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HomeMy WebLinkAbout08-11-25-SWSMayor: David Grant Councilmembers: Brenda Holden Emily Rousseau Tena Monson Kurt Weber lt ,-AEN HILLS Special City Council Work Session Agenda August 11, 2025 5:00 P.M. City Hall Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651-792-7800 Website: www.cityofardenhills.org City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long-standing tradition as a desirable City in which to live, work, and play. Members of the public may attend a meeting in -person at City Hall or they may view the meeting remotely on the City's website using the below link. Meetings are also broadcast on Cable Channel 16 for those that live in Arden Hills. https://cityofardenhills.org/320/Watch- City-Meetings This meeting will be streamed live on local Cable Channel 16 and available for playback on our website. CALL TO ORDER 1. PUBLIC INQUIRIES/INFORMATIONAL This is an opportunity for citizens to respectfully bring to the Council's attention any items which are relevant to the City. In addressing the Council, you must first state your name and address for the record. Comments shall be limited to three (3) minutes or less. Written documents or other materials should be handed to the City Clerk for distribution to the Council prior to or during the meeting. Council will generally not respond at the same meeting where an issue is initially raised by a member of the public but the Council may refer the issue to staff for further research and possible report or action at a future Council meeting. 2. RESPONSE TO PUBLIC INQUIRIES 3. AGENDA ITEMS 3.A. Concept Plan Review - 3737 Lexington Avenue / 1133 Grey Fox Rd Elena Fransen, Senior Planner Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 3.B. Zoning Code Update Discussion Jessica Jagoe, City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 3.C. Conduit Bond Debt Financing Discussion Joua Yang, Finance Director Documents: MEMO.PDF ATTACHMENT A.PDF 3.D. State Of The City Update Jessica Jagoe, City Administrator Documents: MEMO.PDF 3.E. Ducks Discussion Jessica Jagoe, City Administrator Documents: MEMO.PDF 3.F. Proposed Public Works Organizational Chart - Phase 2 David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 3.G. Agenda Planning Jessica Jagoe, City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 4. COUNCIL/STAFF COMMENTS ADJOURN AGENDA ITEM - 3A r -ARPEN HILLS MEMORANDUM DATE: August 11, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: Elena Fransen, AICP, Senior Planner SUBJECT: Concept Plan Review for Multi -Family Housing Development at 3737 Lexington Avenue and 1133 Grey Fox Road Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should consider providing initial feedback to Developer in advance of their decision to submit a formal land use application for a full Concept Review for a multi -family housing development at 3737 Lexington Avenue and 1133 Grey Fox Road ("Subject Property"). The Concept Plan Review process is an opportunity for the City Council to provide comments and questions regarding proposed developments. A concept review is considered advisory and is nonbinding to the City and Applicant (Section 1320.14, Subd 4 of the Zoning Code). No formal action can be taken at a Work Session. A formal application will be subject to the full review process, including a public hearing with Planning Commission and City Council review. Background Avic Development ("Developer") is proposing the redevelopment of the properties at 3737 Lexington Avenue N. and 1133 Grey Fox Road. The properties are currently owned by STORE Master Funding III, LLC. The two sites are currently developed with one vacant industrial building and associated parking lot developed over both lots. The total acreage for the two sites is 2.48 acres. The building was previously occupied by Pace Industries, LLC for manufacturing and office purposes until the closure of their facility. Page] of 3 Aerial M t Direction 2040 Comp. Plan Land Use Zoning Existing Land Uses North COM - Commercial B-3 Service Business District Car Wash South COM - Commercial B-3 Service Business District Retail/Grocery Store West CMU - Co Use nity Mixed B-4 Retail Center District Retail and Other Commercial The Subject Property is guided as Commercial (COM) in the Arden Hills 2040 Comprehensive Plan Land Use Chapter. The area is designated for a broad range of retail, shopping, and services to meet the needs of the community and region. Compatible uses such as office buildings are also intended for this area. A development intensity of intensity of up to 0.8 floor area ratio (FAR) may be allowed. The Commercial classification does not include multi -family residential housing as a compatible use and there is no potential density for units per acre in the Commercial guiding. The maximum dwelling unit density per acre within the City's Comprehensive Plan, excluding TCAAP, is 20 units per acre within the Community Mixed Use (CMU) designation. The Subject Property is zoned for B-3, Service Business District. In the B-3 District, maximum permitted lot area covered by structure is 40% and minimum required landscaped lot area is 25%. The maximum permitted FAR in the B-3 is 0.8, which is also the greatest maximum FAR in any City zoning district. Multiple -family dwelling is not an allowed use in the B-3 District. The maximum dwelling unit density per acre within the City's Zoning Code is 20 units per acre within the B-2 General Business District. In the City's zoning districts where a multi -family land use is allowed, a Conditional Use Permit is required and there is additional criteria to be met. Proposals for new construction, redevelopment of a site, and significant modifications to existing sites shall use the Planned Unit Development (PUD) process. The PUD proposal shall identify any requested modifications from the applicable zoning requirements as well as the reasons why the modifications would be in the public interest and would be consistent with the purpose of the B-3 District. Page 2 of 3 Discussion Avic Development is interested in developing the Subject Property as a market -rate multi -family housing development. Avic Development is seeking feedback from the Council on their interest in having a Developer submit a formal land use application for a multi -family housing development at this site. Avic Development has submitted a draft layout for the site which includes a three-story apartment building comprised of 105 apartments, ranging from studio to three -bedrooms, and 115 enclosed street -level and 54 surface parking spaces, for a total of 169 spaces. The drafted plan of 105 apartments on 2.48 acres results in a density of 42.33 units per acre, which is greater than the City's maximum dwelling unit density established in the Comprehensive Plan and the Zoning Code, excluding TCAAP. The drafted plan FAR is 1.31, which exceeds the maximum FAR allowed in the Comprehensive Plan and Zoning Code, excluding TCAAP. Based on the drafted unit mix of studios to three -bedrooms, the required number of parking spaces for the multi -family dwelling use would be 150 parking spaces and 105 enclosed spaces would be required. The drafted parking plan would exceed the minimum requirement at 169 parking spaces, with 115 spaces enclosed. Plan Evaluation Summary Avic Development has submitted a narrative and potential layout for the site. Based on an initial review, staff believes the proposal would require the following land use requests: • Comprehensive Plan Amendment o To change or modify guiding to include multi -family residential housing o To update potential density to allow for density up to 43 units per acre o To update development intensity to allow for intensity greater than 0.8 FAR • Zoning Code Amendments o To add residential Multi -Family land use to B-3 Zoning District o Conditional Use Permit for a Multiple Family Dwelling criteria • Preliminary Plat and Final Plat for Subdivision • Master and Final Planned Unit Development • Site Plan Review • Conditional Use Permit Budget Impact N/A Attachments A. Project Narrative B. Draft Site Layout C. Developer Brochure Page 3 of 3 Attachment A Elena Fransen, AICP Senior Planner City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 Office Phone: (651) 792-7843 efransen@cityofardenhills.org July 24t", 2025 Subject: Arden Hills Apartments - Project Narrative Dear Elena, AVIC Development LLC submits the following narrative to accompany the previously submitted Concept Plan for consideration by the City of Arden Hills for a proposed market -rate, multi -family apartment building located at 3737 Lexington Avenue N and 1133 Grey Fox Road in Arden Hills, MN. Proiect Statement AVIC Development sees a great opportunity to redevelop and revitalize the site at 3737 Lexington while enhancing the neighborhood and community by providing an exceptional, market -rate, apartment community. The site location has fantastic proximity to retail, the highway system as well as access to multiple fortune 500 companies, offering an attractive location. The vision for this project is to offer an elevated living experience for tenants to rival the recently completed projects in the area. We see the primary demographic of future tenants as young professionals, empty nesters, and recently retired people looking to downsize. The proposed building's placement on the site is intended to provide a statement at the corner of Lexington Avenue and Grey Fox Road, a highly visible and public corner. Vehicular access is proposed to be moved away from the intersection and aligned with Cub Foods' access to the south. Surface parking is limited where adjacent and visable to public streets. The layout strive to provide units in ideal locations while also providing interior/structured parking to satisfy tenant demand (115 parking spaces/105 units). Typically, one structured parking space per unit meets this demand. A private courtyard is provided at Level 2 (above the parking) to offer units an intimate and connected experience. Parking Narrative Based on the DevelopmentTeam's recent project experience, similar sized developments with similar unit distribution utilize parking at a 1.4 unit -to -parking ratio. Based on this metric, the anticipated parking demand for 105 units would be 147 parking spaces, 169 parking spaces are provided on the Concept Plan. Proposed Building Data: A 105-unit, three-story, multi -family apartment building with 115 interior parking stalls and 54 parking stalls (169 total parking stalls). Parcel IDS: 0 3737 Lexington Avenue N —Tax ID: 273023410001 0 1133 Grey Fox Road —Tax I D: 273023410004 Building Placement/Setbacks: o East (Lexington) - 50' o South (Grey Fox Road) - 38' o West (Interior Property Line) - 60' o North (Interior Property Line) - 10' Site Area: 0 3737 Lexington Avenue N - 1.49 Acres 0 1133 Grey Fox Road - 1.01 Acres o Total: 2.50 Acres (108,900 SF) 13 Building Area: o Level 1: 55,267 SF o Level 2: 43,634 SF o Level 3: 43,634 SF o Total 142,535 SF FAR: 142,535 SF/108,900 SF = 1.31 Building Height: Three -stories (35') Unit Count by Type with Average Unit Size: o Alcove (558 SF) - 14 0 1 Bedroom - (752 SF) - 54 0 2 Bedroom - (1,075) - 33 0 3 Bedroom - (1,232 SF) - 4 o Tota I —105 U nits Exterior Materials: Brick Masonry, Architectural Burnished Block Masonry, Architectural Metal Panels, Aluminum Storefront Glazing (Common Areas), Composite Windows (Residential Areas), Fiber Cement Shiplap and Lap Siding with custom paint. 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The report to the Planning Commission is attached. This summary memo is intended to brief the City Council on the material presented, the questions and discussions that occurred, and the general direction offered by the Planning Commission. In addition, having completed all three work sessions, the City Council now has the opportunity to weigh in on various aspects of the code update and provide direction as text is being drafted. To that end, HKGi has provided additional information at the end of this memo to try and address questions that were raised by the City Council during their most recent discussions. WORK SESSION TOPICS Three topics were discussed at the third Planning Commission work session; the discussion around each will be summarized in turn: • Use Specific Standards • Subdivision Regulations • Procedures USE SPECIFIC STANDARDS HKGi highlighted the dozen or so uses in the zoning text today that have specific performance standards associated with them, and suggested adding ten or so more to cover any uses that are classified as Permitted with Standards in the updated use table. The Planning Commission was interested in developing standards for Data Centers and this was added to the list. One Commissioner prepared a supplemental handout suggesting some refinements to the use specific standards. Aspects of his handout will be incorporated into the code. The Commissioners also inquired about the appropriate place in the code to address Affordable Housing Units. This launched a discussion around how other cities in the metro area have attempted to incentivize or require affordable house to be incorporated into developments. In general, the most straightforward way to address this is by asking for affordable units to be constructed when a HKGi 800 Washington Ave N Suite 207, Minneapolis, Minnesota 55401 (612) 338-0800 — www.hkgi.com City Council Summary Memo — Work Session #3 — Zoning Ordinance Update —August 11, 2025 residential Planned Unit Development (PUD) is proposed. As part of the PUD, the City is being asked to provide some flexibility and in exchange it may be able to ask for affordable units. The second approach to requiring affordable units is not done within the zoning code, but may be dictated by City policy. Some Twin Cities communities have adopted Inclusionary Housing policies which require that a certain number of the units constructed as part of a residential development be established as affordable at a target level of average median income (AMI). However, these efforts stem from policy and are not part of the City's zoning regulations. SUBDIVISION REGULATIONS HKGi reviewed the existing Subdivision Chapter and noted that for the most part, aside from the need to reorganize and simplify the flow of the text, the code did not need extensive modification. A few items did stand out as needing to be addressed: The way that Arden Hills handles public use dedications is not common in the Twin Cities and may need to be simplified. Currently, new developments not only must provide land for open space (or cash in lieu of a land dedication), but they are also required to pay a park improvement fee. In most communities, the land dedication (or cash payment) is the only requirement; our experience suggests that the additional park improvement fee may be redundant. HKGi and staff will work with the City Attorney to review the City's approach and determine any changes that may be necessary. 2. The current code assigns the responsibility for reviewing subdivision proposals to the City Council, though they may assign this task off to the Planning Commission. The Planning Commission is required to weigh in on the final plat. A more typical approach is to have the Planning Commission provide a recommendation to the City Council about the preliminary plat, and to have the City Council alone verify the final plat conforms to the approved preliminary plat. 3. Minor subdivisions, as described in the Subdivision Chapter, are not consistent with the definition in state statute. HKGi will propose an updated approach for reviewing and approving minor subdivisions that is consistent with state statute. In addition, the Planning Commission supported creating an administrative process to allow staff to review and approve lot line adjustments in situations where both resulting lots would continue to conform to the City's zoning standards. PROCEDURES Various procedures used for processing land use applications were reviewed, including: • Zoning text amendments • Zoning map amendments • Interim use permits • Conditional use permits • Planned Unit Developments • Comprehensive Plan amendments F City Council Summary Memo — Work Session #3 — Zoning Ordinance Update —August 11, 2025 • Variances • Site plan review The bulk of the discussion during this portion of the work session was around PUDs and what standards the City should use to evaluate if the flexibility being requested by the developer should be granted. HKGi recommends developing a list of the public benefits the City would desire when considering relaxing certain standards. This would help developers understand what elements they might propose as part of their application, and would provide a benchmark for the City when reviewing the proposal. Examples of the sorts of public benefits desired by other local communities are attached. Finally, there was discussion around PUD amendments and if some more minor changes could be approved administratively or through a simplified process that did not require a full public hearing. The Planning Commission supported streamlining the amendment process where possible, and encouraged HKGi and staff to work with the City Attorney to explore options. OTHER UPDATES In May and June, the City Council conducted a deep dive in the materials reviewed by the Planning Commission during their first two work sessions. This process generated a number of questions and some requests for explanation. In an effort to address as many of these questions as possible in advance of the City Council meeting — and to be able to spend time at the meeting on those topics that require more discussion — the following information is provided. Lot and Site Standards: Height —The City Council requested that the height of structures be limited to a maximum of 35 feet unless additional height were to be approved through a CUP or PUD process. This change has been made. Council Members should be aware that it does reduce the height currently allowed in two zoning districts B-2 (50 feet) and I -FLEX (45 feet). Use Tables: Housing Types — In reviewing the use table, the City Council had a number of questions around the various housing types that were referenced. Below is a draft of the definitions of the housing types that are proposed to be included in the updated code: Dwelling. A building, or portion thereof, designated or used predominately for residential occupancy, including housing types such as single -unit detached, manufactured home, two -unit (duplex), twinhome, multi -unit, town home/rowhouse, live -work, and dwelling units in a mixed -use building. A dwelling use excludes occupancy in tents, recreational vehicles, travel trailers, hotels, motels, and boarding or rooming houses. Dwelling, cottage courtyard development. A cluster of multiple, individual detached dwelling units arranged around a shared courtyard or open space that is typically perpendicular to the street and where the shared courtyard takes the place of individual rear yards. IF City Council Summary Memo — Work Session #3 — Zoning Ordinance Update —August 11, 2025 Dwelling, live -work. A dwelling unit in combination with a shop, office, studio, or other work space within the same unit, where the resident occupant both lives and works. A live -work unit is not synonymous with a home occupation because it is designed as a mixed -use facility, whereas the home occupation is secondary and accessory to the residential use. Dwelling, multi -unit. A residential structure containing three or more dwelling units designed for independent living, with shared hallways, main entrances, gathering spaces and exits; including but not limited to: triplexes, fourplexes, multiplexes, apartments, and condominiums. Dwelling, single -unit. A residential structure designed for one detached dwelling unit only, including individual manufactured homes outside of a manufactured home park. Dwelling, two -unit. A residential structure which contains two separate dwelling units on one lot (duplex). Dwelling, townhome. A dwelling unit attached to one or more similar dwelling units in a linear arrangement (rowhouse) or clustered. Each unit may be located on its own individual lot or on a common lot containing all of the attached units. Dwelling, twinhome. An attached dwelling unit designed for or occupied by two households where the units share at least one common wall and each unit is on its own lot. Dwelling unit. A portion of a building containing one or more rooms for providing complete, habitable, independent living facilities, including permanent provisions for living, sleeping, eating, cooking, and sanitation. Dwelling units may be joined to another dwelling unit at one or more sides by a party wall or walls (attached) or entirely surrounded by open space (detached). Manufactured home. A structure, transportable in one or more sections, which in the traveling mode is eight body feet or more in width and 40 body feet or more in length, or, when erected on site, is 320 or more square feet, and which is built on a permanent chassis and designed to be used as a dwelling with or without a permanent foundation when connected to the required utilities, including plumbing, heating, air conditioning, and electrical systems contained therein. The structure must comply with the Manufactured Home Building Code as defined by Minnesota Statutes (M.S.) § 327.31, subdivision 3, as it may be amended from time to time. Boarding House —This use is currently allowed conditionally in all residential districts, as well as in the Civic Center district. It is defined in the Arden Hills code as a structure with 3-5 individual sleeping rooms that share one or more kitchens and bathrooms. While this use was popular in America in the 19th century, numbers decreased in the first half of the 20th century. In light of increasing housing pressures, boarding houses have begun to make a comeback and some new zoning codes have modernized the definition and allow them in residential or mixed use areas. 