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HomeMy WebLinkAbout01-13-25-WSMayor: Address: David Grant 1245 W Highway 96 Arden Hills MN 55112 Councilmembers: --A EN HILLS Phone: Brenda Holden 651-792-7800 Emily Rousseau City Council Work Session Tena Monson Agenda Website: Kurt Weber January 13, 2025 www•cityofardenhills.org 5:30 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.org/320/Watch- City-Meetings This meeting will be streamed live on local Cable Channel 16 and available for playback on our website. CALL TO ORDER 1. PUBLIC INQUIRIES/INFORMATIONAL This is an opportunity for citizens to respectfully bring to the Council's attention any items which are relevant to the City. In addressing the Council, you must first state your name and address for the record. Comments shall be limited to three (3) minutes or less. Written documents or other materials should be handed to the City Clerk for distribution to the Council prior to or during the meeting. Council will generally not respond at the same meeting where an issue is initially raised by a member of the public but the Council may refer the issue to staff for further research and possible report or action at a future Council meeting. 2. RESPONSE TO PUBLIC INQUIRIES 3. AGENDA ITEMS 3.A. 2025 Parks Improvement Project Design Review Bryce Shearen, Bolton & Menk Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 3.13. Parks And Recreation Manager Position Discussion David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF 3.C. Private Property 1/1 Equity Discussion David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF 3.D. Newsletter Policy Draft Jessica Jagoe, Interim City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 3.E. Agenda Planning Jessica Jagoe, Interim City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 3.F. Rice Creek Commons/TCAAP Discussion Jessica Jagoe, Interim City Administrator Documents: MEMO.PDF 4. COUNCIL/STAFF COMMENTS ADJOURN AGENDA ITEM - 3A 'It HILLS MEMORANDUM DATE: January 13, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer Lucas Miller, Assistant Public Works Director SUBJECT: 2025 Park Improvement Project — Plan Review Budgeted Amount: Actual Amount: Funding Source: $230,000 — Arden Oaks Park $538,785 PIR — Parks $245,000 — Freeway Park (Best Estimate) SLP — Lions Club Donation $475,000 Total Council Should Consider Council should review and provide comments on the proposed 2025 Park Improvement Project. Backiround/Discussion City staff and consulting team, with guidance from the City Council, have prepared preliminary plans for the 2025 Park Improvement Project. Over the past ten months considerable community engagement, planning, and design has gone into the 2025 Park Improvement project. The scope of the improvements is itemized below. The first are items that are being procured directly by the city. The remaining items have been bundled into a project that will be publicly bid. Staff is looking for final feedback from the City Council, if directed to continue with the project as proposed, this will be on the February regular meeting agenda to accept plans and specifications and authorize bidding. Park Improvements Procured (or will be procured) Directly by City Staff • New playground equipment at Arden Oaks Park and Freeway Park and Installation • Picnic Tables • Benches Basketball Hoops Trash and Recycling Receptacles Page 1 of 2 Site Improvements Included in Bid Package • Removals Hardcourt Rehab (New pavement and Acrylic Surfacing for Basketball and Pickleball) Installation of Amenities • Bid Alternate — ADA trail connection at Arden Oaks Park Plans and engineers' estimates have been prepared for the project and are attached for review. Fence at Freeway Park At the December 9 City Council Work Session, the council discussed barrier options from the playground area to the hill towards the on -ramp to Snelling Ave. Direction from the Council was to move forward with a chain -link fence as an appropriate barrier. Staff and park consultant were able to contact and meet with MnDOT to discuss options for a chain link fence being installed on the MnDOT Right -of -Way (ROW). The MnDOT representative was receptive to the idea and understood the safety concerns of the residents and City Council. MnDOT informed that they would start some internal review on their side and would get back to the City in a couple of weeks with considerations of location, long-term maintenance and cost -share. With the possibility of a fence on MnDOT ROW, this item has not been included in the plans. Staff is recommending removing the replacement of the fence on the west property line from the project scope due to the costs and not being part of the original project scope. As fence conversations continue with MnDOT, staff can properly budget for a fence project in the future. Bid Alternate Included in the plans is a bid alternate item for an ADA trail connection from Arden Oaks Drive to the playground containers. With the new playground being an all-inclusive and ADA accessible playground, an ADA compliant trail should also be installed. The trail does not need to be installed with the project and could be installed next year, but the thought was to include it as an alternative item and if the cost was economical this year to complete the trail. Otherwise, this could be completed as a project in 2026, and the city would have a good estimation of project costs. Bid alternate is not included in the estimated costs. Budget Impact Estimated Costs: PSA — Public Engagement and Project Scope $12,419.00 PSA — Design & Construction Administration $79,586.00 Arden Oaks Park Construction (Engineers Estimate) $40,825.00 Arden Oaks Playground Structure $172,178.00 Arden Oaks Swing Addition $4,948.78 Freeway Park Construction (Engineers Estimate) $46,194.75 Freeway Park Playground Structure $150,434.00 Freeway Park Playground Surfacing (Engineered Wood Fiber) $9,200.00 Park Site Amenities (estimate) $23,000.00 Total Estimated Project Cost $538,785.53 Page 2 of 2 Staff is considering other alternatives for cost savings utilizing city maintenance staff, ICWC work crew, and adjusting the scope for the hardcourt rehabilitation and will continue to refine the project over the next couple of weeks. Staff will not know the exact construction costs until the project is bid. 