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HomeMy WebLinkAbout07-28-25-RMayor: David Grant Councilmembers: Brenda Holden Emily Rousseau Tena Monson Kurt Weber lt ,-AEN HILLS Regular City Council Agenda July 28, 2025 7:00 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 Some Councilmembers may be participating in this meeting by interactive technology/remotely. This meeting will be streamed live on local Cable Channel 16 and available for playback on our website. CALL TO ORDER 1. APPROVAL OF AGENDA 2. TCAAP/Rice Creek Commons Update Jessica Jagoe, Interim City Administrator 3. PUBLIC INQUIRIES/INFORMATIONAL This is an opportunity for citizens to respectfully bring to the Council's attention any items which are relevant to the City. In addressing the Council, you must first state your name and address for the record. Comments shall be limited to three (3) minutes or less. Written documents or other materials should be handed to the City Clerk for distribution to the Council prior to or during the meeting. Council will generally not respond at the same meeting where an issue is initially raised by a member of the public but the Council may refer the issue to staff for further research and possible report or action at a future Council meeting. 4. RESPONSE TO PUBLIC INQUIRIES 5. PUBLIC PRESENTATIONS 6. STAFF COMMENTS 6.A. Transportation Update David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF 6.13. Night To Unite Update And Proclamation Julie Hanson, Assistant to the City Administrator/City Clerk Documents: MEMO.PDF ATTACHMENT A.PDF 7. APPROVAL OF MINUTES 7.A. June 23, 2025 Special City Council Work Session Documents: 06-23-25 SWS.PDF 7.B. June 23, 2025 Regular City Council Documents: 06-23-25-R.PDF 7.C. June 30, 2025 Special City Council Documents: 06-30-25-SR.PDF 7.D. June 30, 2025 Special City Council Work Session Documents: 06-30-25-SWS.PDF 8. CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. 8.A. Motion To Approve Claims And Payroll Joua Yang, Finance Director Pang Silseth, Accounting Analyst Documents: MEMO.PDF 8.13. Motion To Approve Renewal Of Joint Powers Agreement With Ramsey County GIS User Group David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 8.C. Motion To Accept Annual Review Of Data Practices Policy Julie Hanson, Assistant to the City Administrator/City Clerk Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 8.D. Motion To Approve Personnel Policy Amendment Jessica Jagoe, City Administrator Documents: MEMO.PDF 8.E. Motion To Approve Resolution 2025-048 Accepting Donation From The Spring Lake Park Lions Club Jess Skalicky, Parks and Recreation Manager Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 8.F. Motion To Approve Resolution 2025-049 Appointing Alternate Planning Commission Member SJ Julius Julie Hanson, Assistant to the City Administrator/City Clerk Documents: MEMO.PDF ATTACHMENT A.PDF 8.G. Motion To Approve Resolution 2025-050 Accepting A Donation From The Arden Hills Foundation Matt Johnson, Recreation Supervisor Documents: MEMO.PDF ATTACHMENT A.PDF 8.H. Motion To Approve 2nd Quarter Financials Joua Yang, Finance Director Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF 9. PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. 10. PUBLIC HEARINGS 10.A. Planning Case 25-005 - Planned Unit Development Amendment - Arden Plaza/Brett Foss - 3529 Lexington Avenue Elena Fransen, Senior Planner Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF ATTACHMENT E.PDF ATTACHMENT F.PDF ATTACHMENT G.PDF ATTACHMENT H.PDF ATTACHMENT I.PDF 10.B. 2026 PMP Street And Utility Improvements Project - Improvement Public Hearing David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 11. NEW BUSINESS 11.A. Resolution 2025-051 Approving A Planned Unit Development Amendment For Planning Case 25-005 - Arden Plaza/Brett Foss - 3529 Lexington Avenue Elena Fransen, Senior Planner Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 11.13. Resolution 2025-052 Ordering Improvement And Preparation Of Plans And Specifications - 2026 PMP Street And Utility Improvements Project David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF 12. UNFINISHED BUSINESS 13. COUNCIL/STAFF COMMENTS ADJOURN STAFF COMMENTS - 6A '!Tt -fi II�)EN_ HILLS MEMORANDUM DATE: July 28, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: David Swearingen, Public Works Director/City Engineer SUBJECT: Transportation Update Budgeted Amount: Actual Amount: Funding Source: A verbal update will be provided at the City Council meeting. Page 1 of 1 STAFF COMMENTS - 6B -AP QEN HILLS MEMORANDUM DATE: July 28, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: Julie Hanson, Assistant to the City Administrator/City Clerk SUBJECT: Night to Unite Update and Proclamation Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Acknowledgement of the attached Proclamation supporting Night to Unite 2025. Background/Discussion Night to Unite will be held on Tuesday, August 5 from 5:00 to 9:00 pm. The deadline to register to host a party was Tuesday, July 22. Staff will provide the City Council with a verbal update about the total number of registrations at the July 28 City Council meeting and will also provide the list of event locations once received from the Ramsey County Sheriff's Office. This list will also be published on the City's website. In addition, attached for Council's acknowledgement is a Proclamation provided by the RCSO regarding Arden Hills' support of Night to Unite. Please note school supplies donations can be brought to a local neighborhood event or dropped off at City Hall Mondays through Thursdays between 7:30 am and 5:00 pm or Fridays from 7:30 am to 11:30 am until Friday, August 8. Items can also be dropped off at the Ramsey County Sheriff's Patrol Station, 1411 Paul Kirkwold Drive, between 8 am and 4:30 pm Monday, August 4 through Friday, August 8. Budget Impact N/A AttnchmPntc Attachment A: Proclamation Page 1 of 1 Night to Unite 2025 Proclamation CITY OF ARDEN HILLS Attachment A NIGHTtoUNITE! Neighbors Joining Together WHEREAS, the Minnesota Crime Prevention Association, along with local law enforcement agencies are sponsoring a statewide program called Night to Unite on August 5, 2025; and WHEREAS, Night to Unite is designed to get to know one another in the City of Arden Hills, build neighborhood involvement by bringing police and communities together; and to bring an awareness to crime prevention and local law enforcement efforts; and WHEREAS, Night to Unite supports the idea that crime prevention is an inexpensive, effective tool in strengthening police and community partnerships; and WHEREAS, Night to Unite provides opportunities to celebrate the ongoing work of law enforcement and neighborhoods in Arden Hills by working together to fight crime and victimization and increase public safety for all citizens; and WHEREAS, the citizens of Arden Hills play an important role in assisting the Ramsey County Sheriff's Office through joint crime, drug and violence prevention efforts; NOW, THEREFORE, I, Mayor David Grant, and WE, Council Members, Brenda Holden, Tena Monson, Emily Rousseau and Kurt Weber, DO HEREBY CALL UPON ALL CITIZENS OF ARDEN HILLS, RAMSEY COUNTY, to participate in Night to Unite on Tuesday, August 5, 2025. FURTHER, LET IT BE RESOLVED THAT I, Mayor David Grant, and WE, Council Members, Brenda Holden, Tena Monson, Emily Rousseau and Kurt Weber do hereby proclaim Tuesday, August 5, 2025, as Night to Unite in Arden Hills, Ramsey County, Minnesota. Mayor, David Grant Council ember, Kurt Weber Council Member, Brenda Holden Council Member, Tena Monson Council Member, Emily Rousseau July 28, 2025 Attested by: Date City Administrator, Jessica Jagoe M� -ARDEN HILLS Approved: July 28, 2025 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION JUNE 23, 2025 5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Pro Tern Tena Monson called to order the City Council Work Session at 5:08 p.m. Present: Councilmembers Tena Monson, Kurt Weber and Brenda Holden Absent: Mayor Grant joined remotely at work session, but due to city related technical difficulties he was unable to participate for entirety of meeting. Councilmember Rousseau was excused. Also present: City Administrator Jessica Jagoe; Public Works Director/City Engineer David Swearingen; Finance Director Joua Yang, Assistant to the City Administrator/City Clerk Julie Hanson, Senior Planner Elena Fransen and Jen Estling, Deputy Clerk 1. PUBLIC INQUIRIES/INFORMATIONAL None. 2. RESPONSE TO PUBLIC INQUIRIES None. 3. AGENDA ITEMS A. Boston Scientific Concept Plan John Larson, Project Manager with RSP Architects introduced himself. He introduced the team he is presenting with. They are Tony Baxter with ESI Engineering, Savannah Doerr, Project Manager with Boston Scientific and Chuck Evans with Damon Farber Landscape Architects. Larson said he is presenting the concept to install a Screening Wall at Boston Scientific's Building 14. In the interest of time, he asked if Council would prefer him to walk through the concept or stand for question if Council has any. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 2 Mayor Pro Tem Monson said we generally understand there is some sound coming from Building 14. There were other mitigation steps taken in the past. This is one more mitigation strategy for a noise barrier. Larson confirmed. He said the goal is to do something they have not been able to accomplish in the past. There have been incremental things with each project that have been an attempt to solve issues. They have been testing this idea for the past six months. They propose to build a noise barrier to the north and to the west, approximately 15 feet back from the property line. It varies in height, dependent on the topography of the site. This is a concept, at this time. They have looked at structural concerns so this will last a long time. They have had discussion on what the right height and configuration of the wall should be. Councilmember Holden said after previous mitigations, the noise level is not out of compliance. Doerr confirmed. They are meeting all standards and requirements now. There are smaller noise mitigations they could do but this will be a significant reduction. This proposal is above and beyond what is required because they want to be good corporate citizens. Councilmember Holden asked if they planned to build something else next to Building 14. Doerr said there are currently no plans to expand. Boston Scientific is always developing and growing, so she can't say there won't ever be improvements. This concept builds Boston Scientific a buffer if they wanted to expand later, but there are no plans for expansion, at this time. Larson said that is true based on the PUD in place. There are no projected additions planned adjacent to Building 14 or north of it. There isn't room between the property line and the building. Decibel levels are difficult to put a tangible description on. The level of reduction that this will create will be very noticeable. It will reduce the nuisance noises. Councilmember Weber asked for clarification that this will be a PUD amendment. Senior Planner Fransen confirmed. Doerr said Boston Scientific is always looking to improve and are open to ideas for future development while remaining good corporate citizens. The noise barrier will reduce the noise level but Boston Scientific is also always looking for ways to lower their carbon footprint globally. That requires infrastructure changes to the roof and on the building. They don't know exactly what those future improvements may be. Most of it is reducing sound with the different HVAC units on the roof. This wall will provide a buffer in the future if changes are needed in order to meet their global decarbonization efforts. They are always looking for ways to improve the health of patients and the health of the community they are embedded in. There are smaller efforts that could be done but they believe this concept is a slam dunk for Boston Scientific and Arden Hills. They minimize the nuisance noises, like trucks loading, as best they can. The main purpose of this wall is to minimize noises for the neighbors but they also want it to be tastefully constructed. They want it to be beautiful for the neighbors who live there, as well as, the residents who use that trail. She said the landscape is intended to look natural. They will enhance what exists by adding some native plants that will grow well there. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 3 Baxter shared a graphic showing the location of Building 14 in the upper and west corner of their campus. The property lines of the neighboring homes are less than 100 feet away. Boston Scientific raised the question if something can be done to reduce all of the sources of the noise complaints from neighbors. The goal was to get 5 decibels reduction for the mechanical equipment sources. He thinks a significant amount of noise complaints come from the loading dock area on the north side. That is where deliveries are brought in. The garbage is collected there. It's the place for snow plow activity in the winter. It isn't just the engine noise; it's also the beeping when trucks back up. Mayor Pro Tem Monson asked other than the trucks, where is the equipment located that makes noise. Baxter said there is mechanical equipment on the rooftop. There are some sources on the side of the building, as well. Councilmember Holden said that is a problem for the neighborhood. She pointed out that Boston Scientific are meeting the qualifications now. Baxter confirmed that they are below requirements but they would like the noise levels to be further away from the max limit. Councilmember Weber said the tallest portion of the wall is further down the trail. He asked if the wall will be tall enough on the north side to make an impactful difference. Baxter outlined the topography of the site. He shared a graphic analyzing noise levels. The requirement is they cannot be more than 60 dba during day hours and 50 dba at night. He outlined what the graphic indicated for sound. Councilmember Holden thinks it is louder in the winter. She wondered what time of the year this data was collected. Baxter said these are theoretical calculations, rather than actual measured noise levels. It may sound louder in the winter because it is quieter outside. At this close of distance there probably isn't that big of a difference in the mechanical noise created on the roof regardless of the season. He described how the wall will create an acoustical shadow behind the wall. He said the source of the noise from the roof is from mechanical equipment. Many of them will be replaced in the near future as part of the decarbonization. They will be replacing gas -fired equipment on the roof top and changing of some boilers inside the building to electric. The new units will mostly be in the same location but the newer equipment will have better decibel level performance. Those replacements are already being planned, in advance of this wall. Larson said this includes some of those changes that might happen. We added sources to this graphic that do not exist today. Baxter said when doing an engineering analysis, we want to know what the worst case scenario is and work from there. He explained that the length of the wall on the northern end wouldn't see any added benefit by extending it. They would have preferred to extend it longer in the other direction but a pond and wetland prevent that. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 4 Mayor Pro Tem Monson clarified if the wall will be the same height all along. Baxter said the height of the wall does start to fall away, but not as rapidly as the ground does. Councilmember Weber asked about the top of the wall at the northern most section. He asked how that compares to the roof line. If it's 8 feet tall and the building height is way higher than that, this may not be impactful. He stated that they are already meeting the noise standards, he is just curious if this wall will impact the noise coming from the rooftop equipment. Baxter believes the wall is taller than the roof, but not by a lot. The topography falls off as it goes toward the homes. So the wall will essentially sit up on a hill. Councilmember Weber said when they come back with this, he would like to know how the entire profile of the wall aligns visually to the neighboring properties. Larson said the line of sight to the neighbors is the wall. It may not be as tall as the building but the wall interrupts the line of sight. Councilmember Holden said the noise complaints haven't been regarding the rooftop equipment. She asked what the difference is between the shades of green on the graphic he showed. Baxter said there is about 5 decibels difference between the light and dark green. Discussion regarding the different colors and shading on the graphic and he showed how that is effected by the height of the wall at different spots. Mayor Pro Tem Monson asked if there are different vibrations between the low sounds and the high sounds. She asked if the wall will block those vibrational frequencies. Baxter said these walls are more effective at higher frequencies. There will be a significant reduction of the higher frequency noises. Councilmember Weber said the beeping that generates most of the noise complaints should be the most impacted by this wall. Baxter outlined on the graphic how that beeping was reduced with the installation of this wall. They believe there will be at least a 15 decibels reduction. He explained a 5-8 decibel reduction is significantly quieter. A 10 decibel reduction is about half of what it was. The presenters stood for questions. Mayor Pro Tem Monson said that by eliminating the high frequency noises, it may draw attention to the low frequency sounds. She suggested that they be thinking of that as they move forward. Larson understands her point. He said people are more tolerant of low frequency sounds. You can't hear them as well. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 5 Councilmember Holden said she has been in those backyards and there is a constant noise from that building. The constant noise from the filtration system is what they are hearing. It's never quiet in those backyards. Larson said there should be an improvement with this wall. They aren't saying there won't be any noise. Councilmember Holden understands. She said they seem fixated on the trucks coming and going. She just wanted to point out the calls are in regard to the noise from the filtration system. Larson explained that their analysis included those noise sources. Councilmember Holden said her only advice is, when talking to the neighbors, talk about all the noises not just the beeping trucks. Mayor Pro Tem Monson paused the meeting to bring Mayor Grant into the meeting who was participating remotely. Mayor Grant said he could hear the meeting but he could not see, as is required by statute to participate in a remote meeting. He decided to disconnect from the meeting and he would watch the playback at a later time. Evans showed a graphic outlining the footprint of the building and the location of the noise wall. The wall would be approximately 15 feet off of the property boundary. It would be a little further from the edge of the trail. Larson pointed out the location is not an arbitrary location. They considered different positioning of the wall, closer to the building, to allow for more of a landscaping buffer. The wall was less effective when it was closer to the building, unless the wall was much taller. They couldn't go any closer to the property line and still construct the footings and foundations required. Evans said they can't extend the wall further to the south because of the existing wetland there. He stated some trees will need to be removed to build the wall. The wall will be built from the Boston Scientific side. Everything on the other side of the wall will be preserved, in place. Many of the trees on the side of the wall where the homes are, will be saved. The neighbors will be looking at mostly the same trees they have been looking at. The trees that are removed on the Boston Scientific side of the wall will be replaced. Councilmember Weber asked for confirmation that the trees between the wall and the trail will be preserved. He would prefer to see a tree preservation and tree removal plan. There are a lot of nice trees in that area. Larson said they have hired a firm to survey the topography and that included a tree survey. Many of the trees are Ash trees and not in very good shape. He will provide a tree preservation plan as part of the land use application. He said the majority of the heavy activity from this wall will be on the Boston Scientific side. They are going to construct a temporary pathway that will be deconstructed upon completion. This pathway will cover civil engineering needs. There is a bio-filtration basin. There will be some trees that have to be replaced on the homes side of the ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 6 wall, as well. Those trees will be replaced per City requirements. That will be something they will discuss with the neighbors, as well. Councilmember Holden asked how the 15-feet of property on the trail side of the wall will be maintained. Evans stated the design intent for that area is consistent with what is there today. It's a native woodland. It is a lot of volunteer species. He can't say if they were planted or just took root. Currently it is wild and natural looking, no one is mowing that area. That is the intent, long term. Councilmember Holden noted it is dark and shady right there. If they remove a bunch of trees, that may change the environment and species that can survive and thrive there with little to no maintenance. Public Works Director/City Engineer Swearingen said installing a wall there will attract more people looking in that direction. If they see something that looks ugly, we will get complaints. He wouldn't want the City fielding calls on a low maintenance planting that actually should be maintained. He could see Buckthorn taking over that area pretty easily. Larson said one of the benefits here would be they will remove that. Councilmember Holden said that it may be a different story ten years from now if they don't maintain it between now and then. Mayor Pro Tem Monson summarized what she has heard. She believes this is a good concept. She asked if any other Councilmembers had any final comments. Councilmember Weber asked about the space around the footings. He asked if they are augered holes. Evans said completing soil borings will be one of the next steps. The soils on campus are fairly poor and they don't expect a miracle here. The assumption they are making is the soils will be similar to what is on the rest of campus. They will use helical pile. They are augered down, into the ground and there is a cluster of them at each post. Councilmember Weber asked if there will be excavation. Evans said there will be some excavation near the footing near the top. He can't say there won't be any excavation along the length of the wall to create a good place for the wall to land. They need the pre -cast concrete panel to engage the ground. There may be some minimal excavation required to get that panel down to the ground. It doesn't have to be a lot but we will want to ensure sound isn't making its way through any gaps at the bottom. Councilmember Weber said those are a standard 8-foot tall panels. At the top of the hill the wall is 8 feet tall. He assumes they need to bury that portion significantly. Evans shared the elevation drawings. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 7 Larson pointed out that from the top of the wall, as the ground falls away the pre -cast concrete tends to appear to grow. There will always be a little bit of pre -cast concrete at the bottom. Councilmember Weber said that will preserve the wood, as well. He stated those panels will pretty much be custom to each section. Larson said somewhat. They will be in the ground a little farther in some locations. Councilmember Weber asked if the wood will be treated aesthetically. Larson said that is not the goal. They would like it to go gray, naturally over time. Evans said they will use Southern yellow pine. It's a common wood for a project like this. Councilmember Holden asked if they will continue to do the small corrections to stop the noise or if they will install this wall and stop caring about the small things. Doerr said there are plans for silencers on exhaust fans and other roof top equipment. The reason they completed a full building study is we can mock it up to see if a silencer is needed. If there is any mechanism available to quiet a new piece of equipment, they are looking at that. Councilmember Holden asked if they will be moving forward with a meeting with the neighbors. Larson confirmed. He would like to discuss, with Staff, how best to do that. Senior Planner Fransen said Staff will work with Boston Scientific to make sure next steps are taken there and that the meeting is properly noticed. Councilmember Holden said the City wouldn't typically take the lead on this type of meeting between a business and residents. Senior Planner Fransen clarified that she would share the process, as established with the City. Larson doesn't remember if Staff was present at these meetings in the past, on other projects. Mayor Pro Tem Monson said they can organize that with Staff. Council trusts Staff to lead that in the right direction. She asked if this intended to be built in 2026. Doerr confirmed. Construction would be in spring of 2026. Mayor Pro Tem Monson asked if it would be completed in one season. Doerr confirmed. They expect it to be completed around August of 2026. Evans showed a graphic of the landscaping they are envisioning. There are some existing trees, new trees will be added and new native plants will be put in, as well. They expect the plantings will do well on their own, with little maintenance. There will be some tree trimming, to raise the canopies over time. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 8 Councilmember Weber said he appreciates them addressing this proactively. They are currently meeting all the noise standards and he thinks it's commendable to go above and beyond. B. SCORE Grant Incentive Funding Deputy Clerk Estling said the City receives SCORE grant incentive funding every year, in addition to the base grant fund amount. The formula for allocating incentive funds has changed and the City received $23,815 in 2025, when in 2024, the incentive was $4,007. It has been discussed that Council would like to see a cleanup event held in Arden Hills, as it was several years ago. Staff identified a vendor who will come into Arden Hills and bring his own roll off dumpsters and employees. He is willing to check IDs and would take coupons for free items, if we chose to do that. Staff is seeking direction on if Council would like to use SCORE grant incentive dollars to facilitate a cleanup event in Arden Hills. Councilmember Weber asked if the $2,650 cost outlined for the vendor includes the two free items. Deputy Clerk Estling said that is the cost to have him facilitate the event. Mayor Pro Tem Monson asked what is included with that cost. Would we still have to produce coupons? Deputy Clerk Estling said all of the administrative costs can be reimbursed as part of the event. If we print coupons, the printing and mailing costs can be reimbursed. Staff time to plan and help at the event will be reimbursed, as well. Councilmember Holden thinks the prices are high. Residents can dispose of many of these things much cheaper or free at the Ramsey County Environmental Center. She asked if the free item coupon could be any item on the list. Deputy Clerk Estling confirmed. It would be similar to the current partnership with Recycle Technologies in Blaine. City Administrator Jagoe said the estimated cost of $3,863 is just providing the location and staff to hold the event. Residents would pay for every item that they bring in. The coupon costs are not factored into that number. She said we could give residents coupons. There is the option to have everything that is dropped off be free of charge to the resident. The cost would be unknown. Mayor Pro Tem Monson said if we have this event she would want some coverage on the material the recycler turns in. She thinks the list of collected items could be narrowed. She asked if we can hold on to the $4,000 from 2024 and she asked when we get paid in 2025. City Administrator Jagoe said the City pays upfront and gives the receipts to the County. They will reimburse the City upon receiving that proof of the expense. Mayor Pro Tem Monson asked if we could bundle the $4,000 and the $23,000 for one event to cover coupons. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 9 City Administrator Jagoe said the total incentive dollars for 2025 is the $23,000. We received almost $20,000 more than in previous years. Staff was trying to come up with a second option to use those incentive dollars. Mayor Pro Tem Monson asked if we could use it for the coupons. City Administrator Jagoe confirmed. She said we can still hold the Recycle Technologies event. We can assume it will be approximately $4,000 as it has been in the past couple of years. This event is estimated at just under $4,000 to facilitate the event. She outlined how we could offer coupons or the City could choose to use all of the dollars to pay for the entire event. There are other things to explore. Councilmember Weber said $20,000 won't go far. At $20 each, that's only 1,000 coupons. Councilmember Holden asked how much have we spent when the coupons were used? City Administrator Jagoe said it was the $4,000. The amount we pay to Recycle Technologies is for the coupons they collected. Councilmember Holden said she thought there was conversation with Walters to try to collect curbside. We should be advertising where residents can take these items for free. City Administrator Jagoe said during the contract discussions with Walters, they said offering a bulky item collection event is difficult for them to coordinate. People would have to schedule in advance because the item being picked up determines what truck they need to use. We can possibly work with Walters that maybe we have one month where residents can call to arrange for a curb side pick-up. But Walters said items would need to be scheduled in advance for that type of event. Mayor Pro Tem Monson said she thinks this is an interesting concept but she doesn't think we have enough information. She would love to see what a Walters' event looked like. She wants a cleanup option to be impactful. She doesn't have a great view of what that looks like yet. Councilmember Holden said we could limit the list of what is accepted. She asked if the document destruction is done on site or do they collect it and bring it to another location to destroy it? Deputy Clerk Estling said it is destroyed on -site. Mayor Pro Tem Monson suggested sending this item back to Staff and get a better picture of what a cleanup day would look like if we limit the scope or if we offer coupons. City Administrator Jagoe said from Staff s perspective, we just don't know how well it will be utilized. It is difficult to know how many more residents might participate if it's in Arden Hills vs. driving to Blaine. We know that Recycle Technologies collects approximately $4,000 worth of items. If we offer the event as completely city -paid and free to the residents, we don't know what that will look like. Mayor Pro Tem Monson said there are too many options on the table. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 10 Councilmember Weber said in his experience the limiting factor for participation is the massive line. Assistant to the City Administrator/City Clerk Hanson said the location of the event would be at the Public Works yard space off of Hamline, where it used to be when we partnered with the City of Shoreview. Councilmember Holden said there are places that some of the items on the list can be recycled free of charge. She would like Staff to narrow the list and identify where those items can be taken for free. She said there wasn't a line in Blaine. Assistant to the City Administrator/City Clerk Hanson said the only complaint she has heard is that residents don't like driving to Blaine. Mayor Pro Tem Monson directed Staff to narrow the plan and bring this item back. Council agreed to max out the $20,000. Councilmember Holden doesn't want tablets and laptops on the list because there is not guarantee the devices will be wiped clean of resident data. She doesn't want those items to be collected at this event. Mayor Pro Tem Monson said that would be the resident's responsibility. Councilmember Holden understands that, but a lot of people don't understand how to do that. C. 2026 PMP Feasibility Review Public Works Director/City Engineer Swearingen introduced the 2026 PMP Street Utility improvements project feasibility study. This is a special assessment project. The feasibility study is part of the 429 process. He is seeking Council feedback prior to the final report that will be brought back to Council at a regular meeting for approval. He said Brad Fisher from Bolton and Menk will present a high level summary of the project. Staff will walk through the items they are seeking direction on after the presentation. Brad Fisher, Project Manager with Bolton and Menk said he will discuss the scope and preliminary fees associated with the 2026 PMP project. He said the scope of work is an infrastructure maintenance project. There will be various methods of street pavement rehabilitation. The majority of the project will receive a reclamation and overlay and one of the streets will receive a mill and overlay based on the condition of those pavements. All of the project areas will receive spot concrete curb and gutter replacements if there is significant deterioration or insufficient drainage. There will be some spot storm sewer repairs and water quality infrastructure improvements, including sediment capture devices prior to outlet into the lake. Also included are sanitary sewer repairs and I&I improvements. An area along Highway 96, where there have been some watermain breaks, will be realigned. The watermain runs along the curbline of Highway 96. Repairs require digging into the County Road. They will relocate that watermain to the south. The repair will prevent future breaks but if there were a break or if maintenance was required, it would only impact the trail, not the County Road. Phase 2 of the ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 11 stormwater BMP pond is a continuation of phase 1 which was an improvement along the southeast corner of the project where some slope stabilization was completed. They will implement a stormwater pond that would capture and treat water before it outlets to the lake. There are select trail rehabilitation areas, potential sediment removal at Karth Lake and will give some options for Karth Lake pump system improvements. Fisher shared a graphic showing the north project area. He noted where the orange color indicates a residential mill and overlay and the yellow on the graphic showed where streets will receive a reclamation and overlay. He noted the blue graphics indicate where the potential proposed sediment removal locations in Karth Lake. The south project area graphic shows reclamation and overlay of the road as well as some trail location that have deteriorated pavement and will fill fortify accessibility for maintenance staff. Some areas near the tennis courts will be improved knowing construction equipment will need to get to the location of those improvements. The cross walk on the cul-de-sac at Cummings Park Drive currently goes across the entire cul-de-sac. During final design he will evaluate potentially moving that to the east toward the water tower, to make the crossing shorter and more visible. He pointed out the final area identified for sediment removal and the location to implement the storm water pond. Councilmember Holden asked if the sediment removal location is a storm water pond. Fisher said that is part of the lake. Councilmember Holden asked if there is a culvert there. Public Works Director/City Engineer Swearingen said the water level is typically higher than what the graphic shows. Fisher wanted to give an overview on the processes they will be performing. He said a mill and overlay is a process where you grind out the top two inches of pavement, leaving the bottom layer. You would do any corrections needed and then repave. With the exception of the spot curb replacements, the curb will remain in place and the existing grades would remain the same. Reclamation and overlay is a similar process but that is prescribed when the pavement is a little more deteriorated and the base pavement isn't in good condition. A similar machine is used but it pulverizes and grinds up the existing pavement and mixes it with the underlying gravel. This creates a new aggregate base for the new road. Then you pave two lifts of two inches each, for a total of four inches of new pavement. Fisher discussed the storm sewer and water quality improvements. Staff has done a preliminary investigation into existing utilities and provided some specific locations where there are some structure replacements and minor rehabilitation needs. There will be some rip rap work at some of the outlets will mitigate erosion. Drainage structure sumps and SAFL Baffles are proposed to be installed at locations that don't have existing pre-treatment devices, prior to out letting into the lake. There is only one location that doesn't have one and there is one that is in poor condition that they would replace. They performed a risk assessment on some of the submerged culvert aprons. A number of the culverts that outlet to the lake were installed at lake levels at the time and are partially or completely submerged. The risk assessment identified the risk of leaving them there without bringing them up to the water level. They determined right now there are no issues. The potential issues exist during the freeze/thaw action in the winter. When the lake ices over, it can move those culvert apron ends to the point where they could fall off, if not properly secured. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 12 There is also a minor risk of potential flooding upstream where it would outlet out of the next upstream structure. There is no significant risk with leaving them the way they are. However, we could choose to be forward thinking and add it to the project to get it completed. Fisher said the potential sediment removal at Karth Lake Deltas could improve constructability options, access and management level associated with it. The pricing outlined in this report is separated out into a design alternate. He has reached out to some contractors to try to scope this out because there is some difficulty with access. Other than the park access, the other four locations are going right between houses within existing easements. Four of the five locations are relatively steep. Nearly all of them have some level of tree impacts where some trees within those easements would need to be removed. Some of them have private landscaping that will be impacted. We would have to work with homeowners to potentially salvage or reinstall. We have done this type of improvement on the last project. We would get access to get down to the lake. A storm water pond can typically be fully drained. You drain the water, dig it out with an excavator and load the sediment into a truck. Most of the access locations for this project are so steep that we won't be able to get a dump truck back there. We can't entirely drain lake, like you can a storm water pond. You can create a cofferdam at each of the outlet locations. You take steel sheet piling and pound them in, in a half moon shape to isolate the outlet locations so you can de -water them. This would eliminate the water in the working area. There would still be the issue of getting dump trucks back there. It would require a smaller piece of equipment that would bring that material from the lake, to the truck in the road for removal. The higher costs outlined are due to the compounding issues. It is difficult to specifically identify pricing. Fisher outlined that the report identifies some options that could be explored further. These options include hydraulic dredging. That is the most common technique for clearing boat routes on lakes or hauling routes on rivers. Mayor Pro Tem Monson said realistically the best option is going to be using the coffer dam and then use smaller equipment to bring material to the dump truck. Fisher confirmed. That would accomplish the end goal. The dredging would need boat access. The last feasible option is using a vac truck. Then you would suck the materials underwater. There would be no way to quantify the totality of the benefit. We would just know by the amount of material that you suck up. That would be a cheaper option but less definable. Fisher discussed the sanitary sewer improvements. There will be spot rehabilitations. They will replace the castings on the manholes and install new chimney seals to improve I&I. The manholes that have significant rings at the top that deteriorate over time will be reconstructed. Fisher said they are looking to realign the existing watermain along Highway 96 and put it under the trail, closer to the retaining wall. Spot hydrant and valve replacements will happen based on what Staff had identified. There will also be some curb stop adjustments. Their survey team and City Staff will identify each curb stop in the project area that are either too high or too low and adjust those back to final grade. Fisher said for trail improvements, they would strip the trails and re -overlay them. They would add aggregate base, as needed. There is an electrical box at the pump system, with a four -tiered timber retaining wall that has been identified as failing and contributing to erosion into the lake. They would want to replace that with a single tiered wall. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 13 Fisher said they have had some good conversations with the Rice Creek Watershed and the Karth Lake District board regarding the pump system improvements. They can coordinate directly with the DNR regarding available options. There is a three tiered approach of different options for consideration. He said Karth Lake is an isolated lake with no emergency overflow on the lake. If nothing is done it will flood, over time. The City has a permit to pump out the lake. There is a force main that runs down to Cummings Drive and outlets into the storm sewer system. It operates at a two -foot bounce level. When it reaches a certain level, a manual pump is deployed that is connected to the electrical system. They pump it down about two feet and remove the pump. That process needs to be repeated every time the water rises. The Karth Lake Improvement District is requesting a six-inch bounce level vs. two -feet. That would help with erosion around the banks and from a recreation standpoint. The existing system is manually deployed. City Staff has to watch water levels to know when to deploy it and then have to manually remove the pump when the water levels reach the desired depth. They evaluated three options. The first option is to maintain the existing deployable pump but add a water logger device that would be anchored by a buoy which would monitor the lake level. It gives live readings of the lake levels but that can be impacted by wave levels and wind. Public Works Director/City Engineer Swearingen said that is essentially how we act today because the Karth Lake Improvement District is very active. This would just be automated so we get signals when the water rises. Mayor Pro Tem Monson said you still have to manually deploy it. Public Works Director/City Engineer Swearingen confirmed. Mayor Pro Tem Monson remembers Council being interested in it being as automated as possible. Public Works Director/City Engineer Swearingen clarified that they don't deploy it every time. It's on a floating device. We have to manually go down there and turn it on and off. Fisher said the second option is to use the existing pump but add a reinforced concrete structure that would go into the ground and the structure would be connected by a reinforced concrete pipe culvert directly to the lake. They would need to isolate the area for construction. The culvert would be underwater and the structure mimics the level of the lake. That would mitigate wave and wind impact. The pump would be set in there and we would automate that pump. Councilmember Holden asked how old the pump is. Public Works Director/City Engineer Swearingen said this is only a handful of years old and is in pretty good condition. Fisher said the third option is a complete lift station. You would have multiple structures connected. It would be connected to the lake, like in option two, but there would be complete control panel, the pump, the logging device and all of the equipment. This option would likely include replacement of the pumps to fit the project better for the long term. The final piece, if the pumps are upgraded, we would need to explore how that impacts the pump curves associated with the existing the forcemain. The forcemain is in good condition. As long as we can maintain the ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 14 desired water levels there's no need to replace it. If this option is chosen the 6" forcemain may need to be upsized. There is no use in making this investment if that improvement isn't approved. That can all be looked at during final design, if we go in that direction. Fisher said a preliminary resident survey was sent out. It went out to everyone in the project area, as well as, residents who are outside the project area but adjacent to Karth Lake. There were 49 responses to the online survey. The responses included general support for the street improvement project, concerns over private landscaping impacts, concerns regarding erosion in and around Cummings Park trail and to Karth Lake, assessment calculations and a handful of respondents in support of the lake level monitoring and pump system. Fisher outlined the base project costs. It won't include the pump system improvements or the alternate of the sediment removal. The base cost is just under $3.1 million. He discussed how the costs are distributed between the different elements of the project. The overall project costs, include estimated construction costs, a 10% contingency and 27% indirect cost for overhead. Councilmember Holden asked if we need a new electrical box. Public Works Director/City Engineer Swearingen said the panel is okay but it may need to be relocated. Fisher summarized the funding sources for the nearly $3.1 million base project which include the general fund, assessments and three utility funds. He walked through the preliminary estimated costs for the four alternate improvements above the base project. Fisher outlined the special assessment process for the 429 assessments. The first step is to develop a feasibility study. After that is complete, there would be public hearings, final design with engineered plans and competitively bidding the project. The public hearings require estimates of the assessments and mailed notice to each property proposed for assessment. There would also be open houses associated with the final design and just prior to construction to keep residents informed. He outlined how special assessments are applied, based on City policy. The assessments are only for street improvements. Residents aren't assessed for utilities or the Karth Lake improvements. Public Works Director/City Engineer Swearingen said on a previous assessment there was a case where there were two lots within one property. There are no properties like that in this project area so that won't be an issue this time. Councilmember Holden said the Karth Lake improvements could be assessed to Karth Lake District, if the board agrees. Public Works Director/City Engineer Swearingen confirmed. He said the district is there and that could be a discussion. Fisher said based on the street costs presented, they divided out the assessment calculations. Preliminary assessment calculations for residential properties are estimated between $3,000- $6,500, depending on if the improvement is the mill and overlay or the reclamation and overlay. The Industrial properties will vary by property. He walked through the formula for how those amounts were calculated. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 15 Fisher said they are in the process of soliciting the general benefit appraisal for the project. That should be ready in the next week or two. The appraiser will go through and based on the improvements being proposed determines what the actual benefit to each property is. This isn't individual appraisals, it's on a neighborhood basis. Fisher outlined the project schedule and next steps. They will come back on July 14 so Council can accept the feasibility report and order the Public Improvement Hearing. On July 28, the Public Improvement Hearing will be held. Starting in September they will be targeting the final design and plan production. Bidding would be in the first part of 2026, with construction to begin in the spring. Mayor Pro Tem Monson asked Council if they had any questions, starting with base project. Councilmember Holden asked if the manhole covers are okay or will we get new ones? Public Works Director/City Engineer Swearingen said they will be replacing the sanitary manhole castings. Councilmember Holden asked if there was money in the budget to cover all of the costs. Finance Director Yang said we have it in the CIP budget. Councilmember Holden asked if any of the utility funds will go in the hole. Finance Director Yang said no. Councilmember Weber said he supports the base program entirely. Mayor Pro Tem Monson said with no further questions Council should discuss dredging. She asked what if we didn't do it. She asked to be walked through the risk and if this is something that we're delaying and will have to do in 5-10 years anyway. Councilmember Holden wondered if we will have to do the same for all the other lakes. Fisher said they performed a bathymetric survey. For that, they take a rod and determine where the top of sediment is and then push through to the hard bottom. The limitation is if you get gravel or hard sands you can't calculate it properly as it includes organic matter. Trees will drop leaves every year so you will continue to get the organic matter. You can't mitigate that unless you remove the trees. He noted each of the outlets are clear. They aren't building up sediment beyond the invert of that pipe opening. It's not impacting the hydraulics. It is being pushed into the lake a little. By being proactive and improving them right now will only ensure less sediment gets into the lake in the future. Councilmember Weber said the scenario that was used that may cause the storm sewer to fail were an exceptional snow fall or erosion event that would lead to the storm sewer inlets to be blocked. He said even if we were to dredge, that scenario is still feasible. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 16 Councilmember Holden worries that we are setting a precedent and we'll have to do Lake Johannah and Lake Josephine. Mayor Pro Tem Monson said she doesn't think there is a lot of appetite for that. If we did, it would have to be a much bigger discussion before they could decide. She thinks we are going to hold on that. She'd be fine if we received bids on it to see what the cost is. Public Works Director/City Engineer Swearingen said it is a maintenance item and the risk is very low, if we decide to pass on it. Now that we do have sediment control devices, we maintain them annually, if not bi-annually, if time allows. They are wide open. He thinks the sediment control devices are very effective and with the maintenance program we are able to not add sediment to the lake. Councilmember Weber assumed the sediment depth testing was done only by the lake inlets. Fisher confirmed. Councilmember Weber said we don't know if those levels are uniform. He thinks ahead of any discussion on City-wide policy on dredging, it would be important to investigate the sediment depths of the entire lake. Councilmember Holden said she would like to eliminate the alternate option. Councilmember Weber agrees. Mayor Pro Tem Monson said she would prefer the second option for the pump improvements. The first option doesn't go far enough and the third option is too expensive. Councilmember Weber agrees. Councilmember Holden agrees with the second option. She thinks the cost should be split between the City and the Karth Lake District. Public Works Director/City Engineer Swearingen said the watershed has shown some serious interest in partnering with the City on the pumping operations. They haven't said exactly what they would be willing to fund but they are open to discussion. We can propose this to them. Once we understand what their funding would be, we could bring it back to Council. Councilmember Weber said if they are willing to discuss the pumping, maybe they would do the lift station. Fisher said the watershed asked us to bring a proposal to them, outlining what the City wants. Public Works Director/City Engineer Swearingen pointed out the memo states that Staff is recommending option two but would recommend exploring option three to see if the watershed may pay for it. Mayor Pro Tem Monson agrees with Staff recommendation. She said go with option two and explore other options, as discussed. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 23, 2025 17 D. Zoning Update Mayor Pro Tem Monson asked Council if they wanted to recess and return after the regular Council Meeting. She noted that Mayor Grant and Councilmember Rousseau were not present. Discussion ensued that the Zoning Update discussion should take place when all five members of the Council are present. City Administrator Jagoe said she doesn't think there is a lot left to go through. July 14 is the budget discussion. She reserved part of the July 28 meeting, as well. She said it could be on the June 30 Special Work Session. Council agreed to put the Zoning Update discussion on the agenda for the June 30 Special Work Session. If any members are absent or if time doesn't allow, we can move it again. E. Agenda Planning Councilmember Weber pointed out that the ADU and Cannabis discussions were going to happen parallel to the Zoning Code review. He would like to address that sooner rather than later. City Administrator Jagoe said she remembers the comments were in parallel with the Zoning Code updates but also once the Community Development Director is hired. F. Rice Creek Commons/TCAAP Discussion This item was not discussed. 4. COUNCIL COMMENTS AND STAFF UPDATES None. /3 0a1e11r,14 Mayor Pro Tern Monson adjourned the City Council Work Session at 6:50 p.m. Jennifer Estling Deputy Clerk David Grant Mayor o -AR�ENHILLS Approved: July 28, 2025 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JUNE 23, 2025 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Pro Tern Tena Monson called to order the regular City Council meeting at 7:00 p.m. Present: Councilmembers Brenda Holden, Tena Monson and Kurt Weber Absent: Mayor Grant joined remotely at work session which was held prior to Regular meeting, but due to City related technical difficulties was unable to participate. Councilmember Rousseau was excused. Also present: City Administrator Jessica Jagoe; City Attorney Greta Bjerkness; Public Works Director/City Engineer David Swearingen; Finance Director Joua Yang; and Assistant to the City Administrator/City Clerk Julie Hanson PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holden moved and Councilmember Weber seconded a motion to approve the meeting agenda as presented. The motion carried (3- 2. TCAAP/RICE CREEK COMMONS UPDATE City Administrator Jagoe stated the JDA Advisory Meeting met on June 1 lth. Their main focus of discussion was on the right of re-entry details. Alatus and the Ramsey County Financial Advisory from Ehlers are working together to review and provide verification of financial and organizational capacity as requested by the JDA at their meeting on June 2nd. A verbal update is to be provided at the JDA Advisory meeting on June 181h. Additionally, Alatus is gathering more information from homebuilders regarding prevailing wage. Lastly, at this meeting Alatus stated that they can comply with the sustainability guidelines and district energy. On June 181h the JDA Advisory met. Discussion items were the redlines provided to Alatus from Ramsey County on the right of reentry language to be included as part of the Purchase and Sale Agreement. As previously shared with the City Council, the current proposal for purchase of the ARDEN HILLS CITY COUNCIL — JUNE 23, 2025 2 California Parcel by Alatus is the site takedown as one parcel and that they would complete the mass grading and fine grading along with installation of the sub -grade for the Spine Road. At this meeting, the County Attorney and County Staff informed Alatus that this would require public bidding for work that is completed within the public right of way. County staff provided an update that Kimley Horn as part of the RFP scope for the Spine Road design plans is preparing the final plat to record to the Spine Road right of way. County approval of the plat, as landowner, is expected this summer, after which the final plat will be brought forward to the JDA. Additional negotiation will need to continue between the County and Alatus on the purchase and sale terms as it relates to the mass grading. Discussion continued on the open items from the term sheet that remain open. The Alatus team shared their perspective of open items which were prevailing wage, right of reentry, and coordination with 3rd parties such as MPCA and Army on permit approvals. JDA staff identified that there are more open items and it was agreed that JDA staff would provide Alatus a complete list of the Development Agreement items and current status. At the June 23rd JDA Advisory meeting the subcommittee had a final discussion on the request from Alatus for an extension of the Preliminary Development Agreement prior to the next JDA Special Meeting on Wednesday, June 25th at 7 PM. At the June 2nd JDA meeting, Bob Lux from Alatus verbally requested that the term of the Preliminary Development Agreement between Alatus and the JDA be extended to 30 days past the date that the 90% plans for the Spine Road and related infrastructure are expected. The target date for the 90% plans is August 8, 2025, so 30 days beyond that would be September 7, 2025. A recommendation of the JDA Advisory Committee members on the extension request will be brought forward at this meeting. JDA staff is preparing an additional memo for this meeting that is anticipated to be provided at the June 25th JDA meeting. The Energy Advisory Committee has not met since the last Council meeting. Advisory committee meetings as they are scheduled, will continue to be posted on the City's website. 3. PUBLIC INQUIRIES/INFORMATIONAL Gregg Larson, 3377 North Snelling Avenue, discussed a flyer he recently received from Rainbow Tree Care that had the City's logo on it. He commented on an event that occurred in 2018 where warranties were offered on sewer lines by an outside company and this company was allowed to use the City's logo on all mailings. He feared the City was jeopardizing the goodwill and trust of its residents by allowing this to occur. He recommended the City not allow outside companies to use the City's logo for advertising campaigns. 4. RESPONSE TO PUBLIC INQUIRIES None. 5. PUBLIC PRESENTATIONS None. 6. STAFF COMMENTS A. Transportation Update ARDEN HILLS CITY COUNCIL — JUNE 23, 2025 3 Public Works Director Swearingen reported the crack sealing contractor would be working on City streets this week and chip sealing work would begin on July 7, 2025. Councilmember Holden asked when the 2024 PMP project would be closed. Public Works Director Swearingen stated the final walk through has yet to be completed along with several minor items on the punch list. B. Night to Unite Update Assistant to the City Administrator/City Clerk Hanson stated Night to Unite would be held on Tuesday, August 5 and individuals interested in hosting a Night to Unite event are encouraged to register their gathering with the Ramsey County Sheriff's Office (RCSO) by Tuesday, July 22. Registered parties may receive a visit from a deputy, fire department personnel as well as City and other community officials. The City has information about Night to Unite, including the link for online registration, available on our website's main page under News and Announcements. Registration can be completed online and residents can find more information about Night to Unite in general on the Ramsey County Sheriff's Office webpage. Residents wishing to donate school supplies can bring items to their local neighborhood event or drop the items off at the Ramsey County Sheriff's Patrol Station located at 1411 Paul Kirkwold Drive between 8:00 am and 4:30 pm Monday, August 4 through Friday, August 8. Donations can also be dropped off at City Hall during regular business hours. A list of neighborhoods participating in Night to Unite will be sent to the City Council when it becomes available to staff. 7. APPROVAL OF MINUTES A. May 27, 2025, City Council Work Session B. May 27, 2025, Regular City Council MOTION: Councilmember Holden moved and Councilmember Weber seconded a motion to approve the May 27, 2025, City Council Work Session meeting minutes and May 27, 2025, Regular City Council meeting minutes as presented. The motion carried (3-0). 8. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve Xcel Thermal Energy Network Demonstration Project Letter of Support C. Motion to Approve Resolution 2025-044 Accepting Donation from Arden Hills Foundation D. Motion to Approve Appointment of Interim Building Official E. Motion to Approve Lease Extension with Marco Technologies for City Hall Copier/Printer F. Motion to Approve Sponsorship Policy G. Motion to Approve Payment of Ramsey County Fleet Services April 2025 Invoice ARDEN HILLS CITY COUNCIL — JUNE 23, 2025 4 MOTION: Councilmember Holden moved and Councilmember Weber seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried (3_0). 9. PULLED CONSENT ITEMS None. 10. PUBLIC HEARINGS A. Quarterly Special Assessments for Delinquent Utilities Finance Director Yang stated water customers whose accounts are 90 days past due were informed that the City intends to certify delinquent charges to Ramsey County to be collected with property taxes. These customers have the right to a hearing in front of the City Council to discuss this matter prior to certification. Mayor Pro Tem Monson opened the public hearing at 7:14 p.m. With no one coming forward to speak, Mayor Pro Tem Monson closed the public hearing at 7:14 p.m. B. Cable Franchise Extension Agreement Renewal City Administrator Jagoe stated the North Suburban Communications (the "NSCC") is a municipal joint powers commission that negotiates and administers the cable franchises on behalf of its nine member cities. Following a long and contentious franchise renewal process, the NSCC and Comcast agreed upon a renewed cable television franchise in 2017. All of the member cities adopted ordinances approving the cable television franchise and Comcast accepted it. At the time, the 2017 cable television franchise was considered one of the best, if not the best, cable television franchise in the metro area. In 2025, it remains one of the best, if not the best, cable television franchises in the metro and it continues to meet the needs of the member cities as it relates to the provision of cable service. City Administrator Jagoe explained in 2024, Comcast sent a notice to the NSCC that it desired to renew the cable television franchise which had a term through 2027. Shortly after receiving the notice, the NSCC adopted a resolution commencing the renewal process and sent a letter to Comcast in response to Comcast agreeing to pursue the cable television franchise renewal through the informal — contract negotiation — process as contemplated in the federal cable act. In 2025, NSCC counsel and Comcast tentatively agreed on a cable franchise renewal extension that would extend the current terms and conditions of the cable television franchise through 2032. The NSCC recommended adoption of the Franchise Extension Agreement Ordinance by the City and all of its member cities at its meeting in May. The City Council will be asked to make a formal decision regarding the Comcast Cable Franchise Extension Agreement Ordinance under Agenda Item I IB. Councilmember Weber thanked staff for the thorough staff presentation. He commented on the value the City was receiving through the franchise agreement. ARDEN HILLS CITY COUNCIL — JUNE 23, 2025 5 Councilmember Holden commended former NineNorth Executive Director Cor Wilson and Cable Commission Representative Craig Wilson for holding the line on the franchise agreement years ago. Mayor Pro Tem Monson opened the public hearing at 7:17 p.m. With no one coming forward to speak, Mayor Pro Tem Monson closed the public hearing at 7:17 p.m. 11. NEW BUSINESS A. Resolution 2025-045 Adopting and Confirming Quarterly Special Assessments for Delinquent Utilities Finance Director Yang stated delinquent utility amounts are certified to Ramsey County quarterly. A list of utility accounts with a delinquent balance was compiled and notices dated May 13, 2025 were mailed. These customers were informed of their delinquent status and were asked to make payment of the delinquent balance by June 13, 2025. Utility accounts with an unpaid delinquent balance would be certified to Ramsey County to be added to property taxes payable in 2026. The certification amount is equal to the unpaid delinquent balance plus an eight percent penalty. The list of remaining delinquent utility accounts was reviewed. The City will request that Ramsey County levy the delinquent balances against the respective properties. MOTION: Councilmember Holden moved and Councilmember Weber seconded a motion to adopt Resolution 2025-045 — Adopting and Certifying Delinquent Utilities to Ramsey County. The motion carried (3-0). B. Ordinance 2025-002 Related to Cable Franchise Extension Agreement Renewal There was no further discussion on this item. MOTION: Councilmember Holden moved and Councilmember Weber seconded a motion to adopt Ordinance 2025-002 for Extension of Cable Franchise Agreement with Comcast. The motion carried (3-0). 12. UNFINISHED BUSINESS None. 13. COUNCIL COMMENTS Mayor Pro Tem Monson explained this is the first City Council meeting since the horrific events that occurred on June 14. She reported there has been a lot to think about as an elected official since these events. She sent her thoughts and prayers to the Hoffinan family for a full recovery and her condolences to the Hortman family. Councilmember Holden stated Representative Hortman attended the Veteran's Day celebration and had been in Arden Hills for several other events. ARDEN HILLS CITY COUNCIL — JUNE 23, 2025 6 Councilmember Holden commented on June 13 the National Guard had a celebration for the Army's 250th Anniversary. Councilmember Holden explained at the last City Council meeting a comment was made that the City Council years ago, did not approve the old City Hall property sale to a developer. She reviewed a newspaper article that detailed the City Council's approval of the sale of the old City Hall property. She asked that the questions be asked about information before making untrue statements at City Council meetings. Councilmember Weber thanked Mayor Pro Tern Monson for bringing up the tragedy. He explained that was a very difficult weekend and he shared her sentiments. " nr11" no MOTION: Councilmember Holden moved and Councilmember Weber seconded a motion to adiourn. The motion carried (3-0). Mayor Pro Tem Monson adjourned the Regular City Council Meeting at 7:21 p.m. Julie Hanson City Clerk Tena Monson Mayor Pro Tern o -AR�ENHILLS Approved: July 28, 2025 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL MEETING JUNE 30, 2025 ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the Special City Council meeting at 5:00 p.m. Present: Mayor David Grant and Councilmembers Brenda Holden, Tena Monson, Emily Rousseau and Kurt Weber Absent: None Also present: City Administrator Jessica Jagoe and Deputy Clerk Jen Estling 1. APPROVAL OF AGENDA MOTION: Councilmember Monson moved and Councilmember Holden seconded a motion to approve the meeting agenda. The motion carried (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL None. 3. RESPONSE TO PUBLIC INQUIRIES None. 4. CONSENT CALENDAR A. Motion to Approve Agreement with Metro West Inspection Services for On -Call Building Official Services MOTION: Councilmember Holden moved and Councilmember Rousseau seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried (5- ARDEN HILLS SPECIAL CITY COUNCIL — JUNE 30, 2025 2 5. PULLED CONSENT ITEMS None. 6. COUNCIL/STAFF CO NTS Councilmember Holden reported that the Lake Johanna Fire Department encountered contaminated soil at the new fire station location and will provide an update once more is known. Councilmember Weber asked if this was soil corrections or contamination. City Administrator Jagoe stated that corrections were needed in order to get the soil suitable for building construction. Councilmember Weber indicated that the NSCC meeting was cancelled this month and the next meeting would be in October. He noted Director Ongstad would send out an email update. ADJOURN MO ION: Mayor Grant moved and Councilmember Monson seconded a motion to adiourn. The motion carried (5-0). Mayor Grant adjourned the Special City Council Meeting at 5:03 p.m Jen Estling Deputy Clerk David Grant Mayor M� -ARDEN HILLS Approved: July 28, 2025 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION JUNE 30, 2025 5:30 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the City Council Work Session meeting at 5:30 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Tena Monson, Emily Rousseau and Kurt Weber Absent: None Also present: City Administrator Jessica Jagoe and Deputy Clerk Jeri Estling 1. PUBLIC INQUIRIES/INFORMATIONAL None. 2. RESPONSE TO PUBLIC INQUIRIES None. 3. AGENDA ITEMS A. Flock Cameras Discussion City Administrator Jagoe stated at the May 12 and May 27 Work Sessions, the City Council reviewed the 2025 budget amendment proposal from the Ramsey County Sheriff's Office (RCSO) for the installation of 19 Flock license plate reader (LPR) cameras in the contract cities. At the Special Regular Meeting on May 28, Council direction was given to table the LPR discussion with a request to the RCSO to provide additional information. Staff reviewed the information that had been provided to the City by the RCSO. City Administrator Jagoe explained that the Council is being asked to consider the implementation of LPR cameras as a budget amendment for 2025 so that installation could begin mid -summer. All of the other cities within the contract group have approved the budget amendment as requested by RCSO for the Flock LPR cameras. Council direction should be given ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 30, 2025 2 if there is any additional information that may be needed from RCSO for consideration of this request and/or direct staff to schedule this agenda item at a future Regular meeting to take the necessary action on the budget amendment request from RCSO for Flock LPR cameras. Councilmember Rousseau asked what would happen if the City of Arden Hills were to oppose this contract and budget amendment. City Administrator Jagoe explained the cameras would still be installed in the other contract cities and she would have to follow up to see what would happen with the three cameras that were proposed for Arden Hills. Councilmember Rousseau commented she appreciated the responsibility the Ramsey County Sheriff's have shown with the body worn camera audits and their general good will in the community. She explained she wanted more awareness regarding the cameras and questioned what the reason was for the 30 day retention. She indicated she was nervous regarding if data breaches could occur and believed there would be a higher risk for such a breach if data were collected from these cameras in Arden Hills. She recommended this item not be on the Consent Agenda if it were brought to the City Council for approval. Councilmember Weber thanked Councilmember Rousseau for her comments. He indicated he reached out to a Ramsey County Boardmember to learn more about the Board's opinion. He explained he raised concerns regarding the financing model noting cities were paying for these cameras and not the counties. He commented he strongly believes this should be a County operation and should be funded by the County. Mayor Grant explained a presentation has been given to all of the other contract cities. He asked where these cities were at in the process. City Administrator Jagoe reported all of the other contract cities have approved a budget amendment for the Flock cameras. Councilmember Monson requested legal review the contract, noting she would like to have additional information regarding data rights and to better understand what an audit may look like. She asked if the City's data would be opting into the federal and State databases. City Administrator Jagoe commented it was her understanding Ramsey County would only allow other Minnesota law enforcement agencies to access their data. Councilmember Holden stated Flock has less than a 0.02% of ever flagging anything and these cameras were being used in very large cities, such as Austin, San Diego and Denver. Councilmember Weber noted the terms of the contract would remain in place and the City would have no control over the contract if it were approved by the Council. City Administrator Jagoe explained the contract had been signed and the Sheriff's Department was looking for the City Council to approve a budget amendment to cover the expense for three cameras. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 30, 2025 3 Councilmember Monson stated this was a very interesting topic when it comes to data practices and how this will be addressed in the future. She explained she was working to evaluate the cost/benefit of this technology. She reported she spoke with a number of residents regarding this topic and not one supported this technology coming into the community. She stated the residents understood the value, but did not want to be over -surveilled. She commented it was her understanding the cameras had already been approved and the Council was simply being asked to approve a budget amendment. She reported that if the budget amendment were denied, would the cameras still be installed in Arden Hills. City Administrator Jagoe commented she would have to ask this question of the Ramsey County Sheriff's Department. Councilmember Rousseau stated she was disappointed by the fact the Ramsey County Sheriff's Department was making these decisions without receiving any feedback or having conversations regarding the risks with the contract cities. Councilmember Weber explained the cameras were going to be installed by the County and they would be installed in County right-of-way. Mayor Grant reported the cameras were being requested to assist with fighting crime. He indicated the sheriff's department was viewing the cameras as a tool, while the City may see the cameras as a big brother issue. He commented there were concerns with Al and how technology was overstepping. However, in the end, he believed the sheriff's department would not be requesting this tool if it was unsafe to use in fighting crime. Councilmember Monson stated she would like to see a claw back clause within the contract to ensure the City has the right to not use the cameras in the future. She commented she was concerned with the fact the sheriff's department would be requesting more FTE's given the amount of traffic data that would be collected. Councilmember Holden indicated she was not concerned about an increasing number of FTE's because this was not occurring in Denver or Austin. Rather, she was more concerned about lowering crime in other communities in order to reduce the overall cost for policing in Arden Hills. City Administrator Jagoe stated after speaking with Undersheriff Jeff Ramacher, he stressed a case number has to be assigned to the searching capability within the data that was captured from the Flock cameras. Councilmember Holden questioned how the City Council should proceed. Councilmember Rousseau explained she would like to see a no vote going forward in order to see how the County responds. Mayor Grant requested staff speak with the County regarding the questions that have been raised and that these answers be brought back to the Council on July 28. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 30, 2025 4 B. SCORE Grant Incentive Funding City Administrator Jagoe stated the City applied for grant money from Ramsey County's recycling SCORE grant program for 2025. The base funds are used to offset the cost of the City's recycling program, including administration, equipment, and collection costs. There is incentive funding, in addition to the base allowance, which can be used for up to two approved incentive initiatives per year. In 2024 Arden Hills received $4,007 in incentive funds. The 2025 incentive amount is $23,815. In the past, the incentive funds have been used for the annual Cleanup Day event where Arden Hills partners with Recycle Technologies in Blaine. We are still planning to move forward with that event on October 4, 2025, and as in previous years, residents will be able to use coupons for two free items. The cost associated with this event is generally approximately $4,000, leaving a potential balance of $19,815 to apply toward additional, eligible recycling initiatives. City Administrator Jagoe explained the proposal for an additional cleanup day was presented to Council at the June 23, 2025, Special Work Session. Staff identified a vendor, Freimuth Enterprises, LLC, that would facilitate the recycling event, which would also include paper shredding. The paper shredding vendor, 1st Choice Document Destruction, Inc., provides on -site paper shredding services. They shred the documents in a secure environment on -site with their Mobile Unit truck and the customer is encouraged to observe the destruction of documents, to ensure peace of mind. City Administrator Jagoe reported at the June 23 Work Session, Council directed Staff to narrow the collection scope as many items can be disposed of for free at the new nearby Ramsey County Environmental Center. Staff reviewed Freimuth's itemized list and compared those against the items collected at the Recycling Center in order to determine which items could be removed from Freimuth's list. Staff outlined the items that could remain on the list and those that could be removed, should Council wish to narrow the scope of items offered. In addition, the Council also directed Staff to provide a cost estimate if the City were to pay for all items, with no cost to the residents. One of the items on the SCORE Performance Work Plan is to "Use Ramsey County materials and information when and where appropriate to promote increased recycling, reuse and repair..." The City will continue to keep residents informed about where they can dispose of certain items for free, and share Ramsey County materials, through the website and social media. Deputy Clerk Estling reported she reached out to the vendor and they were interested in limiting the scope and could cut out electronics. She commented that the vendor has never charged a city more than $9,500 for an entire event. Mayor Grant was of the opinion there was a demand for this type of event in the community. He noted the incentive program would cover the expense for an event of this type. Councilmember Weber agreed noting he supported the City holding a clean up event. Councilmember Rousseau stated she supported the event as well. Councilmember Holden indicated she took an old lawn mower and A/C unit and she paid $10 to get rid of both items. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 30, 2025 5 Councilmember Monson explained she supported the City moving forward with an event as well with the City covering the cost. Councilmember Holden inquired if the SCORE funds could be used in another manner. Mayor Grant reported the funds could be used for rain barrels, rain gardens, or reuseable shopping bags. Councilmember Monson supported the event moving forward and suggested the Council revisit how to spend the remaining SCORE grant funds. Councilmember Holden expressed concern with collecting electronics and recommended these items be taken elsewhere to ensure data was properly wiped cleaned. She indicated she supported adding fluorescent lights back into the cleanup day. City Administrator Jagoe thanked the Council for their feedback and noted the cleanup day event would be held with fluorescent bulbs and without electronics. C. Chickens Discussion City Administrator Jagoe stated at the May 12 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 scheduled for May 28 for discussion. This agenda topic was subsequently bumped to the June 9th meeting. At the June 9 work session, the Council began the review and discussion on potential amendments to Ordinance 2021-008 for the Keeping of Chickens. The discussion for the Keeping of Chickens was to be continued at the Special Work Session scheduled for June 30th. Staff was directed to prepare a redlined version of the Keeping of Chickens ordinance with the amendments discussed and generally agreed upon by the Council. Other discussion items that staff needs direction on from the June 9 meeting that have not yet been incorporated into the redlined ordinance are as follows: • Setbacks • Number of Accessory Structures including Coop • Fencing/Screening • Cleaning standards • Leg Banding Requirement Councilmember Holden commented she believed it was important to have the chicken coops closer to the principal structure than a neighbor's home. Councilmember Weber suggested residents be allowed to seek permission from a neighbor if a coop location was closer to a neighbor than the principal structure. Councilmember Rousseau asked if it would be difficult to require the neighbors' approval in this process. City Administrator Jagoe stated this could be included in the approval process and forms could be provided to the applicant for the adjacent neighbors. She indicated the neighbors would then have to offer their approval before the request could move forward through the permit process. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 30, 2025 6 Councilmember Holden questioned how the City defined adjacent neighbors. City Administrator Jagoe explained this would be the properties abutting the perimeter of a subject property. Councilmember Monson supported the language being cleaned up further when it comes to the required setbacks. City Administrator Jagoe stated she could look into this further. Councilmember Monson explained she received strong support from residents that the City should require chicken coops to be closer to the principal structure than a neighbors' home. She indicated she supported this recommendation as well. She commented she did not support requiring a resident to receive a neighbor's approval in order to do something in their own yard. Councilmember Rousseau indicated she would like to change the structure of this portion of Code to have chickens separate from other farm animals. She explained she liked the fact the exercise yard was being eliminated and she was willing to support having coop closer to a certain portion of the yard than another. Mayor Grant stated if the exercise yard was being eliminated, then the run needs to be slightly bigger. Councilmember Weber suggested the run be 60 square feet in size as a minimum. Mayor Grant supported the run being larger than 60 square feet. Councilmember Monson stated she has never seen a coop and run that large. She feared that these requirements would be cost prohibitive. Councilmember Weber reported eight to ten square feet in the run was the minimum care requirement from the University of Minnesota Care Extension. He did not believe this requirement would be cost prohibitive. Councilmember Monson suggested the requirement be brought down to eight square feet per bird instead of ten. Councilmember Weber supported requiring ten square feet per bird for the run space. Mayor Grant requested the Council now shift their comments to fencing and screening. Councilmember Weber stated he supported the run being fenced entirely. Councilmember Monson agreed the run has to be fenced, but the City should not require any visible screening. She recommended Number 4 be struck entirely. Councilmember Rousseau indicated she would like to see the same fencing used for dog kennels to be used for chickens. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 30, 2025 7 Councilmember Weber indicated he supported scratching Number 4. Mayor Grant reported the chickens should not be able to get out if the coop has a roof and the run was entirely fenced. He questioned if it was necessary to band the chickens. The Council did not support requiring residents to band their chickens. Mayor Grant commented on the proposed cleaning standards and reported he would not expect staff to enforce these standards, unless there was an odor complaint. Councilmember Monson stated cleaning standards would be extremely important and she recommended the cleaning standard language remain in the Ordinance. Councilmember Weber supported cleaning language remaining within the Ordinance to ensure no sensible odor was apparent from the property line. Councilmember Rousseau suggested the City provide residents with best practices information when it comes to chicken coop cleaning. City Administrator Jagoe explained she could create a best practices from the information from the University of Minnesota along with changing the language in Item 3.2. Mayor Grant questioned how the Council wanted to address setbacks. Councilmember Weber recommended the coops and runs have at least a 10 foot setback. Councilmember Rousseau supported this recommendation. Councilmember Monson suggested chicken coops and runs not be any closer than 10 feet from the property line and in no instance closer to the neighbors dwelling than the principle structure. Councilmember Weber stated he did not support requiring residents to tear down their chicken coop if it was no longer used for chickens. He indicated this could be a financial hardship, noting the coops could be used for storage. Councilmember Monson agreed chicken coops should be viewed as an accessory structure. Councilmember Rousseau also supported this recommendation. Councilmember Weber asked how the City would know if a coop was no longer being used for chickens. Councilmember Rousseau indicated the City would get a heads up if a property owner did not renew their licensing. Further discussion ensued regarding detached accessory structures. Councilmember Monson discussed how difficult it was to remove structures once built. She was of the opinion a resident should not be allowed to have a chicken coop if they already have two accessory structures. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 30, 2025 8 Mayor Grant stated he had concerns about allowing three accessory structures on a residential lot as well. He indicated he supported the trigger point being the non -renewal of a chicken license for the removal of a chicken coop. Councilmember Monson questioned if the City had to license chickens. She indicated she could support removing this requirement. Councilmember Weber suggested chicken licensing be done on a biannual basis. The Council supported this recommendation. Councilmember Weber asked if the City was going to consider duck keeping. He indicated he would need more information regarding this topic. Councilmember Monson stated she would prefer that the City not allow the keeping of ducks. D. Zoning Code Updates City Administrator Jagoe stated at the May 12 and May 28 work sessions, the City Council began the review of the HKGi Summary of Work Session #2 memo and recommendations. Feedback was given on the Lot Standards and Site Standards portion of the memo. During the review of the Permitted and Accessory Use Tables, the City Council tabled the discussion on the remainder of the Land Use Table review and remaining items in the consultant memo to a future work session. Staff reviewed the remaining discussion items and reported staff was looking for direction from the City Council which will then be shared with HKGi. It was noted on July 9, HKGi will have a third Work Session with the Planning Commission focused on use specific standards, the subdivision code, and various procedures for land use applications. Councilmember Rousseau asked if a data center would be allowed. Mayor Grant commented he wanted to ensure data centers would be allowed. City Administrator Jagoe explained she could speak with HKGi to ensure language was drafted surrounding data centers in light industrial. Councilmember Rousseau indicated she would prefer to keep data centers out of the community. She reported data centers use a great deal of energy and resources. City Administrator Jagoe stated she would bring this item back to the Council on July 28 for further discussion when the entire City Council was in attendance. 4. COUNCIL COMMENTS AND STAFF UPDATES Councilmember Monson commented on the speed limit increase along Snelling Avenue and asked that staff bring this item back to the Council for further discussion. Councilmember Monson discussed a recent article that was printed in the American Institute of Architects (AIA) magazine where Rice Creek Commons and The Heights were featured for their carbon neutrality efforts. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JUNE 30, 2025 9 Further discussion ensued regarding the changes that were made by the State regarding cannabis profits. ADJOURN Mayor Grant adjourned the City Council Work Session meeting at 7:27 p.m. Jen Estling Deputy Clerk David Grant Mayor CONSENT ITEM 8A EN HILLS MEMORANDUM DATE: July 28, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: Joua Yang, Finance Director Pang Silseth, Accounting Analyst SUBJECT: Claims and Payroll Listing Budgeted Amount: Actual Amount: N/A N/A Council Should Consider Motion to approve, table or deny the following: • Claims and Payroll Listing All items need a simple majority for action unless otherwise noted. Funding Source: N/A Background Payroll is processed biweekly and accounts payable is processed weekly. Budget Impact N/A 2025 Payroll #15 Paid Claims - 06/30/2025 (ACH Checks) Paid Claims - 07/05/2025-07/18/2025 (Check Nos. 53518-53555 and ACH Checks) Total Payroll $126,863.93 $126,863.93 $6,740.02 $508,776.76 Total Accounts Payable $515,516.78 Total Claims $642,380.71 CITY OF ARDEN HILLS PAYROLL # 15 CHECKS DATED: 07/18/25 Biweekly: 06/28/25 - 07/11/25 EMPLOYEE DEDUCTIONS AMT. CITY BENEFIT Payment Method FIT 8,749.54 EFT EFT EFT EFT A/P Check* A/P Check* A/P Check* A/P Check* FICA Oasdi 6,665.65 6,665.65 FICA Medicare 1,558.91 1,558.91 SIT 4,345.25 TOTAL TAXES 1 21,319.351 8,224.56 Health Premium 2,342.11 0.00 Dental Premium 248.96 52.66 FSA Health Care Reimb. 137.50 FSA Dependent Care Reimb. 0.00 TOTAL FLEXIBLE SPENDING 1 2.728.57 52.66 HSA Health Saving 1 1,070.191 0.00 EFT TOTAL HEALTH SAVINGS 1 1,070.191 0.00 EFT EFT A/P Check* EFT EFT A/P Check* A/P Check* A/P Check* A/P Check* A/P Check* ERA 6,270.73 7,235.43 tissionSquare 895.44 0.00 entral Pension Fund -Union 1,920.00 IN State Retirement System 1,800.00 'OTAL RETIREMENT 1 10,886.171 7,235.43 TLAC 22.76 ife/Addl/Dep Life 48.69 0.00 ife/Addl non -tax 18.96 TD/STD Insurance 0.00 ERA Life Insurance 40.00 JOE 49 Dues (Union) i 140.00 Total Employee Deductions 36,274.69 Net Payroll 0.00 Direct Deposit 75,076.59 Gross Payroll Tie -Out 111,351.28 Plus City Paid Benefit 15,512.65 TOTAL PAYROLL COST 126,863.93 FICA TIE -OUT Gross Payroll 111,351.28 Less Total FSA 2,728.57 Less Total H.SA 1,070.19 Less Voluntary Ins 41.72 Net P/R Subject to FICA 107,510.80 FICA Oasdi @ 6.20% 6,665.65 FICA Medicare @ 1.45% 1,558.91 EFT Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the US Bank Easy Tax Deposit Service. Transfers are typically made up to two days after the payroll date. * A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. Accounts Payable Checks by Date - Detail by Check Date User: pang.silseth Printed: 7/24/2025 7:56 AM ,-7k. DEN HIILLS Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference ACH ACH001 US BANK 06/30/2025 ARVIM62025 CEMSTONE - DISPATCH 328.00 ARVIM62025 RED WING SHOES #818 310.48 FRIDJ62025 SWINGSETMALL.COM-Swing Seat 183.70 FRIDJ62025 SWINGSETMALL.COM-Swing Seat Supplies 62.75 FRIDJ62025 THE CARY COMPANY -Credit -81.26 FRIDJ62025 DOG WASTE DEPOT -Dog Waste Bag Rolls 289.77 FRIDJ62025 AMAZON MKTPL*NW73Q3UN2-Strap Kits 137.40 FRIDJ62025 4IMPRINT INC-Hi Vis T-Shirts 491.08 FRIDJ62025 PSN*MINNESOTA RWA MN 150.00 FRIDJ62025 AMAZON MKTPL*N67M043C2-Phone Case 33.94 GEBAM62025 CEMSTONE - DISPATCH 164.00 GEBAM62025 RED WING SHOES #818 278.98 HANSJ62025 KOWALSKI COMPANIES CC Strategic Plannii 195.09 HANSJ62025 MCFOA Renewal 50.00 14ANSJ62025 JIMMY JOHNS - 1532 - E CC Worksession 189.30 IIANSJ62025 DAVANNIS #10 ARDEN HILL CC Worksessioi 101.86 IIANSJ62025 DAVANNIS #10 ARDEN HILL CC Worksessioi 93.60 IIANSJ62025 MCFOA Renewal 50.00 HANSJ62025 JIMMY JOHNS - 1532 - E CC Worksession 200.26 JAGOJ62025 KOWALSKI'S SHOREVIEW-Cities Mayor Mee 53.43 JOHNM62025 TARGET 00006197 supplies 57.41 JOHNM62025 TARGET 00006197 17.97 JOHNM62025 AMAZON MKTPL*NH27H26R1 supplies 202.56 JOHNM62025 DOMINO'S 7354 60.62 MIKAT62025 ULTIMATE AUTO GLASS 328.24 MIKAT62025 THE HOME DEPOT #2828 179.83 MIKAT62025 APPLE.COM/BILL 0.99 MILLL62025 APWA - PWX REGISTRATION conference 202 884.00 REBATE0528 US BANK REBATE -396.50 SWEAD62025 APWA - PWX REGISTRATION 586.00 SWEAD62025 PSN*MINNESOTA RWA MN 212.50 SWEAD62025 PSN*MINNESOTA RWA MN 212.50 YANGJ62025 GOVERNMENT FINANCE OFFICE-PAFR Re� 250.00 YANGJ62025 GOVERNMENT FINANCE OFFICE-ACFR Re 460.00 YANGJ62025 GOVERNMENT FINANCE OFF -membership 170.00 Total for this ACH Check for Vendor ACH001: 6,508.50 ACH ACH002 AFLAC 06/30/2025 367780 Insurance Premiums -June 2025 45.52 Total for this ACH Check for Vendor ACH002: 45.52 ACH ACH005 MINNESOTA REVENUE -SALES & USE 06/30/2025 61625 May Sales/Use Tax 1.21 61625 May Sales/Use Tax 184.79 Total for this ACH Check for Vendor ACH005: 186.00 AP Checks by Date - Detail by Check Date (7/24/2025 7:56 AM) Page 1 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for 6/30/2025: 6,740.02 Report Total (3 checks): 6,740.02 AP Checks by Date - Detail by Check Date (7/24/2025 7:56 AM) Page 2 Accounts Payable Checks by Date - Detail by Check Date User: pang.silseth Printed: 7/24/2025 7:56 AM �RQEN HIILLS Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference ACH 0220 MINNESOTA DEPT OF LABOR & INDU 07/11/2025 7398 ABR0350655X 10.00 Total for this ACH Check for Vendor 0220: 10.00 ACH 0243 METROPOLITAN COUNCIL -WASTE WE 07/11/2025 0001190608 August Wastewater 83,122.72 Total for this ACH Check for Vendor 0243: 83,122.72 ACH 0285 XCEL ENERGY 07/11/2025 933836678 05/15/25-06/16/25 2,263.15 933836678 05/15/25-06/16/25 1,866.64 933836678 05/15/25-06/16/25 1,304.47 933836678 05/15/25-06/16/25 679.13 933836678 05/15/25-06/16/25 274.74 933836678 05/15/25-06/16/25 60.26 933836678 05/15/25-06/16/25 232.86 Total for this ACH Check for Vendor 0285: 6,681.25 ACH 0327 STAPLES INC 07/11/2025 603155870 Supplies 12.39 6034726040 Supplies 62.16 6034726040 Supplies 87.76 6035014339 Supplies 58.88 6035155868 Supplies 9.79 6035155868 Supplies 113.58 Total for this ACH Check for Vendor 0327: 344.56 ACH 10363 MINUTE MAKER SECRETARIAL 07/11/2025 M2084 RN 25 JDA MEETING 212.50 M2084 JUN 23 CC MEETING 172.00 Total for this ACH Check for Vendor 10363: 384.50 ACH 10476 TWIN CITIES COMMERCIAL CLEANEI 07/11/2025 07251611 Janitorial Services -July 1,554.58 Total for this ACH Check for Vendor 10476: 1,554.58 ACH 10497 CINTAS CORP 07/11/2025 4235610277 Mats 105.39 5278510502 First Aid 76.95 5278510502 First Aid 120.94 Total for this ACH Check for Vendor 10497: 303.28 ACH 4889 COMMUNITY FOOTWORKS 07/11/2025 07022025 July Foot Care Clinic 384.80 AP Checks by Date - Detail by Check Date (7/24/2025 7:56 AM) Page 1 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for this ACH Check for Vendor 4889: 384.80 ACH 5173 BADGER METER 07/11/2025 80203612 Beacon & LTE Service -June 813.74 Total for this ACH Check for Vendor 5173: 813.74 ACH 7501 KELLY & LEMMONS PA 07/11/2025 65721 4,946.19 Total for this ACH Check for Vendor 7501: 4,946.19 ACH ALPI ALLEGRA PRINT & IMAGING INC 07/11/2025 175024 Business Cards - Audet 172.04 Total for this ACH Check for Vendor ALPL• 172.04 ACH johc JOHNSON CONTROLS INC 07/11/2025 1-135973628151 AHU-2 for Council Chambers 1,223.35 Total for this ACH Check for Vendor johc: 1,223.35 53518 AR-BOST BOSTON SCIENTIFIC CORP. 07/11/2025 PC19-005 Escrow Refund: PC19-005 7&9 Parking Lot 410 213.00 PC19-018 Escrow Refund: PC19-018 4100 Hamline Ave N 956.00 PC21-001 Escrow Refund: PC21-001 Building 14 Amend 1 764.15 PC21-001 Escrow Refund: PC21-001 4100 Hamline Ave N 89,726.00 Total for Check Number 53518: 91,659.15 53519 10483 CENTRAL PENSION FUND 07/11/2025 401333.0725 June Apprenticeship Fund 384.00 Total for Check Number 53519: 384.00 53520 10542 EMC CLEANING OF MINNESOTA LLC 07/11/2025 25592 Floor & Carpet Cleaning 5,005.90 Total for Check Number 53520: 5,005.90 53521 0447 I.U.O.E LOCAL 49 BENEFIT FUND-INSI 07/11/2025 BP3.0825 August Insurance 12,520.00 N134.0825 August Insurance 1,772.00 Total for Check Number 53521: 14,292.00 53522 10448 MARCO TECHNOLOGIES LLC 07/11/2025 559049960 Copier Service 7/24-8/24 35.36 559049960 Copier Service 7/24-8/24 200.35 Total for Check Number 53522: 235.71 53523 MISC2 MELISSA SCHROEDER 07/11/2025 2025-2476 PW-25-0103 CIPP Lining Reimbursement to Re, 780.55 Total for Check Number 53523: 780.55 53524 10523 METRO-INET 07/11/2025 2762 Microsoft 0365 License, Blasiak 159.00 2763 Microsoft 0365 License, Hoye 159.00 2812 IT Support -July 10,461.00 AP Checks by Date - Detail by Check Date (7/24/2025 7:56 AM) Page 2 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for Check Number 53524: 10,779.00 53525 10286 MINNESOTA OCCUPATIONAL HEALTF 07/11/2025 495931 Federal Drug Screen 415.00 Total for Check Number 53525: 415.00 53526 AR -MP N MP NEXLEVEL, LLC 07/11/2025 ROW 2023-00033 Escrow Refund: ROW 2023-00033 1265 Grey F, 6,100.00 Total for Check Number 53526: 6,100.00 53527 0330 PIONEER PRESS INC 07/11/2025 51503734.2025 Online Subscription-52 wks thru 7/27/2025 55.00 Total for Check Number 53527: 55.00 53528 0811 RAMSEY COUNTY 07/11/2025 PRRRV-003589 2025 Election Services 7,531.00 Total for Check Number 53528: 7,531.00 53529 10597 RYAN COMPANIES US INC 07/11/2025 RBS15633 Roof Leak 104.00 Total for Check Number 53529: 104.00 53530 AR -SCOT STEVE/JENN SCOTT 07/11/2025 ROW 2025-00340 Escrow Refund: ROW 2025-00340 1875 Lake L 1,000.00 Total for Check Number 53530: 1,000.00 53531 10612 JESSICA SKALICKY 07/11/2025 06302025 Mileage Reimbursement -May & June 76.37 Total for Check Number 53531: 76.37 53532 AR-UNIV4 UNIVERSAL SERVICES 07/11/2025 ROW 2024-01048 Escrow Refund: ROW 2024-01048 6 Pine Tree I 1,000.00 ROW 2024-01255 Escrow Refund: ROW 2024-01255 1787 Gatewz 1,000.00 Total for Check Number 53532: 2,000.00 53533 miscl WEB PAYMENTS INC. US BANK 07/11/2025 000083-000 CASE #03179587 53.99 Total for Check Number 53533: 53.99 53534 10568 VERIZON CONNECT 07/11/2025 320000070681 June Service 334.95 Total for Check Number 53534: 334.95 Total for 7/11/2025: 240,747.63 ACH 0192 GRAINGER INC 07/18/2025 9563669812 Milwaukee Cut -Off Tool 133.00 9565904696 Paint Sprayer & Batter Pack 1,004.58 9566166865 Paint Supplies 47.84 AP Checks by Date - Detail by Check Date (7/24/2025 7:56 AM) Page 3 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for this ACH Check for Vendor 0192: 1,185.42 ACH 0327 STAPLES INC 07/18/2025 6035503041 Supplies 26.19 6036138046 Supplies 13.09 6036138048 Supplies 241.58 6036138048 Supplies 175.05 6036265368 Supplies 204.49 Total for this ACH Check for Vendor 0327: 660.40 ACH 0387 MISSIONSQUARE #302482 07/18/2025 PR 25-15 PR Batch 00200.07.2025 ICMA Employee Dedu PR Batch 00200.07.2025 ICU 600.00 PR 25-15 PR Batch 00200.07.2025 ICMA Employee Percc PR Batch 00200.07.2025 ICU 295.44 Total for this ACH Check for Vendor 0387: 895.44 ACH 0413 NEWMAN SIGNS INC 07/18/2025 TRFINV061292 Traffic Signs 86.38 Total for this ACH Check for Vendor 0413: 86.38 ACH 0761 ELECTRIC PUMP INC 07/18/2025 032267 Flush Valve Repair Kit 642.00 Total for this ACH Check for Vendor 0761: 642.00 ACH 0922 NINENORTH 07/18/2025 2025-094 Audio Visual -June 1,439.50 2025-094 JDA Audio Visual -June 190.00 Total for this ACH Check for Vendor 0922: 1,629.50 ACH 10607 MARY HOYE 07/18/2025 071025 Mileage Reimbursement 25.76 Total for this ACH Check for Vendor 10607: 25.76 ACH 1125 BOLTON & MENK INC 07/18/2025 0366822 Services 5/10-6/6 262.50 Total for this ACH Check for Vendor 1125: 262.50 ACH 1223 ADAM'S PEST CONTROL - MAIN 07/18/2025 4209727 July Pest Control 90.98 Total for this ACH Check for Vendor 1223: 90.98 ACH 2490 CORE & MAIN LP 07/18/2025 X307329 Supplies 894.82 Total for this ACH Check for Vendor 2490: 894.82 ACH 5587 CES IMAGING INC 07/18/2025 INV 174666 July Rental 60.00 Total for this ACH Check for Vendor 5587: 60.00 ACH 7025 ON SITE COMPANIES -OSSTC INC 07/18/2025 0001917961 Restrooms 7/5-8/1 882.00 AP Checks by Date - Detail by Check Date (7/24/2025 7:56 AM) Page 4 Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount Total for this ACH Check for Vendor 7025: 882.00 ACH 8870 CHET'S SHOES INC 07/18/2025 LLC22127 Seasonal Staff Boots 106.00 Total for this ACH Check for Vendor 8870: 106.00 ACH ADVS ADVANTAGE SIGNS & GRAPHICS INC 07/18/2025 V0425-249 Decal 108.00 V0725-7 Signage 144.75 Total for this ACH Check for Vendor ADVS: 252.75 53535 0131 BEISSWENGERS DO IT BEST 07/18/2025 599/6 Supplies 125.97 601/6 Supplies 43.78 808/6 Supplies 58.98 816/6 Supplies 29.52 Total for Check Number 53535: 258.25 53536 1033 COMCAST 07/18/2025 101030.0725 Service 07/03-08/02 108.35 98681.0725 Service 07/05-08/04 111.52 Total for Check Number 53536: 219.87 53537 10244 COMCAST BUSINESS INC 07/18/2025 245360639 July Service 508.23 Total for Check Number 53537: 508.23 53538 10405 DALEY ELECTRIC LLC 07/18/2025 250202 Outlets 140.00 Total for Check Number 53538: 140.00 53539 0849 FRA-DOR INC 07/18/2025 2506007 Dirt 61.50 Total for Check Number 53539: 61.50 53540 10595 HEALTHEQUITY 07/18/2025 t3pxgOz July Participation Fees 52.85 Total for Check Number 53540: 52.85 53541 0390 INT'L UNION OPERATING ENGINEERS 07/18/2025 1200.0725 July Dues 280.00 Total for Check Number 53541: 280.00 53542 1055 KODIAK POWER SYSTEMS INC 07/18/2025 KPS1816 Lift #8 Generator Cooling System Repair 1,973.45 Total for Check Number 53542: 1,973.45 53543 10596 LB CARLSON LLP 07/18/2025 250000 2024 Audit Services 1,576.00 250000 2024 Audit Services 1,576.00 250000 2024 Audit Services 826.00 250000 2024 Audit Services 1,576.00 AP Checks by Date - Detail by Check Date (7/24/2025 7:56 AM) Page 5 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference 250000 2024 Audit Services 1,576.00 250000 2024 Audit Services 1,780.00 Total for Check Number 53543: 8,910.00 53544 10448 MARCO TECHNOLOGIES LLC 07/18/2025 559239579 Copier 06/25-09/25, New Contract 1,097.98 559239579 Copier 06/25-09/25, New Contract 193.76 Total for Check Number 53544: 1,291.74 53545 1058 MIDC ENTERPRISES INC 07/18/2025 I0052646 Supplies 103.31 Total for Check Number 53545: 103.31 53546 10486 MINNESOTA METRO NORTH TOURIST 07/18/2025 071425 SpringHill Suites June 2025 Lodging Tax 13,051.49 Total for Check Number 53546: 13,051.49 53547 deed NNESOTA UI 07/18/2025 18171256 Q2 2025 Unemployment 642.64 18171256 Q2 2025 Unemployment 91.81 18171256 Q2 2025 Unemployment 734.45 18171256 Q2 2025 Unemployment 367.22 Total for Check Number 53547: 1,836.12 53548 1208 PREMIUM WATERS INC 07/18/2025 610207-06-25 June Water 46.58 613317-06-25 June Water 97.14 Total for Check Number 53548: 143.72 53549 0811 RAMSEY COUNTY 07/18/2025 EMCOM-012585 Fleet Support -June 24.96 EMCOM-012621 911 Dispatch -June 5,329.63 EMCOM-012638 CAD Services -June 800.83 PRMG-005716 PW Rental Space -June 3,070.84 PRMG-005716 PW Rental Space -June 6,141.68 PRMG-005716 PW Rental Space -June 1,364.82 PRMG-005716 PW Rental Space -June 3,070.84 PUBW-021554 PUBW2019-26R Reconstruct Lexington Ave-Ci1 167,900.00 Total for Check Number 53549: 187,703.60 53550 10612 JESSICA SKALICKY 07/18/2025 07142025 Mileage Reimbursement -July 22.47 Total for Check Number 53550: 22.47 53551 10217 SONIC SERVICES 07/18/2025 9869 Window Washing 1,598.00 Total for Check Number 53551: 1,598.00 53552 10495 TENET 07/18/2025 INV-20066 ERO Straw 36.67 Total for Check Number 53552: 36.67 AP Checks by Date - Detail by Check Date (7/24/2025 7:56 AM) Page 6 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference 53553 3099 TRI STATE BOBCAT INC-LITTLE CANT 07/18/2025 A51017 Pickup Body V6E2J 13.18 Total for Check Number 53553: 13.18 53554 1161 VALLEY -RICH CO INC 07/18/2025 34621 Snelling at CR 96 7,400.00 34622 4452 Snelling Ave N 4,550.00 34659 2013 Edgewater Ave Catch Basin Replacement 9,950.00 Total for Check Number 53554: 21,900.00 53555 10609 WALTERS RECYCLING & REFUSE INC 07/18/2025 8924987 Recycling -June 20,250.73 Total for Check Number 53555: 20,250.73 Total for 7/18/2025: 268,029.13 Report Total (64 checks): 508,776.76 AP Checks by Date - Detail by Check Date (7/24/2025 7:56 AM) Page 7 CONSENT ITEM - 8B r -ARPEN HILLS MEMORANDUM DATE: July 28, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: Joint Powers Agreement between the City of Arden Hills and Ramsey County GIS Users Group Budgeted Amount: Actual Amount: Funding Source: $1,000.86 $1,000.86 (est. annually) Various Funds Council Should Consider Motions to approve, table, or deny the following: • Renew Joint Powers Agreement Among Members of the Ramsey County Geographic Information Systems Users Group for 2026-2030 Backaround/Discussion Since at least 1998, the City of Arden Hills has been a member of the Ramsey County Geographic Information Systems Users Group (RCGISUG). The RCGISUG was formed in 1995 to provide member cities and organizations throughout Ramsey County with a centralized and efficient source of electronic geographic data. Since the RCGISUG processes geographic information for the entire county, the users group is able to provide the information in a standardized format and is more affordable than would otherwise be possible. City staff uses the geographic data provided by the RCGISUG on an almost daily basis in such activities as planning cases, code enforcement, comprehensive planning, and engineering. The City collects data from the County's GIS website on a regular basis, which allows us to manipulate the data and create our own maps as needed. Some of the information provided by the RCGISUG is available online at http://www.ramseygis.org/index.html. The RCGISUG has joint powers agreements (JPA) with all of its member organizations. The JPA is re -authorized every five (5) years and was last approved by Arden Hills in August 2020. The current JPA expires at the end of this year. The language in this agreement is the same as the 2021-2025 agreement; the only update is the effective date. Page 1 of 2 The membership fees are based on the population served by each member organization. Fees were calculated in 2011 based on the 2010 census. The City's fees for each year is $961.89. The joint powers agreement must be approved by the City Council in order for the City to be an official member of the user group. Staff recommends approving the agreement to reauthorize the Joint Powers Agreement with the Ramsey County Geographic Information Systems Users Group through December 31, 2030. Budget Impact The annual fee of $961.89 is divided between the Streets, Parks, Water, Sewer and Storm Water budgets. Attachments Attachment A - Joint Powers Agreement Among Members of the Ramsey County Geographic Information Systems Users Group for 2026-2030 Attachment B — Statement of Purpose Page 2 of 2 Attachment A JOINT POWERS AGREEMENT AMONG MEMBERS OF THE RAMSEY COUNTY GEOGRAPHIC INFORMATION SYSTEMS USERS GROUP This JOINT POWERS AGREEMENT ("Agreement") is entered into pursuant to the provisions of Minn. Stat. §471.59 among Governmental Units for the purposes of forming the Ramsey County Geographic Information System Users Group ("Users Group'. ARTICLE I. INTENT OF THIS AGREEMENT In 1995, an informal alliance, known as the Ramsey County Geographic Information System Users Group ('Users Group', was formed among Governmental Units interested in using Geographic Information Systems (GIS) and data created and maintained by Ramsey County. This agreement is intended to establish and enable the Users Group to represent the parties to this Agreement for the purposes of undertaking negotiations and transactions. ARTICLE II. DEFINITIONS Section 1. Members means those Governmental Units that have executed this Joint Powers Agreement and have paid the annual membership dues as provided in Article X. Section 2. Governmental Unit has the meaning set forth in Minnesota Statutes §471.59. Section 3. Users Group means a group made up of one representative of each Member with the powers and responsibilities described in this Agreement. ARTICLE III. GIS BOARD OF DIRECTORS STRUCTURE Section 1. There is hereby created a GIS Board of Directors (Board). Section 2. Each Member shall appoint one person to serve as a Director. Each Member may also appoint a person to serve as an Alternate Director. Members shall notify the Board in writing if the Director or Alternate Director changes. Section 3. The Board shall have the following officers: a Chair, Vice Chair, Secretary, and Treasurer (Officers). Section 4. All Officers will be elected by the Board in the first meeting of the agreement's term as identified in Article X. Section 1. The Chair will be elected to a one-year term. The Vice -chair will be elected as Vice -chair in year one and Chair in year two. The Secretary will be elected annually for a three year term in which they will serve as Secretary in year one, Vice - chair in year two, and Chair in year three. The Treasurer will be elected by the Board for a five year term coinciding with the term of this agreement. Any Officer vacancies will be elected by the Board as -needed. Section 5. The Officers shall serve on a voluntary basis without pay. Section 6. A quorum will consist of at least 40% of the full membership of the Board, whether or not all vacancies have been filled. Section 7. Decisions of the Board will be made by a majority of the quorum. Directors may vote and participate in all meeting proceedings from a remote site pursuant to Minnesota Statute 13D.02. ARTICLE IV. DUTIES OF THE GIS BOARD OF DIRECTORS Section 1. The Board shall meet at least two times per year. Section 2. The Board shall approve and adopt the formula for the Users Group member dues annually by December 31 for the following year. Section 3. The Board shall arrange for and facilitate regular meetings of the Users Group and for Users Group activities. Meetings shall be held in accordance with Minnesota Statute 13D.01 . Section 4. The Chair presides at Users Group meetings. The Vice Chair will preside in the absence of the Chair. The Secretary is responsible for recording the proceedings of the Board and communicating these proceedings to all Member organizations. The Treasurer is responsible for the funds and financial records of the Board. Section 5. The Chair and the Treasurer must sign vouchers or orders disbursing funds of the Users Group. Disbursement will be made in the method prescribed by law for statutory cities. Section 6. The Board may take such actions as it deems necessary and convenient to accomplish the general purposes of this Agreement. Section 7.The Board shall purchase liability insurance on behalf of the Users Group to insure against liability of the Users Group and its constituent Members. Section 8. The Board may: (i) Enter into contracts to carry out its powers and duties, in full compliance with any competitive bidding requirements imposed by State or local law; (ii) Provide for the prosecution, defense, or other participation in proceedings at law or in equity in which it may have an interest; (iii) Employ such persons as it deems necessary on a part-time, full-time, or consultancy basis; (iv) Purchase, hold, or dispose of real and personal property; (v) Contract for space, commodities or personal services with a Member or group of Members; (vi) Accept gifts, apply for and use grants or loans of money or other property from the state, the United States of America, and from other government units and may enter into agreements in connection therewith and hold, use and dispose of such money or property in accordance with the terms of the gift, grant, loan or agreement relating thereto; (vii) Appoint a fiscal agent. ARTICLE V. NEW MEMBERS Section 1. Any Governmental Unit that is not a party to the initial Agreement may join as a Member at any time. Section 2. To become a Member, a local unit of government shall adopt a resolution and shall sign this Joint Powers Agreement. Section 3. New Members will pay the annual membership dues for the year in which the new Member is joining, as set by the Board pursuant to Article IV, Section 2, as calculated by the current formula. Fees will not be pro -rated for new Members who join after January 1 of each year. ARTICLE VI. GIS DATA TO BE EXCHANGED AS PART OF THIS AGREEMENT Section 1. Members agree to exchange any GIS data with Ramsey County and with any requesting Member for the requesting party's own use where that GIS data has been in some way derived and/or developed from the County GIS Data accessed through this Agreement or future agreements between the Users Group and Ramsey County. Members agree to exchange with Ramsey County and with any other Member any attribute data that it has created and maintained where that data can be associated to a parcel using a parcel identifier. Members also agree to exchange any building permit data requested by Ramsey County for the identification of future physical feature data base updates. Section 2. The Board will negotiate with Ramsey County on behalf of the Members in all matters deemed necessary relating to supply of GIS data generated by a Member. ARTICLE VII. DATA ACCESS AND USAGE Section 1. All Members shall have equal rights to access Ramsey County GIS Data. Section 2. Data generated by Ramsey County and provided to Members may not be sold in its original form to third party agencies. However, a Member may allow use of the original data by a third party for specific contracted purposes. Section 3. Data which results from enhancement of Ramsey County GIS Data by a Member, received pursuant to this Agreement, may be made available to a third party. Section 4. All Members will adhere to future Users Group license agreements for County or other agency GIS data. ARTICLE VIII. DATA SECURITY All Members agree to abide by the data privacy and data security standards of the Member when using Ramsey County GIS Data or any derivative or enhancement of the data. ARTICLE IX. FINANCIAL MATTERS Section 1. The fiscal year of the Users Group is the calendar year. Section 2. The Board shall adopt an annual budget prior to December 31 of each year for each succeeding year. The Board will give an opportunity to each Member to comment or object to the proposed budget before adoption. Notice of the adopted budget must be distributed promptly thereafter to the appointed Director of each Member. Section 3. Operational costs shall be shared according to a method agreed upon by majority decision of the Board of Directors. The costs could be met by membership dues. These costs could include Users Group administrative costs, purchase of liability insurance, and others as appropriate. Section 4. Annual Membership Dues: Members shall commit to payment of Annual Membership Dues, except where limited by State Statutes. Section 5. Billings to the Members are due and payable no later than 60 days after the receipt of the invoice. In the event of a dispute as to the amount of a billing, a Member must nevertheless make payment as billed to preserve membership status. The Member may make payment subject to its right to dispute the bill and exercise any remedies available to it. Failure to pay a billing within 60 days results in suspension of voting privileges of the Member Director. Failure to pay a billing within 120 days is grounds for termination of membership, but the Users Group's right to receive payment survives termination of membership. ARTICLE X. TERM Section 1. The Term of this Agreement is January 1, 2026, through December 31, 2030. Section 2. Based on the annual review of the operating procedures within the Agreement conducted by the Board, a new Agreement will be developed and circulated at least three months prior to December 31, 2030 and be agreed upon and signed on or before December 31, 2030. ARTICLE XI. TERMINATION Each Member shall have the right to terminate its membership and participation in the Users Group by formal resolution of the Member's organization and communicated to the Board in writing. However, the Member is still obligated to its financial commitments for the year during which termination of membership occurs. These commitments include: (i) Any balance of the Annual Membership Dues. This commitment applies to all Members; (ii) Any balance owing on Special Projects Assessments. This commitment applies to Members which have entered into any special project agreement(s). ARTICLE XII. DISSOLUTION Section 1. The Users Group may be dissolved by a two-thirds vote of its Members in good standing. Dissolution is mandatory when the Secretary has received certified copies of resolutions adopted by the governing bodies of the required number of Members requesting dissolution. Section 2. In the event of a dissolution, the Board must determine the measures necessary to effect the dissolution and must provide for the taking of such measures as promptly as circumstances permit, subject to the provisions of this Agreement and law. Section 3. In the event of dissolution, following the payment of all outstanding obligations, assets of the Users Group will be distributed among the then existing Members in direct proportion to their cumulative annual contributions. If those obligations exceed the assets of the Users Group, the net deficit of the Users Group will be charged to and paid by the then existing Members in direct proportion to their cumulative annual contributions. ARTICLE XIII. ACCESS TO DOCUMENTS Until the expiration of six years after this Agreement terminates, the Users Group shall make available to the Member organizations and to the State Auditor, a copy of this Agreement and books, documents, accounting procedures and practices of the Users Group relating to this Agreement. ARTICLE XIV. HOLD HARMLESS Section 1. Each Member agrees to defend, indemnify, and hold the other Members harmless from any claims, demands, actions or causes of action, including reasonable attorney's fees, against or incurred by such other Members, for injury to, death of, or damage to the property of any third person or persons, arising out of any act or omission on the part of the indemnifying Member or any of its agents, servants or employees in the performance of or with relation to any of the work or services provided by Members under the terms of this Agreement. Section 2. Nothing in this Agreement shall constitute a waiver by any Member, the Users Group of any limitation of liability under Minnesota Statutes Chapter 466, or other statutory or common law immunities, limits, or exceptions on liability. Section3. Under no circumstances, however, shall a Member be required to pay on behalf of itself and other Members, any amounts in excess of the limits on liability established in Minnesota Statutes Chapter 466 applicable to any one Member. The limits of liability for some or all of the Members may not be added together to determine the maximum amount of liability for any Member. ARTICLE XV. EQUAL EMPLOYMENT OPPORTUNITY The Members and the Users Group agree to comply with all federal, state, and local laws, resolutions, ordinances, rules, regulations, and executive orders pertaining to unlawful discrimination on account of race, color, creed, religion, national origin, sex, sexual preference, marital status, status with regard to public assistance, disability, or age. ARTICLE XVI. DATA PRACTICES Section 1. All data collected, created, received, maintained, or disseminated for any purpose in the course of either the Member's or the Users Group's performance of this Agreement is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, and rules adopted to implement the Act. Section 2. The Members and the Users Group agree to abide strictly by these statutes, rules, and regulations. IN WITNESS WHEREOF the parties have caused this Agreement to be executed on this day of , 2025. ORGANIZATION Approved: By: ( Name, Title ) (Mayor/Board of Managers President) By: ( Name, Title ) (City Manager/Administrator) DESIGNATED DIRECTOR TO REPRESENT ORGANIZATION: ALTERNATE DIRECTOR (IF APPLICABLE): Name: Phone: Email: By: (Chris Kucek, Chair of Users Group) Name: Phone: Email: Attachment B The Ramsey County GIS Users Group RAMSEY COUNTY Statement of Purpose - USER GROUP oft Who is the Ramsey County GIS User Group? The Ramsey County GIS Users Group (RCGISUG) is an alliance and partnership of municipal governments and watershed management units who make use of Geographic Information Systems operating within Ramsey County, Minnesota. The RCGISUG was originally created as a 401(c)(3) in May of 1995 and established both a Joint Powers Agreement and cost -sharing process between itself and Ramsey County in Fall 1997. The User Group operates fully autonomously from Ramsey County, but partners with the County in a mutually beneficial, peer -to -peer relationship to leverage their shared talent, innovation, and fiscal resources. What are our goals and objectives? To provide a better service to the public by enabling elected officials and management the ability to make more informed decisions based on a wealth of public information which can be processed, analyzed, and displayed by GIS technology. To enhance members access to data, techniques, and knowledge to more efficiently and affordably than would be possible by individual effort. To contribute to the ongoing development and enhancement of the GIS data being maintained by all units of government operating in Ramsey County. To promote collaborative relationships through data and knowledge -sharing between organizations. To establish and maintain cost -sharing programs between organizations who wish to create and maintain enhanced GIS data. To cooperate and work effectively with metropolitan and regional organizations in the promotion of GIS technology. To ensure access to up-to-date and accurate geospatial data including parcel data, taxation and assessor information, socioeconomic data, aerial imagery, oblique imagery, LIDAR, contours, natural and constructed features including building outlines, street centerlines, trees, water, driveways, parking lots, and related data. To provide our organizations the ability to view and access data beyond their own boundaries and leverage the expertise of partner organization. To share geospatial data among all levels of government to assist them with their workflows. How does the User Group work and what does it cost? Two Joint Powers Agreements have been established, one between the Ramsey County GIS User Group Members and a second one between the RCGISUG and Ramsey County. These two Joint Power Agreements have the following purposes: To facilitate cost sharing for imagery data that is needed by all levels of government, enabling the cities and watershed management units to benefit from the contracting, vendor selection and procurement work conducted by Ramsey County To enable the members of the User Group to act and speak on behalf of their respective agency's interest in matters relating to the creation, access, sharing and use of geospatial data. Funding: Each organization pays a one-time membership fee of $500. Annual fees will be levied each year with an organization committing to a three-year participation upon joining the group. The fee amount for an organization is based on the latest census population. Function: The User Group convenes quarterly to conduct its business, review projects and initiatives and engage with one another to promote its work. All User Group meetings are open to all public and private individuals and organizations. What have we achieved so far? Lead organization to introduce GIS knowledge and technology to government organization operating in Ramsey County government organizations. Received the Governor's Geospatial Commendation Award in 2003. Integral organization in creating new countywide GIS datasets such as pathways, recreation facilities, address points, storm data. Created and maintained the first Ramsey County online mapping application in 2003 and assisted during the transition of the mapping site being managed by Ramsey County on behalf of all users in 2012. Provided funds for an intern to work on the Ramsey County parcel rectification. Provided resources for members to attend various training sessions including the ESRI annual conference. Provided ongoing training and educational opportunities at quarterly meetings. Contracted to get multiple sets of countywide historical aerial imagery photos going back to 1940 scanned for digital use. Acquired high-quality/high-resolution impervious surface dataset in 2016. Provided initial access to new imagery and imagery software: Pictometry/Eagleview in 2008 and NearMap in 2018. Participated in the cost sharing of updated LIDAR data in 2022. This will provide updated topographic contour information. Committed partnership and resources with Ramsey County for ongoing imagery resources through 2026. Contact Info for the Ramsey County GIS Users Group: Jolinda Stapleton (Current Chair), Jolinda.stapleton@cityofroseville.com, 651-792-7044 CONSENT ITEM - 8C 'It EN HILLS MEMORANDUM DATE: July 28, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: Julie Hanson, Assistant to the City Administrator/City Clerk SUBJECT: Annual Data Practices Policy Review Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: • Acceptance of the City's Minnesota Government Data Practices Policy and Procedures Backiround/Discussion Minnesota State Statute Chapter 13, Government Data Practices, Section 13.025, Subd. 3, provides for annual review of the City's data practices policy. The City Attorney reviewed the City's current policy and recommends incorporating reference to the newly added language to Minn. Stat. 13.03 Subd. 3 which allows cities to suspend fulfilling a data practice request if the requestor doesn't pick up the data requested within 5 days of being notified of its availability. It can be noted that generally staff provides responsive data electronically versus physical copies, but in the event paper copies are requested, this clarifying language is helpful. There were also a few other minor suggested edits. Please refer to Attachment A for these proposed changes to the policy. Staff is requesting that Council accept the current policy as written. Budget Impact None. Attachments Attachment A: Data Practices Policy (redlines) Attachment B: Final Data Practices Policy Page 1 of 1 Attachment A "It' -T1 Il�)EN_ HILLS CITY OF ARDEN HILLS MINNESOTA GOVERNMENT DATA PRACTICES POLICIES and PROCEDURES July4-228, 202 "- Annual Review required by August 1 Owner: City Clerk/Responsible Authority 190435v1 CITY OF ARDEN HILLS DATA PRACTICES PROCEDURES INDEX DATA PRACTICES PROCEDURES............................................................................................ 2 1. Introduction............................................................................................................................ 4 A. Access to Data...................................................................................................................... 4 B. Categories of Classification................................................................................................... 