4 City Council Summary Memo — Work Session #3 — Zoning Ordinance Update —August 11, 2025 Club or Lodge —The City Council requested that Club or Lodge be kept in the use table. HKGi suggests allowing these uses in the MU, CB, and BP districts. Day Care — HKGi will include Day Care as a conditional accessory use in most residential, commercial, and industrial districts to ensure it could be utilized by businesses or places of assembly. Place of Assembly — Given the very limited size of the BP zoning district (only 9 parcels) and the apparent focus by the businesses there on supply and distribution, printing services, contractors offices, and indoor sports and fitness, HKGi removed Place of Assembly from the use table for this district. It remains a conditional use in most other districts in the city. If the City Council desires, it could be added back in. Public Use — It may be feasible and logical to separate out municipal uses from state or federal uses and address them in slightly different ways. HKGi will look for precedents in the area and strive to incorporate permissions that are more flexible for the City and require additional oversight for other level of public uses. School (general education) — HKGi continued to allow schools to be located in residential districts, though suggested allowing them to be approved by -right in the R-3 and R-4 districts instead of conditionally. The City Council would like to ensure that potential issues such as parking, traffic, outdoor recreation, etc., do not significantly impact surrounding areas so would like these permissions to either be Permitted with Standards or Conditional. HKGi will look at which level of allowance seems to be most appropriate and will update the use table accordingly. Automotive Services Station (major and minor) — Some communities distinguish between "major" and "minor" uses of auto service stations in order to control the locations where potential disruptive uses might locate. Often, major classifications involve auto painting, repair, and/or body work. These sorts of uses are more often located in or near industrial districts. Minor classifications include dispensing fuel as well as service such as tire sales, oil changes, and installation of equipment. These uses are more compatible with commercial or mixed use districts. The exact determination of what would qualify as major or minor is outlined in the definition. Retail Sales and Service (large and small) — Similarly, retail operations may be categorized by size of footprint or gross floor area. This allows stores of a certain magnitude, such as big box operations, to be located in districts where the associated traffic and operations are less impactful to homes. Smaller stores are more appropriate for neighborhood commercial districts or other locations. The threshold for determine large or small is included in the definition. Off -Site Service Business — This is a use that has a physical presence at a location, but most of the work is done remotely as technicians or repair services travel to other properties. Examples might be a 5 City Council Summary Memo — Work Session #3 — Zoning Ordinance Update —August 11, 2025 plumping repair or home cleaning service where employees start and end their shifts at the office but spend much of the day off -site. Research and Development — The City Council questioned why this use is proposed to be allowed in the Conservation District. HKGi notes that it is currently allowed there conditionally but could certainly be prohibited. Personal Services —The current Arden Hills definition of personal services notes that this would typically include things like "apparel tailoring and cleaning; hair styling, trimming and cutting; beauty services; photographic services; and other services of a similar nature." In the proposed use table, dry cleaning is a separate use. A tattoo parlor or other cosmetology service would typically be included in this use category. Construction Contractor Yard — HKGi will remove this use from the table. Data Center — Both the Planning Commission and City Council recommended this use be added to the Principal Use Table. As a current topic of interest by many communities, HKGi will work to gather information about specific standards that are either in place or being considered to manage the impacts of data centers. Storage Facility — HKGi will remove this use from the table. Home Occupation — The City Council discussed this use and is looking for guidance on how to structure regulations so as to allow — in a reasonable fashion — low -impact Home Occupations, but also to provide oversight of certain types of Home Occupations that have the potential to be disruptive to immediate neighbors and to the wider neighborhood. The current approach allows Class I Home Occupations to be approved administratively, but requires Class 11 Home Occupations (those that involve an outside employee, for example, or have patrons visiting the property) to obtain a Conditional Use Permit. HKGi believes this approach unnecessarily creates obstacles by requiring many types of Home Occupations to go through a public process. To the extent possible, standards that limit the potential impacts of traffic, noise, etc., should be written into code and staff should be allowed to approve most uses administratively. Certain targeted types of Home Occupations could be singled out to require a Conditional Use Permit, or even be prohibited as an allowed type of Home Occupation. Storage, Exterior — HKGi will look at what types of standards might be reasonably included in the zoning code to mitigate the visual impacts of exterior storage. If the impacts cannot be mitigated, the accessory use could be removed. Corridor Business vs. Business Park comparison —The City Council questioned if the uses allowed in these two districts overlap too much and is there a danger they become essentially the same district. 6 City Council Summary Memo — Work Session #3 — Zoning Ordinance Update —August 11, 2025 HKGi suggests discussing in more detail the purpose statements for each district and determining what uses might be shifted to focus on one district or the other. General Development Standards: Parking —The City Council has questions about how to ensure sufficient parking would be provided for various types of schools (elementary, secondary, etc.). The current code does base minimum parking standards on the number of staff and classrooms for elementary schools, and off of staff and number of students for secondary school. HKGi will consider and build off of this approach as parking updates are brought forward. EV Charging — HKGi recommended that all new one- and two -unit dwellings be set up to be EV-Ready. The City Council asked for clarification on what this standard meant in terms of infrastructure and cost. EV-Capable: new construction is equipped with conduit and adequate panel capacity to accommodate future installation of a dedicated branch circuit and charging station. EV- Ready: requires the installation of conduit, electrical panel capacity, dedicated branch circuit, and a receptacle (outlet) to support future installation of a charging station. The difference between EV-Capable and EV-Ready is the addition of the wiring and receptacle While exact costs for installation of EV-Ready infrastructure for new one- and two -unit dwellings wasn't readily available, data indicates the cost is roughly % of that needed to retrofit an existing structure. Landscaping — The City Council confirmed that landscaping standards around tree requirements should not be recalculated or reduced. They were interested in learning more about potential overcrowding and tree health. HKGi will look to provide information from landscape architects about recent research and best practices, but will not proposed changes to the current standards. Signage —The City Council suggested signage could be discussed further at the future meeting in order to review potential draft language. They want regulations to be clear and easy, and are specifically concerned about dynamic signs and LED signs. There is interest in establishing specific rules for areas along highways and commercial corridors. NEXT STEPS HKGi has provided staff with some general sections of code to review and provide comments. Based on the feedback from the Council at the August meeting, additional draft sections of code will be able to be shared. HKGi is also working with City staff to create a project web page where updates about the zoning code project may be posted, including a survey to gather feedback on some of the development standards that have been discussed. A draft of these questions is attached. 7 City Council Summary Memo— Work Session #3 —Zoning Ordinance Update —August 11, 2025 ATTACHMENT • Memo to the Planning Commission dated July 9, 2025 • Examples of PUD Public Benefits • Draft Public Survey Questions for the Project Web Page 8 Attachment A &IN L Planning I Landscape Architecture I Urban Design PLANNING COMMISSION REPORT TO: City of Arden Hills Planning Commission FROM: Jason Zimmerman and Kendra Ellner, Consulting Planners DATE: July 1, 2025 SUBJECT: Zoning and Subdivision Ordinance Revisions — Work Session #3 MEETING DATE: July 9, 2025 OVERVIEW HKGi was selected by the City of Arden Hills to complete an update to the existing Zoning and Subdivision ordinances. The Planning Commission, as the body most involved with the application of the code, will help conduct a technical review of the proposed changes and provide recommendations to the City Council. The first two work sessions covered base zoning districts, use tables, required lot and site standards, and general development standards. BACKGROUND The current zoning and subdivision ordinances were adopted in 1993 but have been amended several times since — occasionally resulting in inconsistencies and poor formatting. In addition, procedures and some content need to be updated to reflect modern administration and new tools and technologies. HKGi has conducted a full evaluation of the current code and will be working throughout 2025 to meet with the Planning Commission and City Council in order to revise the organization and contents of the zoning and subdivision chapters. The project has been broken down into four phases: Phase 1— Project Kick Off and Understanding [COMPLETE] Phase 2 — Diagnose the Current Ordinances and Frame Approach [COMPLETE] Phase 3 — Prepare Draft Codes Work Session #1— Zoning Districts and Uses [COMPLETE] Work Session #2 — General Development Standards and Provisions [IN PROGRESS] Work Session #3 — Development Procedures and Subdivision Regs [WE ARE HERE] Phase 4 — Final Ordinance Adoption and Implementation Each work session with the Planning Commission will be focused on a handful of topics. The City Council will be briefed after each meeting on the discussion and recommendations of the Planning Commission. A web page is being developed and targeted stakeholder groups will be involved throughout the year as needed to provide input on various topics. Consideration and adoption of the new code is anticipated by the end of 2025. HKGi 800 Washington Ave N Suite 207, Minneapolis, Minnesota 55401 (612) 338-0800 — www.hkgi.com Planning Commission Meeting —Zoning and Subdivision Ordinance Revisions —Work Session #3 —July 9, 2025 WORK SESSION TOPICS At the second work session, the Planning Commission provided feedback on the lot and site standards for non-residential and mixed use districts, as well as thoughts on comments on a number of general development standards (parking and EV charging, signage, landscaping, exterior storage, and outdoor lighting). The City Council reviewed the recommendations for updates to lot and site standards and was generally in agreement. The Council has taken additional time to work through the use tables, as well as the general development standards, so these sections are still being revised. Draft zoning text for these topics will be forwarded to the Planning Commission once they are available. Following the second work session, HKGi received a few comments from Commissioners and worked to incorporate this feedback into the revisions. Commissioner comments mostly confirmed the direction of the recommendations that were provided, though asked a few additional clarifying questions or made minor suggestions for consideration. There are three topics that will be discussed at the third work session: • Use Specific Standards • Subdivision Regulations • Procedures Use Specific Standards Use Specific Standards are requirements associated with uses listed in zoning use tables. These standards are typically applied when uses are approved as Permitted with Standards or as Conditional Uses. The common theme is that the City has identified certain standards that should apply regardless of the circumstances surrounding a given application, and these are included in the text of the zoning chapter. If a use is Permitted with Standards, the requirements are evaluated by staff to determine if they are being met before issuing a permit. If a use requires a Conditional Use Permit, these same standards must be followed but there may be other requirements that would be determined as part of the public process. There are approximately a dozen uses in the zoning text today that have specific standards associated with them (see attachment for a summary of these standards): • Assisted Living PUD • Automobile Service Stations • Clinics • Drive -up Windows • Financial Institutions & Service • Hotel / Motel • Multiple ad Two -Family Dwelling Units • Restaurants • Retail Sales & Service • School Uses, General Education and Higher Education 2 Planning Commission Meeting —Zoning and Subdivision Ordinance Revisions —Work Session #3 —July 9, 2025 • Solar Energy Systems Many of these standards are related to the size of the building, architecture, landscaping, and other site features. Classifying a use as Permitted with Standards may require new standards to be added to the Use Specific Standards section of code. Currently, the principal uses listed below have been identified as potentially being Permitted with Standards but do not yet have standards associated with them. The final list will need to wait to be determined until the City Council has completed its review of the use tables. • Brewpub • Convenience Store / Gas Station • Construction Contractor Yard • Dwelling, Cottage Courtyard • Dwelling, Townhome / Rowhouse • Hospital • Micro brewery • Micro distillery • Nursery When considering the creation or addition of standards, the goal should be to limit or mitigate potential community impacts to health, safety, and welfare. Below are examples of the sorts of standards that are often considered: • Compliance with intergovernmental licensing requirements (e.g., alcohol, lodging, health, or food -related licenses) • Additional standards for outdoor dining, screening, or display (e.g., location, size, and placement of seating or merchandise) • Placement and setbacks for use -specific outdoor items (e.g., propane tanks at convenience stores/gas stations) • Operational impacts such as parking demand or site circulation (e.g., drive-thru stacking distances, menu board placement, and noise) • Other elements that may require special attention (e.g., townhome unit clustering, frontage, shared common space requirements) QUESTIONS FOR DISCUSSION • Are there existing use specific standards that need to be adjusted to better regulate development? • Of the uses that are being proposed to be classified as Permitted with Standards, are there any specific requirements that should be added to the zoning text? What aspects of these uses may be cause for concern? 3 Planning Commission Meeting —Zoning and Subdivision Ordinance Revisions —Work Session #3 —July 9, 2025 Subdivision Regulations The Subdivision Chapter (Chapter 11) deals with how land is divided and platted, and includes minimum standards that dictate the design of streets, blocks, lots, easements, and other elements of land development. It also contains requirements related to public improvements that must be installed by the developer, such as streets, street trees, street lighting, utilities, sidewalks, etc. For the most part, the existing code is typical for a suburban community and does not need extensive modification. HKGi is proposing to reorganize some parts of the chapter and to simplify some of the language. Park Dedication The biggest area of potential change is associated with Public Use Dedications. Minnesota Statutes allow cities to require the dedication during subdivision of a reasonable portion of land for streets, utilities, stormwater ponds, parks, trails, open space, and other features. Dedication of land for parks (or a cash equivalent) is a typical component of subdivision regulations, with formulas applied to determine the appropriate amount of land and/or cash. The requirements of the Subdivision Chapter in Arden Hills related to parks are atypical in that they not only require the dedication of land (or payment in lieu of dedication), but also require a park improvement fee be paid to the City if it is determined that a project will result in an increased demand for park land or park improvements. Based on work with other communities, HKGi recommends this two -pronged approach to park dedication be revised. A more typical approach is to focus on the dedication of land (or payment in lieu of dedication) and not to also require a general fee. Given our past experiences with subdivision codes, the City Attorney should be utilized to review the current language in the Arden Hills chapter as well as any potential new approach to park dedication to ensure it could withstand any legal challenge. Current code language also gives the City the ability to require a dedication as part of the consideration of a conditional use permit or a PUD. Minnesota Statutes do not support this approach, and HKGi recommends removing this requirement. If park land is needed to support development as part of a PUD, it could occur through the typical approach to platting or through negotiation between the City and the developer over the public benefits that should be provided in exchange for some flexibility from the requirements of the zoning chapter. Platting Current code language places the responsibility to review subdivision proposals and conduct public hearing with the City Council, though it allows the Council to assign this task to the Planning Commission. The Planning Commission is required to weigh in when the City is evaluating a final plat. Updating the procedures to assign the initial review of the preliminary plat to the Planning Commission would remove any ambiguity around how subdivisions are processed and would also ensure consistency across projects and between preliminary and final plats. 4 Planning Commission Meeting —Zoning and Subdivision Ordinance Revisions —Work Session #3 —July 9, 2025 Minor Subdivisions and Lot Line Adjustments State statute does allow cities to process and approve subdivisions that create fewer than five lots that are less than 2-1/2 acres in size in an expedited fashion —this is sometimes called a "minor subdivision." The Subdivision Chapter currently uses this term but does not clearly apply it in the way Minnesota Statue describes. HKGi recommends updating the language and process for reviewing and approving minor subdivisions to be consistent with statute. Further, HKGi recommends the creation of an administrative process to review and approve lot line adjustments. These requests do not create or eliminate lots, but do modify an existing lot line — often to provide one lot with more land while removing it from another. As long as the lots involved remain compliant with all zoning standards and do not create nonconformities, there is not reason staff cannot grant approval without having to hold a public hearing. QUESTIONS FOR DISCUSSION • Are there any concerns related to the review and approval of subdivisions in Arden Hills? • Are Commissioners comfortable with allowing lot line adjustments to be handled administratively by staff? Procedures The final major section of code to be updated involves the procedures for processing land use applications. As currently outlined in the zoning chapter, the list of applications that the City considers includes: • Zoning text amendments • Zoning map amendments • Interim use permits • Conditional use permits • Planned Unit Developments • Comprehensive Plan amendments • Variances (no public hearing required) • Site plan review (no public hearing required) HKGi evaluated the procedures for receiving, reviewing, and considering approval for each of these applications and provides the following findings: Zoning text amendments — No significant comments or concerns Zoning map amendments — No significant comments or concerns Interim use permits — No significant comments or concerns Conditional use permits — As mentioned above in the section dealing with subdivisions, park dedication should not be triggered by the consideration of a conditional use permit. 