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LL W - w�w3=omoJowG> j °� a a<�a�aa=LLo=Ia ° " m Fws< s p pi z I I An I I t a a Q F > a Im a � D j azG QO O g Eo V Q m m m aFy�E `u — o n W W tz z=�• Q m HI _�� m c Q�$ m <Zz o = Z z gio 9 z ODE N a F O — oz �II I IIII O M I IIII-1 u II�P.tlt W W —III -=1I1=1 IIIIIIIIIIIII II1=1I IIIi III —I �_ z z =E W 5m of �� 4 f2 8 ac e� letlm°°I s p e o O F o° i V Z o a; c c --', W 3a s 3 s 7 g I w a oz a o, s s Attachment B ENGINEER'S ESTIMATE BOLTON 2025 PARK IMPROVEMENT PROJECT © & MEN K Real People. Real Solutions. CITY OF AR DEN HILLS, M I N N ESOTA BMI PROJECT NO. OT6.134356 Item No. Item Nota5 Estimated Unit Date: 1/9/2025 Unit Price Total Amount FREEWAY PARK Quantity BASE BID 1 MOBILIZATION 30%OF CONSTSRUCTION COST 1 LS $4,500.00 $4,500.00 2 REMOVE PLAYGROUND EQUIPMENT 1 LS $5,000.00 $5,000.00 3 REMOVE ENGINEERED WOOD FIBER 200 CY $15.00 $3,000.00 4 INLET PROTECTION 1 EA $300.00 $300.00 5 TOPSOILSTRIP+RESPREAD 6" DEPTH, WHERE RESTORATION OCCURS 20 CY $30.00 $600.00 6 COMMON EXCAVATION 30 CY $40.00 $1,200.00 7 REMOVE BITUMINOUS PAVEMENT 237 SY $25.00 $5,925.00 8 REMOVE CONCRETE CURB +GUTTER 12 LF $5.00 $60.00 9 REMOVE BASKETBALL HOOP 1 EA $500.00 $500.00 10 DETECTABLE WARNING PANEL 16 SF $100.00 $1,600.00 11 CONCRETE CURB+ GUTTER (ALL TYPES) 12 LF $50.00 $600.00 12 6" CONCRETE WALK (PEDESTRIAN RAMP) 72 SF $25.00 $1,800.00 13 4" CONCRETE WALK ALL CONC. EXCEPT PIED. RAMP 266 SF $10.00 $2,660.00 14 MEDIUM DUTY BITUMINOUS TRAIL 56 SY $50.00 $2,800.00 15 INSTALL PICNIC TABLE TYPE I EA $400.00 16 INSTALL PICNIC TABLE TYPE 2 EA $400.00 17 INSTALL GAGA BALL PIT EA $1,000.00 18 INSTALL BASKETBALL HOOP INCLUDES FOUNDATION 1 EA $1,500.00 $1,500.00 19 SPORT COURT TYPE SP 9.5 WEAR COURSE MIXTURE(SPWEA240C) 220 SY $15.00 $3,300.00 20 SPORT COURT TYPE SP 9.5 BINDER COURSE MIXTURE(SPNWB330C) 220 SY $15.00 $3,300.00 21 SPORT COURT BITUMINOUS MATERIAL FOR TACK COAT 50 GAL $4.00 $200.00 22 ACRYLIC SPORT COURT SURFACING INCLUDING COURT STRIPING 220 SY $17.50 $3,850.00 23 TURF RESTORATION 0.2 ACRE $6,500.00 $1,300.00 FREEWAY PARK BASE BID SUBTOTAL: $43,995.00 5%CONSTRUCTION CONTINGENCY $2,199.75 TOTAL ESTIMATED FREEWAY PARK BASE BID COSTS $46,194.75 Engineer's Estimate 1/9/2025, 4:45 PM Bolton & Menk, Inc. Page 1 of 2 ARDEN OAKS PARK BASE BID 1 MOBILIZATION 10%OF CONSTSRUCTION COST 1 LS $3,600.00 $3,600.00 2 REMOVE PLAYGROUND EQUIPMENT 1 LS $5,000.00 $5,000.00 3 REMOVE ENGINEERED WOOD FIBER 167 CY $15.00 $2,505.00 4 INLET PROTECTION 2 EA $300.00 $600.00 5 TOPSOILSTRIP+RESPREAD 6" DEPTH, WHERE RESTORATION OCCURS 20 CY $30.00 $600.00 6 COMMON EXCAVATION 40 CY $40.00 $1,600.00 7 REMOVE BITUMINOUS PAVEMENT 237 SY $25.00 $5,925.00 8 REMOVE BASKETBALL HOOP 1 EA $500.00 $500.00 9 REMOVE BENCH EA $200.00 10 4" CONCRETE WALK ALL CONC. EXCEPT PED. RAMP 350 SF $10.00 $3,500.00 11 INSTALL PICNIC TABLE TYPE 3 EA $400.00 12 INSTALL BENCH EA $400.00 13 INSTALL GAGA BALL PIT EA $1,500.00 14 INSTALL BASKETBALL HOOP INCLUDES FOUNDATION 2 EA $1,500.00 $3,000.00 15 SPORT COURT TYPE SP 9.5 WEAR COURSE MIXTURE(SPWEA240C) 140 SY $15.00 $2,100.00 16 SPORT COURT TYPE SP 9.5 BINDER COURSE MIXTURE(SPNWB330C) 140 SY $15.00 $2,100.00 17 SPORT COURT BITUMINOUS MATERIAL FOR TACK COAT 30 GAL $4.00 $120.00 18 ACRYLIC SPORT COURT SURFACING INCLUDING COURT STRIPING 140 SY $17.50 $2,450.00 19 TURF RESTORATION 0.2 ACRE $6,500.00 $1,300.00 ARDEN OAKS PARK BASE BID SUBTOTAL: $34,900.00 5%CONSTRUCTION CONTINGENCY $1,745.00 TOTAL ESTIMATED ARDEN OAKS PARK BASE BID COSTS $40,825.00 BID ALTERNATE 1 20 COMMON EXCAVATION ALT 1 70 CY $40.00 $2,800.00 21 DETECTABLE WARNING PANEL ALT 1 16 SF $100.00 $1,600.00 22 CONCRETE CURB+ GUTTER (ALL TYPES) ALT1 12 LF $50.00 $600.00 23 6" CONCRETE WALK (PEDESTRIAN RAMP) ALT 1 72 SF $25.00 $1,800.00 24 MEDIUM DUTY BITUMINOUS TRAIL ALT 1 171 SY $50.00 $8,550.00 25 FURNISH+ INSTALL PORTABLE TOILET ENCLOSURE ALT1 1 EA $2,500.00 $2,500.00 26 4" CONCRETE WALK ALT 1 162 SF $10.00 $1,620.00 27 CLEAR +GRUB TREES +SHRUBS ALT1 2 EA $700.00 $1,400.00 BID ALTERNATIVE I SUBTOTAL $20,870.00 5%CONSTRUCTION CONTINGENCY $1,745.00 TOTAL ESTIMATED ARDEN OAKS PARK ALTERNATE BID COSTS $22,615.00 TOTAL ESTIMATED ARDEN OAKS BASE BID + ALTERNATE BID $63,440.00 Engineer's Estimate 1/9/2025, 4:45 PM Bolton & Menk, Inc. Page 2 of 2 AGENDA ITEM - 3B 'It -AII�)E_N HILLS MEMORANDUM DATE: January 13, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: Proposed Parks & Recreation Manager position Budgeted Amount: Actual Amount: Funding Source: $100,437 N/A General Fund Council Should Consider • The proposed Parks & Recreation Manager position Background This item is related to the proposed Parks & Recreation Manager position. On August 19, 2024, the Public Works Director/City Engineer presented a proposed modified organizational structure and staffing changes related to the Public Works Department that has been determined as a "needs now" to perform City business more effectively at the level of service that is demanded. On July 18, 2024, this item was presented to the Personnel Committee, the recommendations were to bring Phase 1 to Council for consideration to implement in 2025 and Phase 2 and Phase 3 would be considered at a later time if/when Phase 1 was up and running to Staff s satisfaction. This discussion is specifically for the Parks & Recreation Manager position but for reference, Attachment A, shows the "needs now" organizational chart as a whole and is followed with color coded proposed phasing. The phasing is not labeled with an exact timeline, but it is anticipated it would be implemented year after year, 2025 for Phase 1 and 2026 for Phase 2. Phase 3 is dependent upon a signed Development Agreement for Rice Creek Commons. Page l of 2 Primary duties of the Parks and Recreation Manager: • Parks capital project planning, budgeting and implementation • Natural Resources management • Forestry • Manages Parks policies and ordinances • Assists in managing Parks maintenance needs • Rain gardens • Volunteer Coordination • Grant management • PTRC staff liaison • Manages Recreation program and staff • Parks development • Maintain relationships and coordinates with surrounding agencies Discussion The City Council had previously provided direction to implement the Parks & Recreation Manager position in Q2 of 2025. This discussion is to verify that direction and staff will proceed accordingly. Budget Impact The Parks & Recreation Manager position is included in the 2025 Adopted Budget, with Salary and Benefits totaling $100,437 (which is approximated at Grade 14, Step 5 for Q2-Q4). Attachments Attachment A — Arden Hills Public Works Organizational Chart Page 2 of 2 ou c E OD W U E •> t W C L v of f6 u a C Q C y C y L u 7 u ai N L tw R � y u W Y Y Gl ate.+ C C L z a L a 0 �° (7 C7 v C: O E N ' O u i 0 L U o u tw a v� ° o ° 0� M° N Y vU O a" a v O ° L ° w u Cu U ° 0> U � 3 0 Q o � o U bD AA ''ru W � L � O cn Q 4J O C (O J L N L L � aCl :t 3 :1 Attachment A C Q 01 � v n nu w a c (0 LL u o 00 c C) X 6 , N C N 0 h0 (6 i S O c� C Y\C n3 1� V) Ja N on c •L E to b fd •j W L r r CNC rC C A m I CL L v a s C y i L u u ai N L i a 7 d to vbb M tA U i Y L W CU • pA Y d C L Y +� = C L a a 0 (7 (7 v rz E N u i 0 L v� 06 ° O Q N L i N L ° U c a w O _ u U CL o p U v > i a 3 0 o � o U bO W J '1- L v N C H LL 4J +C) X O C (O C i I..L N Y L \L LL c-I ou c •L E tw 0) to U_ E Y W > L E c 2 E 00 m u d Q C y C N a�i L u OA u ai N L c 41 y v c W Ln Y 4-1 fA � L za �C7aC7 0 v C: E N O O ' u i 0 L U o u a v� 06 ° O Q N L i N L ° w _ u u U ° 0> 3 0 � Q o � o U ^ , (U Ate/' W � L � O LL W n u U O `~ l0 LL X ^ 1L C C to C (O 76 C bIJ co O �U+ � J N Y S 41 L Y M M L Q N L :t L V) ' J LL m a J N O N N C) Un J N LL `"' oa c M E to N pp E _u }i W 00 E cc C to m Q C N U a y GJ U L u 3 bb u L N > L O 3 y y y U W cc d0 _ L L CD 0 0 za U- (9aQ v c E N O O ' U Y iO L 0 0 L 0 U w v� L c o N g i o, U U LJ Q (U c L O L U � C Q N 0 v n(uu U zu Q C c c U- u O c 4J N Ln (p ++ x c N N 10 N ++ N bA J c L tp c c c c 4) f6 c L Cl-O d1 i +� L 0 d — � :1 00 m c O V) U1 N AGENDA ITEM - 3C 'It -AII�)E_N HILLS MEMORANDUM DATE: January 13, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer Lucas Miller, Assistant Public Works Director SUBJECT: Metropolitan Council — Private I/I Grant Program — Equity Component Budgeted Amount: Actual Amount: Funding Source: N/A N/A MCES Council Should Consider Council should consider a formal statement be made by the City of Arden Hills to fulfill the equity component required for the application for Metropolitan Council Environmental Services (MCES) 2025 private property Inflow and Infiltration (I/I) Grant Program. Backaround/Discussion The 2024 Private I/I Grant Program was a "Pilot" year for Met Council and is proceeding with a 2025 program. It will again provide $1.5 million in wastewater revenue for grants to private property owners to help with repairs that will remove and prevent clear water from entering the wastewater treatment system. The Minnesota Legislature amended Statute 471.342 to allow the Met Council to provide grant funding to local municipalities to assist private property owners with costs associated with repairing sewer infrastructure on their property. At the December 9, 2024 regular Council Meeting, resolution 2024-057 was approved to apply for the MCES 2025 private property 1/I grant program. Arden Hills requested $90,000 but was awarded $41,000 for the 2025 Private Property Inflow and Infiltration grant program. Arden Hills is 1 of 24 municipalities that received funding for the program. The program is setup so that MCES funds match 50% of the construction costs up to $5,000. If the City has an equity component, then the match can be up to 100% and up to a maximum of $10,000. The equity component can also be tiered with multiple match percentages. Page l of 2 During this discussion last year, City Staff recommended forgoing the equity component for the "Pilot" year as this is an entirely new program to implement with limited City Staff resources. Staff tracked over 200 hours of time spent towards this program, much of which is customer service with interested property owners to help them understand the program and receive the necessary information to determine if the project qualifies and coordination with the given contractor seeking the grant funds. The time also involved the review of the submitted televising of all applicants (both denied and approved), the official review of the permitting process once the work was approved for the grant, following up with residents who were approved for the grant funds but were slow to act on getting a contractor on board to perform the work, implementation of the invoicing for both the grant portion and resident owed portion once the work was completed, site inspections which occasionally involved multiple site visits per project, and the tracking, compiling and submittal of the invoices and supporting documents to the Metropolitan Council for each address for reimbursement. Adding an equity component will increase the amount of staff time needed for this program. If Council chooses an equity component, Staff recommends choosing an option that is simple as the more complex the equity component is, the more time it will consume. During