4 C. Responsible Authority............................................................................................................ 4 11. Public Data Access PROCEDURE........................................................................................ 5 A. Right to Access Public Data.................................................................................................. 5 B. Form of Request.................................................................................................................... 5 C. Time Limits............................................................................................................................ 5 D. Fees......................................................................................................................................5 111. Data Subject Access PROCEDURE FOR INDIVIDUALS...................................................... 6 A. Right to Access..................................................................................................................... 6 B. Data Subject Access and Right to Request........................................................................... 6 C. Identification of Requesting Party.......................................................................................... 7 D. Time Limits............................................................................................................................ 7 E. Fees......................................................................................................................................7 F. Juvenile Records................................................................................................................... 7 IV. Denial of Access.................................................................................................................... 8 V. Summary Data....................................................................................................................... 8 VI. Collection of Data on Individuals........................................................................................... 8 VI I. Challenge to Data Accuracy.................................................................................................. 9 190435v1 2 VIII. Ensuring Security of Not Public Data..................................................................................... 9 A. Accuracy and Currency of Data............................................................................................. 9 B. Data Safeguards.................................................................................................................... 9 C. Data Inventory ..................................................................................................................... 10 D. Employee Job Descriptions................................................................................................. 10 E. Data Sharing with Authorized Individuals............................................................................ 10 F. Contracts............................................................................................................................. 11 G. Penalties..............................................................................................................................11 EXHIBITS NUMBER Listof Designees...................................................................................... 1 Fees......................................................................................................... 2 Request to Release Private Data (From and Individual and From Government)................................................................................... 3 Request for Information/MN Government Data Practices Act Form......... 4 Access and Nondisclosure Agreement......................................................5 Notice to Juveniles................................................................................... 6 TennessenWarning................................................................................. 7 Contract Language, Outside Agents........................................................ 8 APPENDICES LETTER Private & Confidential Data Maintained by City ... .................................... A 190435v1 3 CITY OF ARDEN HILLS PUBLIC DATA AND DATA SUBJECT RIGHTS ACCESS PROCEDURES I. INTRODUCTION These procedures are adopted to comply with the requirements of the Minnesota Government Data Practices Act (the "Act'), found in the Minnesota Statutes §13.025, §13.03, Subd. 2 and § 13.05, Subd. 5. Government data means all data collected, created, received, maintained or disseminated by any government entity regardless of its physical form, storage media or conditions of use. The Act, gives you, a member of the public, the right to inspect and obtain copies of public data retained by the City. The Act, also affords individuals certain rights as data subjects. For full Statute language, see Chapter 13, Government Data Practices https://www.revisor.mn.gov/statutes/cite/13 A. Access to Data Al information maintained by the City is pub is unless there is a specific statutory designation which gives it a private, confidential or non-public classification. The City collects data on individuals and data not on individuals. This data also has varying degrees of accessibility. B. Categories of Classification Data on Individuals Data Not on Individuals Degree of Accessibility Public Public Accessible to anyone Private Non -Public Accessible to data subjects and to government officials whose duties reasonably require access. Confidential Protected Non -Public Accessible only to government officials whose duties reasonably require access. C. Responsible Authority The City Clerk is the Responsible Authority and Data Practices Act Compliance Official. The Responsible Authority has designated certain other City employees to assist in complying with the Act. These designees are listed on attached Exhibit 1. The City Clerk or their designee shall review the data practices policy and procedures annually for compliance with the Act. 190435v1 4 II. PUBLIC DATA ACCESS PROCEDURE The Act, gives all members of the public, the right to inspect at City offices and have copies of public data that the City maintains. A. Right to Access Public Data. Any person has the right to inspect and copy public data. The person requesting public data also has the right to have an explanation of the meaning of the data. The person requesting public data does not need to state his or her name or give the reason for the request. However, the person making the request may need to provide some personal information for practical reasons (e.g., for mailed copies). B. Form of Request. The request for public data must be in writing to the Responsible Authority. Requests can be submitted online via the City's website at https.11www. cityofardenhills. org/FormCenter/General-Forms-3/Request-for- Information-47 or by submitting the City's Request for Information/Minnesota Government Data Practices Act form (see Exhibit 4) via email, U.S. mail, fax or in person. C. Time Limits. Requests. Requests for accessible public data will be received and processed only during normal business hours. Response. If copies cannot be made at the time of the request, data must be supplied to the requestor within a reasonable time (Minnesota Rules 1205.0300). Suspend. If the Responsible Authority has notified the requestor that the responsive data or copies are available for inspection or collection and the requestor does not inspect or collect the copies within five (5) business days, the Responsible Authority may suspend any further response to the request until the requestor inspects the data that has been made available or collects and pays for the copies that have been produced. D. Fees. Fees may be charged only if the requesting person asks for copies. If the request is for 100 or fewer black and white, letter or legal size paper copies fees will be charged according to the City's standard photocopying policy, attached as Exhibit 2. For more than 100 or fewer black and white, letter or legal size paper copies or electronic transmittal of data, the fee will include the actual cost of searching for, retrieving and copying or electronically transmitting the data. The fee may not include time necessary to separate public information from non-public information When calculating employee time for making copies, the hourly wage of the lowest -paid employee who is able to search for, retrieve, and make the copies shall be used. The responsible authority may also charge an additional fee if the copies have commercial value and are a substantial and discrete portion of a formula, compilation, program, process, or system developed with significant expenditure of public funds. This additional fee must relate to the actual development costs of the information. 190435v1 5 The City may require pre -payment for copies of data (Advisory Opinion 04-068). 190435v1 III. DATA SUBJECT ACCESS PROCEDURE FOR INDIVIDUALS Minn. Stat. § 13.04 is part of the Act and explains an individual's rights as a data subject. An individual is a living human being. Information about individual people is classified by law as public, private, or confidential. A list of the private and confidential information maintained by the City is contained in Appendix A. A. Right to Access. Public information about an individual may be shown or given to anyone requesting the information. Private information about an individual may be shown or given to: • The individual who is the data subject, but only once every six (6) months, unless a dispute has arisen or additional data has been collected. • A person who has been given access by the express written consent of the data subject. This consent must be on the form attached as Exhibit 3, or a form reasonably similar. • People who are authorized access by the federal, state, or local law or by court order. • People about whom the individual was advised at the time the data was collected. The identity of those people must be part of the Tennessen Warning, attached as Exhibit 7. • City staff and outside agents (such as attorneys) whose work assignments or responsibilities reasonably require access. City Council's access to private personnel data is limited to instances when an employee is facing a complaint or disciplinary action is being considered. Confidential information may not be given to the subject of the data, but may be shown or given to: • Anyone who is authorized by federal, state, or local law or by court order. • City staff, City Council, and outside agents (such as attorneys) whose work assignments or responsibilities reasonably require access. B. Data Subject Access and Right to Request. An individual may submit a request in writing whether the individual is the subject of data maintained by the City, and whether that data is classified as public, private, or confidential. All requests to see or copy private or confider information must be in writing. An Information Disclosure Request, attached as Exhibit 4, must be completed to document who requests and who receives this information. The Responsible Authority or designee must complete the relevant portions of the form (see Section II, B. Form of Request, above for options to submit the form). The Responsible Authority or designee may waive the use of this form if there is other documentation of the requesting party's identity, the information requested, and the City's response. A response to a request for data relating to litigation will be made after consultation with the City Attorney. 190435v1 7 C. Identification of Requesting Party. The Responsible Authority or designee must verify the identity of the requesting party as a person entitled to access. This can be through personal knowledge, presentation of written identification, comparison of the data subject's signature on a consent form with the person's signature in City records, or other reasonable means. Time Limits. • Requests. Requests will be received and processed only during normal business hours. • Response. The response must be immediate, if possible, or within five (5) working days if an immediate response is not possible. The City may have an additional five (5) working days, not to exceed 10 days total, to respond if it notifies the requesting person that it cannot comply within five (5) working days. Suspend. If the Responsible Authority has notified the requestor that the responsive data or copies are available for inspection or collection, and the requestor does not inspect the data or collect the copies within five (5) business days of the notification, the Responsible Authority may suspend any further response to the request until the requestor inspects the data that has been made available, or collects and pays for the copies that have been produced. D. Fees. Fees may be charged in the same manner as for public information. E. Juvenile Records. The following applies to private (not confidential) data about people under the age of 18. Parental Access. In addition to the people listed above who may have access to private data, a parent may have access to private information about a juvenile data subject. "Parent" means the parent or guardian of a juvenile data subject, or individual acting as a parent or guardian in the absence of a parent or guardian. The parent is presumed to have this right unless the Responsible Authority or designee has been given evidence that there is a state law, court order, or other legally binding document which prohibits this right. • Notice to Juvenile. Before requesting private data from juveniles, city personnel must notify the juveniles that they may request that the information not be given to their parent(s). This notice should be in the form attached as Exhibit 6. Denial of Parental Access. The Responsible Authority or designee may deny parental access to private data when the juvenile requests this denial and the Responsible Authority or designee determines that withholding the data would be in the best interest of the juvenile. The request from the juvenile must be in writing stating the reasons for the request. In determining the best interest of the juvenile, the Responsible Authority or designee will consider: Whether the juvenile is of sufficient age and maturity to explain the reasons and understand the consequences of the request to deny access, • Whether denying access may protect the juvenile from physical or emotional harm, 190435v1 • Whether there is reasonable grounds to support the juvenile's reasons for denying M parental access, • Whether disclosure of the data could lead to physical or emotional harm to the minor; and Whether the data concerns medical, dental, or other health services provided under 190435v1 9 Minnesota Statutes § 144.341 to 144.347. If so, the data may be released only if failure to inform the parent would seriously jeopardize the health of the minor. The Responsible Authority may deny parental access to private data on a juvenile without a request from the juvenile pursuant to Minnesota Statutes §§ 144.291 to 144.298 or any other statute or federal law that allows or requires the Responsible Authority to deny parental access, if such state statute or federal law provides standards which limit the exercise of discretion of the Responsible Authority. IV. DENIAL OF ACCESS If the Responsible Authority or designee determines that the requested data is not accessible to the requesting party, the Responsible Authority or designee must inform the requesting party orally at the time of the request or in writing as soon after that as possible. The Responsible Authority or designee must give the specific legal authority, including statutory section, for withholding the data. The Responsible Authority or designee must place an oral denial in writing upon request. This must also include the specific legal authority for the denial. V. SUMMARY DATA Summary data is statistical records and reports derived from data on individuals but which does not identify an individual by name or any other characteristic that could uniquely identify an individual. Summary data derived from private or confidential data is public. The Responsible Authority or designee will prepare summary data upon request, if the request is in writing and the requesting party pays for the cost of preparation. The Responsible Authority or designee must notify the requesting party about the estimated costs and collect those costs before preparing or supplying the summary data. This should be done within ten (10) days after receiving the request. If the summary data cannot be prepared within ten (10) days, the responsible authority must notify the requester of the anticipated time schedule and the reasons for the delay. Summary data may be prepared by "blacking out" personal identifiers, cutting out portions of the records that contain personal identifiers, programming computers to delete personal identifiers, or other reasonable means. The Responsible Authority may ask an outside agency or person to prepare the summary data if (1) the specific purpose is given in writing, (2) the agency or person agrees not to disclose the private or confidential data, and (3) the Responsible Authority determines that access by this outside agency or person will not compromise the privacy of the private or confidential data. The Responsible Authority may use the form attached as Exhibit 5. VI. COLLECTION OF DATA ON INDIVIDUALS The collection and storage of information about individuals will be limited to that necessary for the administration and management of programs specifically authorized by the state legislature, city council, or federal government. When an individual is asked to supply private or confidential information about the individual, the City employee requesting the information must give the individual a Tennessen Warning. This warning must contain the following: • The purpose and intended use of the requested data, 190435v1 10 • Whether the individual may refuse or is legally required to supply the requested data, • Any known consequences from supplying or refusing to supply the information, and • The identity of other persons or entities authorized by state or federal law to receive the data. A Tennessen Warning is not required when an individual is requested to supply investigative data to a law enforcement officer. A Tennessen Warning may be on a separate form or may be incorporated into the form which requests the private or confidential data. See attached Exhibit 7. VII. CHALLENGE TO DATA ACCURACY An individual who is the subject of public or private data may contest the accuracy or completeness of that data maintained by the City. The individual must notify the City's Responsible Authority in writing describing the nature of the disagreement. Within 30 days, the Responsible Authority or designee must respond and either (1) correct the data found to be inaccurate or incomplete and attempt to notify past recipients of inaccurate or incomplete data, including recipients named by the individual, or (2) notify the individual that the authority believes the data to be correct. An individual who is dissatisfied with the Responsible Authority's action may appeal to the Commissioner of the Minnesota Department of Administration, using the contested case procedures under Minnesota Statutes Chapter 14. The Responsible Authority will correct any data if so ordered by the Commissioner. VIII. ENSURING SECURITY OF NOT PUBLIC DATA A. Accuracy and Currency of Data. All employees will be requested, and given appropriate forms, to provide updated personal information to the appropriate supervisor, City Clerk, or City Administrator, which is necessary for tax, insurance, emergency notification, and other personnel purposes. Other people who provide private or confidential information will also be encouraged to provide updated information when appropriate. Department heads should periodically review forms used to collect data on individuals to delete items that are not necessary and to clarify items that may be ambiguous. All records must be disposed of according to the City's records retention schedule. B. Data Safeguards. Private and confidential information will be stored in files or databases which are not readily accessible to individuals who do not have authorized access and which will be secured during hours when the offices are closed. Private and confidential data must be kept only in City offices, except when necessary for City business. Only those employees whose job responsibilities require them to have access will be allowed access to files and records that contain private or confidential information. These 190435v1 11 employees will be instructed to: • not discuss, disclose, or otherwise release private or confidential data to City employees whose job responsibilities do not require access to the data, • not leave private or confidential data where non -authorized individuals might see it, password protect employee computers and lock computers before leaving workstations; • secure private or confidential data within locked work spaces and in locked file cabinets; and • shred private or confidential data before discarding. C. Data Inventory Under the requirements of Minnesota Statutes § 13.025, subd. 1, the City has prepared a Data Inventory which identifies and describes all not public data on individuals maintained by the City. To comply with Minnesota Statutes § 13.05 subd. 5, the City has modified its Data Inventory to represent the employees who have access to not public data. In the event of temporary duty as assigned by a manager or supervisor, an employee may access certain not public data, for as long as the work is assigned to the employee. In addition to the employees listed in the City's Data Inventory, the Responsible Authority, the Data Practices Compliance Official, the City Administrator, Department Heads, and the City Attorney may have access to all not public data maintained by the City if necessary for specified duties. Any access to not public data will be strictly limited to the data necessary to complete the work assignment. The City's General Records Retention Schedule lists data maintained by the City and its classification. The retention schedule is available on the Minnesota Clerks and Finance Officers Association (MCFOA) website at https://www.mcfoa.org/resources/Documents/2021_Retention_Schedule.pdfor by request at Arden Hills City Hall. D. Employee Job Descriptions Employee Job Descriptions may contain provisions identifying any not public data accessible to the employee when a work assignment reasonably requires access. E. Data Sharing with Authorized Individuals State or federal law may authorize the sharing of not public data in specific circumstances. Not public data may be shared with another entity if a federal or state law allows or mandates it. Individuals will have notice of any sharing in applicable Tennessen warnings (See Minnesota Statutes, section 13.04) or the City will obtain informed consent. Any sharing of not public data will be strictly limited to the data necessary or required to comply with the applicable law. 190435v1 12 F. Contracts When a contract with an outside party requires access to private or confidential information the contracting party will be required to use and disseminate the information consistent with the Act. The City may include in a written contract the language contained in Exhibit 8. G. Penalties The City will utilize the penalties for unlawful access to not public data as provided for in Minnesota Statutes, section 13.09, if necessary. Penalties included suspension, dismissal, or referring the matter to the appropriate prosecutorial authority who may pursue a criminal misdemeanor charge. 190435v1 13 EXHIBIT 1 LIST OF DESIGNEES The Minnesota Data Practices Act establishes a system for compilation and distribution of data gathered by government agencies. All data collected and maintained by the City of Arden Hills is presumed public and accessible to the public for both inspection and copying, unless classified as Private, Confidential, Non-public, or Protected Non-public in accordance with federal law, state statute or a temporary classification (Minn. Stat. 13.01). The City of Arden Hills has appointed the following designees to administer this policy: City Administrator Finance Director Community Development Director Public Works Director Other positions responsible for maintenance of City records are as apparent or assigned. 190435v1 14 EXHIBIT 2 FEES SEE CITY OF ARDEN HILLS FEE SCHEDULE https://www. cityofardenhills. org/DocumentCenter/View/8/2025-Fee-Schedule-PDF?bidld= 190435v1 15 EXHIBIT 3 REQUEST TO RELEASE PRIVATE DATA FROM AN INDIVIDUAL If you have a question about anything about this consent, or would like more explanation before you sign it, please contact the Responsible Authority (or Designee): City Clerk City of Arden Hills 1245 W Highway 96, Arden Hills MN 55112 651-792-7811 I, , give my permission for the City of Arden Hills to release data about me to (name of other entity/person) as described in this consent. 1. The specific data I want the City of Arden Hills to release includes (explain data): 2. 1 understand that I have asked the City of Arden Hills to release the data. 3. 1 understand that although the data are classified as private at the City of Arden Hills, the classification/treatment of the data at (name of other entity/person) may not be the same and is dependent on laws or policies that apply to (name of other entity/person). [OPTIONAL] This permission to release expires (date) , 20_ at am/pm. Signature Signature of Parent/Legal Guardian Date Date 190435v1 16 EXHIBIT 3 continued REQUEST TO RELEASE PRIVATE DATA FROM GOVERNMENT Explanation of your rights: • You have the right to choose what data we release. This means you can let us release all of the data, some of the data, or none of the data listed in this consent. Before you give permission to release the data, we encourage you to review the data listed in this consent. • You have the right to let us release the data to all, some, or none of the persons or entities listed on this form. This means you can choose which entities or persons may receive the data and what data they may receive. • You have the right to ask us to explain the consequences for giving your permission to release the data. • You may withdraw your permission at any time. Withdrawing your permission will not affect the data that we have already released because we had your permission to release the data. • You may give us permission to discuss the data released by this form with the outside entity. If you choose not to give us permission, you may still allow us to release the data. If you have a question about anything about this consent, or would like more explanation before you sign it, please contact the Responsible Authority (or Designee): I, release data about me to City Clerk City of Arden Hills 1245 W Highway 96, Arden Hills MN 55112 651-792-7811 PERMISSION TO RELEASE give my permission for the City of Arden Hills to (name of other entity/person) as described in this consent. I understand that my decision to allow release of the data to The specific data that the City of Arden Hills may release to of other entity/person) are (explain data): (name of other entity/person) is voluntary. 2. 1 understand the City of Arden Hills wants to release the data for this reason (explain reason): 3. 1 understand that although the data are classified as private at the City of Arden Hills, the classification/treatment of the data at other entity/person) may not be the same and is dependent on laws or policies that apply to (name of other entity/person). [INCLUDE OTHER CONSEQUENCES] (name (name of 4. [OPTIONAL]. I give the City of Arden Hills permission to discuss the data released by this consent with (name of other entity/person). [OPTIONAL] This permission to release expires (date) , 20_ at am/pm. Signature Signature of Parent/Legal Guardian Date Date 190435v1 17 IDENTITY VERIFIED BY: Witness: Identification: Driver's License, State ID, Passport, other: Comparison with signature on file Other: Responsible Authority/Designee: 190435v1 18 EXHIBIT 4 -AF,QEN_ HILLS ,111wKe]ff_10Q40INII*.*I REQUEST FOR INFORMATION Minnesota Government Data Practices Act A. Completed by Requestor REQUESTOR NAME (Last, First, M.): DATE OF REQUEST: STREET ADDRESS: PHONE NUMBER: CITY, STATE. ZIP CODE: EMAIL ADDRESS: SIGNATURE: DESCRIPTION OF THE INFORMATION REQUESTED: The City makes every effort to respond to data requests in a reasonable amount of time (generally within five (5) to seven (7) working days). Please note that larger data requests typically require additional time. We appreciate your patience. B. Completed by Department DEPARTMENT NAME: HANDLED BY: INFORMATION CLASSIFIED AS: ACTION: ❑ PUBLIC ❑ NON-PUBLIC ❑ APPROVED ❑ PRIVATE ❑ PROTECTED NON-PUBLIC ❑ APPROVED IN PART (explain below) ❑ CONFIDENTIAL ❑ DENIED (explain below) REMARKS OR BASIS FOR DENIAL INCLUDING STATUTE SECTION: PHOTOCOPYING CHARGES: IDENTITY VERIFIED FOR PRIVATE INFORMATION: ❑ NONE ❑ IDENTIFICATION: DRIVER'S LICENSE, STATE I.D., etc. ❑ Pages x = ❑ COMPARISON WITH SIGNATURE ON FILE ❑ Special Rate: (attach explanation) ❑ PERSONAL KNOWLEDGE ❑ OTHER: AUTHORIZED SIGNATURE: DATE: 190435vl 19 EXHIBIT 5 GOVERNMENT DATA ACCESS AND NONDISCLOSURE AGREEMENT FOR SUMMARY DATA 1. AUTHORIZATION. City of Arden Hills ("City") hereby authorizes ("Authorized Party") access to the following government data: 2. PURPOSE. Access to this government data is limited to the objective of creating summary data for the following purpose: 3. COST. (Check which applies): ❑ The Authorized Party is the person who requested the summary data and agrees to bear the City's costs associated with the preparation of the data which has been determined to be $ ❑ The Authorized Party has been requested by the City to prepare summary data and will be paid in accordance with attached Exhibit 2. 4. SECURITY. The Authorized Party agrees that it and any employees or agents under its control must protect the privacy interests of individual data subjects in accordance with the terms of this Agreement. The Authorized Party agrees to remove all unique personal identifiers which could be used to identify any individual from data classified by state or federal law as not public Which IS Obtained from City records and incorporated into reports, summaries, compilations, articles, or any document or series of documents. Data contained in files, records, microfilm, or other storage media maintained by the City are the City's property and are not to leave the City's custody. The Authorized Party agrees not to make reproductions of any data or remove any data from the site where it is provided, if the data can in any way identify an individual. No data which is not public and which is irrelevant to the purpose stated above will ever be disclosed or communicated to anyone by any means. The Authorized Party warrants that the following named individual(s) will be the only person(s) to participate in the collection of the data described above: 5. LIABILITY FOR DISCLOSURE. The Authorized Party is liable for any unlawful use or disclosure of government data collected, used and maintained in the exercise of this 190435v1 20 Agreement and classified as not public under state or federal law. The Authorized Party understands that it may be subject to civil or criminal penalties under those laws. The Authorized Party agrees to defend, indemnify, and hold the City, its officers and employees harmless from any liability, claims, damages, costs, judgments, or expenses, including reasonable attorneys' fees, resulting directly or indirectly from an act or omission of the Authorized Party, its agents, employees or assignees under this Agreement and against all loss by reason of the Authorized Party's failure to fully perform in any respect all obligations under this Agreement. 6. INSURANCE. In order to protect itself as well as the City, the Authorized Party agrees at all times during the term of this Agreement to maintain insurance covering the Authorized Party's activities under this Agreement. The insurance will cover $1,000,000 per claimant for personal injuries and/or damages and $1,000,000 per occurrence. The policy must cover the indemnification obligation specified above. 7. ACCESS PERIOD. The Authorized Party may have access to the information described above from to 8. SURVEY RESULTS. (Check which applies): ❑ If the Authorized Party is the requestor, a copy of all reports, summaries, compilations, articles, publications or any document or series of documents which are created from the information provided under this Agreement must be made available to the City in its entirety. ❑ If the Authorized Party is a contractor of the City, all copies of reports, summaries, compilations, articles, publications or any document or series of documents which are created from the information provided under this Agreement must be provided to the City. The Authorized Party may retain one copy for its own records but may not disclose it without City permission, except in defense of claims brought against it. AUTHORIZED PARTY: 0 Title (if applicable): CITY OF ARDEN HILLS M Its: Date: Date: 190435v1 21 EXHIBIT 6 NOTICE TO PERSONS UNDERAGE OF 18 Some of the information you are asked to provide is classified as private under state law. You have the right to request that some of all of the information not be given to one or both of your parents/legal guardians. Please complete the form below if you wish to have information withheld. Your request does not automatically mean that the information will be withheld. State law requires the City to determine if honoring the request would be in your best interest. The City is required to consider: • Whether you are of sufficient age and maturity to explain the reasons and understand the consequences, • Whether denying access may protect you from physical or emotional harm, • Whether there is reasonable grounds to support your reasons, and • Whether the data concerns medical, dental, or other health services provided under Minnesota Statutes § 144.341 to 144.347. If so, the data may be released only if failure to inform the parent would seriously jeopardize your health. NOTICE GIVEN To: BY: (name) (title) REQUEST TO WITHHOLD INFORMATION I request that the following information: Be withheld from: For these reasons: Date: Print Name: Signature: DATE: 190435v1 22 EXHIBIT 7 DATA PRACTICES ADVISORY Some or all of the information that you are asked to provide on the attached form is classified by state law as either private or confidential. Private data is information which generally cannot be given to the public but can be given to the subject of the data. Confidential data is information which generally cannot be given to either the public or the subject of the data. Our purpose and intended use of this information is: You are/are not legally required to provide this information. If you refuse to supply the information, the following may happen: Other persons or entities who are authorized by law to receive this information are: 190435v1 23 EXHIBIT 8 SAMPLE CONTRACT PROVISION Data Practices Compliance. Contractor will have access to data collected or maintained by the City to the extent necessary to perform Contractor's obligations under this contract. Contractor agrees to maintain all data obtained from the City in the same manner as the City is required under the Minnesota Government Data Practices Act, Minn. Stat. Chap. 13 (the "Act"). Contractor will not release or disclose the contents of data classified as not public to any person except at the written direction of the City. Contractor agrees to defend and indemnify the City from any claim, liability, damage or loss asserted against the City as a result of Contractor's failure to comply with the requirements of the Act or this contract. Upon termination of this contract. Contractor agrees to return data to the City, as requested by the City. 190435v1 24 APPENDIX A PRIVATE AND CONFIDENTIAL DATA MAINTAINED BY CITY 1. Personnel Data (Private) Minn. Stat. §13.43. The following data on individuals who are or were an employee, an applicant for employment, volunteer, independent contractor, or member or applicant for advisory board or commission, is public. • Name • Actual gross salary • Salary range • Contract fees • Actual gross pension • Value and nature of employer paid fringe benefits • Basis for and amount of added remuneration, including expense reimbursement • Job title • Job description • Education and training background • Previous work experience • Date of first and last employment • The existence and status (but not nature) of any complaints or charges against the employee, whether or not resulting in discipline • Final disposition of any disciplinary action, with specific reasons for the action and data documenting the basis of the action, excluding data that would identify confidential sources who are employees • Terms of any agreement settling any dispute arising from the employment relationship, including a "buyout" agreement • Work location • Work telephone number • Badge number • Honors and awards received • Payroll time sheets or other comparable data that are only used to account for employee's work time for payroll purposes, except to the extent that release of time sheet data would reveal the employee's reasons for the use of sick or other medical leave or other non-public data All data about an individual who is employed as, or an applicant to be, an undercover law enforcement officer is private data. If it is reasonably necessary to protect an employee from harm to self or to protect another person who may be harmed by the employee, information that is relevant to the safety concerns may be released to (1) the person who may be harmed or to the person's attorney when relevant to obtaining a restraining order, (2) a prepetition screening team in the commitment process, or (3) a court, law enforcement agency or prosecuting authority. 190435v1 25 2. Employment Data (Private) Minn. Stat. §13.43. Data about current and former applicants for employment, except the following which is public: • Veteran status • Relevant test scores • Rank on eligible list • Job history • Education and training • Work availability • Name, after being certified as eligible for appointment to a vacancy or when considered a finalist for a position of public employment (which occurs when the person has been selected to be interviewed by the appointing authority) • Names and addresses of applicants for and members of an advisory board or commission are public. 3. Property Complaint Data (Confidential) Minn. Stat. §13.44. The identities of individuals who register complaints concerning violations of state laws or local ordinances concerning the use of real property. 4. Security Information (Private) Minn. Stat. §13.37. Data which if disclosed would be likely to substantially jeopardize the security of information, possessions, individuals or property against theft, tampering, improper use, attempted escape, illegal disclosure, trespass, or physical injury. This includes crime prevention block maps and lists of volunteers who participate in community crime prevention programs and their home addresses and telephone numbers, but these may be disseminated to other volunteers participating in crime prevention programs. 5. Absentee Ballots (Private) Minn. Stat. §13.37. Sealed absentee ballots before opening by an election judge. 6. Sealed Bids (Private) Minn. Stat. §13.37. Sealed bids, including the number of bids received, prior to opening. 7. Labor Relations Information (Private) Minn. Stat. §13.37. Management positions on economic and noneconomic items that have not been presented during the collective bargaining process or interest arbitration, including information collected or create to prepare the management position. 8. Examination Data Minn. Stat. §13.34. Completed versions of personnel and licensing examinations are private, unless the responsible authority determines that they should be confidential because access would compromise the objectivity, fairness, or integrity of the examination process. 190435v1 26 9. Elected and Appointed Officials Data (Private) Minn. Stat. §13.601. Correspondence between individuals and elected officials, but either may make it public. Application for appointment data is private, except specified data that is public as part of the application process and additional listed items of data once an individual is appointed. 10. Benefit Data (Private) Minn. Stat. §13.642. All data about individuals participating in the City's housing rehabilitation program. 11. Civil Investigative Data Minn.Stat. §13.39. Data collected as part of an active investigation undertaken to commence or defend pending civil litigation, or which are retained in anticipation of pending civil litigation is confidential, except that a complainant's statement is private. 12. Appraisal Data (Confidential) Minn. Stat. §13.44 Subd. 3. Appraisals made for the purpose of selling or acquiring land. 13. Recreation Data (Private) Minn.Stat. §13.548. For people enrolling in recreational or other social programs: name, address, telephone number, any other data that identifies the individual, and any data which describes the health or medical condition of the individual, family relationships, living arrangements, and opinions as to the emotional makeup or behavior of an individual. 14. City Attorney Records Minn.Stat. §13.393. The use, collection, storage, and dissemination of data by the city attorney is governed by statutes, rules, and professional standards concerning discovery. production of documents, introduction of evidence, and professional responsibility. Data which is the subject of attorney - client privilege is confidential. Data which is the subject of the "work product" privilege is confidential. 15. Safe At Home Participant Data Minn.Stat. §13.045 Subd 2. Participants of the Safe at Home Program may have identity and location data which may be classified as private. Participants may submit a Notice of their participation with the Responsible Authority. 190435v1 27 Attachment B "It' -T1 Il�)EN_ HILLS CITY OF ARDEN HILLS MINNESOTA GOVERNMENT DATA PRACTICES POLICIES and PROCEDURES July 28, 2025 Annual Review required by August 1 Owner: City Clerk/Responsible Authority CITY OF ARDEN HILLS DATA PRACTICES PROCEDURES INDEX DATA PRACTICES PROCEDURES...........................................................................................2 1. Introduction.......................................................................................................................... 