5 Planning Commission Meeting —Zoning and Subdivision Ordinance Revisions —Work Session #3 —July 9, 2025 Planned Unit Developments —The "General Purpose" statement for PUDs makes it clear that the City is willing to consider flexibility in zoning standards in exchange for aspects of the proposal that further the goals of the City's Comprehensive Plan. However, there is no language to help guide staff, the Planning Commission, or the City Council in how to evaluate how much flexibility is being granted and what public benefit is being obtained in return. HKGi recommends developing a list of the public benefits the City would desire when considering relaxing certain standards. In addition, the code requires approved PUDs to be mapped onto the City's zoning map and this has not been done. Comprehensive Plan amendments — No significant comments or concerns Variances — No significant comments or concerns. The provision to temporarily allow the use of a one - family dwelling as a two-family dwelling should be removed as it serves as a use variance which is not allowed by State statute. Site plan review — HKGi recommends the conditions under which site plan review is required be revisited to ensure the City's goals are being met. Currently, site plan review is required for a new building, changes to parking, or significant site modification within the Multiple Dwelling zoning district or any business or industrial zoning district. To ensure good planning and site design, HKGi recommends revising the requirements to reflect the types of development that should trigger site plan review rather than simply relying on the zoning districts in which they are located. Additionally, criteria for review should be developed to ensure approvals or denials are not being made subjectively, but based on sound rationale. HKGi has noted that for many zoning districts (Neighborhood Business, General Business, Service Business, Civic Center, I FLEX, Gateway Business) a conditional use permit or a PUD is required for any new construction, redevelopment, or significant modifications, superseding the permissions listed in the land use table. This seems unnecessarily burdensome and adds time and money to the process in most situations. Best practice is to clearly define which uses are allowed by right without the need for a pubic review process and to process them accordingly, reserving the more extensive reviews for uses that truly have the potential for generating impacts to surrounding properties. All amendments to site plans, conditional use permits, interim use permits, and PUDs are processed in the same manner as a new application. HKGi has found that for some minor modifications, it is more efficient to allow staff to approve an amendment administratively, or to move a lesser amendment forward for City Council consideration without going through a full public hearing process. Thresholds may be established to help determine when an amendment to a PUD, for example, can be handled administratively and when it rises to the level of either a minor or major amendment. QUESTIONS FOR DISCUSSION • Where are there currently bottlenecks and challenges with the review and consideration of land use applications? 6 Planning Commission Meeting —Zoning and Subdivision Ordinance Revisions —Work Session #3 —July 9, 2025 • Is there interest in developing a list of public benefits that the City might consider in exchange for the flexibility granted through a PUD? • Does the Planning Commission feel a conditional use permit or PUD should be required for any new development or for any significant modification in the zoning districts highlighted above? Could these proposals be evaluated under the site plan review process instead? • Is there support for adjusting the amendment process so that minor changes could be reviewed and approved administratively, rather than going through a full public hearing process? NEXT STEPS Following Work Session #3, HKGi will draft revisions to the zoning code text and review the proposed changes with staff. A summary of the session will be forwarded to the City Council. If there are topics or clarifying questions that need to be reviewed with the Planning Commission, additional work sessions may be needed. Once all questions have been addressed, the first complete draft of the new zoning and subdivision text will be shared for review and comment. ATTACHMENTS • Existing Principal Use Specific Standards 7 Principal Use Specific Standards- Existing Assisted Living PUD A. In addition to meeting the requirements of Section 1325, multi -family assisted living residential projects may incorporate memory care units meeting the following: 1. Each unit consists of private bedrooms with bathrooms; 2. Each unit is open to a shared central dining and living areas; 3. Units may be less than 550 square feet; 4. Memory care units shall be considered to be equivalent to .5 dwelling units. B. In addition to meeting the requirements of Section 1325, an existing hotel -motel use maybe used for assisted living upon approval of a Master Planned Unit Development provided that all of the following requirements are met: 1. The building to be used for assisted living meets applicable building and fire codes as determined by the Fire Marshal and Building Official; 2. Each room that has occupants on an overnight basis shall have bathroom facilities within the room; 3. The capacity of the building shall not be exceeded Clinics — NB District Clinics shall not exceed three thousand (3,000) gross square feet Drive -up Windows and Automobile Service Stations — B-2 District Subd. 3 Special Regulations for Drive -up Windows. Section 1325.04 of the Zoning Ordinance specifies additional requirements for drive -up windows and automobile service stations. In accordance with Section 1320.085, Subd. 1, the City Council as part of the land use application review shall require the following conditions to be met in determining site suitability for drive -up windows: (revised 6/27/2022) A. The architectural treatment, circulation plan, and signage system of such businesses shall be designed to visually and functionally integrate the building and the site on which it is located. B. The applicant shall submit a circulation plan that demonstrates that the use will not interfere or reduce the safety of non -motorized movements, specifically pedestrian and bicyclists. C. Requested modifications to the provisions in section 1325.04 shall be stated in writing along with an explanation of why the modifications would be in the public interest and would be consistent with the purpose of the B-2 District. Drive -up Windows and Automobile Service Stations — B-3 District Subd. 3 Special Regulations for Drive -Up Windows in the B-3 District. Section 1325.04 of this Code, specifies additional requirements for drive -up windows and automobile service stations. In accordance with Section 1320.09 Subd. 1, the City Council as part of the land use application review shall require the following conditions to be met in determining site suitability for a drive -up windows and automobile service stations: (revised 6/27/2022) The operation consists of one or more drive -up windows and is an integral part of a building containing one or more other allowed uses, or the operation is part of an architecturally unified complex containing two or more businesses using drive -up windows Shared access drives and shared parking are utilized by all such businesses using drive -up windows in said building or complex. Only one building or architecturally unified complex containing two or more businesses using drive -up windows will be allowed in addition to one freestanding business using a drive -up window. The architecture and the site, grading, circulation, landscaping, screening and signage plans shall unify the appearance and function of the complex or building. An architecturally unified complex may consist of one or more buildings on one or more parcels if the intent of providing a unified appearance and function is not compromised. The applicant shall submit a circulation plan that demonstrates that the use will not interfere or reduce the safety of non -motorized movements, specifically pedestrian and bicyclists. Drive -up Windows and Automobile Service Stations — B-4 District Subd. 4 Special Regulations for Drive -Up Windows in the B-4 District. Section 1325.04 of this Code, specifies additional requirements for drive -up windows and automobile service stations. In accordance with Section 1320.10 Subd. 1, the City Council as part of the land use application review shall require the following conditions to be met in determining site suitability for drive -up windows: (revised 6/27/2022) A. The architectural treatment, circulation plan, and signage system of such businesses shall be designed to visually and functionally integrate the building and the site on which it is located. B. The applicant shall submit a circulation plan that demonstrates that the use will not interfere or reduce the safety of non -motorized movements, specifically pedestrian and bicyclists. C. Requested modifications to the provisions in section 1325.04 shall be stated in writing along with an explanation of why the modifications would be in the public interest and would be consistent with the purpose of the B-4 District. Financial Institutions & Service — NB District Financial Institutions & Service shall not exceed five thousand (5,000) gross square feet, nor include a drive thru facility, nor include an outdoor or detached automated kiosk. Hotel/Motel Subd. 4 Hotel/Motel Additional Conditional Use Permit Criteria. In addition to meeting the requirements of Section 1345 and 1355.04 Subd 3, hotel/motels shall conform to the following: A. Meet building code requirements; B. Entrance to each room shall be from an indoor corridor; C. Landscaping shall be brought into conformance with section 1325.05 Subd 1. Multiple and Two -Family dwelling units — NB District (Conditional Use) Dwelling Units may be located within a mixed -use development including non-residential structures. Restaurants — NB District (Conditional Use) Restaurants shall not exceed three thousand (3,000) gross square feet. Exterior seating will be considered based on its impact on adjacent residential uses outside the neighborhood business district. Retal Sales & Service — NB District Retail Sales & Service shall not exceed three thousand (3,000) gross square feet. These uses shall only include: antiques, art and school supplies, bakeries, bicycles (not motorized), books, stationery, candy, camera and photographic supplies, carpets and rugs, china and glassware, clothing and costume rental, convenience store, custom dressmaking, drugs, dry goods, florist, garden supplies (year-round operation only), gifts, grocery, hardware, hats, hobby shops, household appliance repair, interior decorating (no retail furniture sales), jewelry, locksmith shops, musical instruments, paint and wallpaper, shoes, sporting goods, tobacco, toys, and wearing apparel, and similar type uses. Automobile related business, liquor stores, and restaurants, exceeding forty (40) percent in gross liquor receipts of the total food and liquor receipts, would not be allowed in the Neighborhood Business District. School Uses, General Education and Higher Education — R1 District Subd. 2 Special Regulations for General Education and Higher Education, School Uses. General Education uses shall be allowed with an approved Conditional Use Permit, and Higher Education uses shall be allowed with an approved Planned Unit Development. In addition to the requirements in Section 1355 for Conditional Use Permits and Planned Unit Developments, School uses within the R1 District shall also be required to meet the following requirements: A. Be located in a campus setting on a contiguous area of land no less than ten (10) acres in size; B. The campus setting shall be comprised of main buildings and out buildings that are owned or leased by the institution or school district providing the School use, and within which are offered a mix of no fewer than four of the following educational uses: classrooms, laboratories, administrative and faculty offices, chapels, auditoriums, libraries, lecture halls, student and faculty centers, athletic facilities, student housing, dining facilities, and/or other school related uses as approved by the City Council. Solar Energy Systems — CD District Subd. 3 Conditional Uses. Conditional Uses are allowed as specified in the Land Use Chart, Section 1320.05, for the CD District. However, this Code specifies additional requirements for a solar energy system. A. Solar Energy Systems shall be evaluated as part of the Conditional Use Permit review for development consistent with the District Requirements as outlined in Section 1320.03 and the City Council through the CUP may allow flexibility to design standards including but not limited to setbacks, lot coverage, height, access, size, screening, and fencing based upon site suitability and abutting properties and area. Attachment B PUD Dublic benefit examples Example 1 Public Benefit. The Planned Unit Development plan provides a public benefit that justifies the flexibility from standards granted as part of the approval. Qualifying public benefits shall include: (a) Provision of long-term affordable housing; (b) Greater preservation of existing natural resources, in number or quality, than would otherwise be provided under non-PUD development; (c) Greater energy conservation through building or site design, or through utilization of a renewable energy source, than would otherwise be achieved under non-PUD development; (d) Inclusion of innovative stormwater management techniques that provide capacity for infiltrating stormwater beyond what is required by the city or watershed district; (e) Incorporation of elements that support mass transit or other alternative modes of transportation; (f) Enhanced placemaking through the inclusion of visible and accessible public art; or (g) Others public benefits proposed for consideration by the applicant and recognized by the city. Example 2 Public Benefit. PUD zoning may be considered by the City Council when it would result in at least one of the following public benefits that are above what would otherwise be achieved under non-PUD development: A. Provision of affordable housing; B. Provision of a mix of housing types and price points; C. Greater preservation of natural resources; D. Greater energy conservation or utilization of a renewable energy source; E. Inclusion of innovative stormwater management techniques that provide capacity for infiltrating stormwater beyond what is required by the City or watershed district; F. Incorporation of elements that support mass transit or other alternative modes of transportation; G. Enhanced placemaking through the inclusion of public or semi-public gathering spaces, recreational amenities for a range of ages and abilities, increased landscaping, or visible and accessible public art; H. Preservation of historic structures, landscapes, or properties that are eligible or have been locally designated, or that are eligible or have been listed in the National Register of Historic Places; or I. Others public benefits recognized by the City. Attachment C Arden Hills Zoning and Subdivision Code Updates The City of Arden Hills is updating its Zoning and Subdivision Codes to align with the 2040 Comprehensive Plan and modern development standards. This includes clarifying language, reorganizing content, and addressing issues identified by the City Council, Planning Commission, and staff. The City wants your input on development standards that shape the city's physical character such as signage, lighting, landscaping, parking, and more. Your feedback will help guide updates that reflect community values and priorities. When responding to these questions consider these regulations applying to new developments or redevelopment projects. You can review the current standards here: Arden Hills Design Standards. 1. Which development standards should be a top priority in the code updates? (Select all that apply) ❑ Signage ❑ Lighting ❑ Trees ❑ Landscaping ❑ Parking Electric Vehicles (New) Exterior Storage 2. How satisfied are you with the current size, placement, and design of commercial signage in Arden Hills? U Very Satisfied O Satisified O Dissatisified O Very Dissatisified Add additional comments here (optional). 3. What level of outdoor lighting do you think is appropriate for residential neighborhoods? O Minimal lighting (dark -sky) OModerate lighting (safety and ambiance) O Bright lighting (maximum visibility) Add additional comments here (optional). 4. How should lighting in commercial areas be regulated? (Select all that apply) Require lighting to not cast beyond the property line ❑ Limit lighting to hours of operation Allow flexibility Add additional comments here (optional). 5. What landscaping features would you like to see most encouraged in new developments? (Select all that apply) Native plants ❑ Rain gardens or bioswales ❑ Shrubs and flowers Tree -lined perimeter and throughout site ❑ Minimal landscaping (mostly turf grass) Add additional comments here (optional). 6. How would you describe the amount of parking available when accessing shopping or services in Arden Hills? OIt's very easy to find parking, most spaces are empty OThere is sufficient parking, but sometimes I have issues finding a spot in certain areas OThere is not enough parking, I constantly struggle to find a place to park OI'm not sure / I don't use these areas Add additional comments here (optional). 7. What types of parking should be prioritized or encouraged in commercial areas? (Select all that apply) ❑ Surface lots Underground or structured parking ❑ On -street parking Shared parking between businesses ❑ No preference Add additional comments here (optional). 8. How supportive are you of requiring EV charging infrastructure in new residential and commercial developments? OStrongly supportive OSomewhat supportive ONeutral OSomewhat opposed O Strongly oppposed Add additional comments here (optional). 