curb. Please provide variable unit prices to support curbside bulky waste collection. Please propose the scenario and the pricing to go along with your scenario. Please include how pricing would work (i.e., per item, per pick up, etc.), how pick ups would work, including if it is scheduled pick up, certain day pick up or another scenario. Listing more than one scenario is acceptable. Form E - 6 City of Arden Hills RFP for Recycling Services Form F: Itemized Listing of Trucks and Other Collection Equipment Technical Description of Collection Equipment and Routes Instructions: This form shall be executed by the official authorized to bind the company. Information should be completed for each different model of equipment proposed (including any spares). This list should include equipment to service the specified residential units in the City. Make of Chassis & Body Model Year # Capacity/Cubic Yards Fuel Type Delivery Schedule, if not Currently Owned Signature of person duly authorized to sign submittal on behalf of the Proposer: Authorized Signature Printed Name Date Form F - 1 City of Arden Hills RFP for Recycling Services Form G: Certification of Acceptance of the Draft Arden Hills Contract or Notification of Proposed Exceptions [Respondent's Company Name] has reviewed the draft City of Arden Hills Contract (Attachment A) in the RFP. ❑ We have no changes to request to the draft Contract and we have no exceptions to the proposed Contract language. We hereby certify that our legal counsel for our company has reviewed the draft Contract and accepts the language "as is". If awarded the Contract by the City, we hereby certify that we will execute the final Contract without any proposed changes. Or ❑ We have exceptions to the draft Contract language. We have proposed changes to request to the draft Contract. We have attached a redline ("tracked changes") version of the draft Contract that itemizes our changes or exceptions. We hereby certify that our legal counsel for our company has reviewed the draft Contract and accepts the language with the proposed changes. No other exceptions or changes are or will be proposed. If awarded the Contract, we hereby certify that we will execute the final Contract if our proposed changes are accepted by the City. Signature of person duly authorized to sign submittal on behalf of the respondent: Authorized Signature Printed Name Date Form G - 1 City of Arden Hills RFP for Recycling Services Form H: A knowledgement of Receipt of Addenda Please acknowledge receipt of addenda to the City's RFP for Recycling Collection Services with your signature. An opportunity to acknowledge up to five (5) addenda is included in this form but does not necessarily mean that five (5) addenda will be provided. Addendum 1 Addendum 2 Addendum 3 Addendum 4 Addendum 5 Signature of person duly authorized to sign submittal on behalf of the Proposer: Authorized Signature Printed Name Date Email Address Telephone Form H - 1 DATE: TO: FROM: CONSENT ITEM - 8C r -fi II�)EN_ HILLS MEMORANDUM September 9, 2024 Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator SUBJECT: Draft Ordinance Amendment 2024-008 —Chapter 2, Section 210, Subsection 210.02, Salaries (related to Mayor and Councilmember Salaries) Budgeted Amount: Actual Amount: Funding Source: Council Should Consider Motions to approve, table, or deny the following: Ordinance 2024-008 Amending Chapter 2, Section 210, Subsection 210.02 Regarding Salaries for the Mayor and City Councilmembers. Background and Discussion At the July 22, 2024, work session, Staff provided comparison data for neighboring cities regarding Mayor and Councilmember salaries. The City Council discussed the data presented and whether or not it would want to adjust its salary. Per City Code, the salary of the Mayor and Councilmembers shall be reviewed every six years or earlier as determined by the City Council. Per State Statute, a Council can vote to increase its salary at any time, but the adjustment cannot take effect until subsequent to the next election. Council salaries were last amended via adoption of Ordinance 2017-012, with the adjustment taking effect following the 2018 General Election, and so on January 1, 2019. Currently, and if approved, a salary adjustment would be effective subsequent to the November 5, 2024 General Election, and so on January 1, 2025. Page 1 of 2 After careful consideration, the Council directed staff to move forward with an Ordinance amendment regarding Council salaries (see table below) which will reflect that of a neighboring city similar in size, the City of Mounds View. Position Current Salary Proposed Mayor HI 7,500 $8,250 Council6,750 1 $7,452 Attachments A: Draft Ordinance 2024-008 (redlined) Page 2 of 2 it -ARzEN xv.Ls ORDINANCE NO.2024-008 CITY OF ARDEN HILLS RAMSEY COUNTY, MINNESOTA Attachment A [DRAFT AN ORDINANCE AMENDING THE ARDEN HILLS CITY CODE REGARDING SALARIES FOR THE MAYOR AND CITY COUNCILMEMBERS THE CITY COUNCIL OF THE CITY OF ARDEN HILLS, MINNESOTA, ORDAINS: SECTION 1. Arden Hills City Code Chapter 2, Administration, Section 210, City Council, Subsection 210.02, Salaries, last amended in 2017, is hereby amended by adding the underlined language and deleting the stfikethr-ough language as follows: Subd. 1. The salary of the Mayor shall be $8,250 $7,500 per annum and shall be paid in one (1) or more installments as determined by City Council Resolution. Subd. 2. The salary of each Councilmember shall be $7,452 $6,750 per annum and shall be paid in one (1) or more installments as determined by City Council Resolution. Subd. 3. The salary of the Mayor and Councilmembers shall be reviewed every six years or earlier as determined by the City Council. SECTION 2. This Ordinance becomes effective from and after its passage and publication but no change of salary shall occur until after January 1, 2025. PASSED and ADOPTED this 9th day of September, 2024, by the City Council of the City of Arden Hills, Minnesota. CITY OF ARDEN HILLS LM ATTEST: Julie Hanson, City Clerk Published in the Pioneer Press on David Grant, Mayor ,2024 To view the final document, access adopted Ordinances via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage Page 1 of 1 CONSENT ITEM - 8D 'It -ARZEEN HILLS MEMORANDUM DATE: September 9, 2024 TO: Honorable Mayor and City Councilmembers FROM: Jessica Jagoe, Interim City Administrator SUBJECT: Acknowledgement of Twin Cities Gateway Grant Funds Budgeted Amount: Actual Amount: Funding Source: N/A $18,390 Twin Cities Gateway Council Should Consider Motions to approve, table, or deny the following: • Acknowledgement of Twin Cities Gateway Grant Funds being used to support community related activities. Discussion The City of Arden Hills is a member of the Twin Cities Gateway (TCG) Visitors Bureau. As a member, the City facilitates a pass-thru lodging tax on hotel receipts in the City. These lodging receipts fund marketing activities in the area administered by TCG. As part of the organization, the City also receives an annual grant based on receipts from TCG, which must be spent on marketing activities to draw in visitors from outside the city. This year, the City's grant amount is $18,390; the City Council previously discussed how to use the funds at a work session and directed Staff to work with Bethel University, Ribfest, Mounds View Schools (MVS), and the local Beyond the Yellow Ribbon (BTYR). Bethel University and Ribfest have submitted proposals for the funds and have been approved by TCG, MVS and BTYR were not able to utilize the funds this year due to the grant requirements. Following the work session direction, City Staff contacted both organizations and requested they work with TCG to develop a plan that would meet the grant guidelines. Both organizations worked with TCG and received approval that their plans fit the grant guidelines. A brief summary of each plan is below. Page 1 of 2 • Bethel University: used for marketing activities related to homecoming and family weekend, will include both print and digital marketing products. • Ribfest: used for marketing activities related to its September 16th Ribfest event, will include print, digital, and radio marketing. Budget Impact The grant from TCG is a pass-thru grant that will be split evenly between Bethel University and Ribfest and will not have an effect on the City's budget. Attachment N/A Page 2 of 2 CONSENT ITEM - 8E 'It WIZEN HILLS MEMORANDUM DATE: September 9, 2024 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator FROM: Julie Hanson, Assistant to the City Administrator/City Clerk SUBJECT: Appointment of Vincent Meyer as Economic Development Commission (EDC) Youth Commissioner Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: • Resolution 2024-042 Appointing Vincent Meyer as the Youth Commissioner to the Economic Development Commission (EDC). Background On July 10, 2023, the City Council adopted Ordinance 2023-007, adding one additional member to serve to the EDC in the capacity as Youth Commissioner. An interview was conducted by a panel that included EDC Chair Frank Cupery, Councilmember liaison Emily Rousseau, Staff liaison Senior Planner Elena Fransen, and Interim City Administrator Jessica Jagoe. It is the recommendation that Council consider appointing Vincent Meyer as the Youth Commissioner for a term ending August 31, 2025. Budget Impact N/A Attnehmontc Attachment A: Resolution 2024-042 Page 1 of 1 Attachment A -AVEN HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2024-042 RESOLUTION APPOINTING VINCENT MEYER TO THE CITY OF ARDEN HILLS ECONOMIC DEVELOPMENT COMMISSION WHEREAS, the City Council appoints residents to serve in an advisory capacity to the City Council regarding economic development, redevelopment and related community development issues; and WHEREAS, on January 10, 2023, the City Council adopted Ordinance 2023-007, adding a Youth Commissioner position to serve to the Economic Development Commission. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota that Vincent Meyer is appointed to the Economic Development Commission as the Youth Commissioner with a term expiring on August 31, 2025. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 9TH DAY OF SEPTEMBER 2024. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. CONSENT ITEM - 8F 'It WIZEN HILLS MEMORANDUM DATE: September 9, 2024 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator FROM: Lucas J. Miller - Assistant Public Works Director SUBJECT: 2024 CIPP Lining Project — Payment No. 2 Budgeted Amount: Actual Amount: Funding Source: $415,000 $400,360 Sanitary Sewer Utility Fund, MCES I/I Grant Council Should Consider Motions to approve, table, or deny the following: • Payment No. 2 for the 2024 CIPP Lining Project to Hydro-Klean, LLC in the amount of $193,452.38. Back2round/Discussion On April 8, 2024, the City Council approved Resolution 2024-018 Accepting Bid and Awarding the Construction Contract with Hydro-Klean, LLC for the 2024 CIPP Lining Project in the amount of $505,280. In a previous memo on February 12, 2024, City staff recommended adding an Alternative construction bid to the project. This includes a grouting and sealing process for the private service laterals. It helps to eliminate I/I but also prevents root intrusion from the private service into the main line which makes routine cleaning operations more efficient. This repair method has been completed on previous projects including the 2021 PMP and proposed in the 2024 PMP. The as -bid Alternative cost was three times higher than the engineer's estimate, but the construction contract allows flexibility by the City to reduce the total number of service repairs during construction. Staff plans to limit the number of repairs to only the services with significant need. The anticipated number of repairs is 30, the corresponding value is reflected in the budget table below. For added information, the service lateral repair work is not considered for reimbursement through the MetCouncil Public I/I grant program. City staff recommended Page 1 of 2 adopting Resolution 2024-018 as presented and will modify the repair work during construction as described. The project is approximately 95% complete at this time. Items completed to this point include pre -televising, pre -cleaning, lining and post -televising the entirety of the sewer main system within the project and also the open trench repair of a failing sewer leg identified within the plan set. Five percent is being withheld from the work completed in accordance with the contract documents. Payment No. 2 is in the amount of $193,452.38. Staff recommends that Council approve Payment No. 2. Budget Impact A summary of the project costs and funding sources to date is provided below: Total As -Bid Costs: Construction (Primary) $ 282,260 Construction (Alternate) $ 56,700 Engineering Services $ 61,400 TOTAL $ 400,360 Total Estimated Funding Sanitary Sewer Utility Fund $ 400,360 TOTAL $ 400,360 The City is participating in the 2023 Metropolitan Council (MCES) Public Inflow and Infiltration Grant program. Roughly 25% of the construction costs from this project will be eligible for reimbursement at the end of the program cycle in 2026. I/I grant eligible funds are 25% of the pipelining bid item costs which calculates to $70,565. The 2024-2028 CIP Budget includes funding in the amount of $415,000 for the proposed work. Attachments Attachment A - Recommendation Letter from TKDA Attachment B - Pay Request No. 2 Page 2 of 2 3 TKDA Attachment A August 21, 2024 Lucas Miller Assistant Public Works Director City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 Re: Arden Oaks Payment Application #2 City Project No. PW-23-0101 TKDA Project No. 20940.000 Sent via email only: LMiller@cityofardenhills.org Hydro Klean has performed the CIPP lining for most of the area of the 2024 CIPP Lining Project. Attached please find the payment application #2 for the work performed to date. TKDA recommends payment of payment application #2 for the 2024 CIPP Lining Project. If you have any questions or concerns, please contact Larry Poppler with TKDA at 651.292.4457. Sincerely, Larry P. Poppler, PE Group Manager, Roadways and Utilities 444 Cedar Street, Suite 1500, Saint Paul, MN 551011 tkda.com 1651.292.4400 Attachment B N N N O O O N CV N O O ap N N � Q Co Co O W Z O O 10 ZO w U r 7 V a a Lr a f zp z J C/) Q Q U 0 a x a z W O 0 0 0 v a 00 :C fV J a O a Q U (� � N Cli N a 00 w Of a a V L w z O O W W Z 0 z w Of O F- U z O U 0 Of LL 0 O w F- L) Z O U v c R g 3 u :E; L 3 E72 o R o a� u R O o N � O Cu 3 "o Y N V O a � � O R C L CD c n >. o iN E N d M N N O a R c _ O Co�p y a> p R a "' o O m O O L 7 •C a c -p J N 0) C 00 V n m 3 E z V N w o N R N 'N T� R fn ,c = M V V E am 0 � o a t _� f`O a jQo C H c 3 O ` o H 0 �M m U E`U a� a N N d m U •,o-� a� Z L .0 m E U 1- - L n 0 U O O 00 0 0o 0 0o O O O (f) of N M c 1 0000 � GGo 0o N ((f N cl (- N It O u') (n Ln vl� N M M LO LO cr) (LO (u) N N ff> b9 69 (A (A V! 