4 A. Access to Data....................................................................................................................4 B. Categories of Classification..................................................................................................4 C. Responsible Authority..........................................................................................................4 11. Public Data Access PROCEDURE......................................................................................5 A. Right to Access Public Data.................................................................................................5 B. Form of Request..................................................................................................................5 C. Time Limits..........................................................................................................................5 D. Fees....................................................................................................................................5 III. Data Subject Access PROCEDURE FOR INDIVIDUALS.....................................................6 A. Right to Access....................................................................................................................6 B. Data Subject Access and Right to Request.......................................................................... 6 C. Identification of Requesting Party.........................................................................................7 D. Time Limits..........................................................................................................................7 E. Fees....................................................................................................................................7 F. Juvenile Records................................................................................................................. 7 IV. Denial of Access..................................................................................................................8 V. Summary Data.....................................................................................................................8 VI. Collection of Data on Individuals..........................................................................................8 VI1. Challenge to Data Accuracy.................................................................................................9 2 VIII. Ensuring Security of Not Public Data................................................................................... 9 A. Accuracy and Currency of Data...........................................................................................9 B. Data Safeguards..................................................................................................................9 C. Data Inventory ...................................................................................................................10 D. Employee Job Descriptions................................................................................................ 10 E. Data Sharing with Authorized Individuals........................................................................... 10 F. Contracts...........................................................................................................................11 G. Penalties............................................................................................................................11 EXHIBITS NUMBER Listof Designees.....................................................................................1 Fees........................................................................................................2 Request to Release Private Data (From and Individual and FromGovernment)..................................................................................3 Request for Information/MN Government Data Practices Act Form ... ...... 4 Access and Nondisclosure Agreement .................................................... 5 Notice to Juveniles..................................................................................6 Tennessen Warning................................................................................7 Contract Language, Outside Agents........................................................8 APPENDICES LETTER Private & Confidential Data Maintained by City ...................................... A Q CITY OF ARDEN HILLS PUBLIC DATA AND DATA SUBJECT RIGHTS ACCESS PROCEDURES I. INTRODUCTION These procedures are adopted to comply with the requirements of the Minnesota Government Data Practices Act (the "Act"), found in the Minnesota Statutes §13.025, §13.03, Subd. 2 and § 13.05, Subd. 5. Government data means all data collected, created, received, maintained or disseminated by any government entity regardless of its physical form, storage media or conditions of use. The Act, gives you, a member of the public, the right to inspect and obtain copies of public data retained by the City. The Act, also affords individuals certain rights as data subjects. For full Statute language, see Chapter 13, Government Data Practices https://www.revisor.mn.gov/statutes/cite/13 A. Access to Data Al information maintained by the City is pub is unless there is a specific statutory designation which gives it a private, confidential or non-public classification. The City collects data on individuals and data not on individuals. This data also has varying degrees of accessibility. B. Categories of Classification Data on Individuals Data Not on Individuals Degree of Accessibility Public Public Accessible to anyone Private Non -Public Accessible to data subjects and to government officials whose duties reasonably require access. Confidential Protected Non -Public Accessible only to government officials whose duties reasonably require access. C. Responsible Authority The City Clerk is the Responsible Authority and Data Practices Act Compliance Official. The Responsible Authority has designated certain other City employees to assist in complying with the Act. These designees are listed on attached Exhibit 1. The City Clerk or their designee shall review the data practices policy and procedures annually for compliance with the Act. 121 II. PUBLIC DATA ACCESS PROCEDURE The Act, gives all members of the public, the right to inspect at City offices and have copies of public data that the City maintains. A. Right to Access Public Data. Any person has the right to inspect and copy public data. The person requesting public data also has the right to have an explanation of the meaning of the data. The person requesting public data does not need to state his or her name or give the reason for the request. However, the person making the request may need to provide some personal information for practical reasons (e.g., for mailed copies). B. Form of Request. The request for public data must be in writing to the Responsible Authority. Requests can be submitted online via the City's website at https://www. cityofardenhills. org/FormCenter/General-Forms-3/Request-for- Information-47 or by submitting the City's Request for Information/Minnesota Government Data Practices Act form (see Exhibit 4) via email, U.S. mail, fax or in person. C. Time Limits. Requests. Requests for accessible public data will be received and processed only during normal business hours. Response. If copies cannot be made at the time of the request, data must be supplied to the requestor within a reasonable time (Minnesota Rules 1205.0300). Suspend. If the Responsible Authority has notified the requestor that the responsive data or copies are available for inspection or collection and the requestor does not inspect or collect the copies within five (5) business days, the Responsible Authority may suspend any further response to the request until the requestor inspects the data that has been made available or collects and pays for the copies that have been produced. D. Fees. Fees may be charged only if the requesting person asks for copies. If the request is for 100 or fewer black and white, letter or legal size paper copies fees will be charged according to the City's standard photocopying policy, attached as Exhibit 2. For more than 100 or fewer black and white, letter or legal size paper copies or electronic transmittal of data, the fee will include the actual cost of searching for, retrieving and copying or electronically transmitting the data. The fee may not include time necessary to separate public information from non-public information When calculating employee time for making copies, the hourly wage of the lowest -paid employee who is able to search for, retrieve, and make the copies shall be used. The responsible authority may also charge an additional fee if the copies have commercial value and are a substantial and discrete portion of a formula, compilation, program, process, or system developed with significant expenditure of public funds. This additional fee must relate to the actual development costs of the information. The City may require pre -payment for copies of data (Advisory Opinion 04-068). 5 III. DATA SUBJECT ACCESS PROCEDURE FOR INDIVIDUALS Minn. Stat. § 13.04 is part of the Act and explains an individual's rights as a data subject. An individual is a living human being. Information about individual people is classified by law as public, private, or confidential. A list of the private and confidential information maintained by the City is contained in Appendix A. A. Right to Access. Public information about an individual may be shown or given to anyone requesting the information. Private information about an individual may be shown or given to: • The individual who is the data subject, but only once every six (6) months, unless a dispute has arisen or additional data has been collected. • A person who has been given access by the express written consent of the data subject. This consent must be on the form attached as Exhibit 3, or a form reasonably similar. • People who are authorized access by the federal, state, or local law or by court order. • People about whom the individual was advised at the time the data was collected. The identity of those people must be part of the Tennessen Warning, attached as Exhibit 7. • City staff and outside agents (such as attorneys) whose work assignments or responsibilities reasonably require access. City Council's access to private personnel data is limited to instances when an employee is facing a complaint or disciplinary action is being considered. Confidential information may not be given to the subject of the data, but may be shown or given to: • Anyone who is authorized by federal, state, or local law or by court order. • City staff, City Council, and outside agents (such as attorneys) whose work assignments or responsibilities reasonably require access. B. Data Subject Access and Right to Request. An individual may submit a request in writing whether the individual is the subject of data maintained by the City, and whether that data is classified as public, private, or confidential. All requests to see or copy private information must be in writing. An Information Disclosure Request, attached as Exhibit 4, must be completed to document who requests and who receives this information. The Responsible Authority or designee must complete the relevant portions of the form (see Section II, B. Form of Request, above for options to submit the form). The Responsible Authority or designee may waive the use of this form if there is other documentation of the requesting party's identity, the information requested, and the City's response. A response to a request for data relating to litigation will be made after consultation with the City Attorney. M. C. Identification of Requesting Party. The Responsible Authority or designee must verify the identity of the requesting party as a person entitled to access. This can be through personal knowledge, presentation of written identification, comparison of the data subject's signature on a consent form with the person's signature in City records, or other reasonable means. Time Limits. • Requests. Requests will be received and processed only during normal business hours. • Response. The response must be immediate, if possible, or within five (5) working days if an immediate response is not possible. The City may have an additional five (5) working days, not to exceed 10 days total, to respond if it notifies the requesting person that it cannot comply within five (5) working days. • Suspend. If the Responsible Authority has notified the requestor that the responsive data or copies are available for inspection or collection, and the requestor does not inspect the data or collect the copies within five (5) business days of the notification, the Responsible Authority may suspend any further response to the request until the requestor inspects the data that has been made available, or collects and pays for the copies that have been produced. D. Fees. Fees may be charged in the same manner as for public information. E. Juvenile Records. The following applies to private (not confidential) data about people under the age of 18. • Parental Access. In addition to the people listed above who may have access to private data, a parent may have access to private information about a juvenile data subject. "Parent" means the parent or guardian of a juvenile data subject, or individual acting as a parent or guardian in the absence of a parent or guardian. The parent is presumed to have this right unless the Responsible Authority or designee has been given evidence that there is a state law, court order, or other legally binding document which prohibits this right. • Notice to Juvenile. Before requesting private data from juveniles, city personnel must notify the juveniles that they may request that the information not be given to their parent(s). This notice should be in the form attached as Exhibit 6. • Denial of Parental Access. The Responsible Authority or designee may deny parental access to private data when the juvenile requests this denial and the Responsible Authority or designee determines that withholding the data would be in the best interest of the juvenile. The request from the juvenile must be in writing stating the reasons for the request. In determining the best interest of the juvenile, the Responsible Authority or designee will consider: • Whether the juvenile is of sufficient age and maturity to explain the reasons and understand the consequences of the request to deny access, • Whether denying access may protect the juvenile from physical or emotional harm, i7 • Whether there is reasonable grounds to support the juvenile's reasons for denying parental access, • Whether disclosure of the data could lead to physical or emotional harm to the minor; and Whether the data concerns medical, dental, or other health services provided under Minnesota Statutes § 144.341 to 144.347. If so, the data may be released only if failure to inform the parent would seriously jeopardize the health of the minor. The Responsible Authority may deny parental access to private data on a juvenile without a request from the juvenile pursuant to Minnesota Statutes §§ 144.291 to 144.298 or any other statute or federal law that allows or requires the Responsible Authority to deny parental access, if such state statute or federal law provides standards which limit the exercise of discretion of the Responsible Authority. IV. DENIAL OF ACCESS If the Responsible Authority or designee determines that the requested data is not accessible to the requesting party, the Responsible Authority or designee must inform the requesting party orally at the time of the request or in writing as soon after that as possible. The Responsible Authority or designee must give the specific legal authority, including statutory section, for withholding the data. The Responsible Authority or designee must place an oral denial in writing upon request. This must also include the specific legal authority for the denial. V. SUMMARY DATA Summary data is statistical records and reports derived from data on individuals but which does not identify an individual by name or any other characteristic that could uniquely identify an individual. Summary data derived from private or confidential data is public. The Responsible Authority or designee will prepare summary data upon request, if the request is in writing and the requesting party pays for the cost of preparation. The Responsible Authority or designee must notify the requesting party about the estimated costs and collect those costs before preparing or supplying the summary data. This should be done within ten (10) days after receiving the request. If the summary data cannot be prepared within ten (10) days, the responsible authority must notify the requester of the anticipated time schedule and the reasons for the delay. Summary data may be prepared by "blacking out" personal identifiers, cutting out portions of the records that contain personal identifiers, programming computers to delete personal identifiers, or other reasonable means. The Responsible Authority may ask an outside agency or person to prepare the summary data if (1) the specific purpose is given in writing, (2) the agency or person agrees not to disclose the private or confidential data, and (3) the Responsible Authority determines that access by this outside agency or person will not compromise the privacy of the private or confidential data. The Responsible Authority may use the form attached as Exhibit 5. VI. COLLECTION OF DATA ON INDIVIDUALS The collection and storage of information about individuals will be limited to that necessary for the administration and management of programs specifically authorized by the state legislature, city council, or federal government. When an individual is asked to supply private or confidential information about the individual, the I.1 City employee requesting the information must give the individual a Tennessen Warning. This warning must contain the following: • The purpose and intended use of the requested data, • Whether the individual may refuse or is legally required to supply the requested data, • Any known consequences from supplying or refusing to supply the information, and • The identity of other persons or entities authorized by state or federal law to receive the data. A Tennessen Warning is not required when an individual is requested to supply investigative data to a law enforcement officer. A Tennessen Warning may be on a separate form or may be incorporated into the form which requests the private or confidential data. See attached Exhibit 7. VII. CHALLENGE TO DATA ACCURACY An individual who is the subject of public or private data may contest the accuracy or completeness of that data maintained by the City. The individual must notify the City s Responsible Authority in writing describing the nature of the disagreement. Within 30 days the Responsible Authority or designee must respond and either (1) correct the data found to be inaccurate or incomplete and attempt to notify past recipients of inaccurate or incomplete data, including recipients named by the individual, or (2) notify the individual that the authority believes the data to be correct. An individual who is dissatisfied with the Responsible Authority s action may appeal to the Commissioner of the Minnesota Department of Administration, using the contested case procedures under Minnesota Statutes Chapter 14. The Responsible Authority will correct any data if so ordered by the Commissioner. VIII. ENSURING SECURITY OF NOT PUBLIC DATA A. Accuracy and Currency of Data. All employees will be requested, and given appropriate forms, to provide updated personal information to the appropriate supervisor, City Clerk, or City Administrator, which is necessary for tax, insurance, emergency notification, and other personnel purposes. Other people who provide private or confidential information will also be encouraged to provide updated information when appropriate. Department heads should periodically review forms used to collect data on individuals to delete items that are not necessary and to clarify items that may be ambiguous. All records must be disposed of according to the City's records retention schedule. B. Data Safeguards. Private and confidential information will be stored in files or databases which are not readily accessible to individuals who do not have authorized access and which will be secured during hours when the offices are closed. 7 Private and confidential data must be kept only in City offices, except when necessary for City business. Only those employees whose job responsibilities require them to have access will be allowed access to files and records that contain private or confidential information. These employees will be instructed to: • not discuss, disclose, or otherwise release private or confidential data to City employees whose job responsibilities do not require access to the data, • not leave private or confidential data where non -authorized individuals might see it, password protect employee computers and lock computers before leaving workstations; • secure private or confidential data within locked work spaces and in locked file cabinets; and • shred private or confidential data before discarding. C. Data Inventory Under the requirements of Minnesota Statutes § 13.025, subd. 1, the City has prepared a Data Inventory which identifies and describes all not public data on individuals maintained by the City. To comply with Minnesota Statutes § 13.05 subd. 5, the City has modified its Data Inventory to represent the employees who have access to not public data. In the event of temporary duty as assigned by a manager or supervisor, an employee may access certain not public data, for as long as the work is assigned to the employee. In addition to the employees listed in the City's Data Inventory, the Responsible Authority, the Data Practices Compliance Official, the City Administrator, Department Heads, and the City Attorney may have access to all not public data maintained by the City if necessary for specified duties. Any access to not public data will be strictly limited to the data necessary to complete the work assignment. The City's General Records Retention Schedule lists data maintained by the City and its classification. The retention schedule is available on the Minnesota Clerks and Finance Officers Association (MCFOA) website at https.11www.mcfoa.arglresources/Documentsl2021_Retention_Schedule.pdfor by request at Arden Hills City Hall. D. Employee Job Descriptions Employee Job Descriptions may contain provisions identifying any not public data accessible to the employee when a work assignment reasonably requires access. E. Data Sharing with Authorized Individuals State or federal law may authorize the sharing of not public data in specific circumstances. Not public data may be shared with another entity if a federal or state law allows or mandates it. Individuals will have notice of any sharing in applicable Tennessen warnings (See Minnesota Statutes, section 13.04) or the City will obtain informed consent. Any sharing of not public data will be strictly limited to the data necessary or required to comply with the applicable law. 10 F. Contracts When a contract with an outside party requires access to private or confidential information the contracting party will be required to use and disseminate the information consistent with the Act. The City may include in a written contract the language contained in Exhibit 8. G. Penalties The City will utilize the penalties for unlawful access to not public data as provided for in Minnesota Statutes, section 13.09, if necessary. Penalties included suspension, dismissal, or referring the matter to the appropriate prosecutorial authority who may pursue a criminal misdemeanor charge. 11 EXHIBIT 1 LIST OF DESIGNEES The Minnesota Data Practices Act establishes a system for compilation and distribution of data gathered by government agencies. All data collected and maintained by the City of Arden Hills is presumed public and accessible to the public for both inspection and copying, unless classified as Private, Confidential, Non-public, or Protected Non-public in accordance with federal law, state statute or a temporary classification (Minn. Stat. 13.01). The City of Arden Hills has appointed the following designees to administer this policy: City Administrator Finance Director Community Development Director Public Works Director Other positions responsible for maintenance of City records are as apparent or assigned. 12 EXHIBIT 2 FEES SEE CITY OF ARDEN HILLS FEE SCHEDULE https://www. cityofardenhills. org/DocumentCenter/View/8/2025-Fee-Schedule-PDF?bidld= 13 EXHIBIT 3 REQUEST TO RELEASE PRIVATE DATA FROM AN INDIVIDUAL If you have a question about anything about this consent, or would like more explanation before you sign it, please contact the Responsible Authority (or Designee): City Clerk City of Arden Hills 1245 W Highway 96, Arden Hills MN 55112 651-792-7811 , give my permission for the City of Arden Hills to release data about me to (name of other entity/person) as described in this consent. 1. The specific data I want the City of Arden Hills to release includes (explain data): 2. 1 understand that I have asked the City of Arden Hills to release the data. 3. 1 understand that although the data are classified as private at the City of Arden Hills, the classification/treatment of the data at (name of other entity/person) may not be the same and is dependent on laws or policies that apply to (name of other entity/person). [OPTIONAL] This permission to release expires (date) , 20_ at am/pm. Signature Signature of Parent/Legal Guardian Date Date 14 EXHIBIT 3 continued REQUEST TO RELEASE PRIVATE DATA FROM GOVERNMENT Explanation of your rights: • You have the right to choose what data we release. This means you can let us release all of the data, some of the data, or none of the data listed in this consent. Before you give permission to release the data, we encourage you to review the data listed in this consent. • You have the right to let us release the data to all, some, or none of the persons or entities listed on this form. This means you can choose which entities or persons may receive the data and what data they may receive. • You have the right to ask us to explain the consequences for giving your permission to release the data. • You may withdraw your permission at any time. Withdrawing your permission will not affect the data that we have already released because we had your permission to release the data. • You may give us permission to discuss the data released by this form with the outside entity. If you choose not to give us permission, you may still allow us to release the data. If you have a question about anything about this consent, or would like more explanation before you sign it, please contact the Responsible Authority (or Designee): City Clerk City of Arden Hills 1245 W Highway 96, Arden Hills MN 55112 651-792-7811 PERMISSION TO RELEASE I, , give my permission for the City of Arden Hills to release data about me to (name of other entity/person) as described in this consent. I understand that my decision to allow release of the data to The specific data that the City of Arden Hills may release to of other entity/person) are (explain data): (name of other entity/person) is voluntary. 2. 1 understand the City of Arden Hills wants to release the data for this reason (explain reason): 3. 1 understand that although the data are classified as private at the City of Arden Hills, the classification/treatment of the data at other entity/person) may not be the same and is dependent on laws or policies that apply to (name of other entity/person). [INCLUDE OTHER CONSEQUENCES] (name (name of 4. [OPTIONAL]. I give the City of Arden Hills permission to discuss the data released by this consent with (name of other entity/person). [OPTIONAL] This permission to release expires (date) , 20_ at am/pm. Signature Signature of Parent/Legal Guardian Date Date 15 IDENTITY VERIFIED BY: Witness: Identification: Driver's License, State ID, Passport, other: Comparison with signature on file Other: Responsible Authority/Designee: 16 EXHIBIT 4 -fi` QEN_ HILLS CITY OF ARDEN HILLS REQUEST FOR INFORMATION Minnesota Government Data Practices Act A. Completed by Requestor REQUESTOR NAME (Last, First, M.): DATE OF REQUEST: STREET ADDRESS: PHONE NUMBER: CITY, STATE. ZIP CODE: EMAIL ADDRESS: SIGNATURE: DESCRIPTION OF THE INFORMATION REQUESTED: The City makes every effort to respond to data requests in a reasonable amount of time (generally within five (5) to seven (7) working days). Please note that larger data requests typically require additional time. We appreciate your patience. B. Completed by Department DEPARTMENT NAME: HANDLED BY: INFORMATION CLASSIFIED AS: ACTION: ❑ PUBLIC ❑ NON-PUBLIC ❑ APPROVED ❑ PRIVATE ❑ PROTECTED NON-PUBLIC ❑ APPROVED IN PART (explain below) ❑ CONFIDENTIAL ❑ DENIED (explain below) REMARKS OR BASIS FOR DENIAL INCLUDING STATUTE SECTION: PHOTOCOPYING CHARGES: IDENTITY VERIFIED FOR PRIVATE INFORMATION: ❑ NONE ❑ IDENTIFICATION: DRIVER'S LICENSE, STATE I.D., etc. ❑ Pages x = ❑ COMPARISON WITH SIGNATURE ON FILE ❑ Special Rate: (attach explanation) ❑ PERSONAL KNOWLEDGE ❑ OTHER: AUTHORIZED SIGNATURE: DATE: 17 EXHIBIT 5 GOVERNMENT DATA ACCESS AND NONDISCLOSURE AGREEMENT FOR SUMMARY DATA 1. AUTHORIZATION. City of Arden Hills ("City") hereby authorizes ("Authorized Party") access to the following government data: 2. PURPOSE. Access to this government data is limited to the objective of creating summary data for the following purpose: 3. COST. (Check which applies): ❑ The Authorized Party is the person who requested the summary data and agrees to bear the City's costs associated with the preparation of the data which has been determined to be $ ❑ The Authorized Party has been requested by the City to prepare summary data and will be paid in accordance with attached Exhibit 2. 4. SECURITY. The Authorized Party agrees that it and any employees or agents under its control must protect the privacy interests of individual data subjects in accordance with the terms of this Agreement. The Authorized Party agrees to remove all unique personal identifiers which could be used to identify any individual from data classified by state or federal law as not public Which IS Obtained from City records and incorporated into reports, summaries, compilations, articles, or any document or series of documents. Data contained in files, records, microfilm, or other storage media maintained by the City are the City's property and are not to leave the City's custody. The Authorized Party agrees not to make reproductions of any data or remove any data from the site where it is provided, if the data can in any way identify an individual. No data which is not public and which is irrelevant to the purpose stated above will ever be disclosed or communicated to anyone by any means. The Authorized Party warrants that the following named individual(s) will be the only person(s) to participate in the collection of the data described above: 5. LIABILITY FOR DISCLOSURE. The Authorized Party is liable for any unlawful use or disclosure of government data collected, used and maintained in the exercise of this Agreement and classified as not public under state or federal law. The Authorized Party understands that it may be subject to civil or criminal penalties under those laws. The Authorized Party agrees to defend, indemnify, and hold the City, its officers and employees harmless from any liability, claims, damages, costs, judgments, or expenses, including reasonable attorneys' fees, resulting directly or indirectly from an act or omission of the Authorized Party, its agents, employees or assignees under this Agreement and against all loss by reason of the Authorized Party's failure to fully perform in any respect all obligations under this Agreement. 6. INSURANCE. In order to protect itself as well as the City, the Authorized Party agrees at all times during the term of this Agreement to maintain insurance covering the Authorized Party's activities under this Agreement. The insurance will cover $1,000,000 per claimant for personal injuries and/or damages and $1,000,000 per occurrence. The policy must cover the indemnification obligation specified above. 7. ACCESS PERIOD. The Authorized Party may have access to the information described above from to 8. SURVEY RESULTS. (Check which applies): ❑ If the Authorized Party is the requestor, a copy of all reports, summaries, compilations, articles, publications or any document or series of documents which are created from the information provided under this Agreement must be made available to the City in its entirety. ❑ If the Authorized Party is a contractor of the City, all copies of reports, summaries, compilations, articles, publications or any document or series of documents which are created from the information provided under this Agreement must be provided to the City. The Authorized Party may retain one copy for its own records but may not disclose it without City permission, except in defense of claims brought against it. AUTHORIZED PARTY: M Title (if applicable): CITY OF ARDEN HILLS M Its: Date: Date: 19 EXHIBIT 6 NOTICE TO PERSONS UNDER AGE OF 18 Some of the information you are asked to provide is classified as private under state law. You have the right to request that some of all of the information not be given to one or both of your parents/legal guardians. Please complete the form below if you wish to have information withheld. Your request does not automatically mean that the information will be withheld. State law requires the City to determine if honoring the request would be in your best interest. The City is required to consider: • Whether you are of sufficient age and maturity to explain the reasons and understand the consequences, • Whether denying access may protect you from physical or emotional harm, • Whether there is reasonable grounds to support your reasons, and • Whether the data concerns medical, dental, or other health services provided under Minnesota Statutes § 144.341 to 144.347. If so, the data may be released only if failure to inform the parent would seriously jeopardize your health. NOTICE GIVEN To: BY: DATE: (name) (title) REQUEST TO WITHHOLD INFORMATION I request that the following information: Be withheld from: For these reasons: Date: Print Name: Signature: 20 EXHIBIT 7 DATA PRACTICES ADVISORY Some or all of the information that you are asked to provide on the attached form is classified by state law as either private or confidential. Private data is information which generally cannot be given to the public but can be given to the subject of the data. Confidential data is information which generally cannot be given to either the public or the subject of the data. Our purpose and intended use of this information is: You are/are not legally required to provide this information. If you refuse to supply the information, the following may happen: Other persons or entities who are authorized by law to receive this information are: 21 EXHIBIT 8 SAMPLE CONTRACT PROVISION Data Practices Comoliance. Contractor will have access to data collected or maintained by the City to the extent necessary to perform Contractor's obligations under this contract. Contractor agrees to maintain all data obtained from the City in the same manner as the City is required under the Minnesota Government Data Practices Act, Minn. Stat. Chap. 13 (the "Act"). Contractor will not release or disclose the contents of data classified as not public to any person except at the written direction of the City. Contractor agrees to defend and indemnify the City from any claim, liability, damage or loss asserted against the City as a result of Contractor's failure to comply with the requirements of the Act or this contract. Upon termination of this contract. Contractor agrees to return data to the City, as requested by the City. 22 APPENDIXA PRIVATE AND CONFIDENTIAL DATA MAINTAINED BY CITY 1. Personnel Data (Private) Minn. Stat. §13.43. The following data on individuals who are or were an employee, an applicant for employment, volunteer, independent contractor, or member or applicant for advisory board or commission, is public. • Name • Actual gross salary • Salary range • Contract fees • Actual gross pension • Value and nature of employer paid fringe benefits • Basis for and amount of added remuneration, including expense reimbursement • Job title • Job description • Education and training background • Previous work experience • Date of first and last employment • The existence and status (but not nature) of any complaints or charges against the employee, whether or not resulting in discipline • Final disposition of any disciplinary action, with specific reasons for the action and data documenting the basis of the action, excluding data that would identify confidential sources who are employees • Terms of any agreement settling any dispute arising from the employment relationship, including a "buyout" agreement • Work location • Work telephone number • Badge number • Honors and awards received • Payroll time sheets or other comparable data that are only used to account for employee's work time for payroll purposes, except to the extent that release of time sheet data would reveal the employee's reasons for the use of sick or other medical leave or other non-public data All data about an individual who is employed as, or an applicant to be, an undercover law enforcement officer is private data. If it is reasonably necessary to protect an employee from harm to self or to protect another person who may be harmed by the employee, information that is relevant to the safety concerns may be released to (1) the person who may be harmed or to the person's attorney when relevant to obtaining a restraining order, (2) a prepetition screening team in the commitment process, or (3) a court, law enforcement agency or prosecuting authority. 23 2. Employment Data (Private) Minn. Stat. §13.43. Data about current and former applicants for employment, except the following which is public: • Veteran status • Relevant test scores • Rank on eligible list • Job history • Education and training • Work availability • Name, after being certified as eligible for appointment to a vacancy or when considered a finalist for a position of public employment (which occurs when the person has been selected to be interviewed by the appointing authority) • Names and addresses of applicants for and members of an advisory board or commission are public. 3. Property Complaint Data (Confidential) Minn. Stat. §13.44. The identities of individuals who register complaints concerning violations of state laws or local ordinances concerning the use of real property. 4. Security Information (Private) Minn. Stat. §13.37. Data which if disclosed would be likely to substantially jeopardize the security of information, possessions, individuals or property against theft, tampering, improper use, attempted escape, illegal disclosure, trespass, or physical injury. This includes crime prevention block maps and lists of volunteers who participate in community crime prevention programs and their home addresses and telephone numbers, but these may be disseminated to other volunteers participating in crime prevention programs. 5. Absentee Ballots (Private) Minn. Stat. §13.37. Sealed absentee ballots before opening by an election judge. 6. Sealed Bids (Private) Minn. Stat. §13.37. Sealed bids, including the number of bids received, prior to opening. 7. Labor Relations Information (Private) Minn. Stat. §13.37. Management positions on economic and noneconomic items that have not been presented during the collective bargaining process or interest arbitration, including information collected or create to prepare the management position. 8. Examination Data Minn. Stat. §13.34. Completed versions of personnel and licensing examinations are private, unless the responsible authority determines that they should be confidential because access would compromise the objectivity, fairness, or integrity of the examination process. 24 9. Elected and Appointed Officials Data (Private) Minn. Stat. §13.601. Correspondence between individuals and elected officials, but either may make it public. Application for appointment data is private, except specified data that is public as part of the application process and additional listed items of data once an individual is appointed. 10. Benefit Data (Private) Minn. Stat. §13.642. All data about individuals participating in the City's housing rehabilitation program. 11. Civil Investigative Data Minn.Stat. §13.39. Data collected as part of an active investigation undertaken to commence or defend pending civil litigation, or which are retained in anticipation of pending civil litigation is confidential, except that a complainant's statement is private. 12. Appraisal Data (Confidential) Minn. Stat. §13.44 Subd. 3. Appraisals made for the purpose of selling or acquiring land. 13. Recreation Data (Private) Minn.Stat. §13.548. For people enrolling in recreational or other social programs: name, address, telephone number, any other data that identifies the individual, and any data which describes the health or medical condition of the individual, family relationships, living arrangements, and opinions as to the emotional makeup or behavior of an individual. 14. City Attorney Records Minn.Stat. §13.393. The use, collection, storage, and dissemination of data by the city attorney is governed by statutes, rules, and professional standards concerning discovery. production of documents, introduction of evidence, and professional responsibility. Data which is the subject of attorney - client privilege is confidential. Data which is the subject of the "work product" privilege is confidential. 15. Safe At Home Participant Data Minn.Stat. §13.045 Subd 2. Participants of the Safe at Home Program may have identity and location data which may be classified as private. Participants may submit a Notice of their participation with the Responsible Authority. 