9. Do you have any additional thoughts or suggestions for development standards that should be considered in this code update? AGENDA ITEM - 3C -ADEN HILLS MEMORANDUM DATE: August 11, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: Joua Yang, Finance Director SUBJECT: Conduit Bond Debt Financing Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Provide feedback and direction to staff on Conduit Bond Debt Financing. Background A conduit bond is when a private entity wants to undertake a project and is seeking to finance it with tax-exempt bonds. Given that private entities cannot issue tax-exempt bonds directly, they typically will work with government entities to act as a conduit issuer or serve as a pass -through of that debt. This would mean the City would issue the bonds on behalf of the private entity, and the bond proceeds would be loaned to that entity. There is no financial obligation for the City and offers several benefits: • The private entity is solely responsible for repaying back the bonds, the issuance costs, and any out-of-pocket expenses (i.e. legal fees, bond counsel fees, financial advisor fees), not the City. • There is no impact to the City's credit rating or general obligation bonding capacity. • The City would receive an annual conduit fee equal to .125% of the outstanding principal balance of the bonds. • This is a way for the City to issue tax-exempt bonds that benefit a project that serves a public purpose. The City has issued conduit debt in the past, with the most recent conduit debt issued in 2015 for Presbyterian Homes. Attachment A is the City's policy on Private Activity Revenue Bond Financing, which was adopted back in September of 2009. The policy discusses the City's guidelines and application process. The City was recently approached by a private entity on our interest and capacity for the issuance of conduit debt financing. Staff is bringing this item before the Council for informational Page 1 of 2 purposes to discuss the current policy and seek any further feedback and/or direction on this process. Council discussion at the work session will inform staff on next steps for how to respond to this party. Council Discussion Staff is seeking discussion from the City Council regarding Conduit Bond Debt Financing and city policy to answer any questions on the guidelines and process. Budget Impact There is no financial risk or budget impact to the City. Attachments Attachment A: Private Activity Revenue Bond Policy Page 2 of 2 Attachment A 1tr4'-- �ARQEN HILLS PROCEDURE FOR APPLICATION TO CITY OF ARDEN HILLS, MINNESOTA FOR PRIVATE ACTIVITY REVENUE BOND FINANCING Approved by the Arden Hills City Council Effective as of September 14, 2009 Finance Director City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 PROCEDURE FOR APPLICATION TO THE CITY OF ARDEN HILLS FOR PRIVATE ACTIVITY REVENUE BOND FINANCING Table of Contents Page PartI General..........................................................................................................................I Part11 Guidelines.....................................................................................................................2 Part III Miscellaneous Matters..................................................................................................5 Part IV Application for Tax -Exempt Financing (Commercial, Industrial, Health Care or Other Non -Housing Projects) .....................7 Part V Application for Tax -Exempt Financing (Multi -Family Housing)..............................................................................................10 PartVI Addendum to Application..........................................................................................13 Part VII Indemnification Letter of Agreenient.........................................................................14 PART GENERAL Under the Minnesota Municipal Industrial Development Act, Minnesota Statutes, Sections 469.152 to 469.1651 (the "Industrial Development Act"), the City of Arden Hills has authority to issue revenue bonds or notes to attract or promote economically sound industry and commerce to the City. Under Minnesota Statutes, Chapter 462C (the "Housing Act") the City is authorized to issue housing revenue bonds to finance multi -family residential housing projects for low and moderate income persons and elderly persons. Projects must be embodied in a Housing Program as that term is defined in the Housing Act. The Council is aware that such financing for certain private activities may be of benefit to the City and will consider requests for tax exempt financing subject to these Guidelines. The Council considers tax exempt financing to be a privilege, not a right. It is the judgment of the Council that tax exempt financing is to be used on a selective basis to encourage certain development that offers a benefit to the City as a whole, including significant employment and housing opportunities. It is the applicant's responsibility to demonstrate the benefit to the City, both in writing and at the required public hearing. The applicant should understand that although approval may have been granted by the City for the issuance of financing for a similar project or a similar debt structure, that is not a basis upon which approval will be granted. Each application will be judged on the merits of the project as it relates to the public purposes of the Housing Act or the Industrial Development Act and the benefit to the City at the time the request for financing is being considered. In no event will the City issue private activity bonds for the primary purpose of financing operation expenses of any borrower; provided that bond proceeds may fund reasonable operating and replacement reserves where the primary use of proceeds is to finance capital expenditures. 1 GUIDELINES 1. The Council will consider tax exempt financing for commercial, industrial health care, and any other projects authorized to be financed under the Industrial Development Act (referred to as "non -housing projects"), and housing projects under the Housing Act. An applicant for tax exempt financing for non -housing projects pursuant to the Industrial Development Act must submit to the City the application contained in Part IV of these Guidelines. An applicant for tax exempt financing for housing projects pursuant to the Housing Act must submit to the City the application contained in Part V of these Guidelines. 2. Projects must be compatible with the overall development plans and objectives of the City and comply with the zoning and land use regulations of the City. 3. An application will not be considered by the Council until tentative City Code findings and requirements have been made with respect to zoning, building plans, platting, streets, and utility services. The application must be accompanied by the addendum contained in Part VI of these Guidelines and must provide information as to the project's need for municipal services including, but not limited to, street improvements, water and sewer services, and police and fire protection. 4. The project must be a positive benefit to the City. The project must be of a nature that the City wishes to attract, or an existing business which the City wishes to have expand within the City, considering employment opportunities, incentive for further development, impact on City services, and support for the industrial, commercial or health care or educational facilities currently located in the City. A housing project must provide significant housing opportunities for low and moderate income persons or the elderly. The Council will, if requested, grant an applicant a pre -application review. The purpose of the pre -application review is to inform applicants of the possibility of rejection or the possible bases for such rejection. The fact that the project is not rejected at the pre - application stage is not to be construed as approval of the project or as an indication that the project will be approved upon formal request to the Council. Requests for tax exempt financing may be rejected by the City whether or not the project was submitted to a pre - application review and regardless of the outcome or recommendation of that pre -application review. A request for pre -application review must be in writing, addressed to the City Finance Director, and set forth the name of the project, the type of project intended and the name, address and telephone number of the person who will be representing the applicant at the pre -application review, together with such additional information as the applicant desires to submit. 6. The applicant must select a qualified financial adviser or underwriter to assist the applicant in preparing all necessary application documents and materials. The financial adviser will submit a letter that establishes the financial feasibility of the project. Applications may, in the alternative, include a signed letter from a responsible financial institution indicating that 2 the project is economically feasible and viable and stating that bonds can be successfully sold for the project or that an individual or institution intends to purchase all of the bonds. The applicant must receive approval from the appropriate state agencies, secure financing and commence construction within one year of the date of the resolution giving preliminary approval to the project or the housing program. Upon application, the Council may approve an extension of the preliminary approval. The City will appoint bond counsel for the bond issue, which will normally be the City's regularly retained bond counsel. 7. Pursuant to the Industrial Development Act and the Housing Act, consideration of an application for tax exempt financing must be done at a public hearing held by the Council. Modifications to the project after the public hearing and preliminary approval must be consistent with the scope of the project as proposed at the time of preliminary approval. 8. The City is to be reimbursed and held harmless for and from any out-of-pocket expenses related to the tax exempt financing including, but not limited to, legal fees, financial analyst fees, bond counsel fees, the City staffs expenses in connection with the application, and any deposits or application fees required under state law in order to secure allocation of bonding authority. The applicant must execute a letter to the City undertaking to pay all such expenses. A form of the required letter is set forth as Part VII of these Guidelines. A non- refundable application fee in the amount of $500 must be included with the submission of the application. 9. Prior to closing and delivery of the bonds for the project, the applicant must pay, or commit to pay an annual administrative fee in the amount of 1/8 of 1% (.125%) of the outstanding principal balance of the bonds. The administrative fee may be paid in a lump sum at closing on the bonds, or may be paid semiannually while the bonds are outstanding at the times specified in the bond documents. The administrative fees required by this paragraph will be adjusted at or paid prior to delivery of the bonds if necessary to ensure compliance with the Internal Revenue Code and regulations. If the City determines that issuance of the bonds requested by the applicant is reasonably expected to cause governmental bonds issued by the City in that calendar year to be ineligible for designation as "qualified tax exempt obligations" under Section 265(b)(3) of the Internal Revenue Code of 1986, as amended (also known as "bank qualified"), the applicant will be required to reimburse the City, at the time of issuance of the City's bonds, for any interest rate differential between bank qualified and non -bank qualified bonds. 10. Applications for financing must be made on the forms attached to these Guidelines. In addition, the applicant must furnish a description of the project, a plot plan, elevation of proposed buildings, landscape, lighting, and site preparation, together with a brief description of applicant and the proposed financing in such form as required at the time of application. 11. The Council may, in its sole discretion, impose conditions exceeding those required under the City building code in respect to exterior building materials, landscaping, signage 3 lighting, and such other aspects as the Council may consider appropriate on a case -by -case basis. 12. The Council may, in its sole discretion, withdraw its preliminary approval of a project any time if in its judgment the purposes of the Act will not be served by going forward with the project and its financing. 4 M- MISCELLANEOUS MATTERS Ratings. The City will give its most favorable consideration to proposed tax exempt bond issues that have the same rating as the City's obligations by Moody's Investment Service or Standard & Poofs Corporation. . Issues carrying lower ratings or non -rated issues may be sold only to institutional or other investors on a private placement basis and must be in denominations of at least $100,000. The Council may depart from this guideline when in its judgment the project is of a level of merit and public purpose to justify the departure; and in case of such a departure the Council must state its reasons therefor in the resolution awarding the sale of the bonds. 2. Refundings. The Council will normally approve the refunding of a tax-exempt issue but only upon a showing by the applicant of (i) substantial debt service savings, (ii) the removal of bond covenants significantly impairing the financial feasibility of the project, or (iii) both (i) and (ii). In the case of refundings of bonds for which the administrative fee listed in paragraph 9 of Part II have been paid in full, no new administrative fees are required; but the non-refundable application fee must be paid together with all City expenses in excess of that fee. If the administrative fees for the refunded bonds are not paid in full upon closing on the refunding bonds, such fees must continue to be paid for the refunding bonds. In the case of refndings of bonds where no administrative fee has been paid, the administrative fees listed in paragraph 9 of Part II must be paid. The application form is to he appropriately modified. 3. Subsequent Proceedings. Where changes to the underlying documents or credit facilities of outstanding bond issues are to be made and require Council action (including changes that are a "deemed reissuance" under Internal Revenue Service regulations), no administrative fee is charged but a non-refundable fee of $500 must be deposited with the City to cover administrative costs. No formal application form is required. 4. Issue by Another Political Subdivision. The City will consider requests for tax exempt financing of projects in the City by other political subdivisions. In these cases the non- refundable application fee must be paid and all procedures through the approval of the preliminary resolution followed. No administrative fee is charged, except actual cost incurred by the City must be reimbursed. The City reserves the right to reject such requests for any reason, including without limitation a determination by the City that such issuance by another political subdivision would impair the City's ability to issue governmental bonds as "bank qualified bonds" (as defined in Part II, paragraph 9) in that calendar year. 5. City Contact. Initial contacts about tax-exempt financing are made by contacting: Finance Director City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 5 6. Deadlines. The Council conducts all tax exempt financing matters at regularly scheduled Council meetings held on the second and last Monday of each month. Documents for Council consideration must be at the City office on the Monday preceding the Council meeting at which the matter is to be considered. In the case of a publicly offered bond, issue the documents, when submitted, may specify a maximum price and maximum effective interest rate if prices and rates have not yet been established. TE ost-Issuance Compliance. The City will require that each borrower demonstrate to the City that the borrower will comply with substantially the same procedures for post -issuance compliance that apply to City governmental bonds under the City's Post Issuance Debt Compliance Policy, approved September 14, 2009, as amended from time to time. The City may require that borrowers retain a trustee and/or an independent arbitrage consultant for the term of the bonds. 6 PART N APPLICATION FOR TAX-EXEMPT FINANCING (Commercial, Industrial, Health Care or Other Non -Housing Projects) 1. APPLICANT a. Business Name: b. Business Address: C. Business Form (corporation, partnership, sole proprietorship, etc.): d. Authorized Representative: C. Principal contact person and telephone number: 2. PURPOSE OF REQUESTED FINANCING: a. New Facility (describe): b. Expansion (describe): c. Refunding (attach explanatory letter) 3. GIVE BRIEF DESCRIPTION OF NATURE OF BUSINESS, PRINCIPAL PRODUCTS, ETC.. 4. ESTIMATED PROJECT COSTS: (Not required for refunding) 5. Land $ Building Equipment Architectural, Engineering Costs of Issuance Capitalized Interest, including discount Other Total Financing Requested AMOUNT OF FINANCING REQUESTED: $ 7 L___% of project costs) b. TYPE OF FINANCING PROPOSED: Bonds Tax Exempt Mortgage Expected Term of Financing Years Security: Mortgage Letter of Credit Guaranty (third party) Guaranty (personal) Unsecured Other (specify) 7. BUSINESS PROFILE: (Not required for refunding) a. Is the business located in the City of Arden Hills now? b. Number of employees in City: 1) Before this project: 2) After this project: C. Approximate annual sales: d. Length of time in business: Length of time in business in City: C. Do you have plants in other locations? If so, where? S. NAMES OF: a. Underwriter (name and contact person): b_ Corporate Counsel: C. Underwriter's Counsel: 4. WHAT IS YOUR TARGET DATE FOR: a. Construction start: b. Construction completion: 10. Attachments: a. Project description: b. Draft application to Department of Trade and Economic Development — together with necessary attachments C. Initial application fee d. Indemnification Letter of Agreement I certify that the information provided above contains no misrepresentations, omissions or concealments of material facts and that the information given is true and complete to the best of my knowledge. I have been famished a copy of the Procedure for Application to the City of Arden Hills for Private Activity Revenue Bond Financing and is aware of its content and agree to be bound by its terms and the terms of the indemnification letter. Signature Date Title 01 17! APPLICATION FOR TAX-EXEMPT FINANCING (Multi -Family Housing) APPLICANT: CONTACT PERSON: TITLE: ADDRESS: TELEPHONE (_Y___) PROJECT NAME: PROJECT LOCATION: PROJECT INFORMATION Efficiency One Bedroom Two Bedroom Three Bedroom Parking (included in rent/ not included in rent) Laundry DATE OF APPLICATION: RENT UNITS $ 10 Utilities included in monthly rent: OPERATING EXPENSES of Gross (Annual) TOTAL PROJECT COST: $ DEBT SERVICE: $ LAND VALUE: $ DEVELOPER EQUITY: $ *HARD COSTS: $ SOFT COSTS: $ *(Hard Costs are all project costs the IRS has determined to be eligible items for depreciation.) ANTICIPATED INTEREST RATES: AMORTIZATION SCHEDULE: If the project were convention- ally financed, what interest rate would you expect to pay? SALES ASSUMPTION: How many years do you plan to hold the property before you sell? years. At what percent do you feel the value of the project will appreciate? EQUIPMENT: -Year Amortization Schedule DEPRECIATION METHOD: Years: Type: Amount of Total Basis: $ $ of project cost is for equipment (e.g., washers/dryers) ANTICIPATED INCREASES: ANTICIPATED VACANCY RATE: Revenue: % per year First Year: % Expenses: % per year After First Year: % CONSTRUCTION SCHEDULE Anticipated construction commencement date: 11 Anticipated construction completion date: ADDITIONAL INFORMATION: I certify that the information provided above contains no misrepresentations, omissions or concealments of material facts and that the information given is true and complete to the best of my knowledge. I have been furnished a copy of the Procedure for Application to the City of Arden Hills for Private Activity Revenue Bond Financing and is aware of its content and agree to be bound by its terms and the terms of the indemnification letter. Signature Title Date 12 PART VI ADDENDUM TO APPLICATIONS The following items must be attached to each application: APPENDIX A A brief description of the organizational structure of Applicant, including parent subsidiary and affiliate organizations (if applicant is other than an individual). APPP7gnTX R Statement of Applicant's business history, including any multi -family rental projects. APPENDIX C The name, address, and telephone number of: 1. The Applicant's legal counsel 2. The Applicant's accountant 3. The architect of the proposed Project 4. The engineer of the proposed Project 5. The general contractor of the proposed Project APPENDIX D 1. Present ownership of the proposed Project site and Applicant's interest therein. 2. Present zoning of the Project site and a description of what city land use approvals are needed for this project. 3. The projected number of new employees to be added to the Applicant's permanent work force because of the Project (for Commercial, Industrial or Health Care only). 4. Other financing attempted or available to the Project including any interim financing. 5. Statement regarding whether or not this project has all required city approvals. If the project does not have all of the required approvals, list the approvals still needed and a tentative time schedule. APPFI�TilTX F Indemnification Letter of Agreement. APPENDIX F Proforma Analysis of the Project 13 WIN&VII INDEMNIFICATION LETTER OF AGREEMENT The Mayor of the City of Arden Hills and Members of the City Council City of Arden Hills 1245 Highway 96 Arden Hills, MN 55112 RE: Application of Arden Hills for Tax Exempt Revenue Bond Financing by the City of Dear Mayor and Members of the City Council: This letter of agreement is given by , a under the laws of Minnesota ("Applicant") as required by the City of Arden Hills, Minnesota in connection with its consideration of an application for tax exempt revenue bond financing for the project described in the application. Applicant agrees as follows: 1. Applicant agrees to pay or reimburse the City for any and all costs and expenses which the City may incur in connection with its consideration of the project and the granting of tax exempt revenue bond financing therefor, whether or not the project is preliminarily approved by the City, whether or not the project is approved by the State of Minnesota, whether or not revenue bond financing is finally approved by the City, whether or not the bonds are issued and sold, and whether or not the project is carried to completion. 