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O Q M N N in y y r w z °' a �c 9 9,4 O Z M N y 'A U � F- qU LG Z Z < ^ A N vi y CD N m OU O t I I m N N N ri U U_ N J J Z O J T. OlZ SJ W W � Z O H n L 1 C Q = O a W U O U Lu W co c'c m C) N W r w � U� 4 2 y O Z ? Q -a w C'o 4 d� O ww7d' >w�(77dgo zy cc zrn�w Wa rL z� C N -i c �v �_ � ZO UJ��O��w +j U F 4u y c a an d a 4 Y c V W O O paceaarw <Z FWSC Nb O LLZZ p0�J? Uo OT 0 Z ~> NNa rLuU1atWW f7 fO.7 J J x z yz Q R N n e7I (7 N Q W 6� O U w -1 o S c S S S�$ $� S O w G. N c) - N N N N N N.N N N N e W uj O z Q 0 O O {� zLu Lu m Lu rr C R 0 O W t < vn.aUU m W CONSENT ITEM - 8G 'It WIZEN HILLS MEMORANDUM DATE: September 9, 2024 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator FROM: Lucas J. Miller - Assistant Public Works Director SUBJECT: 2024 PMP Street & Utility Improvement Project — Payment #4 Budgeted Amount: Actual Amount: Funding Source: $3,001,100 PIR, Special Assessments, $2,905,694.08 Utility Funds, RCWD Stormwater Grant, Ramsey County Council Should Consider Motions to approve, table, or deny the following: • Payment No. 4 for the 2024 PMP Street and Utility Improvements Contract to S.M. Hentges & Sons, Inc. in the amount of $681,010.61. Background/Discussion On February 12, 2024, the City Council approved plans & specifications and ordered advertisement for bids for the 2024 PMP Street & Utility Improvement Project. The proposed improvements include bituminous paving, storm water improvements, watermain improvements on James Avenue, concrete curb and gutter repair, and appurtenant work on the following streets: Streets proposed for Full -Depth Reclamation: • 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 Page 1 of 3 Full -Depth Reclamation 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. Streets proposed for Mill & Overlay: • 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 Mill & Overlay consists of grinding and removing the top 2-inches of existing pavement and repaving the roadway with 2-inches of bituminous pavement. Pursuant to Resolution 2024-008, bids were opened on March 6, 2024. On April 8, 2024, City Council approved Resolution 2024-022 Awarding the 2024 PMP Street and Utility Improvements Contract to S.M. Hentges & Sons, Inc. in the amount of $2,238,418.15. The project is approximately 95% complete. All items are completed to this point except pond dredging along Hamline Ave, installation of trees at Floral Park trail at Norma Ave, traffic control clean up, striping, restoration and punchlist. Five percent is being withheld from the work completed in accordance with the contract documents. Payment No. 4 is in the amount of $681,010.61. Staff recommends that Council approve Payment No. 4. Budget Impact A summary of the project costs and funding sources to date is provided below: Total As -Bid Expenses Construction: $ 2,238,418.15 Engineering Feasibility & Design: $ 213,457.00 Construction Mgmt: $ 150,299.00 Gen Admin & Legal: $ 8,775.08 Material Testing: $ 30,000.00 Change Order #1 $ 40,903.03 Const. Contingency: $ 223,841.82 Total Project Cost: $ 2,905,694.08 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: Page 2 of 3 Total Estimated Fundin PIR Fund: $ 1,073,016 Special Assessments: $ 718,176 Water Utility: $ 260,304 Sanitary Sewer Utility: $ 177,548 Surface Water Utility: $ 581,233 RCWD Stormwater Grant: $ 70,000 Ramsey County (Surface Water): $ 25,417 TOTAL FUNDING: $ 2,905,694 Attachments Attachment A: Recommendation Letter from Bolton and Menk, Inc. Attachment B: Pay Request No. 4 Page 3 of 3 O LNK Real People. Real Solutions. September 4, 2024 Mr. Lucas Miller City of Arden Hills 1245 W Highway 96 Arden Hills, MN 55112 Re: Pay Application No. 4 2024 PMP Street & Utility Improvements City of Arden Hills, Minnesota BMI Project No. OT1.130168 Dear Mr. Miller: Attachment A Burnsville, MN 55337-1649 Ph: (952) 890-0509 Fax: (952) 890-8065 Bolton-Menk.com We are recommending approval of the enclosed Pay Application No. 4 and payment to S. M. Hentges & Sons, Inc. Please request approval from the Mayor and Council at the September 9, 2024 Council Meeting. If approved, please sign the Pay Application, and return a copy of each to me. I will then forward the signed copies to S. M. Hentges & Sons, Inc. for their records. Please call if you have any questions regarding this recommendation or the enclosed pay application. Sincerely, Nei � V --_ i Ryan Peterson, P.E. Senior Project Engineer Enclosures H:\ARDH\OT1130168\7_Construction\D_Pay Applications\Payment 4\20240904 Pay Application No 4 Recommendation.clocx Dolton & Meek is an equal opportunity er Attachment B Contractor's Application for Payment Owner: City of Arden Hills Owner's Project No.: PW-24-0100 Engineer: Bolton & Menk, Inc. Engineer's Project No.: OT1.130168 Contractor: S.M. Hentges & Sons, Inc. Agency's Project No.: Project: 2024 PMP Street & Utility Improvements Contract: 2024 PMP Street & Utility Improvements Application No.: 4 Application Date: 8/30/2024 Application Period: From 8/2/2024 to 8/30/2024 1. Original Contract Price $ 2,238,418.15 2. Net change by Change Orders $ 40,903.03 3. Current Contract Price (Line 1 + Line 2) $ 2,279,321.18 4. Total Work completed and materials stored to date (Sum of Column G Lump Sum Total and Column J Unit Price Total) $ 2,037,556.90 5. Retainage a. 5% X $ 2,037,556.90 Work Completed $ 101,877.85 b. X $ - Stored Materials $ - c. Total Retainage (Line 5.a + Line 5.b) $ 101,877.85 6. Amount eligible to date (Line 4 - Line 5.c) $ 1,935,679.05 7. Less previous payments $ 1,254,668.44 8. Amount due this application $ 681,010.61 9. Balance to finish, including retainage (Line 3 - Line 4) $ 241,764.28 Contractor's Certification The undersigned Contractor certifies, to the best of its knowledge, the following: (1) All previous progress payments received from Owner on account of Work done under the Contract have been applied on account to discharge Contractor's legitimate obligations incurred in connection with the Work covered by prior Applications for Payment; (2) Title to all Work, materials and equipment incorporated in said Work, or otherwise listed in or covered by this Application for Payment, will pass to Owner at time of payment free and clear of all liens, security interests, and encumbrances (except such as are covered by a bond acceptable to Owner indemnifying Owner against any such liens, security interest, or encumbrances); and (3) All the Work covered by this Application for Payment is in accordance with the Contract Documents and is not defective. Contractor: SM Hentges & Son's, Inc. 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(n U (n O' U 0' 0' 0' 0' W N N lD M L G O u u � i u i 4a O lD r-, m mO N M Ln (,om al O N M GJ O O O O rl r-I r-I rl r-I r-I rl r-I r-I rl N N N N N Z O 00 w u a u Q E Ln c N E N O Ln c N E N O Y — — O a-1 4-1 Ln C 0 LO 4-1 4i a W ! �� Ln 5 ass CCU o O = a a 4a >� } O :� N O N O M U CD cn N N E -W Vf W Vf N L: i O L 4J N i U i L qQ c Q c d O w v a v N O M 00 0 I© m O Z C O m Q Q a Q C O H c +' O Z m a� c o 0 cM M s O o U 01 M H O f4 y M O O � L O w ov c m s c� N 0- 0 O —4 =_1N _H m O H U v CONSENT ITEM - 811 'It -AII�)E_N HILLS MEMORANDUM DATE: September 9, 2024 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator FROM: Lucas J. Miller, Assistant Public Works Director SUBJECT: Nursery Hill Lane Sanitary Sewer Repair and Lining Payment Budgeted Amount: Actual Amount: Funding Source: $25,000 $11,272.72 Sanitary Utility Fund $3,624.99 over budget Council Should Consider Motions to approve, table, or deny the following: • Final Payment for repair and lining work performed by Hydro-Klean, LLC in the amount of $11,272.72 cumulative from both Invoices #089798 and #090105. Background/Discussion In June this year, a sewer backup was detected from a manhole at the location of Hamline Ave and Nursery Hill Lane. City Maintenance Staff reacted accordingly, mobilized and jetted the sewer line, removing the clog causing the backup. City Maintenance Staff televised the line and discovered three broken gaskets in the PVC sewer main which caused solids to hang up and therefore causing the backups over time. In order to fix these gaskets and unsealed joints, a robot will need to be used to trim off the hanging gaskets and then the entire pipe run will need to be lined in order to prevent I/I and sewer leakage. Staff looked to Hydro-Klean to provide a quote for the repair and lining as they currently have crews within the City working on the 2024 CIPP Project. Hydro-Klean provided a quote using the same competitive bid pricing from the 2024 CIPP Project. Staff reviewed the pricing and found it to be reasonable and acceptable, which was also approved by Council at the Council Meeting on August 12, 2024. Staff recommends that Council approve both Payment Request Invoices #089798 and #090105 (Attachment A and Attachment B, respectively) from Hydro-Klean for performing the repair and lining work described. After the work was completed, the final total cost is $11,272.72. Budget Impact This quote exceeds the remaining budgeted amount of $7,647.73 for sewer repair maintenance; however, the overage of $3,624.99 will be absorbed in other areas of the Sanitary Utility Fund budget. Page 1 of 2 Attachments Attachment A: Invoice #089798 Attachment B: Invoice #090105 Page 2 of 2 irNYORO KLEAA1 Hydro-Klean, LLC 333 NW 49th Place Des Moines, IA, 50313 Phone: 515-283-0500 City of Arden Hills, MN 1245 West Highway 96 Arden Hills MN 55112 United States of America Perform clean and televising prior to CIPP lining. Mobilization Prep Work Attachment A Reference No.: 089798 Date: 25-Jul-2024 Due Date: 24-Aug-2024 Customer ID: 100257 Terms: Net 30 Days Customer PO: VERBAL City of Arden Hills, MN Nursery Hill Lane Arden Hills MN 55112 United States of America 0.50 EACH 500.0000 250.00 263.00 FOOT 6.9400 1,825.22 Mayor Signature Date Sales Total: 2,075.22 Tax Total: 0.00 Total (USD): 2,075.22 'FINANCE CHARGE: 1 % % PER MONTH (ANNUAL RATE OF 18%) ON PAST DUE BALANCES. Page: 1 of 1 irNYORO KLEAA1 Hydro-Klean, LLC 333 NW 49th Place Des Moines, IA, 50313 Phone: 515-283-0500 City of Arden Hills, MN 1245 West Highway 96 Arden Hills MN 55112 United States of America Perform CIPP lining. Attachment B = 'IV Reference No.: 090105 Date: 16-Aug-2024 Due Date: 15-Sep-2024 Customer ID: 100257 Terms: Net 30 Days Customer PO: VERBAL City of Arden Hills, MN Nursery Hill Arden Hills MN 55112 United States of America Mobilization 0.50 EACH 500.0000 250.00 8" CIPP Lining 263.00 FOOT 32.5000 8,547.50 Reinstatements 2.00 EACH 50.0000 100.00 Gasket Removal 3.00 EACH 100.0000 300.00 Mayor Signature Date Sales Total: 9,197.50 Tax Total: 0.00 Total (USD): 9,197.50 'FINANCE CHARGE: 1 % % PER MONTH (ANNUAL RATE OF 18%) ON PAST DUE BALANCES. Paae: 1 of 1 CONSENT ITEM - 8I r -ARPEN HILLS MEMORANDUM DATE: September 9, 2024 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator FROM: Lucas J. Miller, Assistant Public Works Director SUBJECT: 2024 Street Maintenance Program — Large Area Patching project Budgeted Amount: Actual Amount: Funding Source: $220,000 $232,698.19 Street Maintenance Fund Council Should Consider Motions to approve, table, or deny the following: Pay Request #1/Final from GMH Asphalt in the amount of $146,816.10 for the 2024 Street Maintenance Program Large Area Patching project on Grey Fox Rd, Red Fox Rd and Lake Valentine Rd. Background/Discussion On July 16, 2024, Public Works staff received quotes to perform the proposed large area patching project for Grey Fox Rd., Red Fox Rd. and Lake Valentine Rd. Staff selected these streets for large area patching due to their pavement condition ratings which ranged from 51 to 57, pothole patching had increased significantly, and the City's Pavement Management Program (PMP) project schedule does not address these streets until 2030 and 2032. Due to the high traffic volumes on these streets and the need for a high level of traffic control, staff recommended performing this work by a professional contractor. On July 22, 2024, Council awarded the work to the lowest quote, GMH Asphalt, in the amount of $141,472.00 and to proceed with the work. GMH completed the work ahead of the required deadlines and work is 100% completed. Pay Request #1/Final is in the amount of $146,816.10, which is $5,344.10 over the quoted amount due to additional striping and patches added by staff in the field as a result of actual site conditions. Staff has reviewed the quantities and recommends Council approve final payment to GMH for the work completed. Page l of 2 Budget Impact The 2024 Operating Budget includes funding in the amount of $220,000 for the proposed work, which includes the 2024 Street Maintenance Program and other annual costs related to resurfacing, such as the internally led trail paving project and the JPA Seal Coating program with Coon Rapids. The projected final costs are as follows: • JPA projected final cost is approximately $75,627.09 • PW in-house paving projected final cost is approximately $10,255 • Large Area Patching Project with GMH Asphalt Final Payment is $146,816.10 Project Area General & Street Improvement Total Cost Removal Costs Costs Lake Valentine Road $ 10,000 $ 36,898 $ 46,898 Red Fox Road 10,000 27,351 37,351 Grey Fox Road 10,000 52,567 62,567 $ 30,000 $ 116,816 $ 146,816 Total projected cost for 2024 Street Maintenance is $232,698.19, which is $12,698.19 over budget. The overage will be absorbed in other areas of the Street Maintenance Fund. Attachments Attachment A: Pay Request #1/Final from GMH Asphalt Page 2 of 2 t ■i L Z C W 3� oa J� Z Q 0�� a a�� Q0 = aop � pew Ln N O M 0 C O E Q C i 7 U J C O U OOOO M O L--Ln000000 0000 LO(DN OOOOM (O(OOOOOOOf�0000N 6w O O O O M N (fl m O O O O In N (0 O O O O 00 O O N - - - - O O O O O O O Ln O O O O O O O O O O O LO O O O OOO LO 00It0000 LO O LO OOO LO Cp O� O O LO LO O O O L-_ O O LO Ln - 0 0 0 0 LO N (O O O N Ln It O L-- O O N r- 0 c0 O O N O LO 00 LO LO LO LO It O cM LO LO LO 0 - LO LO LO LO 0 �I! LO (fl M 00 O (6 C (6 C6 Ln 6-7 (6 C 0 � N - M O O O O O O O LO O O O O O O O O O O O LO O O O O O O In 0 0 It 0 0 O O In O LO O O O Ln CO 0 O O Ln LO O O O L-- O O In LO - 0 0 0 0 LO N (O O O N LO O L-- O O N r- (D c0 O O N O In 00 LO LO Ln LO CD CY) LO LO Ln 0 - LO LO LO LO O "t LO (fl M 00 O (fl N (fl M Ln O- (fl M 0 N co O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O CO O O O O O O O O O O O O O O O O O O O O O O O MOONOIl- M000M MLOInMM Ln Ln (D LO O LO LO 00 M r- (fl It Cl) 0 t` r- O O- CO 0 N N 4 O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O (O O O O O O O O O O O O O O O O O O O O O O O O CO O O N O L- CO 0 0 0 LP) M LO LO M M m In O Ln � r--- 0) O- M M N N O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O OOOO Ln0000000000000Ln000 O O Ln LO - 0 0 LO O O Ln LO - O LO O O LO N N Ln LO OONLO OOfl-00N1` OOOONO r- LO LO LO LO O (fl N LO LO LO O 00 LO LO LO LO O M (O (fl M 00 'i cy -7 (fl M Lf) (O (fl cy I- N - - CO 0000 00LO0000 000000 00 0 0 0 0 0 0 0 CO 0 0 0 0 0 0 Il- O O O I` O O I,- O O LO N O O O O O O LO N O N- 0 0 LO N O LO LO LO - - - LO LO - LO LO (fl M (D M (fl M J J= (n U H H J J J= (n V J J J= (n (U H J O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O M- ON M LOO r--- M O 0(V M m N 1- - 4 in Q in Q z in Q z N U J F Z N U J N U J y d Q Q Y d EL !Y y d M W U d LU U F w a w LU U F w w (D U F w w U U P a 0_' U N a LL O N a J ' z LL U¢ m m z LU w¢ a z Lu co ¢ a O H z O Z W D W W W Z W D W W z LU D w WO 0° w0° wO� 3<w i w i w >> D2 D} D2 D} Nz CO ooN o LU N o 0 Z) JU W ppm z LLIz W W 7 _mz comLU m ¢ � ¢QQ p O- N M"t M (D t` O N M"t In (D O N M"t In (D N N N N N N N M M M M M M M co M O r _O co �D r O r �D �D r N 0 cc CL �F N O N O rn 0 OR Q � C L. O U � r L Q th El ■ L` C d O CO O w m U � I I i Z O a N C 7 Y La_3Y O C E QE O (n Ca c a y L. UC a O c c �s Oc 0� co 0� w � W � co J J_ N W C W oa h a N O N C'7 O Q Off O N V O O QOh Mo *t oE U LO V U_ u) N C7 O2 .6 > > @ C O c cOU � 0 o C) o C) o o C) o O O T O T O O r N COO COO 0000 �p Iq oo 00 co Do T CO Cfl CO T' y � d IL m cu U1 O 4O Cl) a � a �(D R C � a � cn ) o p 0 02 o� U U U (D/ OL J L �• L o u) ++ F u) E >o 0 H > (n H J H Q J Q El 0 PUBLIC HEARING -10A -AR EN HILLS MEMORANDUM DATE: September 9, 2024 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator FROM: Elena Fransen, Senior Planner SUBJECT: Planning Case #24-015 — Public Hearing Required Applicant: Trident Development, LLC Property Location: 1700 West Highway 96 Request: Preliminary Plat and Rezoning Council Should Consider the following: Hold the required public hearing for Planning Case 24-015, an application from Trident Development, LLC ("The Applicant") for a Preliminary Plat and Rezoning to subdivide and purchase approximately 10.74 acres in the northwest corner of the Subject Property. The proposal includes a request to rezone the newly created lot from B-1 Limited Business District to R-4 Multiple Dwelling District in order to allow for the future development of an age -restricted (55+) active senior apartment community with a single three-story building. The City Council will be asked to make a formal decision regarding the application under Agenda Item I IA. Background 1. History of the Subject Property At their February 22, 2022 meeting, the City Council reviewed a concept plan from Trident Development for the development of the northwest corner of the North Heights Lutheran Church property at 1700 West Highway 96. Trident Development was proposing a 115-125 unit senior