25 CONSENT ITEM - 8D ,!r, -`iIVEN HILLS MEMORANDUM DATE: July 28, 2025 TO: Honorable Mayor and City Councilmembers FROM: Jessica Jagoe, City Administrator SUBJECT: Personnel Policy Amendment — Non -Exempt (Overtime Eligible) Employees Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: • The proposed personnel policy amendment to Overtime/Compensatory Time for Non -Exempt (Overtime Eligible) Employees. Discussion Earlier this year there was a request from a non-exempt employee for use of compensatory time. During the review of this request, city staff consulted with the League of Minnesota Cities (LMC) on our current personnel policy language on overtime compensation (i.e. cash payment or compensatory time in lieu of cash payment) and accrual. A recommendation of LMC was to discuss with the City Attorney the current language in the personnel policy for when the non-exempt employee elects how to be compensated for overtime, carryover of banked compensatory time, and timing of automatic payouts to ensure compliance with IRS regulations for annual reporting of wages. The City Attorney reviewed and confirmed that modifications to the personnel policy would be necessary. Three options were given to the Personnel Committee to consider. Two of the options would have modified the personnel policy to require the employee to make an irrevocable election "prior to" having worked any hours over 40 as payment or compensatory time in lieu of payment. The third option allows the employee the flexibility to make an election "after" hours are worked on a time -card by time -card basis for compensation. In all three options, the City would also need to amend this same section of the personnel policy to address the timing of when any unused compensatory time would be automatically paid. Based on this information, the Personnel Committee has made a recommendation to proceed with Option Three since that allows the employee to continue in the same manner as they are doing so today with the flexibility to go between electing payment of overtime hours or accrual of Page 1 of 2 compensatory time as approved by their Supervisor throughout the calendar year. However, as a result, the personnel policy does need to provide an automatic payout at the end of the year of all unused compensatory time rather than allowing the ability to carry over compensatory time from one year to another to comply with payroll regulations. The proposed language for the personnel policy amendment is below: Non -Exempt (Overtime -Eligible) Employees All overtime -eligible employees will be compensated at the rate of time -and -one-half for all hours worked over 40 in one workweek. Vacation, sick leave, and paid holidays do not count toward "hours worked." Compensation will take the form of either time -and -one-half pay or compensatory time. Compensatory time is paid time off at the rate of one -and -one-half hours for each hour of overtime worked. For most employees the workweek begins at midnight on Saturday and runs until the following Friday night at 11:59 p.m. Supervisors may establish a different workweek based on the needs of the department, subject to the approval of the City Administrator. The employee's supervisor must approve overtime hours in advance. An employee who works overtime without prior approval may be subject to disciplinary action. Overtime earned will be paid at the rate of time -and -one-half on the next regularly scheduled payroll date, tmiess the employee indieates on his/her- timesheet that the evet4ime eamed is to be r-eeer-ded as However, the employ, e�y indicate on his/her timesheet that the overtime earned is to be recorded as compensatory time in lieu of payment. The maximum compensatory time balance ,,,.,.,,m u tie for any employee is 40 hours pia . Once an employee has earned 40 hours of compensatory time in , no further compensatory time may accrue in that ,.,,lord,,,- All further overtime will be paid. Employees may request and use compensatory time off in the same manner as other leave requests. Employees are required to use any accrued compensatory time off before requesting use of PTO. Unused compensatory time earned will be paid to the employ the end of the calendar year at the hourly PqY rate the employee earning at that time. Employees will not be allowed to carry over unused compensatory time balances into the next calendar vear. All compensatory time will be marked as such on official time sheets, both when it is earned and when it is used. The Finance Department will maintain compensatory time records. A44-Any unused balance of accrued compensatory time aeefue will be paid when the employee leaves City employment at the hourly pay rate the employee is earning at that time. Budget Impact N/A Attachment N/A Page 2 of 2 CONSENT ITEM - 8E r -ARPEN HILLS MEMORANDUM DATE: July 28, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: Jess Skalicky, Parks and Recreation Manager SUBJECT: Accepting Donation from the Spring Lake Park Lions Club Budgeted Amount: Actual Amount: Funding Source: N/A $10,000.00 N/A Council Should Consider Motions to approve, table, or deny the following: Resolution 2025-048 Accepting a Donation from the Spring Lake Park Lions Club in the amount of $10,000.00. Background/Discussion Since 1986, the SLP Lions Club has been one of Minnesota's Largest Charitable Gambling Organizations, and they run a pull -tab booth in the City. The Spring Lake Park Lions Club has donated $10,000.00 to the City of Arden Hills for Parks and Recreation. To comply with State Statutes, the City needs to acknowledge the donation and issue receipt of the donation to the Spring Lake Park Lions Club. It should be noted that City staff will bring this item forward for discussion at a future City Council Work Session. Budget Impact N/A Attachments Attachment A: Resolution 2025-048 Attachment B: Form LG555 Page 1 of 1 'It ,-AR�EN�HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2025-048 Attachment A A RESOLUTION ACCEPTING DONATION WHEREAS, Arden Hills ("City") is generally authorized to accept donations of real and personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens, and is specifically authorized to accept gifts and bequests for the benefit of recreational services pursuant to Minnesota Statutes Section 471.17; and WHEREAS, the following entity has offered to contribute the cash amount set forth below to the city: Name of Donor Spring Lake Park Lions Club Amount $10,000.00 WHEREAS, all such donations have been contributed to assist the City in the establishment and operation of recreational facilities and programs either alone or in cooperation with others, as allowed by law; and WHEREAS, the City Council finds that it is appropriate to accept the donations offered. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS, MINNESOTA, THAT: 1. The donation described above is accepted and shall be used to establish recreational facilities either alone or in cooperation with others, as allowed by law. 2. The city clerk is hereby directed to issue receipts to each donor acknowledging the City's receipt of the donor's donation. 3. The finance department is hereby authorized to complete any budget adjustments necessary to reflect this donation and corresponding expenditures. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 28th DAY OF JULY, 2025. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. Attachment B MINNESOTA LAWFUL GAMBLING 02/16 LG555 Government Approval or Acknowledgment for Use of Gambling Funds Keep this completed form attached to the LG100C in your organization's records. You do not need to submit this form to the Gambling Control Board or the Department of Revenue. ORGANIZATION AND EXPENDITURE INFORMATION (attach additional sheets if necessary) Organization License Name: Spring Lake Park Lions Club Number: 00584 Address: 8433 Center Drive City/State/zip: Spring Lake Park MN 55432 1. Amount of proposed lawful purpose expenditure: $ ,�4 ,LUG 2. Check one expenditure category: A. Contribution to a unit of government —United States, state of Minnesota, or any of its subdivisions, agencies, or instrumentalities. B. Wildlife management project or activity that benefits the public at large, with approval by the Minnesota Department of Natural Resources (DNR). C. Grooming and maintaining snowmobile or all -terrain vehicle trails established under Minnesota Statutes, Sections 84.83 and 84.927, including purchase or lease of equipment, with approval by the DNR. All trails must be open to public use. D. Supplies and materials for safety training and educational programs coordinated by the DNR, including the Enforcement Division. E. Citizen monitoring of surface water quality testing for public waters by individuals or nongovernmental organizations, with Minnesota Pollution Control Agency (MPCA) guidance on monitoring procedures, quality assurance protocols, and data management, providing that data is submitted to the MPCA. 3. Describe the proposed expenditure, including vendors: �Gr�G i ✓n�v�'Yl�nf3/����-LDS • NO FINANCIAL OR OTHER BENEFIT: I affirm that the contribution or expenditure does not result in any monetary, economic, financial, or material benefit to our organization, in compliance with Minn. Rule 7861.0320, subp. 17, para. C. • FOR DNR-RELATED PROJECTS: I affirm that when lawful gambling funds are used for grooming and maintaining snowmobile or all -terrain vehicle trails or for any wildlife management project for which reimbursement is received from a unit of government, the reimbursement funds must be deposited in our lawful gambling account and recorded on form LG100C. • FOR SURFACE WATER QUALITY TESTING: I affirm that the MPCA has been consulted in developing the monitoring plan and that the data collected will be submitted to the MPCA. Send form for signature to: Manager, Water Monitoring Section, Minnesota Pollution Control Agency, 520 Lafayette Road North, St. Paul, MN 55155. Website: www.pca.state.mn.us Chief Executive Officer's Signature Date Print Name Daytime Phone GOVERNMENT APPROVAL/ACKNOWLEDGMENT Contribution amount: $ . Government use of contribution (check one): OWildlife—DNR approves the wildlife management project or activity. QTrails—DNR approves the grooming/maintaining of snowmobile and/or all -terrain vehicle trails. Safety training—DNR approves the supplies/materials for DNR safety training and educational programs. QWater quality testing—MPCA approves the surface water quality testing project. Donation to other unit of government (city, county, state, federal, or any of their subdivisions) provided the funds will not be used for a pension or retirement fund. Unit of Government: Phone: Address: City/State/Zip: By signature below, the representative of the unit of government acknowledges and approves the contribution amount for the use as listed above. Signature Date Print Name Title Questions? Contact the Minnesota Gambling Control Board at 651-539-1900. This form will be made available In alternative format (i.e. large print, braille) upon request. The information requested on this form will become public information, when requested by the Board, and will be used to determine your compliance with Minnesota statutes and rules governing lawful gambling activities. CONSENT ITEM - 8F -AII�)EN_ HILLS MEMORANDUM DATE: July 28, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: Julie Hanson, Assistant to the City Administrator/City Clerk SUBJECT: Resolution Appointing Planning Commission Alternate Budgeted Amount: Actual Amount: Funding Source: Council Should Consider • Resolution 2025-049 Appointing SJ Julius as an Alternate Planning Commission Member. Back2round/Discussion The Planning Commission has an opening for an Alternate member. Following completion of an interview, it is the recommendation of Council Liaison Weber, Chair Collins, and Staff Liaison City Administrator Jagoe that Council appoint SJ Julius as an Alternate to the Planning Commission with a term ending December 31, 2027. A 4-4-^1... -id- A: Resolution 2025-049 Page l of 1 Attachment A -ARDEN HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2025-049 A RESOLUTION APPOINTING ALTERNATE PLANNING COMMISSION MEMBER SJ JULIUS WHEREAS, the City Council appoints residents to serve in an advisory capacity to the City Council regarding planning and zoning issues; and WHEREAS, the Planning Commission currently has an opening for an Alternate member. THEREFORE, BE IT RESOLVED that the Arden Hills City Council appoints SJ Julius as an Alternate to the Planning Commission with a term expiring December 31, 2027. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 28TH DAY OF JULY 2025. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. CONSENT ITEM - 8G -ARVE_-HILLS MEMORANDUM DATE: July 28, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: Matthew Johnson, Recreation Supervisor SUBJECT: Accepting Donation from the Arden Hills Foundation Budgeted Amount: Actual Amount: Funding Source: N/A $1,168.82 N/A Council Should Consider Motions to approve, table, or deny the following: • City Council should consider approving Resolution 2025-050 Accepting a Donation from the Arden Hills Foundation in the amount of $1,168.82. Background The Arden Hills Foundation has been established as a 5016 organization. Pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens, cities are authorized to accept gifts and bequests for the benefits of recreational services. Discussion The Arden Hills Foundation has donated a total of $1,168.82 to the City of Arden Hills for a new bench located in Floral Park. Aaron Goodwalt has donated this amount to the Arden Hills Foundation. To comply with State Statutes, the City needs to acknowledge the donation and issue receipt of the donation to the Arden Hills Foundation. Budget Impact N/A A ttn eh m Pn tc Attachment A: Resolution 2025-050 Page 1 of 1 'It ,-AR�EN�HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2025-050 Attachment A A RESOLUTION ACCEPTING DONATION WHEREAS, Arden Hills ("City") is generally authorized to accept donations of real and personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens, and is specifically authorized to accept gifts and bequests for the benefit of recreational services pursuant to Minnesota Statutes Section 471.17; and WHEREAS, the following entity has offered to contribute the cash amount set forth below to the City: Name of Donor Arden Hills Foundation Amount $1,168.82 WHEREAS, all such donations have been contributed to assist the City in the establishment and operation of recreational facilities and programs either alone or in cooperation with others, as allowed by law; and WHEREAS, the City Council finds that it is appropriate to accept the donation offered. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS, MINNESOTA, THAT: 1. The donation described above is accepted and shall be used to establish recreational facilities either alone or in cooperation with others, as allowed by law. 2. The city clerk is hereby directed to issue receipts to each donor acknowledging the City's receipt of the donor's donation. 3. The finance department is hereby authorized to complete any budget adjustments necessary to reflect this donation and corresponding expenditures. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 281'' DAY OF JULY 2025. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. CONSENT ITEM - 8H -ADEN HILLS MEMORANDUM DATE: July 28, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: Joua Yang, Finance Director SUBJECT: 2025 2nd Quarter Financials Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motion to approve, table or deny the following: Quarterly budget to actual fund statements and investment portfolio detail for the City. Background Investments - per the Investment Policy, our Benchmark Rate is the 4M plus Rate. At June 30, 2025 — this rate was 4.228% and our portfolio is averaging 3.09%. Our average rate will begin to increase as lower interest investments mature and we continue to invest in higher interest investments. All of our investments are in government secured or government backed deposits. Utility billing cycles and CIP projects are taken into account when determining how much to invest and for how long. Basis of accounting — during the year, City books are kept on a cash basis which means that only items that are received are booked as revenue and items paid are booked as expenses. Adjustments for accruals, deferrals and other accounting requirements are made at year end. The second quarter financial results are generally as expected and mostly positive across all City funds. City revenue streams are on target with prior year and budget, and departments are for the most part under the 50% expended thus far in the year. General Fund — The main source of revenue for the City is property taxes and these come in twice a year. Expenditures are at 48.5% of budget through the end of the second quarter, compared to 51.7% last year. Some of this difference is due to the timing of invoices. Other governmental funds and enterprise funds — Utility revenue for second quarter is booked in July 2025 and annual transfers between funds will be booked later in the year. Page 1 of 2 Investment interest earnings total $235,284.40 at the end of the second quarter compared to $282,996.43 for the same period in 2024, a 16.9% decrease. Market value adjustments for investments total a loss of $77,087.15 through the end of the second quarter. At the end of 2024, the City recognized a market value loss of $134,579.02. It is important to note that the City holds its investments to maturity and no principal is ever lost on an investment. Discussion City Staff respectfully request the City Council review the quarterly updates for further discussion. Budget Impact None. Attachments Attachment A: Investment Portfolio Analysis Attachment B: General Fund Revenues and Expenditures Summary Attachment C: Other City Funds Revenues and Expenditures Summary Attachment D: Permit Data Page 2 of 2 CITY OF ARDEN HILLS Attachment A SCHEDULE OF INVESTMENTS FOR THE MONTH ENDING .TUNE 30, 2025 Unadjusted MarketValue Deposits- Expenditures- MarketValue MarketValue Unrealized Institution Description Type l/l2025 Purchases Maturities Interest 6/302025 6/302025 gam/loss WellsFargo -Adv Wells Fargo Advisors Money Market $ 17,017.73 $ - $ 4,157.42 $ 21,175.15 $ 21,175.15 $ - WelkFargo -Adv FHLB Municipal Securities 235,538.10 - - - 235,538.10 239,820.70 4,282.60 Wells Fargo -Adv FHLB Municipal Securities 440,891.60 - - 440,891.60 449,640.80 8,74920 693,447.43 - - 4,157.42 697,604.85 710,636.65 13,031.80 RBC BBC Money Market _ _ _ _ -� RBC New Jersy St Econ Dev Municipal Securities 347,858.00 - (350,000.00) - (2,142.00) - 2,142.00 BBC FFCB Municipal Securtes 298,014.00 - (300,720.00) 720.00 (1,9 - 1,986.00 RBC FHLB Municipal Securities 396,892.00 - (402,000.00) 2,000.00 (3,108.00) - 3,108.00 BBC San Marcos Tex Cons Municipal Securities 243,802.50 - - - 243,802.50 249,11750 5,315.00 RBC Gladewatex Cnty Linelnd TX Municipal Securities 243,127.50 - - - 243,127.50 248,672.50 5545.00 BBC YucsipaVY Call' Municipal Securmes 197,016.00 - (2,040.00) 2,040.00 197,016.00 199,268.00 2,252.00 BBC New York City NY Transit nicipal Securities 392,920.00 - (4,420.00) 4,420.00 392,920.00 396,996.00 4,076.00 RBC Park Greek Co MetDistCO Municipal Securities 295,410.00 - (4,021.50) 4,021.50 295,410.00 298,101.00 2,691.00 RBC Pahn Beach Fla Rev Municipal Securities 383,331.00 - (4,875.00) 4,875.00 383,331.00 386,657.70 3,326.70 RBC FHLB Municipal Securities 297,960.00 - (4,500.00) 4,500.00 297,960.00 299,856.00 1,896.00 RBC City National Bank Brokered CD 244,595.36 - (5,350.62) 5,350.62 244,595.36 244,256.20 (339.16) BBC FirstOklahoma Brokered CD 237,807.45 - (99327) 99327 237,807.45 241,744.14 3,936.69 RBC Skokiell- Municipal Securities 276,225.00 - (2,721.65) 2,721.65 276.225.00 281,149.20 4,924.20 BBC Hawau StGO Bds Municipal Securities 355,393.50 - (9502.50) 9,502.50 355,393.50 356,639.50 1,246.00 RBC FHLB Municipal Securities 399,744.00 - (409,000.00) 9,000.00 (256.00) - 256.00 BBC FFCB Municipal Securities 277,986.00 - (1,725.00) 1,725.00 277,986.00 285,324.00 7,338.00 RBC FHLB Municipal Securities 299,343.00 - (6,000.00) 6,000.00 299343.00 - (299343.00) BBC MHFA . Municipal Securities 217,485.70 - (2507.00) 2,507.00 217,485.70 221,119.70 3,634.00 RBC NmYork,NY Municipal Securities 368,488.00 - (2,500.00) 2,500.00 368,488.00 377,340.00 8,852.00 RBC Visa Cald'Uni Sch Dist ' nicipal Seerrmes 276,537.00 - (1,981.50) 1,981.50 276537.00 283,524.00 6,987.00 RBC San Francisco CA Municipal Securities 320,768.00 - (2,345.00) 2,345.00 320,769.00 324,089.55 3321.55 RBC Elk GroveViflage IL ' Municipal Securkies 273,561.00 - (2,175.00) 2,175.00 273,561.00 281,520.00 7,959.00 RBC .ane McHenry Cook &Dekal Municipal Securities 340,263.00 - (6,177.50) 6,177.50 340263.00 346,398.50 6,135.50 RBC City ofMlv.kee WI ' Municipal Securtes 400,140.00 - (9200.00) 9,200.00 400,140.00 ' 404,456.00 4,316.00 BBC City of Minneapolis MN Municipal Securities 346,090.50 - (7,024.50) 7,024.50 346,090.50 350,035.00 3,944.50 RBC Washmgmn Cty ORSD#48J' Municipal Securities 322,048.90 - (5,40523) 5,40523 322,048.90 ' 327,780.75 5,731.85 RBC San Diego CA Comm College Municipal Securities 327,068.00 - (4299.75) 4,299.75 327,068.00 335,118.00 8,050.00 RBC ✓e Oak Banking Co Wdmingk Brokered CD 246,505.02 - (4,593.86) 4,593.86 246,505.02 ' 246,823.74 318.72 RBC Cook County IL Sch Dist nicipal Securities 136,505.60 - (2,730.00) 2,730.00 136,505.60 139,482.00 2,976.40 BBC ' Pelican Rapids MN MunicipalSecurdies 434,693.70 - (3,332.00) 3,332.00 434,693.70 448,32550 13,631.80 RBC Shakopee ANV ISD 720 Municipal Securities 219,665.00 - (1,731.25) 1,73125 219,665.00 227,425.00 7,760.00 BBC ' City of Dallas TX r MunicipalS—ides 326,844.00 - - - 326,844.00 341,860.00 15,016.00 RBC FFCB Municipal Securities 291,003.00 - (5,925.00) 5,925.00 291,003.00 297,627.00 6,624.00 BBC Farmer MAC Municipal Securities 491,080.00 - (10,425.00) 10,425.00 491,080.00 ' 498,020.00 6,940.00 RBC FFCB Mun icipal Securities 478,077.00 - (4,662.00) 4,662.00 478,077.00 498,478.80 20,401.80 BBC Sateof Mnnesoa Municipal Securaes 336,187.80 - (3510.00) 3,510.00 336,187.80 349,74030 13,552.50 RBC City of Duluth,MN Municipal Securities 374,196.00 - (7,600.00) 7,600.00 374,196.00 387,568.00 13,372.00 11,714,632.53 - (1,595,994.13) 145,994.13 10264,632.53 10,174,5 13.5 8 (90,11895) Money Market _ _ _ _ _ _ _ PMA 4MGeneral Money Market 4,293,438.53 12,737,54192 (12,243,742.44) 63,890.59 4,851,128.60 4,851,128.60 PMA 4MPGeneral Money Market 750,223.26 - - 16,182.78 766,406.04 766,406.04 - PMA 4MPayrofl Money Market (0.00) 934,796.29 (935,601.54) 805.42 0.17 0.17 PMA ARPAFun& Municipal Securities 166,535.21 - (169,322.45) 2,788.09 0.85 0.85 0.00 PMA Term Series(xxx days) Municipal Securities 500,000.00 - 0 500,000.00 PMA 2025A G.O. CIP Bonds Money Market - 2,977,501.24 (2,882,506.00) 1,46597 96,461.21 96,461.21 (0.00) 5,710,197.00 16,649,839.45 (16231,172.43) 85,132.85 6213,996.87 6213,996.87 (0.00) Totaleashandinvesnuena $ 18,118,27696 $16,649,839.45 $(17,827,166.56) $ 235,284.40 $ 17,176234.25 $ 17,099,14ZL0 $ (77,087.15) N O N O 00 O O N O O 00 M --� U N O vl 00 00 01 � Vl N 00 00 M cq N M 00 00 O O\ M N to �O 69 (Al Cd N r- w kn �c 00 000 kn In O M M 01 kn M N 01 O 69 64 N (= 00 kn N u N O c, ONO M ' O M M N l- W) kn 110 M l� OO 00 `O r--i Cd O N M oo In Vl Vl l- 00kn Vl O 00 kn Okn ol N O M l� r- Mcn M O 0 O kr O l� /� 64 69 69 0 o Vl In O M kn m M � 16 M � N � N � N V a� U > o 0 0 0 0 > o 0 0 0 0 > o 0 0 0 0 9 69 69 69 69 69 U N W U U Attachment B CITY OF ARDEN HILLS STATEMENT OF REVENUES AND EXPENDITURE GENERALFUND FOR THE SIX MONTHS ENDED JUNE 30, 2025 YTD YTD YTD YTD Annual Through % of Annual Through % of Budget 06/30/25 Budget Budget 06/30/24 Budget REVENUES $ 5,359,798 $ 2,221,899 41.5% Taxes $ 4,638,460 $ 1,883,744 40.6% 550,540 510,535 92.7% Licenses and permits 552,020 $ 214,172 38.8% 176,296 61,930 35.1% Intergovernmental 175,970 $ 56,825 32.3% 471,994 303,209 64.2% Charges for services 489,490 $ 219,042 44.7% 17,360 11,060 63.7% Fines and forfeits 19,250 $ 12,135 63.0% - - N/A Special assessments 3,090 $ - 0.0% 50,000 29,972 59.9% Investment earnings 50,000 $ 27,718 55.4% 13,282 40,026 301.4% Miscellaneous 10,920 $ 31,005 283.9% 6,639,270 3,178,632 47.9% TOTAL REVENUES 5,939,200 2,444,640 41.2% EXPENDITURES 93,819 52,353 55.8% Mayor & Council 88,370 49,452 56.0% 506,835 230,486 45.5% Administration 499,730 260,843 52.2% 61,750 19,219 31.1% Elections 40,300 18,440 45.8% 220,756 123,115 55.8% Finance 191,810 116,042 60.5% 121,920 25,155 20.6% TCAAP 114,900 65,066 56.6% 352,790 107,892 30.6% Planning & Zoning 324,940 119,555 36.8% 240,932 124,948 51.9% Government Buildings 232,900 106,940 45.9% 1,761,288 879,144 49.9% Public Safety 1,585,240 791,344 49.9% 73,570 30,653 41.7% Dispatch 70,390 29,331 41.7% 906,321 892,173 98.4% Fire Protection 833,930 833,933 100.0% 9,780 3,076 31.4% Emergency Management 9,260 2,707 29.2% 373,160 135,440 36.3% Protective Inspections 396,120 162,258 41.0% 960,790 237,628 24.7% Street Maintenance 853,380 256,966 30.1% 337,508 97,264 28.8% Recreation 241,970 77,341 32.0% 690,060 318,384 46.1% Park Maintenance 588,030 277,310 47.2% 50,000 - 0.0% Transfers Out 50,000 - 0.0% 6,761,279 3,276,931 48.5% TOTAL EXPENDITURES 6,121,270 3,167,526 51.7% $ (122,009) $ (98,299) 80.6% NET CHANGE IN FUND BALANCE $ (182,070) $ (722,886) 397.0% 50.0% Percentage of Year Complete 50.0% Q2-25 Year To Date (YTD) Financial Performance Commentary Revenues Expenditures Tax revenues are collected twice a year. Licenses & Permits. Permit Revenues are up due to increase in development projects over 2024. Intergovernmental. In line with prior year. Charges for Services. Plan Check fees up due to larger projects in 2025 relative to 2024 (i.e. CoBeck Construction, Lake Johanna F Salaries & Benefits. Increases across departments due to Comp & Class reclassifications, COLA, and insurance increases. Mayor & Council. Q2 YTD spend in line with prior year. Northeast Youth & Family Services contract paid in full in Q1 ($24K). Administration. Vacancy savings over 2024 (Permit Tech and Communications Coordinator), Deputy Clerk Separation Agreement Finance. In line with prior year. TCAAP. Q2 YTD spend lower than prior year as 2024 expenditures included Kimley-Horn AUAR and Traffic Updates, & Financial Ci Planning & Zoning. Vacancy savings over 2024 (Community Development Director). Public Safety/Fire Protection. Contract increase in line with budget expectations. Fire contract fully paid in first half 2025. Protective Inspections Q1 Personnel Savings (Permit Tech). Street Maintenance. In line with prior year. Recreation. In line with budget expectations, Parks & Recreation Manager new position in May 2025. Park Maintenance. Seasonal staff increased relative to prior year. General Fund Revenues Miscellaneous i 40 Investment earnings i 30 Special assessments 0 Fines and forfeits oil Charges for services 303 Intergovernmental 62 Licenses and permits Taxes $ $50 $100 $150 $200 $250 $300 $350 $400 $450 $500 Thousands ■ 2024 ■ 2025 General Fund Expenditures Transfers Out Park Maintenance 3U Recreation 97 Street Maintenance 238 Protective Inspections 00000001mo135 Emergency Management 1 3 Fire Protection Dispatch S 31 Public Safety Government Buildings 125 Planning & Zoning ! 108 TCAAP Or—,t Finance i 123 Elections ■ 19 Administration 30 Mayor & Council C 52 $ $100 $200 $300 892 879 $400 $500 $600 $700 $800 $900 $1,000 Thousands ■ 2024 ■ 2025 Attachment C CITY OF ARDEN HILLS OTHER GOVERNMENTAL FUNDS BUDGET SUMMARY FOR THE SIX MONTHS ENDED JUNE 30, 2025 2025 % of Budget YTD Budget 2024 % of Budget YTD Budget CABLE TV 27,597 27,597 Beg Fund Balance 806 806 142,000 21,492 15.1% Revenues 94,500 22,432 23.7% 147,200 51,747 35.2% Expenditures 142,010 68,671 48.4% 22,397 (2,658) End Fund Balance (46,704) (45,433) Cable TV. Franchise revenues are receipted quarterly, in the month following the end of the quarter (Apr, Jul, Oct, Jan) EDA GENERAL 839,480 839,480 Beg Fund Balance 713,987 713,987 - 27,896 N/A Revenues 100,000 26,040 26.0% 84,952 30,108 35.4% Expenditures 88,340 39,717 45.0% 754,528 837,268 End Fund Balance 725,647 700,311 EDA. Tax revenues are collected twice a year (Jun, Nov) TIF FUNDS 1,265,112 1,265,112 Beg Fund Balance 1,471,705 1,471,705 - 15,799 N/A Revenues - 16,128 N/A 5,700 - 0.0% Expenditures 5,700 78 1.4% 1,259,412 1,280,911 End Fund Balance 1,466,005 1,487,755 TIF. TIF note for TIF #4 Presbyterian Homes has been paid in full. EQUIP & BUILDING CAPITAL 510,555 510,555 Beg Fund Balance 383,682 495,000 84,744 17.1% Revenues 609,000 708,170 214,305 30.3% Expenditures 510,150 297,385 380,995 End Fund Balance 482,532 Equipment & Building. Transfers from General Fund are normally completed during the 4th quarter 215,238 215,238 - 3,263 215,238 218,501 Park. PARK DEVELOPMENT Beg Fund Balance N/A Revenues N/A Expenditures End Fund Balance 383,682 35,036 5.8% 53,813 10.5% 364,905 197,649 197,649 - 13,687 N/A 32,000 750 2.3% 165,649 210,586 PIR FUND 3,118,982 3,118,982 Beg Fund Balance 5,605,204 5,605,204 1,613,436 39,497 2.4% Revenues 1,436,190 335,585 23.4% 2,036,345 341,863 16.8% Expenditures 1,956,200 1,497,354 76.5% 2,696,073 2,816,616 End Fund Balance 5,085,194 4,443,434 PIR. Bethel final reimbursement for pedestrian trail was received in 2023. Timing of expenditures for construction projects - Arden Manor, Floral Park, Perry Park, 2024 PMP. FIRE EQUIP CAPITAL 409,205 409,205 Beg Fund Balance 367,950 367,950 720,000 7,600 1.1% Revenues 60,000 17,941 29.9% 554,252 2,896,245 522.6% Expenditures 522,850 264,593 50.6% 574,953 (2,479,440) End Fund Balance (94,900) 121,299 50.0% Percentage of Year Complete 50.0% CITY OF ARDEN HILLS OTHER GOVERNMENTAL FUNDS BUDGET SUMMARY FOR THE SIX MONTHS ENDED JUNE 30, 2025 BEGINNING FUND FUND BALANCE REVENUES EXPENDITURES NET CHANGE Cable TV Budget 27,597 142,000 (147,200) 22,397 Actual 21,492 (51,747) (30,255) %of Budget 15.1% 35.2% EDA General Budget 839,480 - (84,952) 754,528 Actual 27,896 (30,108) (2,212) %of Budget N/A 35.4% EDA Revolving Budget - - Actual - % of Budget N/A N/A TIF 3 Cottage Villas Budget 859,310 - (1,900) 857,410 Actual 8,831 - 8,831 %of Budget N/A 0.0% TIF 4 Pres Homes Budget 432,313 - (1,900) 430,413 Actual 6,968 - 6,968 %of Budget N/A 0.0% TIF 5 TCAAP Budget (26,511) (1,900) (28,411) Actual - - %ofBudget N/A 0.0% Equipment & Building Budget 510,555 495,000 (708,170) 297,385 Actual 84,744 (214,305) (129,560) %of Budget 17.1% 30.3% Park Budget 215,238 - - 215,238 Actual 3,263 3,263 % of Budget N/A N/A PIR Budget 3,118,982 1,613,436 (2,036,345) 2,696,073 Actual 39,497 (341,863) (302,367) % of Budget 2.4% 16.8% Public Safety Capital Equipment Budget 409,205 720,000 (554,252) 574,953 Actual 7,600 (2,896,245) (2,888,645) %of Budget 1.1% 522.6% TCAAP Budget (194,879) - - (194,879) Actual % of Budget N/A N/A Cable TV. Franchise revenues are receipted quarterly, in the month following the end of the quarter (Apr, Jul, Oct, Jan). EDA. Tax revenues are collected twice a year (Jul, Dec). TIF. Interest Earnings. Equipment & Building. Timing of capital expenditures. Park. Interest Earnings. PIR. Timing of project expenditures. Public Safety Capital. Lake Johanna Fire Department new station project. TIF #255 & TCAAP. Fund deficits will be eliminated with future contributions, grants, and internal fund transfers, if needed REVENUES User charges Connection charges Other Interest earnings TOTALREVENUES EXPENSES Personnel expenses Supplies and materials Other services and charges Water purchases Depreciation Capital expenses Debt service TOTAL EXPENSES Bond Proceeds Transfers out EXCESS (DEFICIT) REVENUES OVER EXPENSES CITY OF ARDEN HILLS, MINNESOTA STATEMENT OF REVENUES AND EXPENSES BUDGET AND ACTUAL FOR THE SIX MONTHS ENDED JUNE 30, 2025 WATER FUND Percent Received or Expended Actual Actual Variance - Based on Annual Thru Thru Favorable Actuals Thru Budget 06/30/24 06/30/25 (Unfavorable) 06/30/25 $ 3,057,534 $ 555,991 $ 569,447 $ 13,456 102.4 % 50,783 2,230 92,725 90,495 4158.1 571,466 35,483 7,463 (28,019) 21.0 - 34,876 36,952 2,076 106.0 3,679,783 628,580 706,588 78,008 112.4 458,640 194,673 199,226 (4,553) 102.3 51,500 10,122 29,347 (19,225) 289.9 380,920 142,836 220,663 (77,827) 154.5 1,748,000 265,641 590,970 (325,329) 222.5 382,685 - - - N/A 855,000 3,380 3,860 (479) 114.2 246,750 250,461 247,161 3,300 98.7 4,123,495 867,113 1,291,227 (424,114) 148.9 - - - N/A 100,000 N/A $ (543,712) $ (238,534) $ (584,640) $ (346,106) 245.1 % Water Sales Comparison N $3.50 c 0 $3.00 $2.50 $2.00 $1.50 $1.00 $0.50 Q1 Q2 �2023 939.28 569,050.97 1,412,241.96 2,994,366.80 �2024 373.25 555,991.05 1,212,961.11 1,617,281.48 -2025 718.25 569,446.82 REVENUES User charges Connection charges Other Interest earnings TOTALREVENUES EXPENSES Personnel expenses Supplies and materials Other services and charges Wastewater charges Depreciation Capital expenses Debt service TOTAL EXPENSES Bond Proceeds Transfers out EXCESS (DEFICIT) REVENUES OVER EXPENSES CITY OF ARDEN HILLS, MINNESOTA STATEMENT OF REVENUES AND EXPENSES BUDGET AND ACTUAL FOR THE SIX MONTHS ENDED JUNE 30, 2025 SEWER FUND Percent Received or Expended Actual Actual Variance - Based on Annual Thru Thru Favorable Actuals Thru Budget 06/30/24 06/30/25 (Unfavorable) 06/30/25 $ 2,654,176 $ 603,871 $ 661,830 $ 57,959 109.6 % 32,198 825 62,115 61,290 7529.1 9,204 1,791 7,369 5,578 411.5 - 15,517 14,969 (549) 96.5 2,695,577 622,004 746,283 124,279 120.0 545,270 226,359 235,787 (9,429) 104.2 18,000 11,585 6,307 5,277 54.4 316,330 132,675 151,140 (18,465) 113.9 997,500 525,982 581,859 (55,878) 110.6 228,932 - - N/A 1,385,000 63,115 351,021 (287,906) 556.2 40,750 37,114 40,814 (3,700) 110.0 3,531,782 996,829 1,366,929 (370,100) 137.1 - - - N/A 126,000 N/A $ (962,205) $ (374,825) $ (620,646) $ (245,821) 165.6 % Sewer Sales Comparison $3.00 c 0 $2.50 $2.00 $1.50 $1.00 $0.50 $- Q1 Q2 Q3 -2023 1,043.75 599,128.48 1,218,783.66 2,387,424.52 -2024 542.70 603,870.79 1,215,161.74 1,620,215.65 -2025 782.30 661,830.11 CITY OF ARDEN HILLS, MINNESOTA STATEMENT OF REVENUES AND EXPENSES BUDGET AND ACTUAL FOR THE SIX MONTHS ENDED JUNE 30, 2025 SURFACE WATER MANAGEMENT FUND Percent Received or Expended Actual Actual Variance - Based on Annual Thru Thru Favorable Actuals Thru Budget 06/30/24 06/30/25 (Unfavorable) 06/30/25 REVENUES User charges $ 1,017,252 $ 247,299 $ 254,475 $ 7,176 102.9 % Other - 3 - (3) 0.0 Interest earnings - 9,881 10,667 787 108.0 TOTAL REVENUES 1,017,252 257,183 265,142 7,959 103.1 EXPENSES Personnel expenses 369,190 163,390 159,312 4,078 97.5 Supplies and materials 14,750 4,595 2,800 1,795 60.9 Other services and charges 196,342 71,272 72,950 (1,678) 102.4 Depreciation 164,242 - - N/A Capital expenses - - - - N/A TOTAL EXPENSES 744,524 239,258 235,062 4,195 98.2 Transfers out 74,000 - - - N/A EXCESS (DEFICIT) REVENUES OVER EXPENSES $ 198,728 $ 17,926 $ 30,080 $ 12,154 167.8 % Surface Water Fees Comparison $1,000 0 $900 0 0 $800 $700 $600 $500 $400 $300 $200 $100 Q1 Q2 Q3 -2023 808.42 235,488.45 470,666.14 940,980.71 -2024 190.62 247,299.25 494,308.75 659,078.33 -2025 822.67 254,475.02 Attachment D CITY OF ARDEN HILLS, MINNESOTA PERMIT DATA FOR BUILDING, HVAC AND PLUMBING FROM PERMITWORKS SOFTWARE FOR THE SIX MONTHS ENDED JUNE 30, 2025 Building Permit Issued Building Permit Fees Building Plan Review Fees TOTAL BUILDING FEES Valuations of Projects HVAC Permits Issued HVAC Permit Fees HVAC Plan Review Fees TOTAL HVAC FEES Valuation of Projects Plumbing Permits Issued Plumbing Permit Fees Plumbing Plan Review Fees TOTAL PLUMBING FEES Valuation of Projects TOTAL PERMITS ISSUED TOTAL PERMIT FEES TOTAL VALUATION OF PROJECTS 06/30/23 217 114,491 29,900 144,391 9,884,390 123 35,328 35,328 2,224,108 86 11,484 11,484 697,998 426 191,203 12,806,496 06/30/24 156 81,859 27,901 109,759 6,950,994 107 32,292 1,167 33,460 1,927,329 81 9,675 9,675 600,630 344 152,894 9,478,953 06/30/25 366 366,948 186,787 553,735 57,658,086 102 56,393 56,393 3,983,010 97 11,575 11,575 702,063 565 621,703 62,343,158 PUBLIC HEARING -10A ,!Tt -AEN HILLS MEMORANDUM DATE: July 28, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: Elena Fransen, AICP, Senior Planner SUBJECT: Planning Case #25-005 — Public Hearing Required Applicant: Brett Foss Property Location: 3529 Lexington Avenue N — Arden Plaza Request: Planned Unit Development Amendment Council Should Consider the Following: Hold the required public hearing for Planning Case 25-005, an application from Brett Foss of Odds & Ends Again ("The Applicant") for a Planned Unit Development Amendment to amend the PUD for Arden Plaza. This approval would allow for a Class I thrift store use in an approximately 6,943 square foot tenant space within the multi -tenant building at 3529 Lexington Avenue ("Subject Property"). A Class I thrift store use is allowed in the B-2 General Business Zoning District if the use does not have a drive through and there is no outdoor collection/donation area or receiving and transferring of goods exterior of the business. However, a Planned Unit Development Amendment is required at this location to allow for a thrift store use due to the current permitted use in the Planned Unit Development Agreement is limited to retail sales and services. The City Council will be asked to make a formal decision regarding the application under Agenda Item I IA. Background 1. History of the Subject Property The City approved a Master PUD for the Arden Plaza retail center in 2009 (Planning Case 09- 011). This site is situated at the southwest corner of the County Road E and Lexington Avenue intersection and is approximately I I acres in size. The approved plans included the demolition of an existing office complex and the phased redevelopment of the site to be completed in three stages. A total of 97,035 square feet of retail and commercial building space was approved under the original PUD. The total square footage included the existing 35,647 square foot Building #5, where the Subject Property is located, and the original PUD established the building's use as retail. For each successive phase of the redevelopment, the property owner is required to submit a Final PUD plan to verify general conformance with the Master PUD and to provide more detailed Page 1 of 7 development plans for the phase to be implemented. The Master PUD has been amended four (4) times, with notable amendments to allow for the construction of the expansion of the Frattallone's Hardware building (Planning Case 15-002) and the development of the Tavern Restaurant (Planning Case 15-016). The Master PUD included six (6) buildings, two of which were not constructed as part of the PUD. In its current state, the Arden Plaza PUD includes Walgreens (Building # 1), the Tavern Grill Restaurant (Building #4), the Arden Plaza Retail Center (Building #5), and Frattallone's Hardware (Building #6). Future Building #2 on the attached site plan was not constructed as part of the Arden Plaza PUD but was constructed as part of the Lifelong Wealth Advisors development in 2021 (Planning Case 21-014). Arden Plaza Overall PUD Site Plan i T -E X• C L I - III- - E fnE I E E•:•— i II C T E E E i E i I E T [;vim I II it ' ., I.1 �AM«fL1cAwON - — =� X 'I I _ I �� r I 1• wlEaa�. I / _ — � a MQ.S NA9aO—""AbU. �ivw m r1 c. e c�liN ✓�' t I T rfXM 'TQ�U CO]C �3EEE1FHHgCCT HRH' �-' I I E q t O I. aBT I ���������.I - ew"a"S I FLTAE 'JGMLm CIO-CLWANON I I UE+SEC'b+w' MEAN 1 ; �� I x ENx I aowu ------------- u hi II rl 'r - 1 'l l �yd wu CUM.,nNe I_ NSEBAW. L 1lrr I > I oN•EItEVD+E r /INOL'CONEIE yl II + • C , E �Yl1A4 I III I u•T — Oraraw ,1� IlTA► tin i I �. .. / LIII II 1111111U Y A'a F�q I I4 ;1 mXaNtl["O am •F PAgNNG 19. sARNcT0� lip ipolo �I1� 1 • [l OVw` Ip 1 FMS E XR - '-4 ! L C r L +1! ! II E-4 T i LEYE.EI � 6.1 L.. E`i �. — EaK1X0 CM.OPI m :� cD/;Ee +�iu"'"` NDIAp I FALLFALL 70 MPa0'4DAi •f I allor.sr . I I Page 2 of 7 2. Overview of Request The Applicant is proposing to amend the Arden Plaza PUD to allow for a Class I thrift store use and the operation of the thrift store business, Odds & Ends Again within Building #5 at the Subject Property. Odds & Ends Again is a thrift store component of Senior Life Management, a company that is focused on helping seniors stay independent in their homes as long as possible. The company provides maintenance and handyman services, realty services, moving and packing services, in addition to the Odds & Ends Again store. The location within the Subject Property would be the site of the thrift store operations and serve as the main office for Senior Life Management operations. It may also be utilized for staff meetings on a quarterly basis. In Attachment D, the Applicant provided additional details about the other company operations and how they are primarily conducted in off -site locations. As part of the Senior Life Management company, Odds & Ends Again is a thrift store where items received through the moving and packing services component of Senior Life Management may be consigned for profit. Items at Odds & Ends Again are primarily sourced from clients of the moving and packing services. Odds & Ends Again also sources new wholesale items and products made by local artists, such as soaps, jewelry, and other craft items for sale. The Odds & Ends Again thrift store public hours of operations are Wednesday through Saturday, 10:00 a.m. to 6:00 p.m. and Sundays 11:00 a.m. to 5:00 p.m. The Applicant states that the store would be closed to shoppers on Mondays and Tuesdays but staff would be working to receive new items and prepare them for sale. Due to the business stocking primarily used goods, and the operational characteristic of receipt of goods through consignment, the operations of Odds & Ends Again fall under the City's definition of Thrift Store. By definition in the Zoning Code, a thrift store use is defined separately from a retail sales and services use. On May 27, 2025, the City Council approved an ordinance amendment to modify definitions for thrift store use, determine zoning districts for thrift store use, and establish performance standards for thrift stores. The modified definition and performance standards established Class I and Class II thrift store uses to address the potential range of thrift store locations and business operations. The thrift store definition is provided below. • Thrift Store. A business for which the stock of goods is primarily used and may include the following operational characteristics: • Processing, conditioning, cleaning, or repair of used or returned items for resale. • Storage of used items on site for processing, resale, or disposal. • Receipt of goods through purchase, consignment, or donation. ➢ Class 1. Above uses in a business located within a multi -tenant building which occupies less than 7,000 square feet or less than 20 percent of the building square footage in a multi -tenant building, whichever is lower. ➢ Class H. Above uses in a business located within a standalone building or located within a multi -tenant building which occupies greater than 7,000 square feet or greater than 20 percent of a multi -tenant building. Page 3 of 7 Approvals 1. Planned Unit Development Amendment The Applicant is proposing that Odds & Ends Again be allowed at the Subject Property as a Class I thrift store as defined in the Zoning Code and provided for in the criteria in Section 1325.046 Thrift Store Additional Criteria. In the May 27 City Council approval, a Class I thrift store was added as an allowed use within the B-2 General Business Zoning District, the underlying zoning district of the Subject Property. For Arden Plaza, as a PUD, the basic underlying zoning district establishes the allowable uses and the general standards for the Arden Plaza development and the approved PUD plan establishes the specific regulations for development and shall govern and take precedence over the underlying Zoning District regulations. The Arden Plaza PUD establishes retail sales as the permitted use for Building #5. Due to this language in the PUD Development Agreement, a PUD Development Agreement Amendment is required to allow for other uses at the Subject Property. The Applicant is proposing an amendment to the PUD Development Agreement to allow for a Class I thrift store use within Building #5 of the PUD. The Applicant's request is subject to Section 1320 District Provisions, Section 1325.046 Thrift Store Additional Criteria, and Section 1305.04 Definitions. Plan Evaluation Chapter 13, Zoning Regulations Review 1. District Provisions (B-2 General Business District) — Section 1320 Under the 2040 Comprehensive Plan, this site is guided as Community Mixed Use on the land use plan and is zoned B-2 General Business District. Thrift Store, Class I is a permitted use within this district. No changes to dimensional standards are proposed and the approved standards in the original PUD and subsequent PUD Amendments remain in effect. 