2. Applicant agrees to indemnify and hold the City, its officers, employees and agents harmless against any and all losses, claims, damages, expenses or liabilities, including attorneys fees incurred in their defense, to which the City, its officers, employees and agents may become subject in connection with the City's consideration, issuance or sale of the bonds for Applicant's project and the carrying out of the transactions contemplated by this agreement and any resolutions adopted, or agreements executed by the City in connection with the issuance of its bonds for this project. 3. Applicant hereby releases the City, its officers, agents and employees from any claims, causes of action, losses, damages, or liabilities which it may have against the City, its officers, agents, and employees or which it may incur in connection with: the City's consideration of the application for industrial development revenue bond financing for Applicant's project; the failure of the City, in its discretion, to issue tax-exempt revenue bonds for Applicant's project; the issuance and sale of the bonds; the construction of the project; or any other matter or thing of any type or nature whatsoever which may arise in connection with the foregoing. 14 4. Applicant is aware of the City's application and administrative fee structure for tax exempt financing and agrees and covenants that all such fees will be paid in the amount and at the times required. Dated: (Applicant) LO Its 15 AGENDA ITEM - 3D '!Tt -ADEN HILLS MEMORANDUM DATE: August 11, 2025 TO: Honorable Mayor and City Councilmembers FROM: Jessica Jagoe, City Administrator Laura Michlig, Senior Communications Coordinator SUBJECT: State of the City Discussion Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss and provide feedback on State of the City (SOTC) future planning. Backiround The City Council has selected Saturday, September 201h, 2025 for the SOTC address to be held at City Hall. The SOTC process is about a three to four month process from start to finish. The list below highlights the work session meetings that lead up to the SOTC: • Meeting #1: Discuss setting a date, location, marketing/outreach, topics, etc. • Meeting #2: Council members review the final topics, assign presenters, and determine the Q&A format or any other notable changes or updates to the annual event. • Meeting #3: Council members provide feedback on the first draft of the SOTC presentation. Discussion For this work session discussion, staff is bringing forth the planning items listed in Meeting #2. Staff would request that Council discuss and make decisions on the following items: • Marketing & Outreach: o Newsletter promotion in Aug/Sept edition (save the date) o Digital promotion on the City website, social media (including Facebook event), and City TV channel o Postcard mailer to local businesses o Other? Pagel of 2 • Presentation Topics & Presenters: o Suggested topics include: ■ Rice Creek Commons ■ Public Works/P&R ■ Community Development ■ Public Safety ■ City Finance ■ Other/Admin o Council should determine if any additional topics should be included. o Council should determine which member will present on each topic listed above. Budget Impact N/A Attachment N/A Page 2 of 2 AGENDA ITEM - 3E '!Tt -ADEN HILLS MEMORANDUM DATE: August 11, 2025 TO: Honorable Mayor and City Councilmembers FROM: Jessica Jagoe, City Administrator SUBJECT: Keeping of Ducks Discussion Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should provide direction to staff on the keeping of ducks. Background At the May 121h work session, the City Council requested that the ordinance for the keeping of chickens as well as the topic of ducks be brought to the special work session for discussion. At the June 30th work session, the Council gave staff direction to move forward with ordinance amendments for the keeping of chickens but separated the discussion for the keeping of ducks as a future agenda item. Keeping of Ducks Staff conducted a survey of adjacent communities for their ordinance language for the keeping of ducks. Of 10 surveyed communities, six (6) allow for the keeping of ducks. The definition of a duck varied in the reviewed ordinances. Four (4) of the cities included chickens and ducks in the same definition. The following definitions were applied to ducks: - Fowl - Non -chicken Fowl - Waterfowl - Poultry - Bird of the order Anseriformes - Non -domestic Animal Page l of 2 City Keeping of Ducks Notes or Applicable Definitions Allowed? Mounds View Yes, as Fowl Poultry (chickens, turkeys, pheasants), Fowl ducks, eese) New Brighton Yes, as Fowl Fowl. All domesticated barnyard and water birds including, but not limited to, chickens, turkeys, ducks, and geese. Roseville Yes, as Poultry Poultry permitted Shoreview Yes, as non -domestic Animal, non -domestic, means animals which animal are kept outside the home for purposes of food or pleasure, such as cattle, hogs, horses, bees, sheep, llamas, goats, chickens (Gallus gallus domesticus), birds, such as emus and pigeons, and similar animals. Little Canada No, as Fowl It shall also be unlawful for any person to keep, raise, breed, or feed non -chicken, fowl or pigeons within the City. Neither roosters, nor fowl shall be permitted. St. Paul Yes, as bird of the Birds of the orders Anseriformes and order Anseriformes Galliformes including duck Chicken defined separately Vadnais Heights No Keeping of Chickens is permitted Blaine No Keeping of Chickens is permitted Maplewood No, not Poultry by Poultry means domesticated birds in the order definition of Galliformes (excluding the genus Meleagris) that serve as a source of eggs or meat. Stillwater Yes, as Poultry Fowl means a bird, such as a duck, goose, turkey, or pheasant that is used as food or hunted as game. Poultry means domestic fowls, such as chickens, turkeys, ducks, or geese, raised for meat or eggs. Budget Impact N/A Attachment N/A Page 2 of 2 AGENDA ITEM - 3F 'It -AII�)E_N HILLS MEMORANDUM DATE: August 11, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: Proposed Public Work Department Organizational Chart — Phase 2 Budgeted Amount: Actual Amount: Funding Source: $0 $107,475.52 (Phase 2) 72% General Fund 28% Enterprise Funds Council Should Consider • Direction for staff to implement Phase 2 in 2026 for the proposed modifications to the Public Work Department Organizational Chart Background This item is the proposed modified organizational structure and staffing changes related to the Public Works Department that the Public Works Director/City Engineer is requesting as a "needs now" to perform City business and operations 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. The Utility Lead and the Parks Lead positions started on April 15, 2025. The Parks and Recreation Manager position started May 5, 2025. Over the initial 3-4 months of implementing these positions, Staff has noticed an immediate benefit primarily through spreading out responsibilities but also creating more of a team environment and putting people in positions that they are passionate about which produces a higher level of service for the community. 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. Another page in Attachment A and below in the Budget Impact section is the estimated budget for Phase 2 which has been updated by the Finance Director. The Lead position is assumed at Step 4 and the Maintenance Worker position is assumed at Step 2 if a future candidate has the appropriate Page 1 of 3 qualifications. Phase 3 is dependent upon a signed Development Agreement for Rice Creek Commons, strategy for this can be discussed further at the meeting. Also provided in Attachment A, as only a reference, are the "current" PW org chart and what is anticipated for TCAAP "full -build" PW Org Chart. Primary duties of the Street Lead: • Storm Sewer falls under the Street Lead's responsibility • Lead the day-to-day activities • Plan work within their division from week -to -week • Implement division tasks outlined in the Public Works Maintenance Plan • Quality control • Assists in the preparation of the Public Works Maintenance Plan The Maintenance Lead positions allow for more detailed maintenance/repair information to be prepared for each division to put us in a "proactive" maintenance state and get us away from being "reactive". All Maintenance Workers and all Maintenance Leads are still required to be cross -trained and supplement labor needs in all divisions. To manage labor force needs, the Maintenance Leads, PW Superintendent, Assistant PW Director, Public Works Director/City Engineer and Parks and Recreation Manager meet Monday through Thursday for 30 minutes at the end of the day discuss scheduling and determine what labor force is needed to accomplish activities outlined in the Public Works Maintenance Plan (Attachment B) and other project or City function coordination needs. Attachment B is the 2025 Public Works Maintenance Plan. On page 1, within the Table of Contents, each division has estimated labor hours to complete each task outlined in the plan. Emergency type work is not included in the labor hours estimates as they vary drastically from year to year, it should be understood that any emergency event that occurs during normal business hours will increase the labor hour gap. The Total 2025 PWMP Estimated Labor Hours=19,817 8 FTEs with an annual 2080 hours each = 16,640 hours In 2024, we tracked the actual labor hours available from the crew of 8 FTEs which accounts for PTO, Training hours and holidays. PTO used in 2024 = 2009 hours Training hours in 2024 = 922 hours 13 holidays = 832 hours Total non -labor hours = 3,763 hours (which is equal to 1.81 FTEs) Actual labor hours available in 2024=12,877 hours If we assume similar actual labor hours for 2025, we have a gap of 6,940 hours. With current staffing, in order to address that gap we will utilize the Public Works Seasonals, ICWC crew, volunteers and schedule overtime when necessary; or some of the lower priority items will not be completed. Page 2 of 3 Using PW Seasonal labor to assist with the gap, we currently budget to hire 8 seasonals for 12 weeks which equates to 3,840 labor hours. The actual labor from seasonals varies from year to year and we are typically around 50% of the potential, 75% on a good year After inputting those values, Public Works should expect a 5,020 to 3,100 labor hour gap in 2025 which equates to 2.4 to 1.5 FTEs. This data is used to support the need for an additional Maintenance Worker as proposed in Phase 2. Discussion The Public Works Director/City Engineer is proposing that Phase 2 be implemented starting January 5, 2026. Budget Impact Phase 2 Gross Benefits Total Maintenance Lead (1) $ 7,463.99 $ - $ 7,463.99 Maintenance Worker 79,876.11 20,135.42 100,011.53 Total $ 87,340.10 $ 20,135.42 $ 107,475.52 Attachments Attachment A — Arden Hills Public Works Organizational Chart Attachment B — 2025 Public Works Maintenance Plan Page 3 of 3 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: E N O 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 LD L Cl :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 n3 1� V) a 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 hr1 rn o � V qc:r +.j Vl- c6 � �4A M N 00 -0 M V l- — II _ O ZZ N N txo O U GJ c6 }+ S` i � ca cc GJ � V N i +- M O i E a� +, o �m cn 0o M G1 00 rl I I N N m M m N m Ln Ln m It-4 ui k.0 CD f\ 91 O � o O I*,% o r--1 r-I ME• WF.'s N N in ui m M w O O cV N O � C7 cz:T 00 rl_ M 0000 N w t a a Mvk: W OEM W PIE V) v >, U -0 > -0 N U > 7 2 O au Q � Q U U N N N X C i ap O C WU i ++ t10 a Q W C F. O i N �O C W O CL Q C f0 N n 7 u U L � N O U i5 U K a1 J U U N C O C O v W a Q U >7 d Q CL 00 f0 C O M N N N U N L a C i 0 Q Q 7 Ln U1 U 0 d N N U zu C � f6 LL v 00 r J 00 (c6 i G � a j Attachment B i!l!* HiL 3LIC WORKS PUBLIC WORKS MAINTENANCE PLAN 2025 Prepared by: Jeff Frid, Public Works Superintendent March 20, 2025 Table of Contents Parks Maintenance Plan (Parks Estimated FTE Labor Hours= 9,950) Streets Maintenance Plan (Streets Estimated FTE Labor Hours= 2,144) "Does not include Emergency Operations" Surface Water Maintenance Plan (Surface Water Estimated FTE Labor Hours= 2,290) Water Distribution Maintenance Plan (Water Distribution Estimated Labor Hours= 3,013) "Does not include Emergency Operations" Sanitary Sewer Maintenance Plan (Sanitary Sewer Estimated Labor Hours= 2,420) "Does not include Emergency Operations" Total 2025 PWMP Estimated Labor Hours = 19,817 2-19 20 — 26 27-38 39-51 52-60 There are four types of labor resources utilized by the Public Works Department and referenced throughout the 2025 Public Works Maintenance Plan. Listed below are those resource types and the abbreviation for each: • Full-time Public Works staff (FTE) • Seasonal part-time staff (SPT) • Institution Community Work Crews (ICWC) • Volunteer organizations, groups and/or individuals (VOL) 1 2025 Parks Maintenance Plan Maintaining the City parks and City -owned property is outlined in the Parks Maintenance Policy (Parks MP, last revised in 2010) and outlines four levels of service. Some of the maintenance and techniques have changed since the last revision to this policy, to create a more efficient workflow. Examples of those changes include utilization of current PW equipment, staffing, and products on the market. An update to the Parks Maintenance Policy is recommended following the completion of the Parks System Master Plan project. Routine Park Maintenance 960 FTE labor hours estimated; 3 FTEs required; high priority. Based on the level of service assigned in the Parks MP, each park will receive routine mowing, trimming, trash pickup, and snow plowing of paved trails (excluding minimum maintenance trails (Arden View Dr to Colleen Ave trail, Cummings Park to Lexington Ave trail, Cummings Park/ North Water Tower to Hamline Ave) and other miscellaneous maintenance, if needed. Roadside sidewalk plowing is completed in conjunction with street plowing; refer to the City of Arden Hills Snowplowing, Snow Removal and Ice Control Policy for details. Onboarding and Training of Seasonal Staff 80 FTE labor hours estimated; 2 FTEs required; high priority Arden View Dr North Trail Paving Project (see map below) 240 FTE labor hours estimated; 6 FTEs required; high priority This project will include paving the red highlighted trail as shown on the map. For that section of the trail, crews will either pave over the existing trail or reclaim and then pave in some areas. All dead or diseased trees, along with those needing trimming or removal for preventative maintenance, will be addressed before the trail project begins. Restoration of green space disturbed by the project will take place after the paving is complete. Park benches within the work area will be assessed for repair or replacement as part of this project. There are also two small retaining walls that need blocks replaced prior to paving. Great River Greening Forest Rehab Project 80 FTE labor hours estimated; 2 FTEs (potentially); high priority. The work for this project will take place at Floral and Hazelnut Parks with a +s joint effort between the City and Great River Greening to remove invasive plants, such as -buckthorn, from park property. The labor efforts are contracted, and Public Works coordination will be i-s on an as -needed basis. G Floral Park - 13 acres forest enhancement N GREENING u iea 3eo Teo Fee: I I Hazelnut Park - 5.5 acres forest enhancement Snow Plowing Operations for Trails 320 FTE labor hours estimated per event; 2 FTEs required; high priority. The map, shown below, is for snowplow Route 4 which includes park system trails and street -side sidewalks. The operator for this route also plows and salts the City Hall parking lot and sidewalks. When a full citywide plow event takes place, Route 4 is completed alongside the street routes when Public Works is fully staffed. TRAIL PLOW ROUTES (4) N'+F •-Truck Priority (7:00am)—Truck s ®Tool Cat 0 1.250 2.500 5.000 FNt 4 Add Woodchips to "Natural" Trails 80 VOL/ICWC labor hours estimated; 40 FTE labor hours required; 2 FTEs required low priority. Potential projects for volunteers and/or ICWC crews: • Crepeau Nature Preserve (last completed 2024, more trail to finish) • RC open space trail north of County Rd E2 (last completed 2023, 20% of the trail to finish on the east end) • Chatham open space trail specific locations (last completed 2020) • Trail extension near Old Hwy 10 & County Rd E2 Open Space (last completed 2023) Trash and Recycle Receptacles 20 FTE labor hours required; 1 FTEs required Medium Priority. Complete an inventory of trash and recycle bins in city parks in 2025. Prepare budget estimates for the recycle bins that are currently failing in the parks by July V. On -Going Maintenance for Perennial Gardens; 160 FTE labor hours required; 2 FTEs required Medium Priority. This work which will include weeding, spot replanting and mulching will be completed, as needed, at the 22 perennial garden locations shown on the map below. Some of the daylilies will be split from the Highway 96 gardens and replanted to fill gardens around the city as needed. A combination of labor utilized as available. Labor will be completed in the spring, summer and fall seasons. Hwy 96 W . - 1 m Arden Hills' Arden Hills .94 Gounly Rd E2 IN Z_.. fvi— Pick -.]. [C— CountyP 3 � w z 4pi In9ersan Rd . - t. L� 5 Irrigation System 320 FTE labor hours required; 2 FTEs required High Priority. Maintenance for irrigation systems begins in the spring and the systems are winterized in the fall. During spring startup, PW FTE's test each system to ensure proper operation and make any repairs as needed. Throughout the summer months, the irrigation systems need to be periodically checked for efficient watering and adjusted/ repaired as needed. Listed below are the parks and City -owned properties maintained by PW: • City Hall • Highway 96 median gardens (between Highway 10 and Lexington Ave) • Cummings Park • Perry Park • Hazelnut Park • Triangle monument sign property • Lakeshore Place (system to be added in 2025) Spot Planting Replacement and Addition of Irrigation to Lakeshore Place Landscaping. 80 FTE labor hours required; 2 FTEs required Medium Priority. Our PW Tree Inspector completed an inspection of the landscaping in the Lakeshore Place area in 2023. There is a total of 35 arborvitae bushes that run along the east side of the roadway, 17 of which were replaced in 2024. PW will monitor the need for ongoing watering until the permanent irrigation system is installed. Replacement of shrubs due to winter die -off will be assessed in the spring of 2025. The irrigation system plan will include the spruce trees along the north end of Lakeshore Place. PW will also monitor the health of those spruce trees and water them, as needed, until the irrigation system is installed. Highway 96 Median and City Hall Perennial Gardens 200 FTE labor hours required; 2 FTEs required Medium priority. Scheduled for spot plant replacement or infill from dead plants. Ongoing weekly weeding is completed throughout the summer months. 11 Softball Infield Grading and Maintenance 180 FTE labor hours required; 1 FTEs required high priority. This work will be completed in the spring, summer, and fall timeframe by FTE's and SPT staff. Field lighting, fencing, dugouts, bases, base boxes, trash/recycling receptacles and field signage will be inspected and repaired as needed. Ongoing maintenance, field preparation, prior to practices and games, is completed by SPT Staff. The park locations and number of fields are -listed below. Ongoing maintenance and field prep, per the recreations schedule, continues throughout spring, summer, and fall. • Cummings Park (1 field) • Royal Park (1 field) • Floral Park (1 field) • Perry Park (3 fields) • Hazelnut Park (1 field) Athletic Field Striping and Setup 180 FTE labor hours required; 1 FTEs required high priority. Field striping and setup is completed for soccer and softball fields at the parks listed below throughout the spring, summer, and fall. This work includes the initial field layout and soccer goal setup completed by FTE's. • Royal Park (foul lines) • Cummings Park (foul lines, 2 adult soccer fields, 1 youth soccer field) • Floral Park (foul lines) • Perry Parks (foul lines, 3 fields) • Hazelnut Park (foul lines, 2 adult soccer fields) • Valentine Hills Elementary (running track) Floral Park Ball Field Drain Tile Improvements 10 FTE labor hours required; 1 FTEs required Low priority. Create a plan for installation and determine budget amount to be considered for the 2026 budget. ***Note, this needs to be determined by July 315T.