last year's program, 5 out of the 21 communities implemented an equity component. Those communities were Minneapolis, St. Paul, Roseville, Edina and St. Anthony Village. Attachment A shows the equity component criteria related to each of those communities. Budget Impact This program is funded through Metropolitan Council, so there is no direct budget impact. Attachments Attachment A — Equity component examples Page 2 of 2 Attachment A Minneapolis: used the Center for Disease Control's (CDC) Social Vulnerability Index (SVI) for prioritizing projects. They set ranges of SVI and the award amount varied based on those ranges. St. Paul: used the same eligibility requirements as the City's Home Loan Program where Applicants must: • owner occupy the home • earn at or less than 80% Area Median Income • property must be 4 units or less https://www.stpaut.gov/departments/planning-and-economic-development/housing/homeowner- rehab-loans Edina: equity criteria will apply for applications that have less than the Edina area median income ($124,200, 2023) For applications that meet the equity criteria, a 2x grant amount will be available with a maximum of 90% of eligible costs paid, depending on funding amount. The available grant funds will be spread evenly across all applicants with the multiplier applied based on the equity criteria. Roseville: Homestead property AND an assessed value at or below the 2023 80%AMI affordable home ownership cost. They used home values for 2023 that are posted on the MCES website. Eligibility was determined by City staff review of homestead status and property value on Ramsey County's website for applying parcels. • Grant Award Meeting Equity Measure: 80% up to $8,000 • Grant Award NOT Meeting Equity Measures: 50% up to $5,000 St Anthony Village: used the income limits utilized by the Metropolitan Council, which are based on the Federal Housing of Urban Development (HUD) limits. Using the Low through Extremely Low Income limits, they created a graduated scale based on the max grant amount of $10,000. AGENDA ITEM - 3D -AUEHILLSI MEMORANDUM DATE: January 13, 2025 TO: Honorable Mayor and City Councilmembers FROM: Jessica Jagoe, Interim City Administrator SUBJECT: City Newsletter Policy Draft Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should review the Newsletter Policy draft (Attachment A) created by Staff and be prepared to provide feedback on the policy draft. Background At the October 23, 2023, work session, City Council and Staff discussed the creation of a Newsletter Policy, and Council answered a list of questions that helped guide a draft policy. The policy is intended to put in place a set of guidelines that Staff and other contributors will follow as it relates to the City newsletter to ensure Staff has clearly defined procedures when creating each edition of the newsletter. Afterwards, the draft policy was updated with Council comments and implemented by Staff. During the December 9, 2024, work session, the Council consensus was not to have a Council appointed Communication Liaison for the newsletter and directed Staff to bring back policy updates for how the process for submittal of topics would work. Based on this direction, Staff has updated the 2023 policy to strike the reference to the Communication Liaison and inserted the point of contact for topic submissions as the City Administrator. Procedurally all other elements of the policy remain unchanged. Council should review the updates and provide any additional comment. Following discussion, Staff will bring this forth at a future regular meeting for adoption. Budget Impact N/A Attachment Attachment A — Draft Newsletter Policy Redlines Attachment B — Draft Newsletter Policy Clean Version Page 1 of 1 Attachment A EN HILLS City Newsletter Policy & Procedure Last updated: XX44-X6-20253 Prepared by: Jessica Jagoe, Interim City Administrator , Senio Approved by: [Name/s & date] Policy Statement: The City of Arden Hills is committed to providing its residents and businesses with informative, educational, and accurate information pertaining to the City. The Admin department will be responsible for publishing the City's newsletter, the Arden Hills Notes. Scope: This policy is intended to guide staff and the Council on how the City's newsletter should be created from start to finish. The lead communications person on staff is intended to enforce these policies and procedures to ensure the successful creation and distribution of each edition of the City newsletter. Volume: The City will produce ten (10) editions of the newsletter each year. Each edition will generally range from 4-10 pages in total. The following list includes the order of each edition: 1. January/February 2. March 3. April 4. May 5. June 6. July 7. August/September 8. October 9. November 10. December Topic Guidelines: In order to maintain a non -partisan newsletter, topic submissions that are partisan or political, that advocate for or against one position or another politically, that advocate for or against any political candidate, whether a national, state, or local candidate, or advocate for or against any religious or fraternal group or organization is prohibited. Topic Submissions: Page lof 5 Topic requests are submitted to the City Administrator and the Senior Communications Coordinator. Requests will be accepted by the following individuals: City staff department heads, assistant directors, and managers. Senior Communications Coordinator or another person(s) in communications position. • City Council Communieations haise . Topic submissions by any other individuals must be routed through the City staff department director to then be suggested to the City Administrator and the Senior Communications Coordinatorone ofthe indi .;a als listed above. An email will be sent by the Senior Communications Coordinator at least seven (7) days in advance of the deadline (see below) requesting topic submissions. The email will be sent to the following individuals: • City Administrator (responsible for sharing with City Council) • City Clerk • Deputy City Clerk • Department Directors (responsible for sharing with their teams) General City staff members must submit their topic requests to their department head, who will then route the request to the City Admin/Comms Coordinator. Department directors will work with their staff to determine if the topic(s) is appropriate, timely, or necessary for the most upcoming newsletter edition. Topics can be re -submitted to the Director anytime for consideration in future newsletter editions. City Council members must submit their topic requests to the City Administratorel appointed r',,mti,,,nie ations liaison, who will then route the request to the City Admi Comms Coordinator. The City Administrator will work with the Council to determine if the topic(s) is appropriate, timely, or necessary for the most upcoming newsletter edition. Suggested tropics may be cataloged for consideration in future newsletter editions based on this criteria and newsletter spacing. Committee and Commission members, with the majority of their committee/commission in support, must submit their topic requests to their staff liaison, who will then route the request to their department head. Staff liaisons will work with their supervisor to determine if the topic(s) is appropriate, timely, or necessary for the most upcoming newsletter edition. Topics can be re- submitted to the staff liaison anytime for consideration in future newsletter editions. The following topics will be regularly included in the City newsletter: • Ramsey County Recycling (6x per year minimum) • Stormwater (5x per year on various subtopics) • Rice Creek Commons (TCAAP) Updates • Commission and Committee vacancies • Major city events as determined by the City Administrator • Major development projects as determined by the Community Development Director • Major construction projects as determined by the Public Works Director Page 2of 5 Topic Deadlines: Each newsletter edition (listed above under Volume) will have corresponding deadlines to submit topics. To ensure the production of each newsletter stays on track, topics will only be considered and/or approved for inclusion in the newsletter if it is received by the deadline of which the newsletter edition is requested. The deadline to submit topics for each edition is the first Friday of each month. The following dates are the deadlines in 20254: Deadline Newsletter Edition January 3-5, 20254 January/February February 72, 20254 March March 74-, 20254 Aril April 4-5, 20254 May May 2-3, 20254 June June -76, 20254 Jul August 1-2, 20254 August/September September 56, 20254 October October 34, 20254 November November 74-, 20254 December Future .may schedule of calendar deadlines will be set as the first Friday of each month and will not require annual adoption of the policy for updates to the above table. Topics Final Approval: Not all topic requests are guaranteed to be approved upon submission. Factors like timing, relevance, newsletter spacing, or unaligned vision can all be a factor in a specific topic request not being approved. Newsletter topics will be approved based on the final priority: 1. If they were submitted by the deadline for the given edition 2. If the City Administrator deems a top high priority and importance The City Administrator will have the final say on the topics in each newsletter edition. Article Guidelines: It's important to provide high -quality and digestible content in the newsletter. When writing articles, things like timing, impact, and relevance should be taken into consideration. Timing — the newsletter is not a newspaper, so the timing in which some information is dispersed must be taken into consideration. Impact — each newsletter should impact a large portion of our audience. Creating content catered to just a few individuals is not impactful. Relevance — ensure the articles are appropriate for our audience during the month they will receive the newsletter. The following guidelines should be observed when writing articles: Page 3of 5 • Use a clear subject line so readers clearly know what that article will be about. • Include a clear call to action when applicable. If the article is intended to elicit a reaction from the reader, then provide a clear call to action, like a website to visit or a phone number to call. • Keep articles as brief as possible. If there is content that requires more length, it should be posted on the City's website and include a short summary in the newsletter, directing readers to the website for the full article. • Break up heavy text with bullet points and break every few sentences to create short, easy -to -read paragraphs. • Include images to keep things engaging. Images should be clear, crisp, and not blurred. Only images captured by City officials or procured from a stock image website (either paid or free) can be used. Article Contributors: Newsletter articles will be primarily written by the City's communications staff person(s). Given the nature of the topic, other subject matter experts may be asked to write articles or short informative blubs. These contributors may include: • City Admin staff (City Admin, City Clerk, Deputy City Clerk) • Department Directors • General staff • Committee and Commission members • Ramsey County • Other partnering agencies or organizations Articles Final Approval: With the exception of City Council members, written articles will be sent for review to the person(s) who requested the article for inclusion in the newsletter. For example, if an article about the parks is requested, then the Public Works Director will have a chance to review the article and provide any edits and