apartment development (apartments only, the proposed will not have an assisted living or memory care component). The Applicant indicated their intention would be to subdivide and purchase approximately 10.27 acres in the northwest corner of the Subject Property. In preparation for the February 22, 2022 meeting, the Developer had held a neighborhood meeting to garner resident feedback. At the meeting, residents voiced concerns regarding traffic, additional park demand, and noise concerns. Page 1 of 9 For a residential project to be feasible on the site, the Applicant needed to amend the Comprehensive Plan. In April 2022, Trident Development submitted an application for amendments to the Arden Hills 2040 Comprehensive Plan. The proposed amendments included amending Chapter 6, Land Use to change the future land use designation of approximately 10.74 acres in the northwest corner of the Subject Property from P/I, Public and Institutional to be guided as HDR, High Density Residential and to amend Section 6.4.10 to increase the maximum housing unit density as part of a Planned Unit Development. The City Council approved and adopted the requested Comprehensive Plan Amendments on July 11, 2022. Adjacent communities must be given up to 60 days to review and comment on a proposed amendment before it can be reviewed and approved by the Metropolitan Council. The Metropolitan Council has the final determination as to whether to allow a Comprehensive Plan Amendment (CPA) or not, though they provide great deference to the City as long as the proposed land use change does not have a negative impact on a regional system (i.e. transportation, sanitary sewer, and regional parks). The Metropolitan Council subsequently approved the requested CPA in 2022. Following the approval and adoption of the requested Comprehensive Plan Amendments, the Applicant is required to submit additional land use requests for the development approvals. At the February 21, 2023 City Council Work Session, the Applicant presented an updated concept plan for the City Council to review. The discussion considered the proposed density for the development, building height, and sidewalk connections to the surrounding neighborhood. In this land use application, the Applicant has included a request to subdivide the 10.74 acres guided as High Density Residential from the developed portion of the site (i.e. Church use, approximately 30 acres), which remains under the Public and Institutional land use designation, and to rezone the subdivided property to R-4, Multiple Dwelling District to be consistent with the Comprehensive Plan. The 10.74 acre parcel would be established as Lot 2, Block 1 Arden Heights Addition and the 3 0.3 6 acre parcel would be established as Lot 1, Block 1 Arden Heights Addition. The Applicant's provided narrative refers to the 10.74 acre parcel as Lot I yet this lot is referred to as Lot 2 on the submitted preliminary plat document. This report will reference the Lot designations as shown on the submitted preliminary plat document in Attachment D. Page 2 of 9 At this stage, the City Council is being asked to evaluate the proposed preliminary plat and the proposed rezoning of the newly created lot to align with the future land use designation for this property. A subsequent land use application will be submitted for the final plat as well as the proposed development plans for this property would be brought forward at a future meeting for review. The Comprehensive Plan is the planning tool that guides the future development of land irrespective of a specific project and the City is required to amend the Zoning Code to comply with the Comprehensive Plan. 2. Comprehensive Plan and Zoning Code Requirements Minnesota state law requires that all communities within the Minneapolis -St. Paul metropolitan area update their Comprehensive Plans every ten years. The purpose of the Comprehensive Plan is to establish the policies that guide the future physical and community development of Arden Hills. It is also a reference document for the Planning Commission and City Council when evaluating private development projects. Based on the future land uses, the City can plan for improvements, anticipate infrastructure needs, and create appropriate land use regulations. The City's Zoning Code identifies specific zoning districts through which the land uses and goals in the Comprehensive Plan can be implemented. The zoning cannot conflict with the future land use designation. When there is a conflict between the Comprehensive Plan and the Zoning Code, the City is required to amend the Zoning Code to comply with the Comprehensive Plan. Approvals The City Council is asked to determine if a Preliminary Plat and Rezoning request should be approved to split the Subject Property located at 1700 West Highway 96 into two separate parcels and to amend the zoning on the proposed newly created 10.74-acre northwest parcel. The evaluation of the proposal should be based on the requirements of Chapter I I — Subdivisions and Chapter 13 — Zoning Code and the District Provisions in Section 1320. The Preliminary Plat is the first step toward the Final Plat, which is required for the development plans for this property. The Final Plat will be brought forward in a later land use application for review and evaluated according to the Subdivisions ordinance. Page 3 of 9 G Proposed Preliminary Plat I • ._ _--__., ..--..—..— LO a Sx[lylx0 �Y6xU6 x. a u �(w•u ,.- :I'° S ' E S C E P T $ .w �r � -�y ,�•r..`»'.. •�, I °•tom. �[ `i. I � �• I I O�r� i HE e f/ ••I �".'St :.'" i Ir 1 ...• .° F.'' ; EE rau. /H, I ' � I• --------7---------- ----a-/----�—� • ,r� .-,' pai 1' ID N 0 R T it .. S i 3., ? i I ✓' /•°a mod" ,5.,/./ </ \\••. r.: UGEND Plan Evaluation Chapter 11, Subdivisions — Preliminary Plat Section 1130, Minimum Subdivision Design Standards Section 1130.01 - Conformity with City Plan — Meets Requirements Section 1130.01 states that the proposed subdivision shall conform with the City plan. The future land use guiding for the 10.74 acre northwest portion of the Subject Property is High Density Residential Use. The 10.74 acre parcel proposed as Lot 2, Block 1 Arden Heights Addition would be subject to this guiding. The proposed would conform with the language of the City's Comprehensive Plan. Further, the proposed subdivision of the Subject Property would make it possible for the 10.74 acre parcel guided for High Density Residential Use to be rezoned separately from the 30.36 acre parcel, which would still be guided for Public and Institutional use and will maintain a church land use. Page 4 of 9 Section 1130.03 and 1130.02 - Street Plan and Streets — Meets Requirements Per Section 1130.02, the arrangement, character, extent, width, grade and location of all streets shall conform to the City plan and shall be considered in their relation to existing and planned streets, to reasonable circulation of traffic, to topographical conditions, to runoff of storm water, to public convenience and safety, and in their appropriate relation to the proposed uses of the land to be served by the streets. Additionally, the arrangement of streets in new subdivisions shall make provision for the appropriate continuation of the existing streets in adjoining areas. Where adjoining areas are not subdivided, the arrangement of streets in new subdivisions shall make provision for the proper projection of the streets. No new streets would be constructed for the Preliminary Plat. Both lots would have frontage and access on Highway 96 by way of the existing driveway access utilized by the church site. Site access to the 10.74 parcel would be provided by the existing access drive from County Highway 96 by way of a permanent easement agreement with the church. At the August 7, 2024 Planning Commission meeting, the Applicant noted that a permanent access and maintenance easement agreement will be documented as part of the final plat. A secondary access drive serving the church property is located at the southeast property line of the Subject Property along Snelling Avenue North. The Applicant has stated an intent to modify this access point to restrict right turn movement from the site to Snelling Avenue. The Applicant states that this modification is intended to complement existing signage at the intersection and discourage use of this drive by occupants of the new lot. The Applicant has provided a Traffic Review Memo from Transportation Collaborative & Consultants, LLC, dated June 28, 2024 which is attached as Attachment E. Section 1130.05 - Easements — Evaluated on the Final Plat Easements at least twelve (12) feet wide; contiguous to all planned boundary lines, street right-of- way lines and centered on rear and other lot lines, shall be provided for utility and drainage purposes and shall be dedicated to the public on the final plat. The Applicant has been working with the Public Works Director/City Engineer on the dedication of easements and will apply for a request to vacate areas of existing drainage and utility easements within the areas of proposed Lot 2 as part of the Final Plat review. Drainage and utility easements shown on the preliminary plat will be dedicated as required by the subdivision ordinance and recorded as part of the final plat. As part of the preliminary plat review, the Applicant has adjusted the width of the proposed drainage and utility easement in the northwest corner of site according to staff comments. Final comments from the Public Works Director/City Engineer on this code section will be provided as part of the final plat and vacation of easement application review. The Applicant has also been directed to work with the Rice Creek Watershed District to attain their review of easements proposed in the preliminary plat, which would be recorded as part of the final plat, and existing drainage and utility easements which the Applicant would request to vacate as part of the final plat. Section 1130.07 — Lots — Meets Requirements For location, all lots shall abut by their full frontage on a publicly dedicated street or a street that has received legal status as such or will receive such status upon approval of the subject plat. For size, the lot dimensions in subdivisions shall not be less than the minimum dimensions required to secure the minimum lot area specified in the zoning ordinance of the City. Page 5 of 9 The two lots have frontage on a public street, Highway 96. The two lots exceed the minimum lot dimensions as required by the Zoning Code for the current zoning. The tables below show an evaluation of the proposed lot dimensions based on the current zoning designation. The evaluation of Lot 2, Block 1 also shows how the parcel meets the requirements of the R-4 Zoning District as this is the Applicant's proposed zoning district for the rezoning request of this application. Evaluation of lot dimensions for Lot 1. Block 1 (Church site) 30.36 acre parcel (Proposed Lot 1, Block 1 R-1 Requirement (Existing Use) Proposed for 30.36 acre parcel Minimum Lot Area Non- 14,000 square feet 1,322,416 square feet Residential Uses Minimum Lot Size Minimum Lot Width NA for non-residential NA for non-residential uses uses Minimum Lot Depth NA for non-residential NA for non-residential uses uses Evaluation of lot dimensions for Lot 2, Block 1 (Future senior apartment buildinje site) 10.74 acre parcel (Proposed Lot 2, Block 1 B-1 Requirement (Existing Use) R-4 Requirement (Proposed Use) Proposed for 10.74 acre parcel Minimum Lot Area (SF per 13,000 square 3,630 square feet 468,025 square feet, for Dwelling Unit) feet per Dwelling 122 units, 3,836.27 Unit square feet per Dwelling Unit Minimum Lot Size Minimum Lot Width 100 feet 85 feet >166.1 feet Minimum Lot Depth 130 feet 120 feet >220.8 feet Section 1130.08 - Public Use Dedications — Evaluated on the Final Plat The City's Subdivision Code establishes requirements for Public Use Dedications and Park, trails, and open space land dedication and development. Owners or developers, as a prerequisite to approval of a subdivision to convey to the City or dedicate to the public use a reasonable portion of any such proposal for public use as streets, roads, sewers, electric, gas, and water facilities, storm water drainage and holding areas or ponds and similar utilities and improvements, parks, recreational facilities, playgrounds, trails, wetlands, or open space, in such portions to be approved and acceptable to the City. Public Use Dedications and Park, trails, and open space land dedication and development will be reviewed with the Final Plat land use application for the newly created lot. Section 1140, Required Improvements — Evaluated on the Final Plat Section 1140 of the Subdivision Code establishes improvements that are required as part of a new subdivision. These improvements include survey monuments, sewers and water, utilities, sidewalks, curb and gutter, and stormwater management. The Final Plat review will verify compliance with these provisions and/or conditions will be established as part of a final plat approval. Page 6 of 9 In reference to stormwater management, the Applicant has submitted their stormwater management plan for staff review. The Applicant stated in their narrative that the proposed stormwater management plan meets or exceeds the rules and requirements of the Rice Creek Watershed District, noting that underground storage chambers would be utilized in addition to the sedimentation pond for controlling the rate of discharge and filtering out sediment. Catch basins would collect surface drainage and direct it toward the sedimentation pond or to the underground storage chambers. Treated stormwater would be discharged into a nearby wetland basin. The Applicant's stormwater management plan is subject to Rice Creek Watershed District review prior to the Final Plat. Staff has shared the Applicant's plans with RCWD and the Applicant has been directed to work with RCWD regarding drainage and utilities prior to the final plat review. Chapter 13, Zoning Code - Rezoning Section 1320, District Provisions The Applicant is requesting to rezone the 10.74 acre Lot 2, Block 1 Arden Heights Addition parcel shown on the preliminary plat from B-I Limited Business District to R-4 Multiple Dwelling District to be consistent with the site's guiding as High Density Residential in the 2040 Arden Hills Comprehensive Plan. The rezoning would also provide for the Applicant's intended use for the parcel for an age -restricted (55+) active senior apartment community with a single three-story building. The Zoning Code in Section 1320.04, Subd. 4 includes the following purposes of the R-4 Multiple Dwelling District - 1. To establish areas for the development of multiple dwelling structures with a maximum density of twelve (12) units per net acre; 2. To permit the most intensive residential development allowed in the City; and 3. To maintain an essentially residential character in areas developed at a more intensive density. Parcels zoned for the R-4 Zoning District are subject to the zoning requirements as noted in Section 1320.05 Land Use Chart and Section 1320.06 District Requirements Chart. The 10.74 acre parcel meets the requirements for lot dimensions in the R-4 Zoning District in Section 1320.06. Future improvements to the parcel would be subject to the district requirements for the R-4 Zoning District and shall be evaluated when a land use application for development is initiated. The Applicant states that the intended use for the 10.74 acre parcel is a single, 3-story building with approximately 122 units for an age -restricted (55+) active senior apartment community. In the Section 1320. 