*** 7 Weed Control, Aeration and Fertilization 160 FTE Labor Hours required; 2 FTEs required High priority. These types of landscape maintenance are completed at the City -owned property locations shown on the map below. PW staff completes that work throughout the city, annually, using a concentrated liquid herbicide and a slow -release granular fertilizer. This project is typically completed in early summer and again in late summer. •.:��I 1 mi ;zltil.. um.o�in y. lil ■IS iiiiiiii i�' too ���J11■\� t �� 1111 11lIII• � � i��-,. ���` � `�illlllll' � �,•I� �� � Mi ,���111111111 r 'r�jii� � S�Illlflll= ri=1� i �1����■111 w �..�� 11� �• �Rii11 � �. t r'. lu �� IIIIN YU I....uu1. utt.. •J- r/` auto uNN ' I' �'/J� �is! n j 1 --ill -:uiu Al..... x1u't := H. Tree and Miscellaneous Watering 320 FTE labor hours required; 2 FTEs required High priority. Tree watering is completed with tree bags during the first 2-3 years after planting. New trees that were planted in 2022 and 2024 will receive tree bags and will be fertilized on a routine basis throughout the growing season. The majority of new trees were planted in Cummings and Floral Parks and along Highway 967. The tanker truck will be used in an effort to establish grass within PW project areas where restoration was completed all divisions.. Other park plantings may also be watered using the tanker truck depending on seasonal rainfall. Newly planted trees that were planted in 2024 and are still under warranty will be inspected and replaced as PW staff and the contractor agree as warrantee work. Tree Mulching 60 FTE labor hours required; 2 FTEs required Medium priority. Top dressing will be applied around all trees located along Highway 96 and within the ROW between Highway 10 and Lexington Ave (per direction from the City Council in 2022). The Lakeshore Place trees and shrubs now also includes mulching annually. Rough Mowing — Easement Clearing Areas 280 FTE labor hours required; 2 FTEs required Medium priority. Create brush clearing map for easements and City -owned property to be completed, as needed, with the Mini X or Altoz brush mowers. This map will be used by the operator as direction in the field annually. The map should identify mowing frequency, boundaries, and track the last time mowed. Trail/Park Tree Trimming and Diseased/Hazard Tree Removal 300 FTE labor hours estimated; 3 FTEs required Medium Priority. This work will be focused on Arden View Dr. trail, Floral Park, Hazelnut Park, Freeway Park, and Arden Oaks Park. All stumps located in green/mowed spaces will be ground and restored. A tree contractor will remove trees larger than 12" in diameter. Hazard Tree Removals at Floral and Hazelnut Parks (see the maps below) 640 FTE labor hours estimated; 4 FTEs required High priority. Cr o" d 3 A D `m 5" 36" Flora! Park 8" 2" Eide Cir em Royai(4" ry 4" 4" x 3 A D c Floral Dr W Floral Dr W Floral Dr W m Z j v 4 O r s o� 'Aa t Hazelnut Par Haz and Locations e nut Park 01 �e110 10 Freeway Park: 20 FTE labor hours estimated; 1 FTEs required High Priority. 3 Large cottonwood trees and 1 ash tree (EAB diseased tree near the warming house) to be removed by a contractor in the spring of 2025. This project will need assistance from PW Staff for coordination. Tree Replanting Plan: 60 FTE Labor Hours estimated; 2 FTEs required Medium Priority. • Hazard trees to be removed in 2025 are substantial. The replanting plan will be developed in 2025 for planting in 2026. Floral and Hazelnut parks are undergoing a large-scale reforestation project removing buckthorn. PW and Great River Greening will need to evaluate locations of new trees, species, and cost to the city. *** Note -a quote and new tree location map will be completed by June 1st for budgeting and planning.*** • A tree planting plan for Arden Oaks and Freeway Parks to be developed in 2025 for planting in the fall of 2025. • Replace tree that was removed at South Point Park. (see the map below) 11 Stump Grinding for Trees Removed Along Hwy-96 and Round lake Rd 180 FTE Labor Hours estimated; 3 FTEs required Medium Priority. In 2024, PW removed approx. 40 dead or diseased trees from the Highway 96 and Round Lake Rd boulevard. At this point, Council direction is to not replace the trees that were removed. The stumps for the removed trees are planned to be ground and restored in 2025. Diseased/Hazard Tree Inspections 100 FTE Labor Hours estimated; 1 FTEs required High Priority. Tree inspections requested by property owners is offered between the end of May 301h through November 7th in 2025. A hazard tree concern will be assessed on a case -by -case basis and completed as needed for public safety throughout the year. The process for tree inspection and the rating system used by our 3 PW licensed tree inspectors is the same for both proactive and reactive (resident -requested) tree inspections. Using a mobile GIS application, our inspector uses guidelines and reviews research from the MN Department of Agriculture and personal experience to assess the overall health of each tree on both private and public property. Ultimately, during the inspection we are looking for trees that are a health/safety hazard or trees that are diseased and have the potential of spreading the disease to surrounding trees. PW understands the importance of habitat dead trees provide to wildlife. Lakeshore Place Shoulder Maintenance 20 FTE Labor Hours estimated; 2 FTEs required High Priority. Install shouldering materials along Lakeshore Place from pavement edge to new mulch edge prior to crack seal, chip seal and fog seal JPA Project. 12 Buckthorn and Invasive Species Removal (outside of GRG project) 120 FTE Labor Hours estimated; 3 FTEs required Low Priority. are generally completed by the ICWC and/or VOL's groups, with the assistance of FTE's. The highlighted areas on the maps (shown below) of Ingerson Park and Chatham Open Space indicate where invasive plants can be removed, as time, resources and ICWC availability allow, in 2025. Note: Chatham Open Space had significant amounts of buckthorn removed by volunteers and the goat grazing project in 2023. Goat grazing in the Chatham Open Space is (TBD in 2025). Buckthorn removal continued to be an ongoing effort for volunteers and the Institution Community Work Crews (ICWC) crew as time allowed. There was more progress made in the Chatham Open Space and areas in 2024, but more work will continue as time and resources are available in 2025. 13 Hockey Board Preventative Maintenance 60 FTE Labor Hours estimated; 2 FTEs required Low Priority. This work will include pressure washing and sealing the boards with a clear sealer at Hazelnut Park. This project can be completed by volunteers with the assistance of FTE's. The Hazelnut Park hockey rink is highlighted below. 1 17 t a a ,[ Freeway Park and Perry Park Hockey Rink Condition Evaluation 10 FTE Labor Hours estimated; 1 FTEs required Medium Priority. The hockey boards are approaching the end of useful life, evaluate the condition of the hockey rink elements (boards, fencing, posts, gravel, grading, etc.) and prepare recommendations for rehabilitation project. *** NOTE- this evaluation should be complete by June 1 for budgeting.*** Play Structure Inspections and Wood Fiber/Mulch Maintenance 160 FTE Labor Hours estimated; 2 FTEs required High Priority. This work will be completed based on the spring playground inspection measurements of mulch depth. Monthly play structure inspections are completed during the spring, summer, and fall months. During inspections, damaged or vandalized equipment will be replaced, and the structure is checked for overall safety. Arden Oaks and Freeway Parks will have mulch replaced as part of the improvement project in 2025. A full replacement of the play structure fiber mulch is scheduled for every 10 years as a guideline. Valentine Park is proposed for 2025. 120 FTE Labor Hours estimated; 3 FTEs required Medium Priority. The map below outlines all play structures citywide. 14 Park Building Maintenance — 640 FTE Labor Hours estimated; 2 FTEs required High Priority. Monthly inspections, and project details below. • Cummings Pavilion o Pavilion full roof replacement spring 2025. o Remove rain shelter. o Pressure wash concrete patio, sidewalks, picnic tables, and exterior of the building. o Replace furnace and water fountain filters. o Contract to clean HVAC duct system. o Sanitize and deodorize interior rubber flooring. • Perry Pavilion o Pressure wash concrete patio/ sidewalks, picnic tables, and exterior of the building. o Paint walls in the restrooms and kitchen. o Open the building and turn on plumbing in the spring. Winterize plumbing in the fall. • Perry Warming House o Inspect roof. o Sanitize and deodorize interior rubber flooring. • Freeway Warming House o Roof inspection, complete as -needed roof repairs. o Pressure wash exterior. o Spot replacement of the siding, soffits, fascia and paint exterior. o Sanitize and deodorize interior rubber flooring. 15 The list below are parks with rain shelters. Rain shelters will be inspected annually, and inspection results will be tracked for preventative maintenance and annual budgeting/planning. • Arden Manor Park • Royal Hills Park • Floral Park • Cummings Park • Hazelnut Park • Ingerson Park • Johanna Marsh Hard Court Maintenance 120 FTE Labor Hours estimated; 2 FTEs required Medium Priority. For each location below: • Cummings Park, double tennis court and attached basketball court. Last resurfaced- 2020 o Install tennis nets, remove debris, crack fill courts (contractor). • Arden Manor Park, basketball court o Reconstruction potentially in 2025 o Add a "rules and park hours sign" at the Arden Manor Park Basketball Court at the request of the Arden Manor Homes Manager. • Royal Park, tennis and basketball court. Reconstructed in 2020 o Install tennis nets, remove debris, crack fill (contractor). • Floral Park, tennis and basketball court o Install tennis nets, remove debris • Hazelnut Park, tennis and basketball court o Install tennis nets, remove debris o Scheduled for 2025 pavement rehabilitation • Arden Oaks, basketball court o Resurface/contracted park project in 2025. • Freeway Park, basketball court o Resurface/contracted park project in 2025. • Ingerson Park, basketball court (last cracked filled in 2018) o Pressure wash and crack fill court (contractor) Assess the condition, this park is scheduled for a rehab project in 2027. 16 Pleasure and Hockey Rink Maintenance 1,920 FTE Labor Hours estimated; 3 FTEs required High Priority. This work typically begins in November to build ice, with the goal of having a solid ice base in time for the holiday season. Prior to establishing ice, PW staff completes the below items to prepare for skating season. • Coordinate temporary warming house delivery and electrical connection to Hazelnut skating rink. • Inspects, cleans, and delivers needed supplies to the warming houses. • Inspect and repair rink lighting, damaged hockey boards, back stops, and grade inside the rink if needed. Once ice is established, PW cleans and floods the ice daily, Monday — Friday. PW coordinates with the Recreation Manager to ensure the warming houses are staffed with attendants during rink hours. Hazelnut Park Sledding Hill 20 FTE Labor Hours estimated; 2 FTEs required Medium Priority. Added in 2023, Public Works will continue to maintain this space for sledding activities in the winter months. Maintenance includes brush/tall grass cutting and removal of woody vegetation. This maintenance will be completed by October 31'. Ineerson Park and Sampson Park (scheduled for a rehab proiect in 2027)15 FTE Labor Hours estimated; 1 FTEs required High Priority. Inspect all park facilities and develop a list to incorporate in the capital improvement planning. PTRC-Inspired Projects: Perry Dog Park Water Source Proiect (PTRC recommendation from 2022) 80 FTE labor hours required; 2 FTEs required Low Priority. An improvement to the Perry Dog Park can be made, if time allows, to tap -off of the existing irrigation system to supply a water source for public use while the dog park is open. Potential Volunteer proiects: • Park bench cleaning • Buckthorn removal, small plant pulling. • Install sealer on gaga ball pits. Hazelnut, Cummings, Arden Manor, Floral. • CNP natural wood chip installation on trails, continued from chips installed in 2024. • Weed/ replant as needed gardens at Johanna Marsh Park. • Weed play structure mulch 17 Citywide Municipal Trail Inspections 40 FTE Labor Hours estimated; 1 FTEs required Medium Priority. — In 2024 Public Works completed half of the trail system, in 2025 PW will inspect the remainder of the trails system and update the condition ratings to assist in planning for maintenance repairs and rehabilitation schedule. Citywide Bench Inspection 60 FTE Labor Hours estimated; 1 FTEs required Low Priority. Bench inventory and map need to be updated. Once created, determine inspection cycle for each bench. Identify "advertisement type" benches, those should be inspected annually. 2025 Parks Improvement Projects (Freeway and Arden Oaks Parks) PW Responsibility 480 FTE Labor Hours required; 3 FTEs required High Priority. (coordinate projects based on the contracted project start date.) • Freeway Park o Tree removals 3 cottonwood clusters, 1 EAB ash, trim 1 maple near play structure. o Remove guardrail at lower area o Tentative- removals of the existing play structure. o Tentative- fiber mulch to be installed by PW/ICWC. o Tentative removal of other site amenities (benches, tables, hoops, etc....). Coordinate with project plans. • Arden Oaks Park o One tree removal and stump grinding near existing swing set container. o Tentative- removals of the existing play structure. o Tentative- fiber mulch to be installed by PW/ICWC. Assistance with the Parks Master Plan as needed 40 FTE Labor Hours required; 1 FTEs required Medium Priority. • Update/revise Parks Maintenance Policy to set standards and expectations of service reflected in the Parks Master Plan 1 Miscellaneous Carryover Projects from 2024 • A proposal was made in the 2024 PWWP to tap off the irrigation for a water source at the Perry Dog Park. This item will be added to the 2025 PWWP to be completed as time allows. • Continue efforts to add a drain tile system to the ball field at Floral Park which will discharge water into the newly installed 2024 PMP drainage system. • Buckthorn removal continued to be an ongoing effort for volunteers and the Institution Community Work Crews (ICWC) crew as time allowed. There was more progress made in the Chatham Open Space and Cummings Park areas in 2024, but more work will continue as time and resources are available. The Floral Park buckthorn removal is now planned to be completed with the Green Rivers Greening project scope in early 2025. • Irrigation/drip line was not installed along Lake Shore Pl. retaining wall — to be completed Spring 2025. • Full replacement of the mulch at the Valentine Park play structure • Contracting the HVAC duct cleaning at the Cummings Park Pavilion. Create a Full Park Asset List 60 FTE Labor Hours required; 1 FTEs required Low Priority. • Include install year, determine useful life and proposed replacement date. Update assets into GIS. The PW Parks Lead Worker will track items throughout the year that can be added to the 2026 PWMP. If the items are special projects, have budget estimates and quantities to the PW Superintendent by July 15Y, 2025. 19 2025 Streets Maintenance Plan The map below outlines the Coon Rapids JPA street maintenance project scope for 2025 Parking Lot Crack Seal, Fog Seal 8 Stripe L Sun Fish � Lake t E � cvn -r M" � - •� • eur.wn n.�a." Round a �'• �- .- � i•-,.._ ,. - s' ........- i Lake e c- Lake b E a � reet Maintenance _ - -Crack Seal& Fog —Crack Seal, Seal Coat & Fog Seal ` • -•-•- v ail Maintenance —Crack Seal & Fog Seal i j E Lake ' ! Johanna S Lake t i Josephine E i T 2025 - JPA Pavement Maintenance Plan v... 20 Pavement Markings — Street striping and symbols are maintained every other year. This work is typically coordinated with Ramsey County and/or the JPA Coon Rapids project. An assessment of street symbols will be completed in 2025 and added to the 2026 street maintenance plan. Streets with striping and symbols within a PMP area are generally completed as part of the PMP contract. Parking Lot Striping �? Solid White - 1300-feet (Parking stalls and landing zones X3) �• 4 - Handicap Symbols ta (10:40) Yellow Skips - 550-feet - Single Solid White - 5500-feet '°�� _ Crosswalks 10 - 8'x3'- [ P `IP r.- ,• is 2 Crosswalks 18 - 8'x3' t i . ov •o.• L. s ~ .kL r I i �t = � Lake Valentine Rd: Turn Arrows - 16 EA Double Yellow - 4000-feet Single Yellow - 1400-feet (10:40) Yellow Skips - 160-feet 2 a Lake (1' wide) Yellow gore areas - 300-feet (2' wide) Stop bars White X 5 Single Solid White - 9400-feet Old Snelline Ave. Crosswalk W wide) Yellow gore area - 200-feet Single Solid White - 1500-feet Yellow Double Yellow - 4000-feet s! . White Stop Bar } ' t l (2' wide) Stop bars White X 4 Crosswalks 24 - 8'x3' Lake Josephine t Crosswalks 5 - 8'x3' Striping Plan - 2025 -AR�EN HILLS o 1.250 MMMMr=Feet 21 Misc. to be completed prior to June 1" JPA Street Maintenance 120 FTE Labor Hours required; 3 FTEs required High Priority. • Clean out riprap of sediment at City Hall parking lot prior to JPA Fog Seal. • Shouldering install on Lakeshore Place prior to JPA Fog Seal. • Street repairs to Snelling Ave N prior to JPA Fog Seal. Pothole Patching 480 FTE Labor Hours required; 4 FTEs required High Priority. — Public Works fills potholes citywide twice annually. Operations begin as temperatures start to rise at the end of winter and potholes begin to form. In the early weeks, Public Works will use a "cold -mix" type of fill material to fill in severe potholes until bituminous plants open (usually late March/early April) and we can purchase "hot -mix" material. The next full citywide pothole patching operations will happen in the fall to prepare for winter plowing. Throughout the summer months Public Works will address potholes as they are noticed or reported. Spot mill and patching 480 FTE Labor Hours required; 4 FTEs required High Priority. - will be completed by PW staff within the red highlighted streets on the map below. This work is in preparation for the 2026 seal coating/crack filling maintenance project. The projected 6-year street maintenance cycle is primarily for sealcoat and crack filling maintenance planning. NOR I 1 �r .�Hm 6-Year Street Maintenance Cycle 22 Note: Look ahead to County project work impacting city utilities on County Rd D and New Brighton Rd for County Project scheduled for 2026. Street Sweeping 480 FTE Labor Hours required; 2 FTEs required High Priority. — Public Works performs street sweeping operations citywide twice annually. Operations occur in the spring typically as the snow has melted away from the curb line and again in the fall towards the end of leaves falling. Sweeping occurs as needed during the summer months primarily as a result of storm damage. Street sweeping is a large contributor of improved water quality and also included in our MS4 permitting process. If time allows, Public Works will perform an additional round of sweeping in the fall within areas of heavy foliage and spot sweeping after summer storms. • Create a map of the heavy foliage areas. 2026 PMP — Public Works Maintenance Involvement 80 FTE Labor Hours required; 2 FTEs required High Priority. • Utility locating and other misc. needs during the feasibility process. • Field inspect street signage within the project corridor and report replacement needs • Measure sanitary sewer structure ring stack thickness in inches, update on Collector 23 Snow and Ice Control (per event) 6-8 FTE Labor Hours required; 6 FTEs required High Priority —Review the Snow Plowing Policy as attached. The city streets plow route map is below. E. Round Lake a ! T hIenline ° Lake - -, /eft .San Fish _.,,..,.,_. LakeLa 9 a. �e.. I b r.. a rr. i 17 1 j n Y y � 2 Lake �owr�o � u ML 7osephine Snow Plow Routes Legend N Snow Plow Routes 1 7.55 Mi. -ARPEN — 2 10.99Mi. 5 3 11.16 Mi. - - 24 Vegetation Removal 180 FTE Labor Hours required; 3 FTEs required Medium Priority. — Right -of -Way (ROW) tree trimming or tree removal if needed. This includes tree limbs that could damage street maintenance equipment, public safety related trimming, and trees blocking street signage. ROW ground cover mowing is completed along city owned boulevards and utility easements to keep vegetation from growing over the roadway. Attention is also given as needed to intersections where sight lines and motorist/ pedestrian safety is a factor. Street Signage-120 FTE Labor Hours required; 2 FTEs required High Priority. —Throughout the year, PW repairs damaged signage from storms, vehicle accidents, vandalism, and other misc. reasons. The MUTCD requires cities to follow retro reflectivity guidelines per our adopted policy. The city chose the replacement method - "Expected Sign Life. The installation date is labeled or recorded when a sign is installed, so that the age of any given sign is known. The age of the sign is compared to the expected sign life. The expected sign life is based on the experience of sign retro reflectivity degradation in the City. Signs older than the expected life will be replaced." Carryover from 2024- Staff will utilize our current data to prioritize a small sign replacement project for 2025. In addition, a replacement project will be created for 2026. Weight Restriction Signage - 21 FTE Labor Hours required; 7 FTEs required High Priority. Inspect the split rail fencing along the Siems Court neighborhood retaining walls. 