feedback. They may also include other individuals in the review process who are vested in the topic (i.e., Recreation Supervisor, Assistant Public Works Director, etc.). Newsletter Review Process Each newsletter edition will go through multiple rounds of reviews and edits. Below is the order in which each review will occur and who will be included. Note the newsletter is not limited to this review cycle and may consist of more when necessary. • Review #1: City Administrator, City Clerk, Senior Communications Coordinator content and lavout review) • Review #2-3: City Administrator, City Clerk, Senior Communications Coordinator(fnal draft review) • Review #34: Customer Service Specialist (proofreading) • Review #4-5: City Councilmembers (proofreading) • Review #56: City Clerk, Senior Communications Coordinator • Review #6-7: City Administrator Page 4of 5 Note after the newsletter is sent to the printer there is another 1-2 reviews that occur. Post Review Approval After all reviews have been completed, the final step is to approve the newsletter to send to the printer. The City Administrator has final approval of the newsletter. Once the City Administrator approves the final draft of the newsletter, the Senior Communications Coordinator will send that draft to the printing company. Allegra Printing Company Once the newsletter is sent to Allegra (see Newsletter SOP on how to complete this process), they will put it into proper layout and send a proof for review. At that time, the City Administrator, City Clerk, and Senior Communications Coordinator will review the newsletter one final time. If any minor edits need to be made, the Senior Communications Coordinator will send those directly to Allegra. Allegra will then make those edits and send back a final proof for review. Post Allegra Approval The City Administrator, City Clerk, and Senior Communications Coordinator will review the final version of the newsletter that Allegra sent. At that time, the City Administrator will provide final approval, and the Communications Coordinator will notify Allegra the newsletter is ready for print. Delivery Once the newsletter is approved, generally an4ve arrives in mailboxes an average of 2 weeks 5-7 business later. The digital version of the newsletter is shared online via the City's website and social media channels and is filed in Laserfiche. Page 5of 5 Attachment B EN HILLS City Newsletter Policy & Procedure Last updated: XX-X-2025 Prepared by: Jessica Jagoe, Interim City Administrator Approved by: [Name/s & date] Policy Statement: The City of Arden Hills is committed to providing its residents and businesses with informative, educational, and accurate information pertaining to the City. The Admin department will be responsible for publishing the City's newsletter, the Arden Hills Notes. Scope: This policy is intended to guide staff and the Council on how the City's newsletter should be created from start to finish. The lead communications person on staff is intended to enforce these policies and procedures to ensure the successful creation and distribution of each edition of the City newsletter. Volume: The City will produce ten (10) editions of the newsletter each year. Each edition will generally range from 4-10 pages in total. The following list includes the order of each edition: 1. January/February 2. March 3. April 4. May 5. June 6. July 7. August/September 8. October 9. November 10. December Topic Guidelines: In order to maintain a non -partisan newsletter, topic submissions that are partisan or political, that advocate for or against one position or another politically, that advocate for or against any political candidate, whether a national, state, or local candidate, or advocate for or against any religious or fraternal group or organization is prohibited. Page 1 of 5 Topic Submissions: Topic requests are submitted to the City Administrator and the Senior Communications Coordinator. Requests will be accepted by the following individuals: City staff department heads, assistant directors, and managers. Senior Communications Coordinator or another person(s) in communications position. City Council. Topic submissions by any other individuals must be routed through the City staff department director to then be suggested to the City Administrator and the Senior Communications Coordinator. An email will be sent by the Senior Communications Coordinator at least seven (7) days in advance of the deadline (see below) requesting topic submissions. The email will be sent to the following individuals: • City Administrator (responsible for sharing with City Council) • City Clerk • Deputy City Clerk • Department Directors (responsible for sharing with their teams) General City staff members must submit their topic requests to their department head, who will then route the request to the City Admin/Comms Coordinator. Department directors will work with their staff to determine if the topic(s) is appropriate, timely, or necessary for the most upcoming newsletter edition. Topics can be re -submitted to the Director anytime for consideration in future newsletter editions. City Council members must submit their topic requests to the City Administrator, who will then route the request to the Comms Coordinator. The City Administrator will work with the Council to determine if the topic(s) is appropriate, timely, or necessary for the most upcoming newsletter edition. Suggested topics may be cataloged for consideration in future newsletter editions based on this criteria and newsletter spacing. Committee and Commission members, with the majority of their committee/commission in support, must submit their topic requests to their staff liaison, who will then route the request to their department head. Staff liaisons will work with their supervisor to determine if the topic(s) is appropriate, timely, or