05 of the Zoning Code, a multiple family dwelling is a use that is permitted in the R-4 Zoning District through a conditional use permit. Future land use applications that include a multi -family dwelling use would be evaluated according to the R-4 density and development requirements as well as the conditional use permit criteria. The City Council's review of this rezoning request may also consider the following: 1. Conformity with Comprehensive Plan 2. Substantive changes that have occurred making the zoning change necessary Page 7 of 9 3. Demonstration showing that the change is superior to the current Zoning and/or Comprehensive Plan 4. Development conditions or priorities that make the existing Zoning and/or Comprehensive Plan impractical The 10.74 acre parcel proposed for rezoning is guided in the 2040 Comprehensive Plan for High Density Residential use which provides for densities of nine (9) to twelve (12) units per acre. The parcel's current zoning designation of B-1 Limited Business District does not permit multiple family dwelling uses and the district does not establish a maximum dwelling unit density per net acre. At present, the guiding future land use classification and the current zoning designation for the parcel are in conflict. When there is a conflict between the Comprehensive Plan and the Zoning Code, the City is required to amend the Zoning Code to comply with the Comprehensive Plan. The proposed rezoning would effectively amend the Zoning Code to address the conflict by allowing for the density of up to twelve (12) units per acre to be developed in alignment with the densities provided for in the High Density Residential use guiding. The proposed rezoning would conform with the Comprehensive Plan. The Applicant intends to comply with the performance standards of the R-4 Zoning District and would bring forward an application through the Planned Unit Development land use process upon review of the rezoning request. The Applicant notes that there may be a request for the City to consider flexibilities in a future land use application. The change to the current zoning would make it possible for the Applicant's intended use to be developed and bring the parcel's guiding and zoning into alignment. As part of the preliminary plat and rezoning application, and in anticipation of the intended future use, the Applicant has provided a Traffic Review Memo (Attachment E) which references the future intended use of the newly created parcel. The memo notes that the overall impact of the intended use on area roadway capacity is expected to be minimal and that no significant issues are expected as a result of the proposed development from a traffic capacity perspective. Additional Review Public Works Director/City Engineer The Public Works Director/City Engineer has reviewed the preliminary plat plans and directed the Applicant on modifications that have been completed. A comment included that the Applicant shall work with the Rice Creek Watershed District to discuss any modifications or additions to drainage easements. This comment has been added as a condition of approval. A full Engineering report will be completed for the final plat review. Ramsey County Ramsey County has reviewed the plans. Comments included references to the traffic study including TMCs, coordination with Rice Creek Commons spine road construction, and permitting requirements for changes to access point, trail connection or utility connections. Comments have been shared with the Applicant. Fire Department Page 8 of 9 The Fire Marshal has reviewed the plans. Comments included fire protection locations and a turn radius study radius study completed based on emergency vehicle specifications. It was noted that these would be reviewed with final building plans. Rice Creek Watershed District The Rice Creek Watershed District has provided an initial review of the plans. Initial comments have been shared with the Applicant and note that a RCWD permit for stormwater management and erosion/sediment control will be required. Planning Commission Review The Planning Commission reviewed this application at the August 7, 2024 meeting. The Commission voted 6-1 to recommend approval with the two staff -drafted conditions of Planning Case 24-015. Public Comments Notice was published in the Pioneer Press on August 14, 2024. Notice was prepared by the City and mailed to property owners within 1,000 feet of the subject property. The City received four written comments before the Planning Commission meeting, and one after. Concerns included traffic generation, noise, drainage, and the number of senior facilities within the City. Attachments A. Land Use Application B. Location Map C. Narrative D. Preliminary Plat and Civil Plans E. Traffic Memo F. PC Staff Report G. Draft PC Minutes H. Presentation Page 9 of 9 Attachment A -AR 1245 West Highway 96 Arden Hills, Minnesota 55112 Telephone (651) 792-7800 Fax (651) 634-5137 www.cityofardenhills.org Planning Case No- 24- Subrniftaf Date Application Completed Date Accepted by Receipt Number Council Decision Council Decision Date 2024 LAND USE APPLICATION Applicant Information Applic nt: '7A?101F, t)gf& Zap Address: Tel hone No.: Other: Fax No.: Email Add -Pre§S r_V_ "v 140r—#",fk+A4 ft2p_ertyl-Information _T!:9Pe.r_tY_91rer.XdAT"_ Owner Address: _0 Z tither_ LOC) Ppl_ impe of Request U Comprehensive Plan Amendment (Fee: $550 + Escrow: $2,500) CanditiortalUse. or Interim Use PermitICILIP or !UP Amendment (Fee: $400 + Escrow: $1,500) Preliminary Plat (Fee: $500 + Escrow: $2,500) ❑ Final Plat (Fee: $450 + Escrow: $1,000) ❑ Concept Plan Review (Fee: $300 + Escrow: $750) L3 Master Planned Unit Development or Master Special Development Plan (Fee: $600 + Escrow: $2,50-0) Final Planned Unit Development or Final S eclat Development Plan (Fee: $350 + Escrow: $y,000) Planned Unit Development Amendment or Special Develo meat Plan Amendment (Fee: $400 + Escrow: $1,500f L3 Site Plan Review (Fee: $450 + Escrow: $1,500) IN Rezoning or TCAAP Regulating Plan Amendment (Fee: $500 + Escrow: $ 500) Q Zoning Code or TCAAP Redevelopment Code Amen dment (Fee: $400 + Escrow- $1,5W) City Code Amendment (Fee: $350 + Escrow: $1,500) ❑ Lot Split/Minor Subdivision (R-1 and R-2 Districts Only) (Fee., $350 + Escrow: $1,500) Ll Variance or Permitted Adjustment (Fee: $350 + Escrow: $1,000) Vacation of Easement or Right-of-AWay (Fee: $11 50 + Escrow: $1,000) U Appeal of Administrative Decision (Fee: $150 + Escrow: $1,000) ❑ Land Use Requests — Not Already Specified (Fee: $150 + Escrow: $1,000 Page 1 of 3 Brief Description ofRequest fglease also include a tvoed, detailed letter ex iainin the ro'ect r*IMPORTANT* • Certain applications are subject to review and approval by the Rice Creek Watershed District. Contact RCWD directly at 763-398-3070 for additional information. • The land use application fees do not cover building, sign, or other permit fees that may be required upon approval of a land use application. • All applications will be subject to additional fees for reimbursement of consultant costs associated with filing, reviewing, and processing of application in the form of an escrow to the City. Filing & Information Reouiremenfs The City requests that you make a pre -application meeting with the Community Development Director to discuss the application process, requirements, and deadlines. Unless waived by the Community Development Director or Planning Commission, a certified survey of the property is required for all applications. A checklist with additional application requirements can be found at W'Ktr'Lci-ofaroenhillq-gM/landuseac--, ications. Complete/incomplete Applications Under Minnesota Statute, Chapter 15.99, cities have 15 business days to review all plans and application materials to ensure they satisfy City requirements. During the 15 day review period, planning staff will provide written comments on the application and may request plan revisions. ' if the application is determined to be complete, Minnesota State Statute then require' the City to approve or deny the application within 60 days, up to 120 days. If not complete-, the City may require plan revisions and/or additional information before the application is scheduled for Planning Commission review and/or City Council action. Project will not be scheduled for any meeting until the application submittal is found to be complete by the Community Development Director. Payment of Fees and Escrows The undersigned acknowledges that she/he understands that before a land use application can be deemed complete, all required fees and escrows must be paid to the City. T he applicant is responsible for all costs incurred by the City related t^ the processing of this application. Each separate land use request shall be charged a separate administrative fee and escrow even if submitted on the same application. Costs expended in reviewing and processing an application will be charged against the cash escrow and credited to the City. Charges to the escrow may include planning and engineering staff time, City Attorney and consulting fees, and mailing costs. if, at any time, a required cash escrow is depleted to less than 20 percent of its original amount, the applicant shall deposit additional funds in the cash escrow account as determined by the City. The City may withhold final action on a land use application, withhold building permits, and/or rescind prior action until all fees have been paid. Unused portions of an escrow are returned to the applicant upon successful implementation of an approved plan. The escrow may be reduced or increased by the Community Development Director on a project by project basis. Notice of Meeting Attendance In order for the Planning Commission and the City Council to consider any application, the applicant or a designated representative must be present at the scheduled meeting. If not, the matter may be tabled until the next available agenda. Page 2 of 3 Meeting Schedule Planning Commission meetings are typically held on the first Wednesday after the first Monday of each month at 6:30 PM, though please contact idly ;fall to verify the meeting date and time. City Council meetings are held typically the !ast Monday of the same month at', :00 PM. Meetings are held in the Council Chambers at the City of Arden Hills, 1245 West Highway 96, Arden Hills, Minnesota 55112, unless otherwise stated. The schedules below are for reference purposes only. Project will not be scheduled for any meeting until the application submittal is found to be complete by the Community Development Director. 2024 Planning Commission and City Council Schedule (*subject to change) TENTATIVE PLANNING COMMISSION MEETING DATE* (Generally held on the first Wednesday after the first Monday at 6:30 .m. TENTATIVE Cl 7' COUNCIL 1 MEETING DATE* (Generally held on the fourth Monday at 7:00 p.m.) DEADLINE FOR l LAID USE � APPLICATION SUBMISSION (1' day of the preceding month) January 3 Februa 12 December 1 2023 Februa 7 March 11 January 2 March 6 ., a - February 1 {. I' Av rilril 3 � 22 March 1 Ma i May 27* Aril 1 June 5 June 24 May 1 July 10 rescheduled date) July 22 - June 3 August 7 August 26 July 1 September 4 Se tember 23 August 1 October 9 October 28 September 2 November 6 rovernber i October 1 i � � Dpces�bar 4 �.� 1 Jan�ua� �j 1 J 12fi25 � � � November 1 ��� Acknowledgement and Signature I hereby apply for the above consideration and declare that the information and materials submitted with this application are complete and accurate per city code and ordinance requirements. I fully understand that I am responsible for all costs incurred by the City related to the processing of this application. Al o tz" 14 e i s ifiTs 4—r#F4:-v 4 u a -/ jrc q -7 Date d (If different than the property owner) Date Please contact the Community Development Director at 651-792-7800 if you have any questions regarding this application. Additional copies of this application farm are available on the c iry's website: pl ca:ions Page 3 of 3 Location Map f r i i r i r a i t Attachment C iTRIDENT ll 1200 251" Avenue South • St. Cloud, MN 56301 Phone:320.258.4438 9 320.252.3603 REVISED July 23, 2024 Ms. Jessica Jagoe, Community Development Director Members of the Arden Hills City Council & Planning Commission City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 VIA EMAIL:.jJapoe@citvofardenhills.ore and efransen@citvofardenhills.ore RE: NORTH HEIGHTS LUTHERAN CHURCH PROPERTY PRELIMINARY PLAT AND RE -ZONING Ms. Jagoe and Members of the City Council/ Planning Commission: Trident Development, LLC is pleased to present this request for Preliminary Plat and Re -Zoning for property located near the intersection of County Highway 96 and U.S Highway 10 in Arden Hills. The Site is currently located within the North Heights Lutheran Church property boundaries located at 1700 County Highway 96 which encompasses approx. 57 acres. As part of the Preliminary Plat application, Trident is providing the following written narrative: REQUEST This application requests: 1) a subdivision of the church property to create a separate,10.75 +/- acre building lot, 2) a request to re -zone the proposed lot from B-1 to R-4 Multiple Dwelling and The subject site is currently guided as High Density Residential. A comprehensive guide plan amendment was approved for this site by the City in July 2022. This new plat will reorganize the entire North Heights Church property from a collection of contiguous, unplatted parcels to two (2) platted lots: Lot 1, Block 1 Arden Heights Addn. — a 10.75 acre parcel for high density residential use and Lot 2, Block 1 Arden Heights Addn. — a 46+/- acre lot for the existing church use. The 10.75-acre Lot 1 would be zoned R-4 Multiple Dwelling District, the 46+/- acre Lot 2 would remain zoned as R-1 Residential. EXISTING CONDITIONS The proposed 10.75-acre lot is currently heavily vegetated with mature trees and also contains two (2) wetland basins. A portion of the church's surface parking lot is also situated within the boundaries of the proposed lot. (At a future date, new surface parking plan will be submitted for approval with a building site plan application.) County Highway 96 runs along the northern boundary of the proposed site, U. S. Highway 10 exists along the southwestern boundary of the property, running NW/SE. The North Heights Lutheran Church building and parking are located east / southeast of the proposed lot. Page 1 of 4 Existing MNDOT right-of-way and power line easements are being addressed and modified to accommodate this development. PRELIMINARY PLAT This application proposes to reorganize the entire 57+/- acre North Heights Church property from a collection of contiguous, unplatted parcels into two (2) platted lots: Lot 1, Block 1 Arden Heights Addn. — a 10.75 acre parcel for high density residential use and Lot 2, Block 1 Arden Heights Addn. — a 46+/- acre lot for the existing church use. A drawing of the proposed, 2-lot plat is enclosed with this application. REZONING This application requests approval to amend the zoning district for the proposed 10.75 acre lot only. The lot is currently guided as High Density Residential in the Arden Hills comprehensive guide plan, however, the B-1 Limited Business district is still in effect. The re -zoning to R-4 Multiple Dwelling District would be consistent with the current comprehensive guide plan. No zoning change is proposed for the remaining church property. A detailed site plan and PUD application, specifically for the new Lot 1, will be brought forward at a future date for the City's consideration. CODE ANALYSIS: Pursuant to the R-4 Multiple Dwelling Zoning District, improvements constructed are required to meet the following performance standards: Maximum Density: 12 units per acre. Minimum off-street parking: 1 space for each 1 BR or efficiency unit + 2 spaces for each 2 BR or 3 BR unit with at least 1 covered space per dwelling unit. Minimum Lot Area: 3,630 SF per dwelling unit Maximum Lot Coverage: 25% of lot area Minimum Landscaped Area: 65% of lot area Minimum set -backs: 40' Front Yard, 30' Rear Yard, 15' Side Yard Maximum Floor Area Ratio (FAR) 3.0 Maximum Building Height: 35 feet The current concept plan for Lot 1 intends to comply with the above performance standards unless some flexibility is required. If so, the City would consider this flexibility at a future date, through the PUD application process. INTENDED USES: The proposed plat consists of only two (2) lots. Proposed Lot 2, Block 1 will remain zoned as R-1 and will continue to be used by North Heights Lutheran Church as a place of worship and related church uses. Proposed Lot 1, Block 1 is intended to be used as an age -restricted (55+) active senior apartment community. Current