2. Thrift Store Additional Criteria — Section 1325.046 Thrift stores are allowed as either permitted or conditional uses depending on the characteristics of the operation. All thrift stores shall comply with the following conditions: a. All merchandise sorting, processing, and storage shall occur within a completely enclosed principal structure. The Applicant states the majority of Odds & Ends Again sorting is done off site at clients' homes as part of the moving and packing services. The store location does not have any sorting bins or large dumpsters for rubbish disposal. b. No exterior storage or the use of exterior storage containers or semi -trailers for storage shall be allowed upon the site. The Applicant states Odds & Ends Again does not have exterior store containers or semi- trailers. In the Applicant's narrative, it is noted that the business utilizes two passenger vans for transporting goods. As described, the two passenger vans are not always parked Page 4 of 7 at the Subject Property and sometimes the vans are parked at other locations, with their drivers, or at their Apple Valley location. The Applicant has stated that they will comply with the no exterior storage requirement. Following the Planning Commission meeting, the Applicant submitted pictures showing the two passenger vans and where they are parked on the site. The Applicant also states in the updated narrative that the passenger vans are parked to the rear of the building and are not left in the parking lot required for the Arden Plaza PUD during the day or overnight. Based on the Applicant's supplemental narrative, the passenger vans would not be parked in public view. Parking on the site shall be subject to the conditions and approvals of the Arden Plaza PUD. c. Waste and recycling receptacles and equipment shall be completely contained within a principal or accessory structure. The Applicant states Odds & Ends Again currently takes their waste to an offsite location and that there are no large dumpsters for rubbish disposal. A thrift store, Class I use may be permitted if they meet the conditions for all thrift stores, conditions in the thrift store, Class I definition and the following conditions: i. A drive -through shall not be allowed. The Applicant states that Odds & Ends Again will not have a drive -through. ii. There shall be no outdoor collection/donation area or receiving and transferring of goods exterior of the business. All receipt and transfer of goods shall take place interior of the business. The receiving of used goods which are of either a large quantity or size shall be transported to the thrift store by the Business Owner in order to limit circulation impacts and traffic management to the neighboring multi -tenant businesses. The Applicant states that there is no outdoor collection or donation area for Odds & Ends Again. The Applicant expands to state that all receipt and transfer of goods takes place interior of the business through the moving and packing services operations. Items are brought to the Odds & Ends Again location by one of the company's vans and are typically unloaded on Mondays and Tuesdays, when the store is closed to the general public. 3. Definitions —Section 1305.04 Per Section 1325.046, Subdivision 1. B. Thrift Store, Class I, a Class I thrift store is subject to the conditions in the thrift store, Class I definition. The Class I Thrift store definition reads "above uses in a business located within a multi -tenant building which occupies less than 7,000 square feet or less than 20 percent of the building square footage in a multi -tenant building, whichever is lower." The Applicant is proposing to operate a Class I thrift store at the Subject Property within Building #5, which is a multi -tenant building. As part of their application, the Applicant has provided the floor plan for the proposed tenant space within the building. The included site plan shows a square footage of 6,943 square feet. Staff has included the Master PUD Site Plan which illustrates that Page 5 of 7 Building #5 has a total square footage of 35,647 square feet. Twenty percent of the total multi - tenant building square footage is 7,129.4 square feet. At 6,943 square feet, the proposed tenant space is less than 7,000 square feet, which is lower than 20 percent of the building square footage in the multi -tenant building. The building and tenant site plans verify that the proposed thrift store use would comply with the Class I thrift store definition. Design Standards - Section 1325.05 and 1325.055 - Meets Requirements of PUD The Applicant is not proposing development changes to the Subject Property. The Applicant's application does not include requests for flexibility related to exterior materials, parking, landscaping, signage, or other design standards provided for in Sections 1325.05 and 1325.055. The conditions and approvals for the Master PUD and subsequent PUD Amendments would be applicable to the proposed request. 4. Procedural Requirements for Specific Applications — Section 1355.04 A public hearing for a PUD Amendment request is required before the request can be brought before the City Council. The applicant or its representative shall be given the opportunity to appear before the Planning Commission to answer questions or give explanations regarding the proposal. Upon completion of the public hearing and its study and consideration of the application, the Planning Commission shall submit its written report, containing its findings, conclusions, and recommendations as to the application, to the City Council. Under Section 1355.06 Subd.4, an application for an amendment shall be administered in the same manner as required for a new application. Any structural alteration, enlargement or intensification change in site plan, or similar change not specially permitted, shall require City Council action and all procedures shall apply as if a new application were being requested; provided, however, that when such changes are deemed to be insignificant by the Zoning Administrator, the requirements of a public hearing may be waived. Planning Commission Review The Planning Commission reviewed this application and held a public hearing at the July 9, 2025 meeting. The Commission voted 6-0 to recommend approval with six conditions of Planning Case 25-005. Since the July Planning Commission meeting, the Applicant has submitted a supplemental narrative to address the parking of the company moving vans and affirm that the proposed use at the Subject Property is Class I thrift store. Public Comments Staff published a notice in the Pioneer Press as per City procedure. Public notices were mailed out on Friday, July 18, 2025. No comments have been received as of the writing of this report. Deadline for Agency Actions The City of Arden Hills received the completed application for this request on June 20, 2025. Pursuant to Minnesota State Statute, the City must act on this request by August 18, 2025 (60 Page 6 of 7 days), unless the City provides the petitioner with written reasons for an additional 60-day review period. With consent of the applicant, the City may extend the review period beyond the initial 120 days. Attachments A. Land Use Application B. Location Map C. Application Narrative D. Approved Master PUD Site Plan E. Site Plan F. Parking Location for Company Trucks G. Planning Commission Memo H. Draft Planning Commission Minutes I. Presentation Page 7 of 7 Attachment A HILLS � Planning Case No. 25" � Submittal Date 1245 West Highway 96 Application Completed Date Arden Hills, Minnesota 55112 Accepted by Telephone (651) 792-7800 Receipt Number Fax (651) 634-5137 Council Decision w.cityofardenhills.org Council Decision Date 2025 LAND USE APPLICATION Applicant Information _ C, Tale hone No.:.�a�_ - __._ _Other:_ Q. /_ _...P_ ._ SF ._�._ ._..i - - Fait No. Email _Address_y Owner Telephone No, &ITI `,,7Qa Address of properiX.Involve �Legaf Descrsptign: _ . Proper TyR2 of 111e4u22-t ❑ Comprehensive Plan Amendment (Fee: $550 + Escrow: $2,500) Conditional use or Interim. Use Permlt(CUP or IUP Amendment (Fee: $400 + Escrow: $1,500) ❑ Preliminary Plat (Fee: $500 + Escrow: $2,500) ❑ Final Plat (Fee: $450 + Escrow:.$1,000) ❑ Concept Plan Review (Fee: $300 + Escrow: $750) © Master Planned Unit Development or Master Special Development Plan (Fee: $600 + Escrow: $2,500) ❑ Final Planned Unit Developpment or Final Special .Development Plan (Fee: $350 + Escrow: $2,000) Planned Unit Development Amendment or Special Development Plan Amendment (Fee: $400 + Escrow: $1,500) ❑ Site Plan Review (Fee: $450 + Escrow: $1,500) Prop-e!!"creage %Q.•.30 Y?__:___.._.... _.. ____._. ❑ Rezoning or TCAAP Regulating Plan Amendment (Fee: $500 + Escrow: $1,500) ❑ Zoning Code. or TCAAP Redevelopment Code Amendment (Fee: $400 + Escrow: $1,500) ❑ City Code Amendment (Fee: $350 + Escrow: $1,500) ❑ Lot SpIIVMinor Subdivision (R-1 and R-2 Districts Only) (Fee: $350 + Escrow: $1,500) ❑ Variance or Permitted Adjustment (Fee: $350 + Escrow: $1,000) ❑ Vacation of Easement or Right -of -Way (Fee: $150 + Escrow: $1,000) ❑ Appeal of Administrative Decision (Fee: $150 + Escrow: $1,000) Land Use Requests - Not Already Specified (Fee: $150 + Escrow: $1.000 Page i of 3 grief Description of. Request pleale also Includt j typedJetailed letter explaining the Pro'ect ei *IMPORTANT" • Certain applications are subject to review and approval by the Rice Creek Watershed District. Contact RCWD directly at 763-398.3070 for additional information. The land use application fees do not cover building, sign, or other permit fees that may be required upon approval of a land use application. • All applications will be subject to additional fees for reimbursement of consultant costs associated with filing, reviewing, and processing of application in the form of an escrow to the City. Fllina & Information Requirements The City requests that you make a pre -application meeting with the Community Development Director to discuss the application process, requirements, and deadlines. Unless waived by the Community Development Director or Planning Commission, a certified survey of the property is required for all applications. A checklist with additional application requirements can be found at www.citvofardenhills.oro+',lgnduse_aoolic_tions. Completelincomeiete A221ications Under Minnesota Statute, Chapter 15.99, cities have 15 business days to review all plans and application materials to ensure they satisfy City requirements. During the 15 day review period, planning staff will provide written comments on the application and may request plan revisions, if the application is determined to be complete, Minnesota State Statute then requires the City to approve or deny the application within 60 days, up to 120 days. if not complete, the City may require plan revisions andfor additional information before the application is scheduled for Planning Commission review and/or City Council action. Project will not be scheduled for any meeting until the application submittal Is found to be complete by the Community Development Director. Payment of Fees and Escrows The undersigned acknowledges that she/he understands that before a land use application can be deemed complete, all required fees and escrows must be paid to the City. The applicant is responsible for all costs incurred by the City related to the processing of this application. Each separate land use request shall be charged a separate administrative fee and escrow even if submitted on the same application. Costs expended in reviewing and processing an application will be charged against the cash escrow and credited to the City. Charges to the escrow may include planning and engineering staff time, City Attorney and consulting fees, and mailing costs. If, at any time, a required cash escrow Is depleted to less than 20 percent of its original amount, the applicant shall deposit additional funds in the cash escrow account as determined by the City. The City may withhold final action on a land use application, withhold building permits, and/or rescind prior action until all fees have been paid. Unused portions of an escrow are returned to the applicant upon successful implementation of an approved plan. The escrow may be reduced or increased by the Community Development Director on a project by project basis. No ice of Meeting Attendance In order for the Planning Commission and the City Council to consider any application, the applicant or a designated representative must be present at the scheduled meeting. If not, the matter may be tabled until the next available agenda. Page 2 of MOWS[Schedule Planning Commission meetings are typically held on the first Wednesday after the first Monday of each month at 6:30 PM, though please contact City Hall to verlfy the meeting date and time. City Council meetings are held typically the fast Monday of the same month at 7:00 PM. Meetings are held In the Council Chambers at the City of Arden Hills, 1245 West Highway 96, Arden Hills, Minnesota 55112, unless otherwise stated. The schedules below are for reference purposes only. Project will not be scheduled for any meeting until the application submittal is found to be complete by the Community Development Director. 2026 Planning Commission and City Council Schedule (*sub*t to change) TENTATIVE — - TENTATIVE) PLANNING CITY COUNCIL COMMISSION MEETING MEETING DATE". DATE' (Generally held on the (Generally held on the first Wednesday after the first fourth Monday at 7:00 p.m.) Monday at 6:30 .m: DEADLINE FOR LAND USE APPLICATION SUBMISSION (I u day of the preceding month) i— January 8 February 10 December 1 2024 February 5 March 10 January 2 March 5 April 14 Fiahruary 3 A ril 9 April 28 March 3 j May 7 May 26' April I June 4 June 23 may 1 Jul 9 Jul 28 June 2 August 6 August 25 JUN 1 September 3 September 22 August 1 October 8 October 27 September 1 November 5 November 24 October 1 December 3 January 12 2026) November 3 Acknowleds 2ment and 6190811,ure I hereby apply for the above consideration and declare that the information and materials submitted with this application are complete and accurate per city code and ordinance requirements. I fully understand that I am responsible for all costs incurred by the City related to the processing of this application. PL&20- LL G co A Property Owner ig lure (Required) _ ' Date Signature (If different than the property owner) Date Please contact the Community Development Director at 651-792-7800 if you have any questions regarding this application. AddlWwl copies ofthAs applicafion form are available on the City's wabsite: wpm kahgkotAnduseamkahons Page 3 of 3 6/30/2025, 12:38:17 PM 1:3,600 0 0.03 0.06 0.12 mi Personal Property 0 0.05 0.1 0.2 km Tax Parcels r••—ti �••—•! Cities County Offices Ramsey County Ramsey County MN Attachment C NARRATIVE FOR SENIOR LIFE MANAGEMENT (DBA Senior Life Management Brokerage, Sort Toss Pack and Odd & Ends Again) The following is information about the business operations for SENIOR LIFE MANAGEMENT, dba ODDS & ENDS AGAIN (retail store) at the 3529 Lexington Avenue South, Arden Hills location. The hours of operation for ODDS & ENDS AGAIN are: MONDAY & TUESDAY (closed to retail, but staff is there putting pricing and putting out new items). WEDNESDAY through SATURDAY, 10:00 am to 6:00 pm. SUNDAY, 11:00 am to 5:00 pm. There are up to four people at the location at a given time. And when we have staff meetings, there could be up to 10 people. Sellable produce comes into the store from our SORT TOSS PACK business — we help seniors move and then consign their sellable items in our store. Below is more detailed information about all the pieces of our businesses: SENIOR LIFE MANAGEMENT Senior Life Management is a company that is focused on helping seniors stay independent in their homes as long as possible. OUR MISSION: Creating a plan to navigate through the senior years. • Aging in Place: Remodeling, Handyman, Maintenance Services, Money Management • Regular Visits: Wellness Checks, Snow Bird Services, Mom & Dad Services • Preparing for Home Sale: Painting, Cleaning, Upgrading/Remodeling, Clean -outs • Sales: Selling of Property, Entire Estate Purchase, Leasing, Estate Management • Placement/Moving: Arranging for Moving, Senior Placement, Forwarding Mail The transition from a home and into a care facility can be stressful, and often a very hard decision. Senior Life Management comes into play by taking care of the maintenance items of a home, so seniors and their families do not have to worry about any "honey do" lists. But, what does this mean? Along with taking care of filter changes, home accessibility modifications, and handyman repairs, we go deeper. We have seen it over and over where companies take advantage of seniors just for profit. We would like to see an end to this issue. We are here to give seniors the knowledge and care they need and that they deserve. When it is time for seniors to make the transition into a care facility, we are here to make that process seamless. We have agents that can help prepare their home for sale. Our contractors can help by making any repairs needed as well. When it comes to handling the estate, we can assist in managing that and making sure everything gets taken care of so you do not have one more thing to worry about. When loved ones are getting older, it can be stressful to make sure they are safe, cared for, and ensure that their home runs properly all at the same time. At Senior Life Management, we help seniors with general maintenance, home accessibility modifications and more, to help relieve some of those stressors. Senior Life Management is an integrated family of companies, all helping seniors: • Senior Life Management (corporate office, home maintenance plans, handyman services) • Senior Life Management Brokerage (selling your home/buying a new home) • Sort Toss Pack (moving and packing) • Odds and Ends Again (gallery, estate liquidations, auctions) These companies allow us to help our clients have a one -stop shopping experience. From staying in their home as long as possible, to selling their house when needed, packing and moving, and then selling their household items to help them pay moving and medical expenses. We have all these pieces in place and they flow together as one process — which we know means a lot to our clients. Senior Life Management: The location at 3529 Lexington Avenue has become our main address for the family of Senior Life Management companies. We utilize the space as a meeting spot for clients, staff meetings and office space for our employees, our client files, and our marketing materials. We also want to utilize the space for seminars on aging and other topics. SENIOR LIFE MANAGEMENT BROKERAGE Senior Life Management Brokerage is part of the Senior Life Management family. Whether you need to sell your home or look for a new location or if you need to downsize to a condo, apartment, or assisted - living facility, we can be your one -stop solution. We know how to support the real estate process from market analysis, to listing, to staging and presentation, to selling and closing. We offer: • Residential selling/buying • Senior Property Management Services • Maintenance • Downsizing consultants Senior Life Management Brokerage: The location at 3529 Lexington Avenue has become our main address for Senior Life Management Brokerage. We utilize the space as a meeting spot for clients and for staff meetings, office space for our employees and our files. SORT TOSS PACK Sort Toss Pack is also one of our companies, part of the Senior Life Management family. Sort Toss Pack helps seniors downsize, declutter, organize, pack, unpack and move their belongings. We also handle complete estate liquidations. We do all our sorting and packing at the client's family house and remove all garbage from the client's home directly. Sort Toss Pack is NOT a drop off center— no sorting is done at the 3529 Lexington Avenue location. We do not have any sorting bins at this location, nor do we have large dumpsters for rubbish disposal. We only have two small moving vans that are not always at the 3529 Lexington Avenue location. Sometimes the vans are stored at other locations, with our drivers, or at our Apple Valley location. We do not have any large box trucks. Only consigned items are brought to the 3529 Lexington Avenue location. Sort Toss Pack: The location at 3529 Lexington Avenue has become our main address for Sort Toss Pack. We utilize the space as a meeting spot for clients (if needed — we usually go to the client's house), staff meetings and office space for our employees and our files. ODDS & ENDS AGAIN Odds & Ends Again is our retail exclusive outlet store/gallery that allows us to help our clients sell their personal property for profit. It is a store especially for our clients for whom we provide downsizing services. We also conduct virtual/online auctions for another way to sell unneeded items. These sales help fund our client's moving and medical expenses. In addition to these client items, we also source new items for sale: • We buy wholesale to sell — new items such as furniture, office equipment and exercise equipment • We also promote small businesses within our store (it is an outlet to sell product such as soaps, jewelry, gallery artists and glassmakers — again, this is new product sales). Odds & Ends Again: The location at 3529 Lexington Avenue has become our main address for Odds & Ends Again. It is our retail arm. We also utilize the space as a meeting spot for clients, if needed, staff meetings and office space for our employees and our files. All these pieces are part of Senior Life Management, but they flow together in one process which is helpful to our senior clients, one -stop shopping to help them stay in their house or sell their house, pack and move, and get rid of household items they no longer need. We help seniors by creating a plan to navigate through the senior years. Our aim is to provide a smooth and seamless experience. We also have community support: • Our clients have been waiting for our store to reopen and are very pleased that we are so close to where our old location was. People are excited that we are open as a retail location again. • We have group homes and assisted living facilities that use our store to buy bed frames, furnish bedrooms or other rooms as well as for their shared spaces —they have missed us as a resource. • We have a strong social media presence. Our followers have supported us on Facebook and Instagram and helped spread the word that we are open again. 0 Local employer. • We use local business for our seminars and meetings — Dunn Brothers, Dominoes Pizza, The Tavern, etc. Creating a Plan to Navigate Thru the Senior Years: Senior Life Management (seniorlifemanagement.net) Senior Life Brokerage Sort Toss Pack (sorttosspack.com) Odds & Ends Again (oddsandendsagain.com) LAND USE APPLICATION — BRIEF DESCRIPTION: SENIOR LIFE MANAGEMENT (dba ODDS & ENDS AGAIN) is requesting the allowance to operate a thrift store (according to the city's definition: Section 3. Chapter 13 — Zoning Code, Section 1325, 1325.046) at the current location of 3529 Lexington Avenue North, Arden Hills, MN 55112. ODDS & ENDS AGAIN meets the criteria of Arden Hills City Code: Section 3. Chapter 13 — Zoning Code, Section 1325, 1325.046 Subd. I, a b, c. A. All thrift stores shall comply with the following conditions: a. All merchandise sorting, processing, and storage shall occur within a completely enclosed principal structure. • The majority of ODDS & ENDS AGAIN sorting is done off site at our clients' house. b. No exterior storage or the use of exterior storage containers or semi -trailers for storage shall be allowed upon the site. • ODDS & ENDS AGAIN does not have exterior store containers. c. Waste and recycling receptacles and equipment shall be completely contained within a principal or accessory structure. 0 ODDS & ENDS AGAIN currently takes their waste to an offsite facility. B. Thrift Store, Class I a. Thrift store, Class I may be permitted as a principal use if they meet the conditions stipulated above for all thrift stores, conditions stipulated in the thrift store, Class I definition and the following conditions. A drive -through shall not be allowed. • ODDS & ENDS AGAIN does not have a drive -through. There shall be no outdoor collection/donation area or receiving and transferring of goods exterior of the business. All receipt and transfer of goods shall take place interior of the business. The receiving of used goods, which are of either a large quantity or size shall be transported to the thrift store by the Business Owner in order to limit circulation impacts and traffic management to the neighboring multi -tenant businesses. • There is not any outdoor collection or donation area for ODDS & ENDS AGAIN. • All receipt and transfer of goods takes place interior of the business — we get our items from our SORT TOSS PACK business. They are brought by one of our vans and we tend to unload on Mondays and Tuesdays when the store is not open. Addressing the definition of a Class I Thrift Store, which is as follows (I highlighted the Class I portion) — Thrift Store. (revised 5/27/2025) A business for which the stock of goods is primarily used and may include the following operational characteristics: Processing, conditioning, cleaning, or repair of used or returned items for resale. Storage of used items on site for processing, resale, or disposal. Receipt of goods through purchase, consignment, or donation. • Class I: Above uses in a business located within a multi -tenant building which occupies less than 7,000 square feet or less than 20 percent of the building square footage in a multi -tenant building, whichever is lower. So overall, SENIOR LIFE MANAGEMENT is a multi -faceted entity whose mission is to help seniors in the community. This location will allow for us to provide the resale of goods at ODDS & ENDS AGAIN, along with having offices for our sister businesses and staff. Brett Foss Email: brettfoss@live.com Phone: 651-717-4327 From: Brett Foss To: Elena Fransen Cc: Jessica Jaaoe Subject: Re: PC 25-005 Land Use Application Status Update Date: Monday, July 21, 2025 7:13:10 AM Caution: This email originated outside our organization; please use caution. Senior Life Management as a whole utilizes employess that are also part of the store. Some of the staff whom work at the store are also employess who help sort and pack on site for clients. The moving side has minimal staff that are on site at the Arden Hills location. There may be a total of five people meeting in the morning to discuss where the job location may be and or to get situated for the project and then leave site for the location. The majority of times staff just drive to the location and do not even meet at Arden Hills. So maybe a couple days kf flie week the staff of less than 5 meet on site. The brokerage side is mostly remote. Staff works 90 percent remotely and maybe are part of meetings on site quarterly when we have a meeting of staff which includes everyone from our overall business, and that may be a couple hours long meeting over lunch and be around 15 staff in total. The handyman side of things is minimal staff on site. Most projects are done obviously at clients homes and our staff meets there and rarely is on site at our location. They have their own tools for the most part and may meet with quarterly staff meetings. We are not doing any seminar style meetings with clients on location. We use to do small work shops with seniors and families at our other location and we have not done that here and do not plan to given the hardships we have encountered with the city, we have decided to do those off site at other locations when we can and bring our financial resources and time to other locations where our help is needed. We have two small moving vans that could be on site at any point in time and they are parked in back of building directly behind our location. They coukd at times be left parked on site of a moving job, could also be driven home with a moving staff member, or parked on site hidden in back when not being used. We do not have extremely large moving vehicles, or a large fleet coming and going continously and we do not have on site storage use in those vans as they are usually in use for moves. Overall, our operation is fine tuned and does not create alot of employee traffic on a regular basis. We have nondedicated hours of staffed operations on site for the business, meaning that majority of times our staff is out on a job and not just aitting at the location. The staff that works in the store also plays dual roles and can ansser phones, return calls and emails, and general administrative duties for all entities as they are working store hours. I have attached a couple pictures that are of the two current vans we utilize and where they are parked in back of the building. We do not leave anything parked in front overnight or out in the general parking lot as some other businesses do. We also very rarely have anything delivered via larger vehicles as other businesses in the location have on a regular basis. We for the most part are pretty concealed, efficient, and make minimal impact on the surrounding businesses, other than bring in foot traffic to help their businesses and the local economy as a whole. Please let me know if I have left anything out and if I can answer anything else for you. Thank you so very much. Brett D. Foss O 8 G s E v Q J Z q w� AA a �t•9 8 � 0� z< xx a a a ce cem ^a howo d d N _ z s ruff sFinam n aw3Fa��8o�2 .. � - gS4s - - a 8w'�p <wwsv w w� 30 o88 6 r oo �� Y a8 bizi rc n pw8z rc p<oo �� -Win - �rcorcorc U g op55 zz W pF p�r�rn p. �����x« 8 a��� �4 1. �w�� a oo�� w� w�pmo epn 3 N3�V NOlONIX3' -- --—� .. p a II p .............. WIS II O - ri • y iiiiGi • I�I � I�i _ GI � \ii�iiiiii � _ I __ _' 'a' i.F� I►. J iiiil:!!!!!'=i �i •�nre=e=e=e=p=e=ems p p I .__'v — IE• I� \I x p Suite 3529 6,943 Attachment E 1 5 10 15 25 PREPAK--DBY WJR, INC. MAR 23.2024 NORTH � Arden Plaza Winther+lohnsarrRobinson gton Ave. N. 3585 Lexington __ yyELLINGTON 5270 West 84th Street, Sotc 260 Saint Paul, MN 55126 MANAZEMEUT Bl—.W3ton, Minnesota 55437 Kccr.; 763-398-0452 Tel; 631-292-9844 Fax: 651-292-0072 lal.. vo jF 7-77 1-�. ��'-� �e a�?'�. cites: `„`• � �.. E651717 4325 Attachment G PC Agencia item — JA ,!Tt -AEN HILLS MEMORANDUM DATE: July 9, 2025 TO: Planning Commission Chair and Commissioners FROM: Elena Fransen, AICP, Senior Planner SUBJECT: Planning Case #25-005 — Public Hearing Required Applicant: Brett Foss Property Location: 3529 Lexington Avenue N — Arden Plaza Request: Amended Planned Unit Development Requested Action Brett Foss of Odds & Ends Again ("The Applicant") is requesting a Planned Unit Development Amendment to allow for a Class I thrift store use in an approximately 6,943 square foot tenant space within the multi -tenant building at 3529 Lexington Avenue ("Subject Property"). A Class I thrift store use is allowed in the B-2 General Business Zoning District if the use does not have a drive through and there is no outdoor collection/donation area or receiving and transferring of goods exterior of the business. However, a Planned Unit Development Amendment is required at this location to allow for a thrift store use due to the current permitted use in the Planned Unit Development Agreement is limited to retail sales and services. Background The City approved a Master PUD for the Arden Plaza retail center in 2009 (Planning Case 09- 011). This site is situated at the southwest corner of the County Road E and Lexington Avenue intersection and is approximately I I acres in size. The approved plans included the demolition of an existing office complex and the phased redevelopment of the site to be completed in three stages. A total of 97,035 square feet of retail and commercial building space was approved under the original PUD. The total square footage included the existing 35,647 square foot Building #5, where the Subject Property is located, and the original PUD established the building's use as retail. For each successive phase of the redevelopment, the property owner is required to submit a Final PUD plan to verify general conformance with the Master PUD and to provide more detailed development plans for the phase to be implemented. The Master PUD has been amended four (4) times, with notable amendments to allow for the construction of the expansion of the Frattallone's Hardware building (Planning Case 15-002) and the development of the Tavern Restaurant (Planning Case 15-016). The Master PUD included six (6) buildings, two of which were not constructed as part of the PUD. Page 1 of 8 In its current state, the Arden Plaza PUD includes Walgreens (Building #1), the Tavern Grill Restaurant (Building #4), the Arden Plaza Retail Center (Building #5), and Frattallone's Hardware (Building #6). Future Building #2 on the attached site plan was not constructed as part of the Arden Plaza PUD but was constructed as part of the Lifelong Wealth Advisors development in 2021 (Planning Case 21-014). Arden Plaza Overall PUD Site Plan Ft"E°H"E LI all M CO118'1.Ccm E.11E 1 E E E nN C'-lU NTY !.SS rPJTQS PP EN 9pftrATI: k FUTURE AREA 04 ADIWO A2 -Ak-.LSI i DIALOM r *kGRLL% 9 E.� I FILIMA1104 Tau 010w."; AREA E-1 'IT L I TIE E-I 11, EX - T T7 T�. .11-14 r C931, - - - - - - - - - - :11-FILT -n u1:11 E EL F4E T T-.T LL F I E E -'E 7 E rI -.0 e, E E E I TI I TE A ET-1 1 41 E E 'A. E' F L 1-1 tt I E L c r CM Eow, TO 'e..N E I E ME I E -L) 1 - al I I I L� IVI I-T TI E F 96 12 C U a 'Ili E EL E T 5 4 E ETE '10 4.1 01 CANOPY j II INALOMM ME T , A& r CLIJ I I I I • ARM mn.'Lu Z FALL t-h W 1TV1 W AND pow Wcow TILL W01.0c 0 DAMON FRATIIALLMSACEII MAPWIMARE ...... 4 LI LdL IX"NO CANON To IMAMED Page 2 of 8 1. Overview of Request The Applicant is proposing to amend the Arden Plaza PUD to allow for a Class I thrift store use and the operation of the thrift store business, Odds & Ends Again within Building #5 at the Subject Property. Odds & Ends Again is a thrift store component of Senior Life Management, a company that is focused on helping seniors stay independent in their homes as long as possible. The company provides maintenance and handyman services, realty services, moving and packing services, in addition to the Odds & Ends Again store. The location within the Subject Property would be the site of the thrift store operations and also provide for offices and meeting spaces for the other Senior Life Management operations. As part of the Senior Life Management company, Odds & Ends Again is a thrift store where items received through the moving and packing services component of Senior Life Management may be consigned for profit. Items at Odds & Ends Again are primarily sourced from clients of the moving and packing services. Odds & Ends Again also sources new wholesale items and products made by local artists, such as soaps, jewelry, and other craft items for sale. The Odds & Ends Again thrift store public hours of operations are Wednesday through Saturday, 10:00 a.m. to 6:00 p.m. and Sundays 11:00 a.m. to 5:00 p.m. The Applicant states that the store would be closed to shoppers on Mondays and Tuesdays but staff would be working to receive new items and prepare them for sale. Due to the business stocking primarily used goods, and the operational characteristic of receipt of goods through consignment, the operations of Odds & Ends Again fall under the City's definition of Thrift Store. By definition in the Zoning Code, a thrift store use is defined separately from a retail sales and services use. On May 27, 2025, the City Council approved an ordinance amendment to modify definitions for thrift store use, determine zoning districts for thrift store use, and establish performance standards for thrift stores. The modified definition and performance standards established Class I and Class II thrift store uses to address the potential range of thrift store locations and business operations. The thrift store definition is provided below. • Thrift Store. A business for which the stock of goods is primarily used and may include the following operational characteristics: • Processing, conditioning, cleaning, or repair of used or returned items for resale. • Storage of used items on site for processing, resale, or disposal. • Receipt of goods through purchase, consignment, or donation. ➢ Class 1. Above uses in a business located within a multi -tenant building which occupies less than 7,000 square feet or less than 20 percent of the building square footage in a multi -tenant building, whichever is lower. ➢ Class H. Above uses in a business located within a standalone building or located within a multi -tenant building which occupies greater than 7,000 square feet or greater than 20 percent of a multi -tenant building. The Applicant is proposing that Odds & Ends Again be allowed at the Subject Property as a Class I thrift store as defined in the Zoning Code and provided for in the criteria in Section 1325.046 Thrift Store Additional Criteria. In the May 27 City Council approval, a Class I thrift store was Page 3 of 8 added as an allowed use within the B-2 Service Business Zoning District, the underlying zoning district of the Subject Property. For Arden Plaza, as a PUD, the basic underlying zoning district establishes the allowable uses and the general standards for the Arden Plaza development and the approved PUD plan establishes the specific regulations for development and shall govern and take precedence over the underlying Zoning District regulations. The Arden Plaza PUD establishes retail sales as the permitted use for Building #5. Due to this language in the PUD Development Agreement, a PUD Development Agreement Amendment is required to allow for other uses at the Subject Property. The Applicant is proposing an amendment to the PUD Development Agreement to allow for a Class I thrift store use within Building #5 of the PUD. The Applicant's request is subject to Section 1320 District Provisions, Section 1325.046 Thrift Store Additional Criteria, and Section 1305.04 Definitions. Plan Evaluation Chapter 13, Zoning Regulations Review 1. District Provisions (B-2 Service Business District) — Section 1320 Under the 2040 Comprehensive Plan, this site is guided as Retail Mixed Use on the land use plan and is zoned B-2 Service Business District. Thrift Store, Class I is a permitted use within this district. No changes to dimensional standards are proposed and the approved standards in the original PUD and subsequent PUD Amendments remain in effect. 2. Thrift Store Additional Criteria —Section 1325.046 Thrift stores are allowed as either permitted or conditional uses depending on the characteristics of the operation. All thrift stores shall comply with the following conditions: a. All merchandise sorting, processing, and storage shall occur within a completely enclosed principal structure. The Applicant states the majority of Odds & Ends Again sorting is done off site at clients' homes as part of the moving and packing services. The store location does not have any sorting bins or large dumpsters for rubbish disposal. b. No exterior storage or the use of exterior storage containers or semi -trailers for storage shall be allowed upon the site. The Applicant states Odds & Ends Again does not have exterior store containers. In the Applicant's narrative, it is noted that the business utilizes two small moving vans. As described, the two vans are not always located at the Subject Property and that sometimes the vans are stored at other locations, with their drivers, or at their Apple Valley Location. The Applicant has stated that they will comply with the no exterior storage requirement and staff will work with the applicant to further demonstrate and verify that the moving vehicles are not utilized for exterior storage on the site. The Planning Commission may consider drafting a condition of approval related to exterior storage to be brought forward with its recommendation to the City Council. Page 4 of 8 c. Waste and recycling receptacles and equipment shall be completely contained within a principal or accessory structure. The Applicant states Odds & Ends Again currently takes their waste to an offsite location and that there are no large dumpsters for rubbish disposal. A thrift store, Class I use may be permitted if they meet the conditions for all thrift stores, conditions in the thrift store, class I definition and the following conditions: i. A drive -through shall not be allowed. The Applicant states that Odds & Ends Again will not have a drive -through. ii. There shall be no outdoor collection/donation area or receiving and transferring of goods exterior of the business. All receipt and transfer of goods shall take place interior of the business. The receiving of used goods which are of either a large quantity or size shall be transported to the thrift store by the Business Owner in order to limit circulation impacts and traffic management to the neighboring multi -tenant businesses. The Applicant states that there is no outdoor collection or donation area for Odds & Ends Again. The Applicant expands to state that all receipt and transfer of goods takes place interior of the business through the moving and packing services operations. Items are brought to the Odds & Ends Again location by one of the company's vans and are typically unloaded on Mondays and Tuesdays, when the store is closed to the general public. 