necessary for the most upcoming newsletter edition. Topics can be re- submitted to the staff liaison anytime for consideration in future newsletter editions. The following topics will be regularly included in the City newsletter: • Ramsey County Recycling (6x per year minimum) • Stormwater (5x per year on various subtopics) • Rice Creek Commons (TCAAP) Updates • Commission and Committee vacancies • Major city events as determined by the City Administrator • Major development projects as determined by the Community Development Director • Major construction projects as determined by the Public Works Director Page 2 of 5 Topic Deadlines: Each newsletter edition (listed above under Volume) will have corresponding deadlines to submit topics. To ensure the production of each newsletter stays on track, topics will only be considered and/or approved for inclusion in the newsletter if it is received by the deadline of which the newsletter edition is requested. The deadline to submit topics for each edition is the first Friday of each month. The following dates are the deadlines in 2025: Deadline Newsletter Edition January 3, 2025 January/February February 7, 2025 March March 7, 2025 Aril April 4, 2025 May May 2, 2025 June June 6, 2025 Jul August 1, 2025 August/September September 5, 2025 October October 3, 2025 November November 7, 2025 December Future yearly schedule of calendar deadlines will be set as the first Friday of each month and will not require annual adoption of the policy for updates to the above table. Topics Final Approval: Not all topic requests are guaranteed to be approved upon submission. Factors like timing, relevance, newsletter spacing, or unaligned vision can all be a factor in a specific topic request not being approved. Newsletter topics will be approved based on the final priority: 1. If they were submitted by the deadline for the given edition 2. If the City Administrator deems a top high priority and importance The City Administrator will have the final say on the topics in each newsletter edition. Article Guidelines: It's important to provide high -quality and digestible content in the newsletter. When writing articles, things like timing, impact, and relevance should be taken into consideration. Timing — the newsletter is not a newspaper, so the timing in which some information is dispersed must be taken into consideration. Impact — each newsletter should impact a large portion of our audience. Creating content catered to just a few individuals is not impactful. Relevance — ensure the articles are appropriate for our audience during the month they will receive the newsletter. The following guidelines should be observed when writing articles: • Use a clear subject line so readers clearly know what that article will be about. Page 3 of 5 • Include a clear call to action when applicable. If the article is intended to elicit a reaction from the reader, then provide a clear call to action, like a website to visit or a phone number to call. • Keep articles as brief as possible. If there is content that requires more length, it should be posted on the City's website and include a short summary in the newsletter, directing readers to the website for the full article. • Break up heavy text with bullet points and break every few sentences to create short, easy -to -read paragraphs. • Include images to keep things engaging. Images should be clear, crisp, and not blurred. Only images captured by City officials or procured from a stock image website (either paid or free) can be used. Article Contributors: Newsletter articles will be primarily written by the City's communications staff person(s). Given the nature of the topic, other subject matter experts may be asked to write articles or short informative blubs. These contributors may include: • City Admin staff (City Admin, City Clerk, Deputy City Clerk) • Department Directors • General staff • Committee and Commission members • Ramsey County • Other partnering agencies or organizations Articles Final Approval: With the exception of City Council members, written articles will be sent for review to the person(s) who requested the article for inclusion in the newsletter. For example, if an article about the parks is requested, then the Public Works Director will have a chance to review the article and provide any edits and feedback. They may also include other individuals in the review process who are vested in the topic (i.e., Recreation Supervisor, Assistant Public Works Director, etc.). Newsletter Review Process Each newsletter edition will go through multiple rounds of reviews and edits. Below is the order in which each review will occur and who will be included. Note the newsletter is not limited to this review cycle and may consist of more when necessary. • Review #1: City Administrator, City Clerk, Senior Communications Coordinator (content and layout review) • Review #2: City Administrator, City Clerk, Senior Communications Coordinator final draft review) • Review #3: Customer Service Specialist (proofreading) • Review #4: City Councilmembers (proofreading) • Review #5: City Clerk, Senior Communications Coordinator • Review #6: City Administrator Note — after the newsletter is sent to the printer there is another 1-2 reviews that occur. Page 4 of 5 Post Review Approval After all reviews have been completed, the final step is to approve the newsletter to send to the printer. The City Administrator has final approval of the newsletter. Once the City Administrator approves the final draft of the newsletter, the Senior Communications Coordinator will send that draft to the printing company. Allegra Printing Company Once the newsletter is sent to Allegra (see Newsletter SOP on how to complete this process), they will put it into proper layout and send a proof for review. At that time, the City Administrator, City Clerk, and