concept includes a single, 3-story building with underground parking containing approximately 122 dwelling units. Subject to the approval of re -zoning to R-4 Multiple Dwelling, a detailed site plan application will be brought forward for consideration by the Planning Commission. The site plan will address off-street parking, vehicular and pedestrian traffic circulation, access for fire apparatus and building height among other details. EASEMENTS The entire land area (57+/- acres) is encumbered by numerous easements. There are four (4) drainage easements which run in favor of the City. Three (3) of these easements were intended to depict boundaries of existing wetland basins, however a recent wetland delineation boundary report reflects many inconsistencies with the boundaries of these three (3) easements. The fourth easement falls within the boundaries of Royal Hills Park. The City and the applicant have reached an agreement on how best to deal with the existing easements. The current plan is to postpone action of the easements until the Final Plat application is submitted. Page 2 of 4 STORMWATER MANAGEMENT The stormwater management plan proposed in this preliminary plat meets or exceeds the rules and requirements of the Rice Creek Watershed District. Underground storage chambers are utilized in addition to a sedimentation pond for controlling the rate of discharge and filtering out sediment. Surface drainage is collected by catch basins and directed to the sedimentation pond or to the underground storage chambers. Treated stormwater is discharged into a nearby wetland basin. WETLANDS A comprehensive wetland delineation report was prepared for Trident Development in May of 2021 by Kjolhaug Environmental Services Company, Inc. According to the report, there are eleven (11) wetland basins identified with the entire church property. Of the eleven wetlands, only two (2) exist within the boundaries of the proposed building lot. The grading plans have been designed to avoid any impact to the existing wetland areas. All existing wetlands will be protected and preserved. A copy of the wetland delineation report is available upon request. UTILITY PLAN Sanitary sewer and municipal water are accessible to the new building lot without the need for a trunk line extension or up -sizing. Sanitary sewer is designed to connect via 6" PVC to an existing manhole located in the County Highway 96 right-of-way. Municipal water connects to an existing 8' PVC waterline located near the Hwy 96 entrance, which will provide domestic and fire suppression water. Adequate natural gas and electricity utilities are located at the northern property line. No changes to the utility services for the existing church property are proposed with this application. GRADING PLAN A site grading plan is included in this preliminary plat application. The grading plan is designed to intentionally avoid impacts to existing wetland boundaries. The grading plan proposes a stormwater treatment pond to be created at the southerly end of the lot. The stormwater pond is intended to collect and treat water draining from the surface parking lot. TREE REPLACEMENT PLAN Kjolhaug Environmental Services has been contracted to conduct a tree inventory survey to determine if the requirements of a tree replacement plan are necessary. Based on the results of the survey, a tree replacement plan has been designed to comply with Aden Hills City Code. GEOTECHNICAL EVALUATION In March 2021, Haugo GeoTechnical Services prepared a geotechnical report as to their soils evaluation, on behalf of Trident Development. They advanced nine (9) soil borings at nominal depths of twenty (20) feet. Haugo found that the existing soils are suitable for building purposes. They also encountered ground water in one boring at a depth of fourteen (14) feet. A copy of the complete geotechnical report is enclosed with this application. VEHICULAR ACCESS Site access for vehicles will be provided by the existing access drive from County Highway 96 by way of a permanent easement agreement with the church. The access drive lane is over 54 feet wide with a center median to improve traffic flow. To enhance traffic safety, a right turn lane exists on CR 96 at the entrance drive, along with a dedicated left turn lane for westbound traffic on CR 96. A secondary access drive, serving the church property does exist which intersects with Snelling Ave N. This preliminary plat proposes to modify the access point of this secondary drive to restrict right turn movement out on to Snelling. This modification is intended to complement the existing signage at the intersection, discouraging use of this secondary drive by occupants of the new lot. Page 3 of 4 SCHEDULE/PHASING The proposed development is anticipated to have the following time -line: Preliminary plat approval by Planning Commission by September 30, 2024 Preliminary plat approval by City Council by October 30, 2024 Site Plan, PUD and Final Plat application to Planning Commission November 30, 2024 Site Plan, PUD and Final Plat approval by City Council by January 30, 2025 Development Agreement with City finalized by February 28, 2025 Permits and financing arranged by May 31, 2025 Site construction commencing on or about June 1, 2025 Construction of improvements in one, single phase completed by September 30, 2026 Included with this revised application narrative, please find: • Copy of title insurance commitment dated May 3, 2024 indicating North Heights Lutheran Church as owner. • Copy of traffic impact analysis (draft) by Transportation Collaborative & Consultants, LLC ("TC2") dated June 28, 2024. If you have any questions, please do not hesitate to contact me at (612) 242-6097 or roeerf@tridentdevelopmentmn.com. espec oger . ink Sr Vice President Trident Development, LLC Enclosures Page 4 of 4 WI m J�JII I I� W L I J h Q � / co �J o� fZ abur)a `0f diysuMOl 11Z uoi}oaS jo {,/j }SDOLWON ay} Jo Z/1 }Sp3 ay} JO -/I }SO3 " c 0 0 LI I �• °N i ay} }O }aa} 00.96f L/PON ay} }O Gull q}noS c rn I \ o c O z �I° 0 o �04ZN� j i IL V) co m I ` j l ri I 3 c / I I fZ a6up<y `0� diysuMOl `lZ uoi}oaS o Spa ao a O Gull y}aoN i I uad< t— — — — — — — — — — — — — — — — — — — — — — — — — — —� — — — — — — — — — — — — — — — — — — — — — — — - 'ONZ9 1 did bN abu J `0�VO9IJ NOUdl2JOdSNVal -INIIIIVJIG VIOSJN�NdIW Iu uo}L_Jo o }qbu y}noQ0S od } a yaoN J \`\\ �'ms= C }sZ — — s'ozs=n Jo _1916 _Z eal s _deb „st i -nu = i soz6=(Ms)� �1 �Szs=u!a 9'0Z6=(3%'nul O'BZ6=w!H — >> >> »— — —»— — > — — »— 8S'S59 z'=Zs=cS) d�a .,9£�� I i9� �-0'9L6=(3MS) 'Au, —o'zzs=(3s)nui 3,,Z5,6Zo6f3N gas �� �'SZs=u!a 1 8'BZs=w!a \ t— — — — — — — — \ C£'Z6='nu! 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Do--o-- ®k m N Z 0 0 0 d' a le W w N g K t��1 sa In Z JI g 3 W U ppm O 1 L VWi C W cc Q p Q _ IL W Z C� 0 y G f � � a N n Ex <m 00 ; Aim �zz 2� Wt- U W N Attachment E TC To: Andy Brummer Trident Development From: Matt Pacyna, PE, Principal Transportation Collaborative & Consultants, LLC Date: June 28, 2024 Subject: Trident Arden Hills Apartments Traffic Review INTRODUCTION DRAFT REPORT TC2 was asked to conduct a traffic review of the proposed Trident Arden Hills Apartments development adjacent to the North Heights Church in the City of Arden Hills (see Figure 1). The site is bounded by Highway 10 to the west, County Road 96 (CR 96) to the north, and Snelling Avenue to the east. The site is generally vacant, although a portion of the existing church parking lot would be modified to accommodate the proposed apartments. The objectives of the review are to estimate the trip generation of the proposed development, qualitatively assess any transportation impacts to the adjacent roadway network, and identify potential improvements and/or considerations for the site. The following study background, assumptions, methodology, and findings are offered for consideration. Figure 1 Subject Site www.transportationcollaborative.com I Trident Arden Hills Apartments Traffic Review PROPOSED DEVELOPMENT June 28, 2024 Page 2 The proposed development is a 124-unit independent living multifamily apartment building designated for residents that are 55 years of age or older. The site is generally vacant, although a portion of the existing church parking lot would be modified to accommodate the proposed apartments. A total of 229 parking spaces are proposed for the apartments (i.e., 105-space surface lot and 124-space garage), which is compliant with City code (i.e., 1.1 space per efficiency and 1 bedroom dwelling units; 2 spaces for each 2+ bedroom dwelling units). The parking areas for the proposed development and church would be separated, but there could be the potential to share parking if needed. Access to the site is provided via the existing church driveway, which provides full access to CR 96; a secondary church driveway provides limited access to Snelling Avenue through a "No Right -Turn" sign restriction for exiting vehicles. The development is assumed to be completed in the year 2026. Trio Generation The trip generation estimate for the proposed development, shown in Table 1, was created using the ITE Trip Generation Manual, 11 th Edition. The proposed development is expected to generate on average 25 a.m. peak hour, 31 p.m. peak hour, and 402 daily trips. Note that the a.m. and p.m. peak hours typically represent 7:30 to 8:30 a.m. and 4:30 to 5:30 p.m. The resultant site generated trips are illustrated in Figure 2, which is based on existing area travel patterns, the proposed site plan, and engineering judgement. Table 1 Trip Generation Summary Land Use Type (ITE Code) Size AM Peak Hour PM Peak Hour Daily In Out In Out Senior Multifamily Housing (252) 124-units 8 17 17 14 402 Traffic Impacts CR 96 is a 4-lane divided Minor Arterial roadway with a daily planning level roadway capacity of 28,000 to 32,000 vehicles per day (vpd); the current average daily traffic (ADT) volume along CR 96 is 18,850 vpd. Snelling Avenue is a 2-lane local roadway with a daily planning level roadway capacity of 8,000 to 10,000 vpd; the current ADT volume along Snelling Avenue is 1,100 vpd. Given the excess roadway capacity along both CR 96 and Snelling Avenue and the relatively low trip generation from the proposed development, the overall impact on area roadway capacity is expected to be minimal. In addition, the peak hour trip generation is not expected to significantly change overall intersection operations or warrant any geometric or traffic control changes. Therefore, no significant issues are expected as a result of the proposed development from an intersection / roadway capacity perspective. Note that the CR 96 /North Heights Church access intersection is anticipated to eventually be signalized as part of the Rice Creek Commons Development, formerly known as the TCAAP redevelopment. Site Plan Considerations Based on a cursory review of the proposed site plan, the following items are offered for consideration: 1) Review proposed signage and landscaping to avoid creating any sight distance issues. 2) Confirm truck (i.e., garbage, recycling, delivery, moving, etc.) maneuverability to ensure adequate circulation is provided. Trident Arden Hills Apartments Traffic Review June 28, 2024 Page 3 3) Develop a shared parking agreement with the adjacent church, if needed. a. The reconfigured church parking lot, along with the potential additional parking spaces shown on the latest site plan, would result in a net decrease of approximately 15 parking spaces or about a two (2) percent reduction when compared to existing conditions (i.e., 840 existing spaces versus 825 proposed spaces). Further coordination with the project team, church, and/or City should occur to confirm the appropriate level of parking that should be provided. 4) Ensure a consistent sidewalk connection is provided between the proposed development entryway and the planned trail from the proposed development that would connect to the existing multiuse trail along the south side of CR 96. Jr ,F 4 ' 55% Round Lake 0 (0) 3 (7) (9) �r t - - 45% ��, r•r, � w. !is Or e ' :' allee Ave Attachment F ru Agenda Item — lt ,ARZEN HILLS MEMORANDUM DATE: August 7, 2024 TO: Planning Commission Chair and Commissioners FROM: Elena Fransen, Senior Planner SUBJECT: Planning Case #24-015 — Public Hearing Required Applicant: Trident Development, LLC Property Location: 1700 West Highway 96 Request: Preliminary Plat and Rezoning Requested Action Trident Development ("The Applicant") has submitted a land use application for a Preliminary Plat and Rezoning for the parcel at 1700 County Highway 96 ("Subject Property"). The Applicant is proposing to subdivide and purchase approximately 10.74 acres in the northwest corner of the Subject Property. The proposal includes a request to rezone the newly created lot from B-1 Limited Business District to R-4 Multiple Dwelling District in order to allow for the future development of an age -restricted (55+) active senior apartment community with a single three-story building. Comprehensive Plan and Zoning Code Requirements Minnesota state law requires that all communities within the Minneapolis -St. Paul metropolitan area update their Comprehensive Plans every ten years. The purpose of the Comprehensive Plan is to establish the policies that guide the future physical and community development of Arden Hills. It is also a reference document for the Planning Commission and City Council when evaluating private development projects. Based on the future land uses, the City can plan for improvements, anticipate infrastructure needs, and create appropriate land use regulations. The City's Zoning Code identifies specific zoning districts through which the land uses and goals in the Comprehensive Plan can be implemented. The zoning cannot conflict with the future land use designation. When there is a conflict between the Comprehensive Plan and the Zoning Code, the City is required to amend the Zoning Code to comply with the Comprehensive Plan. Background At their February 22, 2022 meeting, the City Council reviewed a concept plan from Trident Development for the development of the northwest corner of the North Heights Lutheran Church property at 1700 West Highway 96. Trident Development was proposing a 115-125 unit senior Page 1 of 10 apartment development (apartments only, the proposed will not have an assisted living or memory care component). The Applicant indicated their intention would be to subdivide and purchase approximately 10.27 acres in the northwest corner of the Subject Property. In preparation for the February 22, 2022 meeting, the Developer had held a neighborhood meeting to garner resident feedback. At the meeting, residents voiced concerns regarding traffic, additional park demand, and noise concerns. For a residential project to be feasible on the site, the Applicant needed to amend the Comprehensive Plan. In April 2022, Trident Development submitted an application for amendments to the Arden Hills 2040 Comprehensive Plan. The proposed amendments included amending Chapter 6, Land Use to change the future land use designation of approximately 10.74 acres in the northwest corner of the Subject Property from P/I, Public and Institutional to be guided as HDR, High Density Residential and to amend Section 6.4.10 to increase the maximum housing unit density as part of a Planned Unit Development. The City Council approved and adopted the requested Comprehensive Plan Amendments on July 11, 2022. Adjacent communities must be given up to 60 days to review and comment on a proposed amendment before it can be reviewed and approved by the Metropolitan Council. The Metropolitan Council has the final determination as to whether to allow a Comprehensive Plan Amendment (CPA) or not, though they provide great deference to the City as long as the proposed land use change does not have a negative impact on a regional system (i.e. transportation, sanitary sewer, and regional parks). The Metropolitan Council subsequently approved the requested CPA in 2022. Following the approval and adoption of the requested Comprehensive Plan Amendments, the Applicant is required to submit additional land use requests for the development approvals. At the February 21, 