5 FTE Labor Hours required; 1 FTEs required Medium Priority. -The fencing will be inspected in 2025 and replaced if it's found to be in disrepair. If the fencing can wait until 2026, the replacement will be added to that PWMP as we will be in the area for street repairs on our maintenance cycle. 25 Curb repair at 1931 Noble Rd. 5 FTE Labor Hours required; 1 FTEs required Low Priority Resident Request Description Notes Status Prorlty Location Assigned on Date Editor Creator 0 Repair cracked curb with sealant. Call David Swearingen prior to work. I put a tube of concrete sealant on your table to try. Call Jeff with any questions. Fit this job in when available between locates. Needs more than just crack filler Completed High 1931 Noble Rd 6/5/2023.8S3 AM Joe.Mooney DavA-Swearingen Lake Johanna Blvd. Plastic Bollards (Coordinated with Ramsey County) (per event) 64 FTE Labor Hours estimated; 4 FTEs required; Low Priority.— In 2024, plastic bollards were installed along the northbound shoulder on LJB near Stowe Ave to County Rd E at the request of City Council. Ramsey County provides the material and performs the installation and removal of the bollards annually outside of Winter months. Arden Hills PW is responsible for any repairs needed during the time at which they are installed. The repair operations require multiple staff to perform the repair and traffic control (flagging). Solicitation Signs Code Enforcement (per policy created in 2023) 25 FTE Labor Hours estimated; 1 FTE required; Medium Priority. W. 2025 Surface Water Maintenance Plan Public Works Surface Water maintenance ensures the existing infrastructure and BMPs (Best Management Practices) function properly by providing adequate drainage to prevent flooding and debris capture to promote water quality. Through inspections by Public Works staff performed in the fall of 2024, repairs needed are reported on the plan sheets attached (at the end of the surface water section). To perform inspections and plan for 2025 repairs, there will be the occasional need to remove/clear vegetation and trees within easement areas. Notices will be sent to affected properties providing them information of what the work is for and a timeline of activities. BMP's include: • Rain Gardens • Detention or Retention Ponds • Grit Chambers • Infiltration Basins • Swales/Open Ditches (vegetated) • Collection system — Catch basin, sewer mains • Underground Storage Facilities 27 Rain Gardens —160 FTE Labor Hours required; 2 FTEs required Low Priority. Typical maintenance activities include, pruning (spring/fall), replacing plants, adding mulch, pulling weeds, removing sediment, removing trash and inspection. Per the Municipal Separate Storm Sewer System (MS4) Permit, inspection of rain gardens should occur annually. Public Works needs to develop an updated rain garden location map and create a plan for future maintenance. Current maintenance is ordered "as needed", addressed with the Street Maintenance Plan areas or at rain gardens in highly visible areas. Surface Water Ponds —160 FTE Labor Hours required; 2 FTEs required Medium Priority. Maintenance activities include removal of excessive vegetation, removal of trash/debris and removal of sedimentation or dredging. Adequate access must be provided for inspection, maintenance, and landscaping upkeep, including appropriate access needs for equipment and vehicles for when more extensive repairs are required. Primary issues we look for during inspections is clogging of the inlets and outlet, weir structure condition, erosion and gulley formation, sedimentation build up and undercut of adjacent roadways or trails. Per the MS4 Permit, inspection of surface water ponds should occur once with each permit cycle which is typically 5 years. Public Works needs to develop an updated surface water pond map and create a plan for future maintenance and rehabilitation projects. Currently, pond maintenance and rehabilitation is included in the City's PMP projects. Pond elevation control points were installed at ponds dredged during the 2024 PMP. Outfall condition Inspection — 80 FTE Labor Hours required; 1 FTEs required High Priority Following the MS4 Permit, the City is required to inspect every municipal outfall (outlet/inlet) once with each permit cycle which is typically 5 years. Arden Hills currently has 439 outfalls inventoried so we will inspect roughly 90 structures each year. Through inspection, a report is created to address condition, repairs needed, odor detection or inflow & infiltration concerns. Grit Chambers —180 FTE Labor Hours required; 3 FTEs required High Priority. Public Works inspects and cleans every grit chamber annually. Grit chambers can be in the form of a baffled structure, separated tanks or a simple sump style. It is important to clean these structures more frequently as they are an important factor in promoting water quality by separating sediment and other debris before reaching our water bodies. These are also typically installed directly upstream from ponds to help reduce prolong the time needed for costly dredging activities. Public Works is currently updating inventory of existing grit chamber structures. Open Ditches & infiltration basins 120 FTE Labor Hours required; 3 FTEs required High Priority. follow the same maintenance activities. Inspection for repairs or erosion issues, remove debris and vegetation removal. Catch Basins — 240 FTE Labor Hours required; 3 FTEs required High Priority. Public Works conducts full structure inspections every 5 years to address any repair needs. Issues to look for are inflow & infiltration, settling of surrounding pavement or curb, cracking of interior structure concrete, drain tile cleaning and any blockage with flow. Storm sewer mainlines —120 FTE Labor Hours required; 2 FTEs required High Priority. Inspection via televising camera is conducted on an as -needed basis. Full inspections are completed prior to Pavement Management Program (PMP) projects to identify any structural repairs needed. Ajurisdictional map needs to be created that identifies City/County/MnDOT/Private ownership of storm sewer. W Grading and Erosion Control Permit management — Following City Ordinance Chapter 15 (Erosion and Sediment Control) along with MS4 requirements, construction site inspections are conducted for all land disturbance activities for both residential projects and developments as defined within the ordinance. These inspections ensure that the permit holder is staying in compliance with what is required for erosion control and helps promote water quality. Gopher State One Call locates for structures, sewer main along both City and County roads. • Same details as Water division section. 2026 PMP Stormwater Inspections 30 FTE Labor Hours required; 1 FTEs required High Priority.— Public Works will be inspecting all stormwater elements within the 2026 PMP corridor to determine needs while developing and budgeting for that project. The 2026 PMP is located around the Karth Lake neighborhood (inspection maps not currently created). Culvert Rehabilitation at Chatham Open Space —Through inspections, Public Works has identified 4 culverts within the Chatham Open Space that are in need of rehabilitation. The amount of work is substantial and will require planning and budgeting over 2025 to plan for the work to be done in 2026. This should be completed by June 1" Drainage Maintenance near 3270 % Old Snelling Ave to the MNDOT/ Highway 51 ditch will be explored by PW and Engineering in 2025. Depending on the cost of the project, this may have to be budgeted for 2026 completion. Carryover Projects from 2024 (Priority scheduling for spring/early summer for these projects) PW will review the missing SAFL baffle within the CB on Glenview Ave that discharges to Valentine Park. (Carryover from 2024) 20 FTE Labor Hours required; 2 FTEs required High Priority. 29 The pond located at Cummings Park Dr and Lexington Ave was identified as needed the below work done, sediment removal and outfall maintenance that was not completed in 2024. 60 FTE Labor Hours required; 3 FTEs required High Priority. -Locate and expose outfall v -Inspect for repairs - Z Qj L J�.iviv�iv"�INGS '""r-RKD ao - - -Remove debris and delta at both outfalls. -Add riprap -Clean upstream pipe II �uVEN H►��s PW Storm Sewer Maint - 2023 30 Lake Valentine Rd north storm water 2024 carryover projects are circled below. Refer to the specific notes provided on the map. The majority of this work will be contracted. 20 FTE Labor Hours required; 1 FTEs required High Priority. Total estimated FTE labor hours= 20 C J JAA(,e �not eeds nPra, 2025 fabribn c Large unt of 0 rvaVon needed � ❑ 1 Repair'.' it tr. 31pnF rt—x =❑ok war stnknoie °uth side °' LVR wi 11 be dealt with by the SRF on the Trail Cons"r bon AI`gN l 111 l:� LENTINE r;S-T� RDl� h 2025 Contract �`w{ p1V — a i 2 C '� ✓ A g�arac Z� <V PW Storm Sewer Maint - 2023 31 Repair catch basins along Snelling Ave 120 FTE Labor Hours required; 3 FTEs required High Priority. as called out on the below map. This is a carryover from 2024 and prioritized for spring of 2025 prior to JPA street maintenance. This work may conflict with the proposed trail improvements on the west side of Snelling Ave N. related to the North Heights Apartments development. Coordination will be necessary. Work on the east side of Snelling Ave can still take place prior to JPA work, ideally. RoaC*3y starling 10'all; tl7 r^gs and patcn: Invert reeds mud, XONTRACT WORK', Roadway starting t0 Tall; itt r,gs and patcn; iCONTRACT WORK, C KEI,,THS a= •:ra: "Opp UU ZDt dean Out wm v add rorac antl � �� aorc; remove Drusn antl :IEEE, � ` till needs ro oe ada npraD and W I6peced t3Dnd; remove Drusn and lees; e In'.pR dEs7d)'etl 3ftl reetl6 w Ort; .UrO 0rdter and needs reC4acement touts up bu Du[readnea0 on east 4tle of old Iraert (CONTRACT WORK) 1i,,,. PW Storm Sewer Maint - 2024 ;`- m 32 Storm Structure Repair- The map below outlines a project related to the 2024 PMP that PW was unable to completed in 2024. The structure highlighted is a possible contractor projects that would be coordinated through PW. 20 FTE Labor Hours required; 2 FTEs required High Priority. 33 and add hprap locate and expose missing structure Surface water field inspection maps aid PW in completing the maintenance work in an organized fashion. The maps below include the inspection results gathered in 2024 and are the proposed work plan for surface water maintenance to be completed in 2025. The estimated PW Staffing and labor hours are noted for each map below. televise sic UI deanln,n— sediment clean and review for sump installation nem.e brush; ladd nprap -Z in mdeha and n rap_ 24 CMP e-111 '.""'Y Policy for place an mh lid review this ditch I plan rehab project for this 01 area L I ------------------------------------------------------------------ -- --- - - - - *AP �kDEN H PW Storm Sewer Maint - 2025 240 FTE Labor Hours required; 3 FTEs required High Priority. 34 V� �1 i mud dog house i — 1 remove brush; add oprap, remove inlet prolechon . 3 t. within beehive _ .structures and check for maintenance Mill and patch cracking O C O _ t. !, ®. - - . p, ) clean out invert of MH replece'patch damaged bn curb pJ Source: Esr,. Ma.ar G'Eye. Eari Or Ce rap�cs -d the GIs US, r G-.—ty AR�EN HILLS PW Storm Sewer Maint - 2025 o Zao _ �Eeet 120 FTE Labor Hours required; 3 FTEs required High Priority. 35 II mud rings 4r rep vall pav obi boll ok m11g! dean I`. rehab to design grades uncover buried EES clean and removed a remove trees and add -- prap HILLS IL f gutter, mill and 1 W-24" of bit I valley gutter on sides Q MW mud rings � l ,— 'ok P �r ok o ok clean —ok remove sediment. remove trees; rehab both ponds to design ' gmdes; S Emil S Esd. Ma—G E o. E:-.' ir- ,E , USDA, USGS, Ac,GRID.IGN, and b db GIS; UserC PW Storm Sewer Maint - 2025 a aoo Fe 120 FTE Labor Hours required; 3 FTEs required High Priority. JO mud rings 1 I J mud rings k :DG WATFR AVM ok mud rings `ter k review millingrpotholing lin garden needs — review 6on areas -- �intenance 'ihroughout enare neighborhood; clouded areas are noted to Z. mud ring need maintenance at a ok _ — inimum; tt • - - !—� S ok min gardens need maintenance - — J mud rugs A( Source Es,. M—r. GeoE;,_ - - - —me GIs User Gommun'; -ARzLN HILLS PW Storm Sewer Maint - 2025 a zoo v teer 120 FTE Labor Hours required; 3 FTEs required High Priority. 37 na� ble O ie Rebuilt MH roes and setliment�e ipair tla -regraatt ld re( b L IWmer wi'h 202030 antnDrap: PMP -rebuilt baN weirs: Heavy mutldinp �— P sM1 guaN nece ry I t dsiWg nHtlerzwcture ` f n replacement witty Cab d�v.rt9 030-MPS 2030 PMP r�Fa t� I :r.] =M1IPa `r,� rtrta a �j Le M1o�ae rt I y i C -A HW PW Storm Sewer Maint - 2025 v, Both maps combined- 360 FTE Labor Hours required; 3 FTEs required High Priority. 38 2025 Water Distribution Maintenance Plan Hydrant Servicing Area 360 FTE labor hours required, 2 FTEs required, high priority. Servicing hydrants includes - oiling the top operating nut, oiling the nozzle section (where applicable), and oiling the nozzle threads and caps. Hydrant servicing also includes checking for proper hydrant operation, flushing the hydrant, inspecting the hydrant flag, and exercising the isolation gate valve. *NOTE* — Lake Johanna Fire Department will require hydrant servicing as follows: 50% of public hydrants in 2025, 75% of public hydrants in 2026, and 100% of public hydrants in 2027 and beyond. Currently, Public Works service 33% of the hydrants on an annual rotation (i.e. Public Works services one-third of the public hydrants in our city each year). The new requirements put forth by Lake Johanna Fire Department will significantly increase the amount of labor hours needed to complete the task by our Public Works maintenance staff. The Utilities Lead Develop a list of necessary hydrant repairs identified during hydrant servicing and assist in scheduling that work. 39 Dead End Hydrant Flushing 160 FTE labor hours required, 2 FTEs required, high priority. Complete citywide in conjunction with the hydrant servicing each year. This flushing is necessary to remove stagnant water from the watermain system. The stagnant water can give off an odor and have a discoloration if not flushed annually. Flush the Emergency Interconnect from Shoreview 40 FTE labor hours required, 2 FTEs required, medium priority. Create a plan and coordinate with Shoreview PW to flush the interconnect near 3751 Lexington Ave. Gate Valve/Curb Stop Repairs 160 FTE Labor Hours required; 4 FTEs required High Priority. The necessary repairs are outlined below. • Smith Medical Campus west service GV replacement. 1265 Grey Fox Rd. Unable to key, the GV may still function. Excavate down to the valve and inspect operation. Replace standpipe and driveway concrete apron. • Replace leaki ohanna Blvd. • 1120 Benton Way - Adjust gate valve box down in front of the hydrant located in the center island. 40 2026 PMP Street Proiect This project is currently in the feasibility process for 2025 and is planned for construction in 2026. PW will assist Bolton & Menk with field locating, minor repairs, and additional background information on the water system within the project area. COUNTY ROAD 96 W KARTH LAKE DR Q 0 UJ Q 70 �3� PLEASANT ii q J #NURSJtY HILI&N t® �l *,%'PLEASAI* DR 'Q0 NRSERHlLOL+ CTLL ® 1�� Q 3 <�L W '�• C)& AMBLE RD C'AS1 C T � �� M Nk Project Area Gate Valves &IDs Watemain Pipe Hydrants IDs cufill 111gS Paj k � o O O � t I uI �- LpC:UM cS PA RfDR � 2 U JT- ,H,, Watermain - 2026 PMP 41 Citywide Watermain Condition Assessment — Public Works and the Engineering departments need to create a citywide watermain management plan to assist in future project planning, budgeting and to be proactive in preventing watermain breaks which results in loss of service to the residents. Hydrant Assessment 160 FTE labor hours required, 2 FTEs required, medium priority. PW will target corroded hydrants with paint failure. Hydrant coating assessment will be done during 2025 hydrant servicing within the blue highlighted area and added to the 2026 PW Annual Work Plan. WJ Hydrant Winterizing 160 FTE labor hours required, 2 FTEs required, high priority. Red top hydrants (43 hydrants citywide) have a plug at the elbow, below grade. The reason for the plug is normally because of a high level of ground water in that area. If a plugged hydrant is not checked, there is a possibility that the barrel will remain wet, not drain properly and could freeze during the winter months. A frozen hydrant barrel can cause damage to the hydrant, making it inoperable for use in the winter months. Green top hydrants (40 hydrants citywide) are similar to red top hydrants as it is also necessary to check for ground water in the hydrant barrel of those hydrants. Green top hydrants are not plugged; instead, the ground water seeps into the barrel and can cause the barrel to freeze during the winter months. PW staff measures the amount of ground water in the barrel and adds the appropriate amount of a food grade anti -freeze. Like red tops hydrants, if this process isn't completed annually, before the winter months, the hydrant barrel could freeze, damaging the hydrant and making it inoperable for use in the winter months. Hydrant Winterizing Map 43 Hydrant Road Salt Protection 30 FTE labor hours required, 1 FTEs required, medium priority. Red plastic bags are generally installed in late fall and removed in early spring. The red bags are placed over hydrants located along County roads and higher volume city streets where more road salt is used for deicing during the winter months. Hydrant Vegetation Trimming 120 FTE labor hours required, 2 FTEs required, medium priority. is Trimming of vegetation around hydrants is generally completed for hydrants on government -owned land and in easement areas where regular mowing does not occur. This work is completed on an as - needed basis, to aid in fire department use and as a general maintenance practice. Trimming of vegetation around hydrants on private property are the responsibility of the property owners. Hydrant Snow Removal - Along City Property) 80 FTE labor hours required, 2 FTEs required, medium priority. Staff will assess and develop a map for implementation identifying hydrants along government property in 2026. When snowbanks reach a height of 3-4 feet (or higher) in snow storage areas near hydrants, PW will clear the snow from around hydrants, citywide and as time allows, for public safety. Private property owners are responsible for clearing the snow around hydrants on their property, per the City's Snowplowing, Snow Removal and Ice Control policy. Water Monitoring and Sampling 30 FTE labor hours required, 1 FTE required, high priority. The Minnesota Department of Health requires monthly water monitoring and sampling of 10 predetermined sample sites within the city. These samples are coordinated through Pace Analytical, and results are submitted on the City's behalf to the MDH. Each month, Pace Analytical staff visit the sites, collect a water sample from each and submit the samples for bacteria and chlorine residual testing. Additional samples are collected, quarterly, by PW staff and submitted directly to the MDH. The MDH also requires, the Consumer Confidence Report be mailed to property owners in July each year. This information is gathered by and mailed, with the property owner's utility bill, by the Utility Billing department. Lead and Copper Rule Inventory 40 FTE labor hours required, 1 FTEs required, high priority. Public Works will complete and submit to the state a lead service line inventory by April 30, 2025. Public Works will assist by gathering data and performing site inspections as needed. Data from this project was already submitted to the MDH but, additional work is needed to identify private lead services. Lead and Copper Sampling - 20 Locations Citywide Required Every 3 Years 60 FTE labor hours required, 2 FTEs required, Thigh priority. This process was last completed in 2022. PW will complete the sampling of 20 private property sample sites based on the new guidelines set forth by the EPA. These requirements target areas of the city, based on the lead and copper inventory work that began in 2024. Coordination of the significant amount of work for the Lead and Copper Rule Inventory and the Lead and Copper Sampling is required by the City's administrative staff and the PW staff, in 2025, and is a substantial undertaking. 