Senior Communications Coordinator will review the newsletter one final time. If any minor edits need to be made, the Senior Communications Coordinator will send those directly to Allegra. Allegra will then make those edits and send back a final proof for review. Post Allegra Approval The City Administrator, City Clerk, and Senior Communications Coordinator will review the final version of the newsletter that Allegra sent. At that time, the City Administrator will provide final approval, and the Communications Coordinator will notify Allegra the newsletter is ready for print. Delivery Once the newsletter is approved, generally arrives in mailboxes an average of 2 weeks later. The digital version of the newsletter is shared online via the City's website and social media channels and is filed in Laserfiche. Page 5 of 5 AGENDA ITEM - 3E '!Tt -AII��EN_ HILLS MEMORANDUM DATE: January 13, 2025 TO: Honorable Mayor and City Councilmembers FROM: Jessica Jagoe, Interim City Administrator SUBJECT: Agenda Planning Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss its next work session agenda. Background Per Council's adopted policy on agenda setting, please find the proposed agenda below for the upcoming meeting. February loth Work Session • Water Tower Security Improvements (time sensitive) • 2026 PMP (time sensitive) • Parks Master Plan Scoping Discussion (time sensitive) • RCC/TCAAP Discussion (not time sensitive) Agenda Planning (time sensitive) Attachment A is the list of topics that have yet to be discussed by Council. Staff would like to take this opportunity to plan for 2025 and what items Council views as a priority and what it does not (Note: a ranking of Council work session priorities will be distributed by Staff at the meeting). Staff will then begin to work the higher priority items into upcoming work sessions sooner while putting the lower priority items to later discussions. Please note, this does not reflect all items at work sessions as Staff will have necessary items for discussion, such as, budget discussions, concept plan reviews, or Public Works projects that need timely direction. Council may want to discuss if any items need to be added to this list for future discussion or assign a future meeting for some of these items. This would need to be done by a majority consensus of Council. Page l of 2 Below is a running list of things Staff brings forward to work session annually, in recent years, we have shifted away from bringing some items forward unless needed, such as, the Pavement Management Update from Public Works. Note, these timelines may shift year to year. Most items discussed at work sessions are one-off items that may require multiple meetings but are usually not reoccurring. • January o Legislative priorities • February o None • March o Initial guidance on next year's Public Works projects • April o None • May o None • June o Follow up on next year's Public Works projects • July o Capital improvement planning • August o Operating budgets • September o Operating budget and levy discussion • October o State of the City (if planned for early following year) • November o City-wide budget and fee schedule o Follow up on next year's Public Works projects • December o Committee and commission appointments Budget Impact N/A Attachment Attachment A: Council Priorities Attachment B: Agenda Setting Policy Page 2 of 2 Attachment A f _ E @ - ( � j o w \ })\ \ \ \ \ \ \ } \- \ / \ \ \� / n t ) \ § ) ] ! ) f ) ) \ \ \\\ \ \ \ \ \ \ \ ( \ _ ) \ � ) w \ � ) / ) { - \_ j \§ \ ( \ f { ) ) �� � u u§ S J Attachment B It "ENILLS CITY OF ARDEN HILLS Agenda Setting Policy The purpose of this policy is to establish a method for agenda setting that allows for Council to review and have control over its agendas and decide as a Council how it wants items for consideration to be brought forward. For regular worksession agendas: • Prior to concluding each regularly scheduled worksession, the City Council shall review its next regularly scheduled worksession agenda and direct Staff on any changes. • Should an individual Councilmember want to raise an item for discussion at the next meeting or in the future, they would do so during this review period. The item would need at least one other Councilmember to agree to having the item considered for future discussion, and then Council, by majority, would direct to have it placed on a future agenda or not. Staff will have flexibility to add or remove items to the worksession as needed to maintain operational efficacy. For regular City Council meeting agendas: • Agendas will be largely Staff driven based on approvals needed for normal operations. • Items coming from the City Council shall first be discussed at a worksession and can direct Staff at said worksession to bring items forward for formal approval if needed. • In rare instances, if a Councilmember brings forward an item that needs approval prior to going to a worksession, they may request the City Administrator add the item to the agenda. The City Administrator shall have the discretion to determine if the issue should be added or not, but Councilmembers will make every effort to having the item first discussed at a worksession. Special meetings and emergency meetings: • Special meetings and emergency meetings may still be called at the discretion of the Mayor or any two Councilmembers, and the members calling the meeting shall set the agenda. 'It -fiRQEN HILLS MEMORANDUM DATE: January 13, 2025 TO: Honorable Mayor and City Councilmembers FROM: Jessica Jagoe, Interim City Administrator SUBJECT: Rice Creek Commons/TCAAP Discussion Budgeted Amount: N/A For Council Consideration Actual Amount: N/A AGENDA ITEM - 3F Funding Source: N/A Council will have the opportunity to comment on any TCAAP related items they so choose. Background N/A Budget Impact N/A Attachment N/A Page 1 of 1