2023 City Council Work Session, the Applicant presented an updated concept plan for the City Council to review. The discussion considered the proposed density for the development, building height, and sidewalk connections to the surrounding neighborhood. In this land use application, the Applicant has included a request to subdivide the 10.74 acres guided as High Density Residential from the developed portion of the site (i.e. Church use, Page 2 of 10 approximately 30 acres), which remains under the Public and Institutional land use designation, and to rezone the subdivided property to R-4, Multiple Dwelling District to be consistent with the Comprehensive Plan. The 10.74 acre parcel would be established as Lot 2, Block 1 Arden Heights Addition and the 30.36 acre parcel would be established as Lot 1, Block 1 Arden Heights Addition. The Applicant's provided narrative refers to the 10.74 acre parcel as Lot 1 yet this lot is referred to as Lot 2 on the submitted preliminary plat document. This report will reference the Lot designations as shown on the submitted preliminary plat document in Attachment D. At this stage, the Planning Commission is being asked to make a recommendation to the City Council based on the evaluation of the proposed preliminary plat and the proposed rezoning of the newly created lot to align with the previously amended future land use designation for this property. A subsequent land use application will be submitted for the final plat as well as the proposed development plans for this property would be brought forward at a future meeting for review. The Comprehensive Plan is the planning tool that guides the future development of land irrespective of a specific project and the City is required to amend the Zoning Code to comply with the Comprehensive Plan. Approvals The Planning Commission is being asked to determine if a Preliminary Plat and Rezoning request should be approved to split the Subject Property located at 1700 West Highway 96 into two separate parcels and to amend the zoning on the proposed newly created 10.74-acre northwest parcel. The evaluation of the proposal should be based on the requirements of Chapter 11 — Subdivisions and Chapter 13 — Zoning Code and the District Provisions in Section 1320. The Preliminary Plat is the first step toward the Final Plat, which is required for the development plans for this property. The Final Plat will be brought forward in a later land use application for review and evaluated according to the Subdivisions ordinance. Page 3 of 10 G Proposed Preliminary Plat x I • ._ _--__., ..--..—..— LO a Sx[lylx0 *Y6xU6 N. a u �(w•u ,.- :I'° S ' E S C E P T $ .w �r � -�y ,�•r..`»'.. •�, I °•tom. �[ `i. I � �• I I O�r� i HE e f/ ••I �".'St :.'" i Ir 1 ...• .° F.'' ; EE rau. /H, I ' � I• --------7---------- ----a-/----�—� • ,r� .-,' pai 1' ID N 0 R T it .. S i 3., ? i I ✓' /•°a mod" ,5.,/./ </ \\••. r.: UGEND Plan Evaluation Chapter 11, Subdivisions — Preliminary Plat Section 1130, Minimum Subdivision Design Standards Section 1130.01 - Conformity with City Plan — Meets Requirements Section 1130.01 states that the proposed subdivision shall conform with the City plan. As noted in the planning case background, the Applicant submitted a request to amend the Arden Hills 2040 Comprehensive Plan to guide the future land use of the 10.74 acre northwest portion of the Subject Property for High Density Residential Use. The City approved and adopted the requested amendment in July 2022. The proposed would conform with the language of the City's Comprehensive Plan. Further, the proposed subdivision of the Subject Property would make it possible for the 10.74 acre parcel guided for High Density Residential Use to be rezoned separately from the 30.36 acre parcel, which would still be guided for Public and Institutional use and will maintain a church land use. Page 4 of 10 Section 1130.03 and 1130.02 - Street Plan and Streets — Meets Requirements Per Section 1130.02, the arrangement, character, extent, width, grade and location of all streets shall conform to the City plan and shall be considered in their relation to existing and planned streets, to reasonable circulation of traffic, to topographical conditions, to runoff of storm water, to public convenience and safety, and in their appropriate relation to the proposed uses of the land to be served by the streets. Additionally, the arrangement of streets in new subdivisions shall make provision for the appropriate continuation of the existing streets in adjoining areas. Where adjoining areas are not subdivided, the arrangement of streets in new subdivisions shall make provision for the proper projection of the streets. No new streets would be constructed for the Preliminary Plat. Both lots would have frontage and access on Highway 96 by way of the existing driveway access utilized by the church site. Site access to the 10.74 parcel would be provided by the existing access drive from County Highway 96 by way of a permanent easement agreement with the church. A secondary access drive serving the church property is located on Snelling Avenue North. The preliminary plat request includes modifying this access point to restrict right turn movement from the site to Snelling Avenue. The Applicant states that this modification is intended to complement existing signage at the intersection and discourage use of this drive by occupants of the new lot. The Applicant has provided a Traffic Review Memo from Transportation Collaborative & Consultants, LLC, dated June 28, 2024 which is attached as Attachment E. Section 1130.05 - Easements — Meets Requirements Easements at least twelve (12) feet wide; contiguous to all planned boundary lines, street right-of- way lines and centered on rear and other lot lines, shall be provided for utility and drainage purposes and shall be dedicated to the public on the plat. The Applicant has been working with the Public Works Director/City Engineer on the dedication of easements and will apply for a request to vacate areas of existing drainage and utility easements within the areas of proposed Lot 2 as part of the Final Plat review. Drainage and utility easements shown on the preliminary plat will be dedicated as required by the subdivision ordinance and recorded as part of the final plat. The Applicant as part of the preliminary plat review has adjusted the width of the proposed drainage and utility easement in the northwest corner of site according to staff comments. Final comments from the Public Works Director/City Engineer on this code section will be provided as part of the final plat and vacation of easement application review. The Applicant has also been directed to work with the Rice Creek Watershed District to attain their review of easements proposed in the preliminary plat, which would be recorded as part of the final plat, and existing drainage and utility easements which the Applicant would request to vacate as part of the final plat. Section 1130.07 — Lots — Meets Requirements For location, all lots shall abut by their full frontage on a publicly dedicated street or a street that has received legal status as such or will receive such status upon approval of the subject plat. For size, the lot dimensions in subdivisions shall not be less than the minimum dimensions required to secure the minimum lot area specified in the zoning ordinance of the City. The two lots have frontage on a public street, Highway 96. The two lots exceed the minimum lot dimensions as required by the Zoning Code for the current zoning. The tables below show an Page 5 of 10 evaluation of the proposed lot dimensions based on the current zoning designation. The evaluation of Lot 2, Block 1 also shows how the parcel meets the requirements of the R-4 Zoning District as this is the Applicant's proposed zoning district for the rezoning request of this application. Evaluation of lot dimensions_ for Lot 1, Block I (Church site) 30.36 acre parcel (Proposed Lot 1, Block 1) R-1 Requirement (Existing Use Proposed for 30.36 acre parcel Minimum Lot Area Non- 14,000 square feet 1,322,416 square feet Residential Uses Minimum Lot Size Minimum Lot Width NA for non-residential NA for non-residential uses uses Minimum Lot Depth NA for non-residential NA for non-residential uses uses Evaluation of lot dimensions for Lot 2, Block I (Future senior apartment building site) 10.74 acre parcel (Proposed Lot 2, Block 1) B-1 Requirement (Existing Use R-4 Requirement (Proposed Useparcel Proposed for 10.74 acre Minimum Lot Area (SF per 13,000 square 3,630 square feet 468,025 square feet, for Dwelling Unit) feet per Dwelling 122 units, 3,836.27 Unit square feet per Dwelling Unit Minimum Lot Size Minimum Lot Width 100 feet 85 feet >166.1 feet Minimum Lot Depth 130 feet 120 feet >220.8 feet Section 1130.08 - Public Use Dedications The City's Subdivision Code establishes requirements for Public Use Dedications and Park, trails, and open space land dedication and development. Owners or developers, as a prerequisite to approval of a subdivision to convey to the City or dedicate to the public use a reasonable portion of any such proposal for public use as streets, roads, sewers, electric, gas, and water facilities, storm water drainage and holding areas or ponds and similar utilities and improvements, parks, recreational facilities, playgrounds, trails, wetlands, or open space, in such portions to be approved and acceptable to the City. Public Use Dedications and Park, trails, and open space land dedication and development will be reviewed with the Final Plat land use application for the newly created lot. Section 1140, Required Improvements Section 1140 of the Subdivision Code establishes improvements that are required as part of a new subdivision. These improvements include survey monuments, sewers and water, utilities, sidewalks, curb and gutter, and stormwater management. The Final Plat review will verify compliance with these provisions and establish conditions as part of a final plat approval. In reference to stormwater management, the Applicant has submitted their stormwater management plan for staff review. The Applicant stated in their narrative that the proposed stormwater management plan meets or exceeds the rules and requirements of the Rice Creek Page 6 of 10 Watershed District, noting that underground storage chambers would be utilized in addition to the sedimentation pond for controlling the rate of discharge and filtering out sediment. Catch basins would collect surface drainage and direct it toward the sedimentation pond or to the underground storage chambers. Treated stormwater would be discharged into a nearby wetland basin. The Applicant's stormwater management plan is subject to Rice Creek Watershed District review prior to the Final Plat. Staff has shared the Applicant's plans with RCWD and the Applicant has been directed to work with RCWD regarding drainage and utilities prior to the final plat review. Rezoning The Applicant is requesting to rezone the 10.74 acre Lot 2, Block 1 parcel shown on the preliminary plat from B-1 Limited Business District to R-4 Multiple Dwelling District to be consistent with the site's guiding as High Density Residential in the 2040 Arden Hills Comprehensive Plan. The Zoning Code includes the following purposes of the R-4 Multiple Dwelling District - 1. To establish areas for the development of multiple dwelling structures with a maximum density of twelve (12) units per net acre; 2. To permit the most intensive residential development allowed in the City; and 3. To maintain an essentially residential character in areas developed at a more intensive density. Parcels zoned for the R-4 Zoning District are subject to the zoning requirements as noted in the Land Use Chart and the District Requirements Chart. As shown in the evaluation of the proposed preliminary plat, the 10.74 acre parcel meets the requirements for lot dimensions in the R-4 Zoning District. Future improvements to the parcel would be subject to the district requirements for the R- 4 Zoning District and shall be evaluated when a land use application for development is initiated. The Applicant states that the intended use for the 10.74 acre parcel is a single, 3-story building with approximately 122 for an age -restricted (55+) active senior apartment community. In the Zoning Code, dwelling, multiple family is a use that is permitted in the R-4 Zoning District through a conditional use permit. Future applications that include a multi -family dwelling use would be evaluated according to the R-4 density and development requirements as well as the conditional use permit criteria. These criteria shall be evaluated when a land use application for this type of development use is initiated. The Planning Commission's review of this rezoning request should also consider the following: 1. Conformity with Comprehensive Plan 2. Substantive changes that have occurred making the zoning change necessary 3. Demonstration showing that the change is superior to the current Zoning and/or Comprehensive Plan 4. Development conditions or priorities that make the existing Zoning and/or Comprehensive Plan impractical In July 2022, the City approved and adopted a Comprehensive Plan Amendment to guide the subject 10.74 acre parcel for High Density Residential use which provides for densities of nine Page 7 of 10 (9) to twelve (12) units per acre. The parcel's current zoning designation of 13-1 Limited Business District does not permit multiple family dwelling uses and the district does not establish a maximum dwelling unit density per net acre. At present, the guiding future land use classification and the current zoning designation for the parcel are in conflict. When there is a conflict between the Comprehensive Plan and the Zoning Code, the City is required to amend the Zoning Code to comply with the Comprehensive Plan. The proposed rezoning would effectively amend the Zoning Code to address the conflict by allowing for the density of up to 12 units per acre to be developed in alignment with the densities provided for in the High Density Residential use guiding. The proposed rezoning would conform with the Comprehensive Plan. Upon review of the rezoning, the Applicant will bring forward a land use application for the full development review. The Applicant intends to comply with the performance standards of the R-4 and would bring forward a site plan application through the Planned Unit Development land use process. The Applicant notes that there may be a request for the City to consider flexibilities in a future land use application. The change to the current zoning would make it possible for the Applicant's intended use to be developed and bring the parcel's guiding and zoning into alignment. As part of the preliminary plat and rezoning application, the Applicant has provided a Traffic Review Memo (Attachment E) which references the future intended use of the newly created parcel. The memo notes that the overall impact of the intended use on area roadway capacity is expected to be minimal and that no significant issues are expected as a result of the proposed development from a traffic capacity perspective. Additional Review Public Works Director/City Engineer The Public Works Director/City Engineer has reviewed the preliminary plat plans and directed the Applicant on modifications that have been completed. A comment included that the Applicant shall work with the Rice Creek Watershed District to discuss any modifications or additions to drainage easements. This comment has been added as a condition of approval. A full Engineering report will be completed for the final plat review. Ramsey County Ramsey County is currently reviewing the plans. No additional comments have been included at this time. Fire Department The Fire Marshal has reviewed the plans. Comments included fire protection locations and a turn radius study radius study completed based on emergency vehicle specifications. It was noted that these would be reviewed with final building plans. Rice Creek Watershed District The Rice Creek Watershed District is currently reviewing the plans. Initial comments note that a RCWD permit for stormwater management and erosion/sediment control will be required. Findings of Fact The Planning Commission must make a finding as to whether or not the proposed application would adversely affect the surrounding neighborhood or the community as a whole based on the aforementioned factors. Staff offers the following findings of fact for consideration: Page 8 of 10 1. The Subject Property at 1700 West Highway 96 is located in the B-1 — Limited Business District and R-1 — Single Family Residential Zoning District. 