44 Booster Station Routine Maintenance and Inspections 60 FTE labor hours required, 1 FTE required, high priority. This work is completed as follows: • Daily — Checking pump run times. This aids in proactively diagnosing any pump -related issues. • Monthly — Greasing pumps. The Utilities Lead will ensure the pump greasing is completed and documented onsite. • Monthly — Inspection and test run the diesel -powered standby generator and auto transfer switch. The key items inspected are fluid levels, starting battery, battery charging system, coolant circulator (assists in cold weather starting), fuel level, and the overall condition of the site/ enclosure. Ensuring the equipment is secure and ready for emergency service. • Perform condition assessments to determine any future rehabilitation needs. • Prepare 2026 Capital Project needs Booster Station Improvement Proiect This project is scheduled to be completed in 2026 and will be wrapping into the addition of a new booster station on Old Snelling, south of Hwy 694 (this is related to the master TCAAP project). Proposals were gathered in 2024 for improvements to the Red Fox Rd Booster Station and budgeted for 2025. Due to the proposed additional booster station, PW recommends combining both projects for improvements to the south booster station and construction of the additional booster station near Old Snelling and Hwy 694. Proiect Related to the Proposed Additional Booster Station for TCAAP 80 FTE labor hours required, 2 FTEs required, medium priority. Pump down existing water meter/booster pit south of Hwy 694 in preparation for Old Highway 10 trail from Lake Valentine Road to Hwy 96 to add structure to SRF design and provide necessary information to them. 45 South Water Tower Rehab 80 FTE labor hours required, 2 FTEs required, high priority. Scheduled to be completed in 2025. This project will include spot repair of the tower coatings which are mainly within the wet areas of the tower that experience more moisture. The inspection for this work was completed in late 2022 and a report was generated at that time. The photos below are sample pictures taken from the inspection report. CITY OF ARDEN HILLS, MN HYDROPILLAR INSPECTION REPORT Photo No.2 Interior root conditions aM coating failures on the dry -ell tube. Photo No. 3 E.cellent condition of the coating around the roof to cl wcll tube connection. Water Tower Maintenance and Inspection 80 FTE labor hours required, 2 FTEs required, high priority. — Shown below is a list of routine items to be completed at each water tower. • Daily inspection of telemetry readings (tower levels). Intrusion alarms on tower entry doors are also monitored. • Grounds maintenance, mowing, trimming, tree trimming and snow plowing. • Repairs and painting are needed to the wood fence at the North Tower. This will be coordinated with the cell service provider, per the lease agreement. • Current guidelines recommend a full inspection (float down inspection) of the tower structure, coatings, and OSHA safety requirements every 5 years. This includes draining the tower to roughly 50% and completing a thorough inspection of the wet area. The remainder of the tower, referred to as the dry area, is also inspected. Both of the City's water towers are constructed from steel, making corrosion a major concern. Correcting the tower coating and paint as those needs arise helps to prevent costly repairs in the future. o The final warranty repairs for the North Tower repainting project were completed in 2021. The next float down inspection is expected in 2026. o The South Tower will be repaired in 2025 and the next float down inspection is expected in 2025 or 2026 depending on any warranty work completed. W. Water Distribution Repairs and Restoration 120 FTE labor hours required, 3 FTEs required, high priority. This work will be completed at the following locations: + 3991 Fairview Ave — Concrete curbing, apron, asphalt, and minor behind -the -curb restoration • 1939 Thom Dr —Asphalt patching and behind -the -curb restoration • 1666 Lake Johanna Blvd — County road asphalt patching and ditch rehabilitation Gate Valve Exercising 120 FTE labor hours required, 2 FTEs required, medium priority. This work will be completed on valves that were installed in 2013 or newer. The process of gate valve exercising is important for the overall functionality of the City's water distribution system. PW staff ensures that the valve box is clear of debris, accessible to operate and that the valve fully opens and closes without leaking. Operating the valve also removes deposits that build up along the gate guides. Exercising valves is a proactive method to ensure the valves will function properly when needed during emergency watermain repairs. • Update current gate valve history map, last update was done in 2013. The Utilities Lead will add feedback on developing the updated map for field staff to use moving forward. Emergency Water Distribution System Repairs (per event) 60 FTE labor hours require, 5-6 FTEs required, high priority. Although this work is not something we schedule, it is important to include it in the annual work plan. In 2024, PW staff responded to 7 emergency repairs and 2 repairs that were able to be scheduled shortly after the problem was identified. Excavations use staff time and resources both before and after the actual repair. Many factors are taken into consideration for these types of repairs such as assessing public safety, property loss, staffing, equipment needs, time of day, weather conditions, property owner needs, and public notification. Water Distribution -Related Appointments or Emergencv Responses throughout the Year • Water Off/On (per event) 40 FTE labor hours required, 1 FTEs required, high priority Contractors and property owners notify PW, as the utility operator, to shut city water service off to building, sites throughout the year. This can be for either emergency or scheduled repairs on the building's plumbing or private watermain system within a larger campus. • Water Meter Service and New Installations (per event)1 FTE labor hours required, 1 FTEs required, high priority (approx. 50 repairs per year) . Total estimated FTE labor hours= 50 These appointments are the responsibility of PW and are generally scheduled by the contractor or property owner. As the City's water meter reading equipment ages, so does the functionality of the equipment. PW works with Utility Billing to schedule service appointments with accounts that are intermittently or no longer sending a reading. Our vendor (Badger) has provided a solution to upgrade existing equipment on an as -needed basis to cellular end points (meter reading equipment). The installation and programming of the updated equipment (located inside of the property or building) is performed by PW staff. 47 Flow Testing (per event)15 FTE labor hours required, 1 FTE required, high priority (approx. 10 appts per year). Flow testing is conducted by contractor or engineering firms onsite to take measurements of actual water flows. This is usually done for the purposes of fire suppression designs within a building. PW coordinates this work and operates the appropriate hydrant, or hydrants, identified by the PW Superintendent and the project engineer. Private water service inspections are prompted by a utility repair permit and completed by PW staff. Gopher State One Call (GSOC) Utility Locating 800 FTE labor hours required, 1 FTE required, high priority. GSOC utility locating is mandated by law and completed during the normal work week. There are cases where an "emergency" locate is needed. In those cases, PW on -call staff respond outside of normal work hours. • PW staff are responsible for locating and marking city -owned watermain, sanitary sewer, storm sewer, irrigation, city -owned electric, and/or city -owned fiber optic lines. • In 2024, PW received 1,110 GSOC Utility Locate requests. Below is a screenshot of the GSOC utility locating information PW staff uses to prioritize, document, and complete locate tickets that are mandated by MN state statute. PW staff have a unique login and password to access the program through a truck mounted laptop or via a smart phone. Ticket Number. 2MSS0331 1K KorTerra ® ,... 4W_© x zen. ©xzo , sue. w nu eu.» n- - V !4 C Prim - ew.M !,. ex.»n..•rt»��.ea...� � lx.n x.»rt •w. ,.z.wezn ......................................................................... � vemimen w. rv. o,xu xvery M. Emergency City Interconnects There are 3 locations for emergency city interconnects in Arden Hills. The map below shows 2 connections to the City of Shoreview and 1 connection to the City of New Brighton. Maintenance of those interconnects is performed every 3 years. That work includes: • Prepare improvements for the New Brighton interconnect, coordinate with the City of New Brighton. Plan for work to be performed in 2026. • Review condition and assess the plan for the northern Shoreview interconnect. • Perform maintenance on southern Shoreview interconnect, coordinate with the City of Shoreview. • Public Works recommends developing an emergency interconnect playbook with step-by-step instruction of h 49 Pressure Reducing Valves (PRV) The map below shows the locations for the pressure reducing valves at each of the water meter structures that supply water to the private water system within the Arden Manor property. PRV's are scheduled for routine maintenance every 5 years. The PRV's were installed in 2019, and preventative maintenance was completed in 2024. The next scheduled maintenance )J for the PRV's will be in 2029. . �,� •71... tom.. p .. �� + j s � r. rrr Water Model for Trunk Main Upgrade Constructability 16 FTE labor hours required, 1 FTE required, high priority. A water model is anticipated to support the trunk main upgrade project coordinated with the City of Roseville. Public Works may be requested to locate utilities and operate valves. Water Loss Reporting A leak detection audit program could be implemented if a significant amount of water loss is determined. Below is a list of PW tasks that are tracked to account for water loss: • Sewer cleaning • Tree watering • Ice rink flooding • Watermain break estimated water loss The Utilities Lead will ensure the water loss is tracked in the field. 50 2025 Sanitary Sewer Maintenance Plan Sewer Cleaning and Televising 840 FTE labor hours required, 3 FTEs required, high priority. Below is a list of abbreviations and their meanings related to sanitary sewer maintenance and used in this document. CIP = Cast Iron pipe CIPP = Cured -in -Place Pipe or otherwise known as pipe lining GIS = Geographic Information Systems/ mapping system I&I = Inflow and Infiltration (groundwater and stormwater that enter a sewer system) PVC = Polyvinyl Chloride (a common and durable type of pipe material) MH = Manhole RCP = Reinforced Concrete Pipe VCP = Vitrified Clay Pipe The 2025 sewer cleaning and televising work will take place in the southeast third of the city. The city is divided into one-third sections. In 2025, PW staff will complete the southeast third of the city. Cleaning and televising all VCP (category 2 sewer mains) are on a 3-year cycle This sets cleaning and televising efforts on a 3-year cycle to clean all VCP. While working in the southeast third, PW staff also assess category 1 and 3 for cleaning needs. Shown below are the intervals followed for sanitary sewer cleaning and televising as outlined in the City's Sanitary Sewer Maintenance Policy and according to guidelines provided by the LMC. • Every 3 Years o CIP and RCP will be televised and reviewed to determine if hydraulic cleaning and/or root cutting is needed. o VCP clean or televise. Root cut with hydraulic attachment and proofer as needed. Televising will be saved on the City's network drive and can determine if cleaning or root cutting is needed within a VCP mainline. Mainline cleaning data is saved from the field to the cni#+es City's GIS database through a mobile application. • Every 5 Years o PVC and CIPP clean and spot televise. Dead ends can be flushed using the tanker to "quick dump". This will be recorded as the mainline is "clean" up to 2 line segments downstream. 51 M - .N�aiin..opts Win. 'r `+77NN` � 1r.■�+■tirnr ��s�� Ik%WLe WWI wr r■ r / an ' *ram �1■.�Lf __real■R i1rr� w■■s L'.S�I�i1rii�%!tr " �■Jr.J�71` �� ��� �r +fwrr■rr ■ � ram, ,t� i!'�* '� �tii1i iirarrrr r � ��' �ar.r.•7► IIll: a.■ ■uYa■Yi "Jill illlllMl■ 11111LIOP e �:�r �rrli7ir _II�� Ir;O ,�� t r I .00 i Annual Sanitary Sewer Cleaning 80 FTE labor hours required, 2 FTEs required, high priority. The four maps below outline the sanitary sewer segments (shown in green) that are cleaned by PW on an annual basis due to excessive buildup, low flow, or flat grade which create the need for additional service to those lines each year. W '10 55 n�rwn P.t Sanitary Sewer Lift Stations Preventative Maintenance- 300 FTE labor hours required, 1 FTE required, high priority. There are 14 lift stations in the City of Arden Hills. The City's lift stations are checked daily by the PW maintenance staff. Lift Station Wet Well Cleaning and Pump Maintenance 360 FTE labor hours required, 3 FTEs required, high priority. To ensure lift station wet wells are cleaned and their pumps are properly maintained, the PW maintenance staff performs the following duties in the spring and fall of each year: • Clean wet wells. • Remove grease, solids, and organics from floats, transducers, pumps, rails, walls and floors. • Remove pumps and inspect tolerances, volutes, impellers, flush valves (where applicable) motor oil or coolant levels and quality. • Create a plan for any part replacement needs as needed during inspection and make needed repairs. • Test all alarms and verify the monitoring system is functioning properly. • Inspect the control panel and report any issues in overall condition and functionality. Lift Station Location Maps 56 Sanitary Sewer Manhole Inspections This work is completed by PW maintenance staff while cleaning and televising the sanitary sewer in a designated one-third of the City. Listed below are few items that the PW maintenance staff are looking for during a manhole inspection. • Evidence of inflow and infiltration (I&I) • Tree root intrusion and the overall condition of the structure. • Adjusting rings, mortar, or any other concrete repairs needs. Once the manhole inspections are completed, the information is uploaded into the Collector software system/ GIS database. Sanitary Manhole Rings - Replacement, Reset Casting and Pave (casting and lid replacement if needed) 720 FTE labor hours required, 3 FTEs required, high priority. • MH A-165 (Replace adjusting rings and casting) • MH 13-008 (Buried under asphalt patch) • MH A-264 (Fix issue with cover) • MH A-282 (Cover under seal coat) • MH A-247A (Replace cracked casting) • MH A-211 (Remove and address tree roots in structure) • MH A-263 (Address infiltration above upstream pipe) • MH A-047 (Plastic ring at casting is deformed) • MH A-272 (Lid froze in casting) • MH A-271 (Lid froze in casting) • MH A-264 (Lid froze in casting) • MH 2-057 (Inspection shows adjusting rings need to be redone. This should have been taken care of by the trail project in 2024. Update Collector with a new inspection.) • MH 12-018 (MH currently buried, locate and raise) • MH 2-004 (MH currently buried, locate and raise) • MH 5-043 (MH currently buried, locate and raise) • MH B-037 (Raise casting 12") Offroad • MH 5-056 (Offroad, raise casting) • MH 5-055 (Reseal plastic top hat, I&I) • MH 5-054 (Reseal plastic top hat, I&I, raise casting) • MH 5-053 (Raise casting) • PMP Projects Manhole Inspections Process Sanitary manholes will be inspected within the 2025 sewer cleaning area in conjunction with televising or cleaning mainlines. Identified structures that repairs will be added to the 2026 PW Maintenance Plan. 57 Manhole Preventative Maintenance 60 FTE labor hours required, 3 FTEs required, medium priority. Add mud manhole adjusting rings for the structures listed below. • MH 12-007 rated 3 • MH 12-006 rated 3 • MH 12-017 rated 3 Manhole Inflow and Infiltration (I&I) I&I has been identified within the manholes listed below, which are located on the east side of State Highway 10. The ditch south of Highway 96 is usually very wet. The City Engineer will review options to seal the structures. A few potential solutions include grouting, epoxy coatings, excavate and wrap/seal from the outside of the structure. • MH A-244 • MH A-243 • MH A-242 • MH A-241 Other candidates for MH sealing without excavation are: • MH 2-030 (seal structure joints) rated 4 • MH 2-001- rated 4 • MH 2-013- rated 4 • MH 2-014 - rated 4 • M H 5-056 — rated 4 • M H 5-055 — rated 4 • M H 5-054 — rated 4 • MH 5-053 — rated 4 • MH 2-129 — rated 4 Structures with Tree Root Intrusion 30 FTE labor hours required; 3 FTEs required High Priority. Can be chemically treated and roots removed. The list below should also be added to the manholes that need to be sealed due to I&I. • MH 2-101 rated 4 • MH 12-010 rated 4 • MH A-211 (minor roots in MH) • MH 13-032 Lift Station 5 Forcemain and Valve Vault Improvements 80 FTE labor hours required, 2 FTEs required, high priority. Staff worked with Bolton & Menk in 2024 to design construction for the replacement and rerouting of the forcemain for lift station 5. The new location will follow County Rd E west to the Elmer L. Anderson Memorial Trail and discharge into a rebuilt manhole at Stowe Ave and New Brighten Rd. The construction is scheduled for 2025. Lift Station 1 and 9 Improvements 40 FTE labor hours required, 2 FTEs required, high priority. The lift station improvements include pump replacement, guide rails, wet well plumbing, and floats/ transducer replacement. Inspections will be conducted in 2025 for needs and budgeting. Construction of improvements is programmed for 2027. (Proposals for LS 1 and LS 9 rehab are due by June 11 ) Forcemain Condition Assessment An evaluation of all lift station forcemains is needed to determine future improvements needs and budgeting. Mainline Tree Root Treatment We will be combining a small list from 2025 with the 2026 list for a contractor to complete chemical root treatment. This process aids in tree root growth, stunting the growth for a period of time. In addition, our crew saves time by reducing the need to hydraulically cut the roots from the pipes. 59 Sanitary Sewer Lining in 2025 20 FTE labor hours required, 1 FTE required, high priority. The map below shows the proposed segments to be lined due to the condition of the existing 8 and 10-inch VCP pipe and numerous locations of tree root intrusion. 8.147A —2025 Proposed CIPP Lining • 3-058 Existing Sanitary Manholes • — Existing Sanitary Pipe rc 3-036 U = O Y 8.152 8-147 Q 8-, 48 Q C 8451--• �3-037#3-038 • �8X 8-148 8-056 8-055 8-, 12 ,indeyUI ROAD E Free► uy P/'ppp Park l��� 8•U1 8.150 0 8.133 C z W 29 8.128 8.127 a 8.128 \ V�481 31 y 8.159 fo 8432 V� 8.123 8•124 1.125 4•1 22 Q) s� c 8.158 z r 8457 2 D n 8.787 T 8•114A 5 8.162 v1�1.� 6 8.163 MM Q z Ln Z� 8.114 8H 7�8.111 `) 1-64 i8.1,3 - 8.117 OBI 122 8-118 8-116 8-„5P� HW 2025 CIPP Project Areas Private Sewer Service Inspections 1.5 FTE labor hours required, 1 FTE required, high priority (per event) PW maintenance staff complete private sewer service inspections which are prompted by a utility repair permit. Gopher State One Call (GSOC) Utility Locating is mandated by law and completed during the normal work week. There are cases where an "emergency" locate is needed, PW on -call staff respond outside of normal work hours. • Same details as Water division section. 11 AGENDA ITEM - 3G '!Tt -AII��EN_ HILLS MEMORANDUM DATE: August 11, 2025 TO: Honorable Mayor and City Councilmembers FROM: Jessica Jagoe, 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. August 251h Special Work Session • Utility Billing Rate Discussion • 2026 CIP and Operating Budget Discussion • Agenda Planning (time sensitive) September 81h Special Work Session • State of the City Update • To Be Determined • Agenda Planning (time sensitive) Attachment A is the list of topics that have yet to be discussed by Council and the 2025 ranking of priority topics as distributed to the Council at the January 13th Work Session. Staff will 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 1 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 TopicResponsible 75th Anniversary Discussion Planning Dept... Admin 14 2.8 Short-term Rental Ordinance CD/Admin 13 2.6 Rental Licensing Program CD/Admin 13 2.6 Code of Conduct Admin 13 2.6 Encroachment Discussion (2025) PW 13 2.6 Funding of Lake Johanna Boulevard Trail PW/Fin 12 2.4 Committee/Commission Liaison Role Policy Admin 12 2.4 Committee/Commission Goal Setting Admin 10 2 Volunteer Recognition (to Personnel first) Admin 10 2 Committee/Commission Membership Admin 101 2 EDA Membership Discussion CD/Admin 10 2 Keeping of Ducks and Review Chicken Ordinance CD/Admin 10 2 Buy Nothing Day/Clean Up Day Admin 10 2 Climate Action Plan Admin 8 1.6 Energy audit Admin 7 1.4 Community Survey Admin 7 1.4 EV Fleet Analysis IPW 6 1.2 Approved Policy Discussion jAdmin 6 1.2 Added Items: January - March Meeting Schedule Feeding of Geese Accessory Dwelling Units Cannabis Discussion Temporary Goats Buckthorn Use of City Logo Policy 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.