2. The Arden Hills 2040 Comprehensive Plan designates future land use for the Subject Property as HDR, High Density Residential and as P/I, Public and Institutional. 3. The Applicant has submitted a land use application for a preliminary plat to subdivide the Subject Property into two (2) lots. 4. The proposed subdivided lots would meet the size requirements for lots in their designated zoning classification. 5. The Applicant's land use application includes a request to rezone the proposed 10.74-acre northwest parcel from 13-1— Limited Business District to R-4 — Multiple Dwelling District. 6. The proposed 10.74-acre parcel would meet the size requirements for lots in the R-4 Zoning District. 7. The 30 +/- acres of developed land on the Subject Property would remain as R-1 — Single Family Residential. 8. The rezoning of the 10.74-acre parcel would resolve a conflict between the Comprehensive Plan and the zoning ordinance. Options and Motion Language Staff has provided the following options and motion language for this case. The Planning Commission should consider providing additional findings of fact as part of the motion to support their recommendation for approval or denial. • Recommend Approval with Conditions: Motion to recommend approval of Planning Case 24-015 for a Preliminary Plat and Rezoning for the parcel at 1700 West Highway 96, based on the findings of fact and the submitted plans, as amended by the condition below: 1. The Applicant shall submit to the City a land use application for Final Plat within three (3) months after the date of approval of the Preliminary Plat. 2. The Applicant shall work with the Rice Creek Watershed District to review future modifications to vacate existing drainage and utility easements as well as proposed newly dedicated drainage and utility easements prior to submittal of the Final Plat application. Modifications and newly dedicated easements shall to be to the satisfaction of RCWD and the City. • Recommend Approval as Submitted: Motion to recommend approval of Planning Case 24- 015 for a Preliminary Plat and Rezoning for the parcel at 1700 West Highway 96, based on the findings of fact and the submitted materials. Recommend Denial: Motion to recommend denial Planning Case 24-015 for a Preliminary Plat and Rezoning for the parcel at 1700 West Highway 96, based on the following findings: findings to deny should specifically reference the reasons for denial and why those reasons cannot be mitigated. • Table: Motion to table Planning Case 24-015 for a Preliminary Plat and Rezoning for the parcel at 1700 West Highway 96: a specific reason and information request should be included with a motion to table. Page 9 of 10 Public Comments Notice was published in the Pioneer Press on July 26, 2024. Notice was prepared by the City and mailed to property owners within 1,000 feet of the subject property. The City has not received any public comments regarding this case. Deadline for Agency Actions The City of Arden Hills received the completed application for this request on July 17, 2024. Pursuant to Minnesota State Statute, the City must act on this request by September 14, 2024 (60 days), unless the City provides the petitioner with written reasons for an additional 60-day review period. With consent of the applicant, the City may extend the review period beyond the initial 120 days. Attachments A. Land Use Application B. Location Map C. Narrative D. Preliminary Plat and Civil Plans E. Traffic Memo Page 10 of 40 Attachment G -ADEN HILLS Approved: CITY OF ARDEN HILLS, MINNESOTA PLANNING COMMISSION WEDNESDAY, AUGUST 7, 2024 6:30 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Chair Kurtis Weber called to order the regular Planning Commission meeting at 6:30 p.m. ROLL CALL Present were: Chair Kurtis Weber, Commissioners Brad Bjorklund, Shelley Blilie, Stephen Erler, Arlene Mitchell, Katie Stromberg, and Jonathan Wicklund. Absent: Commissioner Joshua Collins. Also present were: Community Development Director Jessica Jagoe, Senior Planner Elena Fransen and Council Liaison Emily Rousseau. APPROVAL OF AGENDA — AUGUST 7, 2024 Commissioner Biorklund moved, seconded by Commissioner Wicklund, to approve the August 7, 2024, agenda as presented. The motion carried unanimously (7-0). APPROVAL OF MINUTES July 10, 2024 — Planning Commission Regular Meeting Chair Weber stated he had one minor change to the minutes and noted he had discussed this change with staff. Commissioner Erler moved, seconded by Commissioner B1itie, to approve the July 10, 2024, Planning Commission Regular Meeting as amended. The motion carried 6-0-1 (Commissioner Wicklund abstained). PLANNING CASES A. Planning Case 24-015; 1700 West Highway 96 — Preliminary Plat and Rezoning — Public Hearing Senior Planner Fransen stated at their February 22, 2022 meeting, the City Council reviewed a concept plan from Trident Development for the development of the northwest corner of the ARDEN HILLS PLANNING COMMISSION — August 7, 2024 2 North Heights Lutheran Church property at 1700 West Highway 96. Trident Development was proposing a 115-125 unit senior apartment development (apartments only, the proposed will not have an assisted living or memory care component). The Applicant indicated their intention would be to subdivide and purchase approximately 10.27 acres in the northwest corner of the Subject Property. In preparation for the February 22, 2022 meeting, the Developer had held a neighborhood meeting to garner resident feedback. At the meeting, residents voiced concerns regarding traffic, additional park demand, and noise concerns. Senior Planner Fransen reported for a residential project to be feasible on the site, the Applicant needed to amend the Comprehensive Plan. In April 2022, Trident Development submitted an application for amendments to the Arden Hills 2040 Comprehensive Plan. The proposed amendments included amending Chapter 6, Land Use to change the future land use designation of approximately 10.74 acres in the northwest corner of the Subject Property from P/I, Public and Institutional to be guided as HDR, High Density Residential and to amend Section 6.4.10 to increase the maximum housing unit density as part of a Planned Unit Development. The City Council approved and adopted the requested Comprehensive Plan Amendments on July 11, 2022. Senior Planner Fransen stated that in this land use application, the Applicant has included a request to subdivide the 10.74 acres guided as High Density Residential from the developed portion of the site (i.e. Church use, approximately 30 acres), which remains under the Public and Institutional land use designation, and to rezone the subdivided property to R-4, Multiple Dwelling District to be consistent with the Comprehensive Plan. The 10.74 acre parcel would be established as Lot 2, Block 1 Arden Heights Addition and the 30.36 acre parcel would be established as Lot 1, Block 1 Arden Heights Addition. The Applicant's provided narrative refers to the 10.74 acre parcel as Lot 1 yet this lot is referred to as Lot 2 on the submitted preliminary plat document. Senior Planner Fransen stated at this stage, the Planning Commission is being asked to make a recommendation to the City Council based on the evaluation of the proposed preliminary plat and the proposed rezoning of the newly created lot to align with the previously amended future land use designation for this property. A subsequent land use application will be submitted for the final plat as well as the proposed development plans for this property would be brought forward at a future meeting for review. The Comprehensive Plan is the planning tool that guides the future development of land irrespective of a specific project and the City is required to amend the Zoning Code to comply with the Comprehensive Plan. Senior Planner Fransen reviewed the Plan Evaluation and provided the Findings of Fact for review: 1. The Subject Property at 1700 West Highway 96 is located in the 13-1 — Limited Business District and R-1 — Single Family Residential Zoning District. 2. The Arden Hills 2040 Comprehensive Plan designates future land use for the Subject Property as HDR, High Density Residential and as P/I, Public and Institutional. 3. The Applicant has submitted a land use application for a preliminary plat to subdivide the Subject Property into two (2) lots. 4. The proposed subdivided lots would meet the size requirements for lots in their designated zoning classification. ARDEN HILLS PLANNING COMMISSION — August 7, 2024 3 5. The Applicant's land use application includes a request to rezone the proposed 10.74-acre northwest parcel from B-1 — Limited Business District to R-4 — Multiple Dwelling District. 6. The proposed 10.74-acre parcel would meet the size requirements for lots in the R-4 Zoning District. 7. The 30 +/- acres of developed land on the Subject Property would remain as R-1 — Single Family Residential. 8. The rezoning of the 10.74-acre parcel would resolve a conflict between the Comprehensive Plan and the zoning ordinance. Senior Planner Fransen reviewed the options available to the Planning Commission for Planning Case 24-015 for a Preliminary Plat and Rezoning for the parcel at 1700 West Highway 96, based on the findings of fact and the submitted plans, as amended by the conditions in the August 7, 2024 Report to the Planning Commission: 1. Recommend Approval with Conditions 1) The Applicant shall submit to the City a land use application for Final Plat within three (3) months after the date of approval of the Preliminary Plat. 2) The Applicant shall work with the Rice Creek Watershed District to review future modifications to vacate existing drainage and utility easements as well as proposed newly dedicated drainage and utility easements prior to submittal of the Final Plat application. Modifications and newly dedicated easements shall to be to the satisfaction of RCWD and the City 2. Recommend Approval as Submitted 3. Recommend Denial 4. Table Chair Weber opened the floor to Commissioner comments. Commissioner Blilie stated when this was reviewed in 2022, there was concern from homeowners and the Commission regarding noise, traffic and congestion. She asked if there had been any changes to the plans or conditions since 2022. Senior Planner Fransen explained the application before the Planning Commission to consider was for a preliminary plat and rezoning. She indicated there would be additional information provided by the applicant as part of a development proposal for the Commission to review at a future date. Commissioner Blilie understood the traffic in this area was already a concern and she wondered if the Commission should take this into consideration when considering this application. Senior Planner Fransen commented if this was a concern of the Commission, this could be noted for the applicant. She explained based on what is required of the applicant has provided the required application materials for the preliminary plat and rezoning requests, but future applications could further address the comments regarding traffic and congestion. Roger Fink, Trident Development, introduced himself to the Commission. He stated when it comes to traffic impact for this site, he noted he had a third -party professional prepare a memo regarding the impact of the proposed dwelling units. He reported the existing roadways were designed with enough capacity to manage the additional traffic and the roadways would not be ARDEN HILLS PLANNING COMMISSION — August 7, 2024 4 overburdened. He reminded the Commission that there now exists a right turn lane off Highway 96 into this property and two left turn lanes into this property. He indicated it was his understanding the Rice Creek Commons development would trigger a full signalization of traffic lights at this same intersection, should the development move forward. Commissioner Stromberg asked Staff if this property were rezoned would the City then be committed to a multi -family development on this piece of property. Senior Planner Fransen stated if this property were rezoned to R-4, a multi -family development would still require a conditional use permit and a site plan review by the Planning Commission. She explained if Trident were to not come forward with an application, a future applicant would require a CUP and City consideration of the request. Commissioner Wicklund requested further information regarding the Rice Creek Commons spine road and if this would trigger a signal at this intersection. Community Development Director Jagoe stated it was anticipated a signal would be installed at this intersection as part of the future development of Rice Creek Commons. She did not anticipate this intersection would be signalized in advance of this development, but rather would be triggered by Rice Creek Commons. Commissioner Wicklund questioned when the spine road would be constructed. Community Development Director Jagoe reported the design plans for the spine road were at 60% and after the plans reach 100% it would take 18 months to two years to complete the horizontal construction of the spine road. Commissioner Bjorklund stated he reviewed these plans quite comprehensively. He explained his only concern with this project was he wanted the plat to show a common access agreement between Lot 2 and the church property in order to provide proper access to the landlocked parcel. He commented further on the changes that were made to the Comprehensive Plan that impacted this property. He urged the developer to review this portion of the Comprehensive Plan and encouraged the developer to consider offering affordable housing units. He reported he walked the entire property this morning and he stated he understood the concerns they had with the development. He suggested the developer consider pursuing a PUD in order to increase density in order to be able to offer several affordable housing units within this project. Chair Weber requested clarification on the maximum density allowed if the property were rezoned to the R-4 Multiple Dwelling District. Senior Planner Fransen discussed how in the 2022 amendments to the comprehensive plan, the property was reguided to high density residential, allowing for 9 to 12 units per net acre and there was also an amendment to the geographic area where the property is located, providing for increased density by up to 100% through the PUD process. Based on this amendment, this parcel's developed density could be higher than the R-4 Zoning District which allows for up to twelve units per net acre. She reiterated that a proposed density for the site was not before the Planning Commission to consider at this meeting. Chair Weber stated this meant the Commission could see a density of 24 units per net acre. ARDEN HILLS PLANNING COMMISSION — August 7, 2024 5 Senior Planner Fransen reported this was the case, but noted the developer has not brought forward a PUD application. If the Applicant were to submit a proposal for a PUD, the proposed density would come before the Planning Commission for consideration. Chair Weber explained that the comprehensive plan section specifically referenced vacant residential properties. He believes amendment lumped in this property and that this was not the initial intent of the comprehensive plan amendment. He was of the opinion this amendment to the comprehensive plan should be rescinded. He asked if there had been conversations with the church to remove and replace the memorial on the property. Mr. Fink stated he has had conversations with the church regarding the memorial and no decisions have been made to date. He intended to continue to have conversations with the church leadership and the families to ensure the memorial was relocated to an appropriate location on site. Chair Weber inquired if a noise study had been completed for this project. Mr. Fink reported he had not completed a noise study to date, but if the preliminary plat was approved, a noise study would be completed for the traffic along Highway 10. Chair Weber opened the public hearing at 7:08 p.m. Chair Weber invited anyone for or against the application to come forward and make comment. Roger Fink, Trident Development, stated he has covered a lot of the basics for his application. He thanked staff for providing the Commission with a thorough report. He explained the basic request was for a replat of this property to allow a high density multi -family lot to be sold to Trident Development from North Heights Church. He reviewed the comments he had received from the public and noted the market was not oversaturated with senior housing in Arden Hills. In fact, he stated this area still needs an additional 150 senior housing units. He provided further comment on the traffic study that was completed, noting this project would not over burden the infrastructure that was in place. He discussed the access easement and joint maintenance agreement that would be in place between Trident Development and North Heights Church. He reported these agreements would be written into and recorded with the final plat. He commented on the tree preservation requirements the City had in place and noted Trident would be following the City's tree removal and replacement requirements. He stated all Rice Creek Watershed District requirements would also be followed for this project to ensure there were no runoff impacts on neighboring properties. He explained a sound study would be completed in order to assist with understanding how the new building would impact the neighbors. There being no additional comment, Chair Weber closed the public hearing at 7:18 p.m. Commissioner Bjorklund stated when he walked the property, he found a lot of the trees onsite were old cottonwood and dying ash trees. He discussed how there was also a great deal of buckthorn on this property. Commissioner Wicklund thanked the applicant for all of his comments. He stated he would be supporting the request before the Commission. ARDEN HILLS PLANNING COMMISSION — August 7, 2024 6 Commissioner Bjorklund commented on the park dedication fees that would have to be paid by the developer and discussed how these fees could be used for future park enhancements. Chair Weber indicated he could not find anything that supported a curb extension or bump out limits right turns. He recommended the people driving out of this development be forced to go to Highway 96 and not towards the church and Snelling Avenue. He discussed the noise study that was completed by MNDOT in 2023. He reported Highway 10 was at 71.2 decibels which is incredibly high. He stated there would be no outdoor enjoyment for the future tenants on this lot and he recommended this property not be considered for multi -family housing. He commented on how the tree loss on this property would further impact the noise going to surrounding properties. He then reviewed the concerns that were raised regarding this application in public comments submitted to the Planning Commission which included issues with noise, traffic, over saturation of senior living and congestion. He was of the opinion this project does not meet the long-term vision for the City. He did not recommend a high density residential project be sandwiched next to single family residential homes. Commissioner Wicklund moved and Commissioner Biorklund seconded a motion to recommend approval of Planning Case 24-015 for a Preliminary Plat and Rezoning for the parcel at 1700 West Highway 96 based on the findings of fact and the submitted plans, as amended by the conditions in the August 7, 2024, report to the Planning Commission. Commissioner Bjorklund asked where the conditions were for this Planning Case. Commissioner Wicklund reviewed the two conditions for approval, as drafted by staff. Commissioner Bjorklund suggested another condition be added to require the applicant to record an access agreement for this plat. Commissioner Wicklund anticipated this would be addressed within the final plat. Commissioner Bjorklund agreed with this course of action. The motion carried 6-1 (Chair Weber opposed). UNFINISHED AND NEW BUSINESS A. Introduction to Zoning and Subdivision Ordinance Revisions Community Development Director Jagoe provided a brief overview of the memo from Jason Zimmerman with HKGi as an introduction to the Zoning and Subdivision Ordinance review. She discussed how City staff would be working with HKGi to revise the City's Zoning and Subdivision Ordinances over the next 18 months. She reviewed the team members from HKGi that would be working with staff, which included Jason Zimmerman and Rita Trapp. She stated HKGi representatives held a kickoff meeting with the City Council in July. She explained HKGi would be diagnosing current ordinances in order to reorganize content to have a user friendly approach. Draft codes would then be drafted and final ordinances would then come before the Planning Commission/City Council for consideration, adoption and implementation. It was noted a draft community engagement plan was being drafted by HKGi and stated pop up events were being planned for the public. 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Background Trident Development ("The Applicant") has submitted a land use application for a Preliminary Plat and Rezoning for the parcel at 1700 County Highway 96 ("Subject Property"). The Applicant is proposing to subdivide and purchase approximately 10.74 acres in the northwest corner of the Subject Property. The Subject Property is currently owned in its entirety by the North Heights Lutheran Church. The proposal includes a request to rezone the newly created lot from B-1 Limited Business District to R-4 Multiple Dwelling District in order to allow for the future development of an age -restricted (55+) active senior apartment community with a single three-story building. Approvals 1. Preliminary Plat The Applicant is requesting a Preliminary Plat to subdivide the parcel into two separate parcels and establish the Arden Heights Addition subdivision. A 10.74 acre parcel would be established as Lot 2, Block 1 Arden Heights Addition and a 30.36 acre parcel would be established as Lot 1, Page 1 of 3 Block 1 Arden Heights Addition. The evaluation of the proposal is based on the requirements of Chapter 11 — Subdivisions and Chapter 13 — Zoning Code and the District Provisions in Section 1320. The Preliminary Plat is the first step toward the Final Plat, which is required for the development plans for this property. If the Preliminary Plat is approved, the Final Plat will be brought forward in a later land use application for review and evaluated according to the Subdivisions ordinance. 2. Rezoning The Applicant is requesting to rezone the 10.74 acre Lot 2, Block 1 parcel from B-1 Limited Business District to R-4 Multiple Dwelling District to be consistent with the site's guiding as High Density Residential in the 2040 Arden Hills Comprehensive Plan. The rezoning would also provide for the Applicant's intended use for the parcel as an age -restricted (55+) active senior apartment community with a single three-story building. The evaluation of the proposal is based on the requirements of Chapter 13 — Zoning Code, the District Provisions in Section 1320, and consistency with the adopted Comprehensive Plan. The City Council's review of this rezoning request should also consider the following: 1. Conformity with Comprehensive Plan 2. Substantive changes that have occurred making the zoning change necessary 3. Demonstration showing that the change is superior to the current Zoning and/or Comprehensive Plan 4. Development conditions or priorities that make the existing Zoning and/or Comprehensive Plan impractical Findings of Fact The Planning Commission reviewed this application at their August 7, 2024 meeting and have offered the following findings of fact for the City Council's consideration: 1. The Subject Property at 1700 West Highway 96 is located in the B-1 — Limited Business District and R-1 — Single Family Residential Zoning District. 2. The Arden Hills 2040 Comprehensive Plan designates future land use for the Subject Property as HDR, High Density Residential and as P/I, Public and Institutional. 3. The Applicant has submitted a land use application for a preliminary plat to subdivide the Subject Property into two (2) lots. 4. The proposed subdivided lots would meet the size requirements for lots in their designated zoning classification. 5. The Applicant's land use application includes a request to rezone the proposed 10.74-acre northwest parcel from B-1— Limited Business District to R-4 — Multiple Dwelling District. 6. The proposed 10.74-acre parcel would meet the size requirements for lots in the R-4 Zoning District. 7. The 30 +/- acres of developed land on the Subject Property would remain as R-1 — Single Family Residential. 8. The rezoning of the 10.74-acre parcel would resolve a conflict between the Comprehensive Plan and the zoning ordinance. 9. Rezonings require a public hearing prior to action by the City Council. 10. The Planning Commission held a public hearing for this land use application on August 7, 2024. Page 2 of 3 Options and Motion Lan2ua2e The Planning Commission reviewed this application at their August 7, 2024 meeting. At that time, they recommended approval of the application for a Preliminary Plat and Rezoning by a 6-1 vote. The following are motion language options for the City Council to consider. Approval with Conditions: Motion to approve Resolution 2024-041 and for Planning Case 24-015 for a Preliminary Plat and Rezoning for the 10.74 acre parcel at 1700 West Highway 96, based on the findings of fact and the submitted plans, as amended by the conditions in the August 26, 2024 Report to the City Council: 1. The Applicant shall submit to the City a land use application for Final Plat within three (3) months after the date of approval of the Preliminary Plat. 2. The Applicant shall work with the Rice Creek Watershed District to review future modifications to vacate existing drainage and utility easements as well as proposed newly dedicated drainage and utility easements prior to submittal of the Final Plat application. Modifications and newly dedicated easements shall be to the satisfaction of RCWD and the City. • Approval as Submitted: Motion to approve Resolution 2024-041 and for Planning Case 24-015 for a Preliminary Plat and Rezoning for the 10.74 acre parcel at 1700 West Highway 96, based on the findings of fact and the submitted materials. • Denial: Motion to deny Planning Case 24-015 for a Preliminary Plat and Rezoning for the parcel at 1700 West Highway 96, based on the following findings: findings to deny should specifically reference the reasons for denial and why those reasons cannot be mitigated. • Table: Motion to table Planning Case 24-015 for a Preliminary Plat and Rezoning for the parcel at 1700 West Highway 96: a specific reason and information request should be included with a motion to table. Deadline for Agency Actions The City of Arden Hills received the completed application for this request on July 17, 2024. Pursuant to Minnesota State Statute, the City must act on this request by September 14, 2024 (60 days), unless the City provides the petitioner with written reasons for an additional 60-day review period. With consent of the applicant, the City may extend the review period beyond the initial 120 days. Budget Impact N/A Attachments A. Resolution 2024-041, Approving a Preliminary Plat and Rezoning B. City Council Presentation Page 3 of 3 Attachment A 'It EN HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2024-041 RESOLUTION APPROVING A PRELIMINARY PLAT AND REZONING FOR THE SUBJECT PROPERTY AT 1700 WEST HIGHWAY 96 WHEREAS, City Staff received a complete land use application for a Preliminary Plat request on July 17, 2024 from Trident Development, LLC ("Applicant"), for the property located at 1700 West Highway 96 ("Subject Property") to allow for the splitting of the Subject Property into two parcels, as depicted on the attached Exhibit "A"; and WHEREAS, the Applicant has also requested the rezoning of the 10.74 acre parcel identified as Lot 2, Block 1 Arden Heights Addition, as depicted on the attached Exhibit "A" and highlighted in yellow, from B-1 Limited Business District to R-4 — Multiple Dwelling District; and WHEREAS, Lot 2, Block 1 Arden Heights Addition would meet the size requirements for lots in the R-4 — Multiple Dwelling District; and WHEREAS, Lot 1, Block 1 Arden Heights Addition would remain zoned for and meets the size requirements for lots within the R-1 — Single Family Residential District; and WHEREAS, the rezoning of Lot 2, Block 1 Arden Heights Addition would resolve a conflict between the Comprehensive Plan and the Zoning Ordinance; and WHEREAS, pursuant to Minnesota State Statute, the City must act on this request by September 14, 2024 (60 days); and WHEREAS, the City Council directed Staff to prepare a Land Use Application Public Policy Notification to notify all property owners within 1000 feet of Subject Property when a request for the Planning Commission is to occur related to a land use application that requires a public hearing; and WHEREAS, the City's obligation has been met where the Arden Hills Planning Commission duly held a public hearing on August 7, 2024. All persons present at said meeting were given an opportunity to be heard and present written statements; and WHEREAS the Planning Commission considered the Applicant's request for a Preliminary Plat and, as such voted 6-1 in favor of recommending approval with conditions. To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. 1 NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF ARDEN HILLS: Hereby adopts Resolution 2024-041 approving Planning Case 24-015 for a Preliminary Plat at the Subject Property 1700 West Highway 96 to subdivide the parcel into two parcels and the Rezoning of the 10.74 acre parcel identified as Lot 2, Lot 1 Arden Heights Addition to the R- 4 — Multiple Dwelling District for future development of the parcel. BE IT FURTHER RESOLVED that City Council approves Planning Case 24-015 for a Preliminary Plat on the Subject Property 1700 West Highway 96 and a Rezoning of the 10.74 acre parcel on the Subject Property, based on the findings of fact and the submitted plans in the August 26, 2024 Report to the City Council, as amended by the following conditions: 1. The Applicant shall submit to the City a land use application for Final Plat within three (3) months after the date of approval of the Preliminary Plat. 2. The Applicant shall work with the Rice Creek Watershed District to review future modifications to vacate existing drainage and utility easements as well as proposed newly dedicated drainage and utility easements prior to submittal of the Final Plat application. Modifications and newly dedicated easements shall be to the satisfaction of RCWD and the City. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 26tb DAY OF AUGUST, 2024. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. 2 EXHIBIT "A" TO RESOLUTION NO. 2024-041 �.rcr R ir OF ::ur r -- an -.a:------------------------------ - n`--- ..A, ii,. ws —__ .16172 Nes � L)i.0a __ __ _ _—_•e; +_____ ='•_r��_______� I i�tdt 167 eo Mv rl KV A In \ \ m `� __ F`-•�lip o " yi -;cif?\\ \�� t ;,��•�,e �• .- i �;\ � I - `aS r-T Ij7 i 19 / \S ` �1 ♦ `t ro I �7 •�%f-<t� �� //�`ti` .a'ai ��a `�� `J �� v III' `s. s• `. .,, t' � SJ� ;7i / S- \�\�. , 61+,ttIN.,} Gy+yam '��' 00 e57it \ ,` .r•T'iyy m is }y� �p�§ 1\ � �• _ � \?: Si �.�5 0 � I �f I s i t s #� 5 TRIDENT DEVELOPMENT, LLC 1200 - 25M Av S. 0b ' MN 56301 PRELIMINARY PLAT CARLSON Q\ MGC,AIN ARDEN HEIGHTS ADDITION r gg'� aI hdm 1. h, M".vuNa �rvare \�+>vr•\owvw..wo.�m 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 GJ i Cr GJ •L- > t�A m U U J � = O oC N -0 c� a ° Ln 0 nor 0 o � � a� v o }, m •� E — m o V .. 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