3. Definitions — Section 1305.04 Per Section 1325.046, Subdivision 1. B. Thrift Store, Class I, a Class I thrift store is subject to the conditions in the thrift store, Class I definition. The Class I Thrift store definition reads "above uses in a business located within a multi -tenant building which occupies less than 7,000 square feet or less than 20 percent of the building square footage in a multi -tenant building, whichever is lower." The Applicant is proposing to operate a Class I thrift store at the Subject Property within Building #5, which is a multi -tenant building. As part of their application, the Applicant has provided the floor plan for the proposed tenant space within the building. The included site plan shows a square footage of 6,943 square feet. Staff has included the Master PUD Site Plan which illustrates that Building #5 has a total square footage of 35,647 square feet. Twenty percent of the total building square footage is 7,129.4 square feet. At 6,943 square feet, the proposed tenant space is less than 7,000 square feet, which is lower than 20 percent of the building square footage in the multi -tenant building. The building and tenant site plans verify that the proposed thrift store use would comply with the Class I thrift store definition. 4. Design Standards - Section 1325.05 and 1325.055 Meets Requirements of PUD The Applicant is not proposing development changes to the Subject Property. The Applicant's application does not include requests for flexibility related to exterior materials, parking, landscaping, signage, or other design standards provided for in Sections 1325.05 and 1325.055. The conditions and approvals for the Master PUD and subsequent PUD Amendments would be applicable to the proposed request. Page 5 of 8 5. 1355.04 Procedural Requirements for Specific Applications A public hearing for a PUD Amendment request is required before the request can be brought before the City Council. The applicant or its representative shall be given the opportunity to appear before the Planning Commission to answer questions or give explanations regarding the proposal. Upon completion of the public hearing and its study and consideration of the application, the Planning Commission shall submit its written report, containing its findings, conclusions, and recommendations as to the application, to the City Council. Under Section 1355.06 Subd.4, an application for an amendment shall be administered in the same manner as required for a new application. Any structural alteration, enlargement or intensification change in site plan, or similar change not specially permitted, shall require City Council action and all procedures shall apply as if a new application were being requested; provided, however, that when such changes are deemed to be insignificant by the Zoning Administrator, the requirements of a public hearing may be waived. Findings of Fact The Planning Commission must make a finding as to whether or not the proposed application would adversely affect the surrounding neighborhood or the community as a whole based on the aforementioned factors. Staff offers the following findings for consideration: 1. Brett Foss has requested approval of a Planned Unit Development Amendment to the Arden Plaza Master PUD to allow for a Class I thrift store use at 3529 Lexington Avenue, located within Building #5 of the Master PUD. 2. The original Master PUD for the development was approved in Planning Case #09-011. Subsequent PUD Amendments were approved in Planning Case # 11-016, Planning Case #15-002, and Planning Case #15-016. 3. The original Master PUD established retail sales and services as the permitted use for Building #5. 4. A Planned Unit Development Amendment is required to allow for a thrift store use in Building #5 of the PUD. 5. A Class I thrift store may be permitted if they meet the conditions for all thrift stores, conditions in the thrift store, Class I definition and the thrift store, Class I conditions. 6. The applicant has demonstrated that the proposed tenant space is located within a multi - tenant building and is under 7,000 square and less than 20 percent of the total multi -tenant building square footage, meeting the definition of a Class I thrift store. 7. The applicant has submitted materials with their request to demonstrate that the proposed thrift store use would comply with the Zoning Code requirements. 8. A public hearing for a PUD Amendment request is required before the request can be brought before the City Council. Options and Motion Lan2ua2e Staff has provided the following options and motion language for this case. The Planning Commission should consider providing additional findings of fact as part of the motion to support their recommendation for approval or denial. • Recommend Approval with Conditions: Motion to recommend approval with conditions of Planning Case 25-005 for a PUD Amendment to the Arden Plaza PUD at 3529 Page 6 of 8 Lexington Avenue, based on the findings of fact and the submitted plans, as amended by the conditions in the July 9, 2025 Report to the Planning Commission: 1. The PUD shall continue to abide by the conditions of all previous Master PUD Agreements, permits, and reviews, except as hereinafter amended for Building 5. 2. A PUD Amendment shall be prepared by the City Attorney and subject to City Council approval for the Development. 3. Prior to issuance of the business license, the PUD Amendment shall be recorded with the Ramsey County Recorder's Office. 4. A violation of any condition set forth in the approval shall be violation of this Code, and shall be cause for revocation of the approval. 5. The PUD Amendment shall allow for a combination of retail sales and services and Class I thrift store use in Building #5 of the PUD, subject to the Zoning Code use definitions and requirements. Class I thrift store uses in Building #5 shall not exceed 7,000 square feet or 20 percent of the building square footage in the multi -tenant building, whichever is lower. 6. The project shall be completed in accordance with the submitted plans as amended by the conditions of approval. Any significant changes to these plans, as determined by the Community Development Director, shall require review and approval by the Planning Commission and City Council. • Recommend Approval as Submitted: Motion to recommend approval as submitted of Planning Case 25-005 for a PUD Amendment to the Arden Plaza PUD at 3529 Lexington Avenue, based on the findings of fact and the submitted plans in the July 9, 2025 Report to the Planning Commission. • Recommend Denial: Motion to recommend denial of Planning Case 25-005 for a PUD Amendment to the Arden Plaza PUD at 3529 Lexington Avenue, based on the following findings: findings to deny should specifically reference the reasons for denial and why those reasons cannot be mitigated. • Table: Motion to table of Planning Case 25-005 for a PUD Amendment to the Arden Plaza PUD at 3529 Lexington Avenue: a specific reason and information request should be included with a motion to table. Public Comments Staff published a notice in the Pioneer Press as per City procedure. Public notices were mailed out on Friday, June 27, 2025. No comments have been received as of the writing of this report. Deadline for Agency Actions The City of Arden Hills received the completed application for this request on June 20, 2025. Pursuant to Minnesota State Statute, the City must act on this request by August 18, 2025 (60 days), unless the City provides the petitioner with written reasons for an additional 60-day review period. With consent of the applicant, the City may extend the review period beyond the initial 120 days. Page 7 of 8 Attachments A. Land Use Application B. Location Map C. Application Narrative D. Approved Master PUD Site Plan E. Site Plan Page 8 of 8 Attachment H ,-ARQEN HILLS Approved: CITY OF ARDEN HILLS, MINNESOTA PLANNING COMMISSION WEDNESDAY, JULY 9, 2025 6:30 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Chair Collins called to order the regular Planning Commission meeting at 6:30 p.m. ROLL CALL Present were: Chair Joshua Collins, Commissioners Jessica Birken, Patrick Burlingame, Stephen Erler, Nancy Jacobson, and Ben Lindau Absent: Commissioner Brad Bjorklund. Also present were: City Administrator Jessica Jagoe, Senior Planner Elena Fransen, Council Liaison Kurt Weber and Jason Zimmerman of HKGi. APPROVAL OF AGENDA — JULY 9, 2025 Commissioner Erler moved, seconded by Commissioner Birken, to approve the July 9, 2025, agenda as presented. The motion carried unanimously (6-0). APPROVAL OF MINUTES May 7, 2025 —Planning Commission Regular Meeting Commissioner Erler moved, seconded by Chair Collins, to approve the May 7, 2025, Planning Commission Regular Meeting as presented. The motion carried unanimously (6- PLANNING CASES A. Planning Case 25-005 — 3529 Lexington Avenue North — Planned Unit Development Amendment — Public Hearing Senior Planner Fransen stated Brett Foss of Odds & Ends Again ("The Applicant") is requesting a Planned Unit Development Amendment to allow for a Class I thrift store use in an approximately 6,943 square foot tenant space within the multi -tenant building at 3529 Lexington Avenue ("Subject Property"). A Class I thrift store use is allowed in the B-2 General Business Zoning District if the use does not have a drive through and there is no outdoor ARDEN HILLS PLANNING COMMISSION — July 9, 2025 2 collection/donation area or receiving and transferring of goods exterior of the business. However, a Planned Unit Development Amendment is required at this location to allow for a thrift store use due to the current permitted use in the Planned Unit Development Agreement is limited to retail sales and services. Senior Planner Fransen reported the City approved a Master PUD for the Arden Plaza retail center in 2009 (Planning Case 09-011). This site is situated at the southwest corner of the County Road E and Lexington Avenue intersection and is approximately I I acres in size. The approved plans included the demolition of an existing office complex and the phased redevelopment of the site to be completed in three stages. A total of 97,035 square feet of retail and commercial building space was approved under the original PUD. The total square footage included the existing 35,647 square foot Building #5, where the Subject Property is located, and the original PUD established the building's use as retail. Senior Planner Fransen explained the proposed use, Odds & Ends Again, a thrift store associated with the company Senior Life Management. Odds & Ends Again is a thrift store where items received through the moving and packing services component of Senior Life Management may be consigned for profit. Items at Odds & Ends Again are primarily sourced from clients of the moving and packing services. The operations of Odds & Ends Again fall under the City's definition of Thrift Store. By definition in the Zoning Code, a thrift store use is defined separately from a retail sales and services use. Senior Planner Fransen reported that the Arden Plaza PUD establishes retail sales as the permitted use for Building #5. Due to this language in the PUD Development Agreement, a PUD Development Agreement Amendment is required to allow for other uses at the Subject Property. The Applicant is proposing an amendment to the PUD Development Agreement to allow for a Class I thrift store use within Building #5 of the PUD. Senior Planner Fransen provided an overview of the request, reviewed the Plan Evaluation and offered the following Findings of Fact: 1. Brett Foss has requested approval of a Planned Unit Development Amendment to the Arden Plaza Master PUD to allow for a Class I thrift store use at 3529 Lexington Avenue, located within Building #5 of the Master PUD. 2. The original Master PUD for the development was approved in Planning Case #09-011. Subsequent PUD Amendments were approved in Planning Case #11-016, Planning Case #15-002, and Planning Case #15-016. 3. The original Master PUD established retail sales and services as the permitted use for Building #5. 4. A Planned Unit Development Amendment is required to allow for a thrift store use in Building #5 of the PUD. 5. A Class I thrift store may be permitted if they meet the conditions for all thrift stores, conditions in the thrift store, Class I definition and the thrift store, Class I conditions. 6. The applicant has demonstrated that the proposed tenant space is located within a multitenant building and is under 7,000 square and less than 20 percent of the total multi - tenant building square footage, meeting the definition of a Class I thrift store. 7. The applicant has submitted materials with their request to demonstrate that the proposed thrift store use would comply with the Zoning Code requirements. ARDEN HILLS PLANNING COMMISSION July 9, 2025 3 8. A public hearing for a PUD Amendment request is required before the request can be brought before the City Council. Senior Planner Fransen reviewed the options available to the Planning Commission for Planning Case 25-005 for a PUD Amendment to the Arden Plaza PUD at 3529 Lexington Avenue: 1. Recommend Approval with Conditions 1. The PUD shall continue to abide by the conditions of all previous Master PUD Agreements, permits, and reviews, except as hereinafter amended for Building 5. 2. A PUD Amendment shall be prepared by the City Attorney and subject to City Council approval for the Development. 3. Prior to issuance of the business license, the PUD Amendment shall be recorded with the Ramsey County Recorder's Office. 4. A violation of any condition set forth in the approval shall be violation of this Code, and shall be cause for revocation of the approval. 5. The PUD Amendment shall allow for a combination of retail sales and services and Class I thrift store use in Building #5 of the PUD, subject to the Zoning Code use definitions and requirements. Class I thrift store uses in Building #5 shall not exceed 7,000 square feet or 20 percent of the building square footage in the multi -tenant building, whichever is lower. 6. The project shall be completed in accordance with the submitted plans as amended by the conditions of approval. Any significant changes to these plans, as determined by the Community Development Director, shall require review and approval by the Planning Commission and City Council. 2. Recommend Approval as Submitted 3. Recommend Denial 4. Table Chair Collins opened the floor to Commissioner comments. Commissioner Jacobson asked if the building only had one loading dock and if so would the applicant have access to the loading dock area. Senior Planner Fransen deferred this question to the applicant. Chair Collins requested the applicant address this question during the public hearing. Commissioner Lindau explained he supported the request. Commissioner Erler commented he believed several of the conditions appeared to be redundant, including Conditions 1, 5 and 6. He asked if these conditions were necessary. Senior Planner Fransen explained Conditions 1 and 6 were standard conditions and were stated to ensure the proposed moved forward according to plans. She reported Condition 5 had language that explained Building 5 will have reached its capacity for the Class I thrift store use, noting 7,000 square feet was the maximum area allotted in a multi -tenant building. ARDEN HILLS PLANNING COMMISSION July 9, 2025 4 City Administrator Jagoe reported the intention of Condition 1 was to ensure the applicant and/or property owner understands that any previous approvals, would be memorialized or captured and there was no redaction to the previous approval. Commissioner Lindau thanked staff for the comments. He asked if a motion for approval as submitted would include all of the conditions as submitted by staff. Chair Collins explained the conditions were restating things to ensure the applicant understands all previous conditions will remain in place for the PUD. Commissioner Birken commented the proposed conditions as drafted by staff would provide the applicant with a customized checklist for how to comply with City standards. She stated she supported all conditions from staff remaining in place. Chair Collins agreed, noting the conditions were not burdensome for the applicant. Commissioner Burlingame questioned what would happen if the applicant's business model were to change or expand in the future. Senior Planner Fransen commented Condition 6 would address any expansion or changes to the Class I thrift store and a review would have to take place at the City staff level. Chair Collins opened the public hearing at 7:01 p.m. Chair Collins invited anyone for or against the application to come forward and make comment. There being no comments Chair Collins closed the public hearing at 7:02 p.m. Chair Collins invited the applicant to step forward to provide comments. Brett Foss, Odds & Ends Again, reported the building had two loading docks and they were rather small. He explained one was used by Frattalone's and the only time he would use the loading dock area would be to unload items into the store. He stated he had two moving vans that were used for the transit of goods. Commissioner Burlingame questioned if the vans were considered exterior storage. Mr. Foss commented nothing was stored in the vans, but rather the vans are used to transfer goods to the store. Commissioner Jacobson inquired if the other businesses in the strip mall use the loading dock areas. Mr. Foss reported the other businesses do not utilize the loading dock area, but rather only use the rear service doors for deliveries. Commissioner Jacobson stated she recommended approval of the PUD amendment with conditions as noted by staff. ARDEN HILLS PLANNING COMMISSION — July 9, 2025 5 Commissioner Birken moved and Commissioner Burlingame seconded a motion to recommend approval of Planning Case 25-005 for a PUD Amendment to the Arden Plaza PUD at 3529 Lexington Avenue based on the findings of fact and the submitted plans, as amended by the conditions in the July 9, 2025, report to the Planning Commission. The motion carried unanimously (6-0). UNFINISHED AND NEW BUSINESS A. Zoning and Subdivision Ordinance Update Discussion - HKGi Jason Zimmerman, HKGi, commented 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. Mr. Zimmerman explained 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 Mr. Zimmerman stated 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. Mr. Zimmerman commented 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. 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J � � O E N 0 U U N C) 0 CL >- Q 0-0 O � v CL > v 0 a.v4-N 4--+ L E cn > C6 Q (� N a-- ( ) U O N � N 4- 0 � 11 v C- C- 0 tip X J 0) N Ln M • Ln O O N bo 4� C- PUBLIC HEARING - IOB -AII�)E_N HILLS MEMORANDUM DATE: July 28, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer Brad Fisher, Bolton & Menk Project Manager SUBJECT: 2026 PMP Street and Utility Improvements — Improvement Public Hearing Budgeted Amount: Actual Amount: Funding Source: $3,300,000 $3,089,000 PIR, Special Assessments, (Proposed 2026 CIP) (Feasibility estimate) Utility Funds, RCWD Grant Council Should Consider Motions to approve, table, or deny the following: Conducting Improvement Public Hearing for the proposed 2026 PMP Street and Utility Improvements project in accordance with City Council Resolution 2025-047. The City Council will be requested to make a formal decision regarding ordering the specific improvements and ordering project plans and specifications under Agenda Item I IB. Backaround/Discussion On July 14, 2025, the City Council adopted Resolution 2025-047 receiving the feasibility report and calling for a public hearing to consider proposed improvements for the 2026 PMP Street and Utility Improvements Project. A complete copy of the feasibility report is provided on the City project https://www.cityofardenhills.org/1236/2026-PMP-Street-and-Utility-Improvements (scroll down to Project Feasibility Report). A condensed version of the Feasibility Report is provided in Attachment B. Projects involving special assessments generally require two public hearings commonly known as an Improvement Hearing and an Assessment Hearing. The subject hearing for July 28 is the Improvement Hearing. The purpose of the Improvement Hearing is for the City Council to Page 1 of 5 discuss a specific local improvement before ordering it done. The second public hearing is the Assessment Hearing which is scheduled after the project has received contractor bids to provide property owners an opportunity to express concerns about the actual special assessments. At the Improvement Hearing, interested persons may voice their opinion regarding the proposed project improvements and whether or not they are in the proposed assessment area. A reasonable estimate of the total amount to be assessed and the description of the methodology used to calculate individual assessments for affected parcels is contained within the feasibility report, a copy of which is available for review on the City's website. Pursuant to Minnesota Statutes, Chapter 429, notices of the Improvement Public Hearing were published in the Pioneer Press on July 17, 2025 and July 24, 2025. A notice was also mailed to each property within the draft assessment roll area on July 15, 2025. Prior to opening the hearing, the City's engineering consultant, Bolton & Menk, will present general information regarding the scope of the proposed improvements, the overall cost and funding for the project, and assessments that apply for this project. The proposed improvements are generally located along the identified streets below and described in greater detail within the feasibility report. Streets proposed for reclamation: • Karth Lake Drive from the west cul-de-sac to Pleasant Drive • Pleasant Drive from Amble Drive to the north cul-de-sac • Pleasant Circle from the west cul-de-sac to Lexington Avenue (CSAH 51) • Amble Drive from Karth Lake Drive to Lexington Avenue • Amble Circle from Amble Drive to the north cul-de-sac • Cummings Park Drive from the west cul-de-sac to Lexington Avenue Full -Depth Reclamation consists of grinding the existing pavement, shaping the generated aggregate material to raise the center crown to improve pavement drainage and repaving the roadway with 4-inches of bituminous pavement. Streets proposed for Mill & Overlay: • Karth Lake Circle from Hamline Avenue (CSAH 50) to the south cul-de-sac Mill & Overlay consists of grinding and removing the top 2-inches of existing pavement and repaving the roadway with 2-inches of bituminous pavement. Page 2 of 5 Preliminary Proiect Schedule: Feasibility Public Survey............................................................................................ March -April 2025 Council Work Session for Direction on Preliminary Design* ........................................... June 23, 2025 Accept Feasibility Report and Order Public Improvement Hearing* ............................... July 14, 2025 Public Improvement Hearing*......................................................................................... July 28, 2025 Order Improvements and Authorize Preparation of Plans and Specifications* .............. July 28, 2025 Public Open House...................................................................................................... November 2025 Approve Final Plans & Specifications and Authorize Advertisement for Bids* ...............January 2026 BidOpening....................................................................................................................February 2026 Accept Bids and Order Public Assessment Hearing* .....................................................February 2026 PublicOpen House.............................................................................................................March 2026 Public Assessment Hearing/Adopt Assessment Roll/Award Construction Contract* .......March 2026 Construction Begins........................................................................................................... Spring 2026 Construction Substantial Completion.....................................................................................Fall 2026 City Certifies Assessments to County.......................................................................... November 2026 * City Council Meeting Budget Impact Proposed project funding sources are a combination of the City's Permanent Improvement Revolving (PIR) fund, utility funds, and special assessments for the proposed improvements summarized in the following tables: Allis— Table Residential Mill & Proposed Overlay Improvements Areas 2 — Estimated Residential Reclamation Areas Base Project Industrial Reclamation Areas Costs Trails & Retaining Wall Karth Lake Total Project Costs Streets $163,000 $1,229,000 $401,000 - - $1,793,000 Storm Sewer $55,000 $148,000 $13,000 - - $216,000 Sanitary Sewer $23,000 $152,000 $11,000 - - $186,000 Watermain $49,000 $344,000 $74,000 - - $467,000 Trails - - - $248,000 - $248,000 Karth Lake - - - $179,000 $179,000 Total Project Costs $290,000 $1,873,000 $499,000 $248,000 $179,000 $3,089,000 Page 3 of 5 4 — Estimated Funding Source Funding BreakdownTable Project Total Cost PIR Fund $1,110,000 Assessments $931,000 Utility Fund — Sanitary Sewer $186,000 Utility Fund — Water $467,000 Utility Fund — Surface Water Management $395,000 ■ Total $3,089,000 The total estimated cost of the recommended improvements is $3,089,000. The 2026-2030 Preliminary CIP budget includes these estimated values. A portion of this project is proposed to be assessed to the benefiting property owners and the remainder through other funding sources. In accordance with the City's Assessment policy, the preliminary assessment for the recommended improvement is calculated as: Residential Reclamation Areas: 50% Estimated Street Project Costs = $614,500 Residential Equivalent Units = 105 Assessment Rate = $5,850 Residential Mill & Overlay Areas 50% Estimated Street Project Costs = $81,500 Residential Equivalent Units = 21 Assessment Rate = $3,880 Industrial Reclamation Areas 70% Estimated Street Project Costs = $280,000 Residential Equivalent Units = 334 (assumes 3 REU's per Acre) Calculated Assessment Rate = $840 per REU To ensure the calculations resulting from the application of the City's assessment policy are in line with an appraiser's opinion of benefit to the properties in each improvement/zoning category, the City enlisted the services of Nagell Appraisal & Consulting to conduct a general benefit appraisal on the properties throughout each unique project area. The general benefit appraisals are included in Appendix D of the Feasibility Report. The general benefit appraisals resulted in a range of benefit values for each improvement/zoning category, as indicated below: Residential Mill & Overlay Areas Single -Family Residential Non -Lakefront Lot Benefit Appraisal Assessment Rate = $3,000 to $4,000 per REU Page 4 of 5 Single -Family Residential Lakefront Lot Benefit Appraisal Assessment Rate = $4,000 to $5,000 per REU Residential Reclamation Areas Single -Family Residential Non -Lakefront Lot Benefit Appraisal Assessment Rate = $8,000 to $10,000 per REU Single -Family Residential Lakefront Lot Benefit Appraisal Assessment Rate = $9,000 to $11,000 per REU Industrial Reclamation Areas Office/Industrial Benefit Appraisal Assessment Rate (up to 5 Acres) _ $0.15 to $0.25 per SF Office/Industrial Benefit Appraisal Assessment Rate (exceeding 5 Acres) _ $0.02 to $0.05 per SF Since the assessment rates calculated based on the City's assessment policy fell within or below the assessment rate range for each improvement/zoning category, it is proposed to maintain the assessment rates calculated based on the City's assessment policy for the project, or as directed by the City Council. As the project is designed and competitively bid, the calculated assessment amount will be updated leading up to the adoption of the assessment roll. The funding of the project is further described in pages 18 through 20 of the Feasibility Report. City staff has also had discussions with Rice Creek Watershed District (RCWD) staff for potential project elements that could be eligible with the RCWD Stormwater Management Grant Program and other RCWD funding programs which would offset costs related to stormwater. Applications for the program are typically due mid -December of each year and project awards are typically 2 months after. 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Q ca m INC w w O L O O O Q O �} O 0 O_ O LO O O M O � O � II ca c cn CD (n cn Q N ca cn N Q L Q Q .y Q s= Q m O = J O 0 O J a� ca o J IL O O m Z J s= s= .a .CD w w cn N . . w w O L O O O � O O �} O O� O � 69 o O O O O 11 O_ � O ca � � II ca c (n (n cn Q cn 4) ca cn cn L Q .cn Q = Q ++ O O = J O = O J a� c o J � = O O ca Z J s= s= .� .� N N v v C-=ic LO N w w Z w Z�e OW mj .� OE mob � C E cn In c cc cn ca ca y v -ca L Q CL Q Ca C t+ r— L. iE a� ui W s` cc 0 E Cc cn 0 O O � (n Cc O -� ca V O ca U U 0 0 v a 0 76 ti N Z � W L U) L 'i OZ CU O a G� Q U mj Oo • ♦+ v_ U CDm ocn Co ii Cll � t� 0 C6 N (D U_ 2 Cf) Q -- -Fn 0 Q =� ca a� vi U O U O CO O U C •O Q) p +, N -- U =3 O -- U U M O N U cm O m O O U •� C L 0 U m .. U z = " N = O C13Z3 p m o O � UV�co N U o cn con n j C.� � V CU 0 0 C� o � � No � cfl U � U N }�NNO O N iN lO c) Na) OO GpZ3 CVN) � O L N N cmN co � U -� p •� Q a L Q Z 0 N c6 N > 0- It.- --ARPEN HILLS O & MENK Real People. Real Solutions. Submitted by: Bolton & Menk, Inc. 12224 Nicollet Avenue Burnsville, MN 55337 P: 952-890-0509 F: 952-890-8065 Attachment B Certification Feasibility Report For 2026 PMP Street & Utility Improvements City of Arden Hills Arden Hills, Minnesota City Project No. PW-26-0100 BMI Project No. 25X.137753 July 14, 2025 PROFESSIONAL ENGINEER I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision, and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. i Signature: Typed or Printed Nam Brad Fisher, PE Date: 07/14/2025 License Number: 56595 Prepared by: Bolton & Menk, Inc. Certification 2026 PMP Street & Utility Improvements 125X.137753 TahIP of Contents I. INTRODUCTION.....................................................................................................................................1 II. BACKGROUND.......................................................................................................................................1 III. EXISTING CONDITIONS..........................................................................................................................2 A. Streets...........................................................................................................................................2 B. Sanitary Sewer.............................................................................................................................. 3 C. Watermain....................................................................................................................................3 D. Storm Sewer.................................................................................................................................4 E. Stormwater Management............................................................................................................4 F. Karth Lake Pump System..............................................................................................................4 G. Trails..............................................................................................................................................4 H. Retaining Wall...............................................................................................................................5 IV. PROPOSED IMPROVEMENTS................................................................................................................5 A. Streets...........................................................................................................................................5 B. Sanitary Sewer.............................................................................................................................. 6 C. Watermain....................................................................................................................................6 D. Storm Sewer................................................................................................................................. 7 E. Stormwater Management............................................................................................................8 F. Karth Lake Pump System............................................................................................................11 G. Trails............................................................................................................................................13 H. Retaining Walls...........................................................................................................................14 V. STAKEHOLDER COORDINATION..........................................................................................................14 A. Private Utilities...........................................................................................................................14 B. Public Involvement.....................................................................................................................14 C. RCWD Grant Opportunities........................................................................................................15 VI. RIGHT-OF-WAY, EASEMENTS, AND PERMITS.....................................................................................15 VII. ESTIMATED COSTS..............................................................................................................................17 VIII. FUNDING & ASSESSMENTS.................................................................................................................18 IX. PROJECT SCHEDULE............................................................................................................................20 X. CONCLUSION.......................................................................................................................................21 Tables Table1— Existing Streets.............................................................................................................................. 2 Table 2 — Estimated Base Project Costs......................................................................................................17 Table 3 — Estimated Alternate Project Costs..............................................................................................17 Table 4 — Estimated Funding Breakdown................................................................................................... 20 Prepared by: Bolton & Menk, Inc. Table of Contents 2026 PMP Street & Utility Improvements 125X.137753 Appendix Appendix A: Figures Appendix B: Preliminary Cost Estimate Appendix C: Preliminary Assessment Roll Appendix D: General Benefit Appraisals Appendix E: Public Feedback Appendix F: Geotechnical Report & Sediment Sampling Report Prepared by: Bolton & Menk, Inc. Table of Contents 2026 PMP Street & Utility Improvements 125X.137753 I. INTRODUCTION The Arden Hills City Council approved a Professional Services Agreement on March 10, 2025 which ordered the preparation of a Feasibility Report for the 2026 Pavement Management Program (PMP) Street & Utility Improvements project. This report will examine the feasibility of proposed improvements to the roadway and utilities within the 2026 PMP project area. The following streets, trail segments, and the surrounding areas, are proposed for improvements: • Karth Lake Drive from the west cul-de-sac to Pleasant Drive • Pleasant Drive from Amble Drive to the north cul-de-sac • Pleasant Circle from the west cul-de-sac to Lexington Avenue (CSAH 51) • Amble Drive from Karth Lake Drive to Lexington Avenue • Amble Circle from Amble Drive to the north cul-de-sac • Karth Lake Circle from Hamline Avenue (CSAH 50) to the south cul-de-sac • Cummings Park Drive from the west cul-de-sac to Lexington Avenue • Select trail segments on the east side of Cummings Park, connecting to the Lexington Avenue trail See Figure 1 in Appendix A for the proposed project location map. This report reviews the existing conditions in the project area and discusses, in detail, the proposed improvements. These proposed street improvements consist of two construction methods, each determined as a result of deteriorating street pavement conditions and proposed improvements to the watermain, sanitary sewer, and storm sewer infrastructure. The first pavement improvement method is the milling and overlaying of the existing roadway pavement with a new wearing course. The second method is the full depth reclamation of the roadway, a process that pulverizes the existing roadway to create a suitable base for new non -wear course and wear course pavement to be installed. The report also provides preliminary cost estimates for the proposed improvements with financing for the project coming from a combination of special assessments, the City's general tax levy, and the City's utility funds. If the City decides to proceed with the proposed street and utility improvements described in this report, it is anticipated construction would begin in 2026 as shown in the detailed project schedule found later in this report. II. BACKGROUND The city's Capital Improvement Plan (CIP) identifies proposed projects, their associated costs, and funding for a five-year period. The streets evaluated in this report were identified in The City of Arden Hills's 2025 CIP for construction in the year 2026. The project area is primarily residential with a park area separating the residential properties from the industrial properties surrounding Cummings Park Drive. The project areas were originally constructed as part of five platted developments identified to have been completed primarily in the late 1970's. The proposed improvements discussed in this report took into consideration the available documents and data related to the project areas, including but not limited to the City of Arden Hills 2040 Comprehensive Plan, record drawings, geotechnical reports, Pavement Condition Index (PCI) ratings, sanitary sewer televising inspections, watermain break and leak history, and field observations conducted by city public works staff. Prepared by: Bolton & Menk, Inc. INTRODUCTION 2026 PMP Street & Utility Improvements 125X.137753 Page 1 III. EXISTING CONDITIONS A. Streets The streets within the proposed project area are all predominantly residential streets with urban street sections consisting of bituminous pavement and B618 or surmountable concrete curb and gutter. The roadways provide a drive lane in each direction and parking along the curb lines. The exception to this is Cummings Park Drive, which consists of a partially median divided urban street section with no parking. The project areas were originally constructed as part of five platted developments identified in the RFP as having been completed primarily between 1977 and 1979 except for the Boston Scientific campus, which was re -platted in 2015. Since the infrastructure's initial construction, city pavement management records indicate the most recent structural pavement improvement projects include: • Amble Drive —1994 Reconstruction • Amble Circle, Karth Lake Drive, Pleasant Drive (between the north and south cul-de- sacs), and Pleasant Circle — 2003 Mill & Overlay • Cummings Park Drive and Pleasant Drive (from Amble Drive to the south cul-de-sac) — 2003 Reconstruction • Karth Lake Circle — 2007 Reclamation The project area includes over 130 properties adjacent to the street improvements. Table 1 below shows the existing street widths from face of curb to face of curb, approximate right- of-way widths, and current PCI ratings of the street pavements. Table 1 — Existing Streets Street Name Extents Street Width ROW Width PCI Rating Hamline Avenue to Karth Lake Circle 34-ft 60-ft 66 South cul-de-sac West cul-de-sac to Karth Lake Drive 34-ft 60-ft 45 Pleasant Drive West cul-de-sac to Pleasant Circle 34-ft 60-ft 45 Lexington Avenue Karth Lake Drive to Amble Drive 34-ft 60-ft 20 Lexington Avenue Amble Drive to Pleasant Drive 28-ft 60-ft 45 South cul-de-sac South cul-de-sac to Pleasant Drive 34-ft 60-ft 45 North cul-de-sac Amble Drive to Amble Circle 34-ft 60-ft 18 North cul-de-sac West cul-de-sac to Cummings Park Drive 42-ft — 70-ft 75-ft—100-ft 39 Lexington Avenue The current PCI ratings for the proposed project streets range from 18 to 45, except for Karth Lake Circle, which is rated 66. The bituminous pavement within the study area exhibits wear and distress due to traffic loading as well as typical weathering effects experienced with aged asphalt pavement. The existing pavement contains surface delamination, transverse cracking, longitudinal cracking, some potholing, and some alligator -type cracking. Prepared by: Bolton & Menk, Inc. EXISTING CONDITIONS 2026 PMP Street & Utility Improvements 125X.137753 Page 2 Alligator cracking in pavement is an indicator of potential subgrade problems. The street pavements are in generally poor condition and have seen an increased need for maintenance operations which are all indications that the street pavements are in need of varying levels of rehabilitation. Cores with soil borings and a geotechnical evaluation were completed throughout the project area by Braun Intertec and the report is included in Appendix F. The existing bituminous pavement thickness generally ranges from 3.5 to 5.5 inches with a few select areas of thicker pavement, up to 11 inches. The existing aggregate base thickness generally ranges from 5 to 8 inches, with a few areas of thicker aggregate base and a couple of locations of thinner aggregate base. The areas with thinner aggregate base may require additional stabilization and will need to be identified during construction. Existing subgrade soils found beneath the aggregate base are predominantly a mixture of clayey and sandy soils, with low organic content indicating the material is suitable for reuse onsite during utility work. B. Sanitary Sewer City records show the sanitary sewer system was installed during the various phases of development. The project area is served primarily by polyvinyl chloride (PVC) pipe sanitary sewer mains. The gravity sanitary sewer is part of sewer district M059, with the sewer along Cummings Park Drive being part of sewer district M051, and is predominately 8-inch diameter. The comprehensive sewer plan does not identify changes in pipe diameter within the project area. The existing condition of the sanitary sewer system was documented by videotaping of the sewer main. City Public Works staff completed this televised documentation in the spring of 2025. The televising revealed that the pipes were in generally good condition, with approximately four locations that were identified as needing rehabilitation or repairs. A project questionnaire to property owners indicated that some properties are experiencing sewer service issues but they primarily appear to be issues related to the private service line itself and not the connection to the main. Some of the defects found in the sanitary sewer were pipe deflections, root intrusions, gasket issues, and groundwater infiltration at joints. The groundwater infiltration adds to the volume of wastewater being treated and subsequently the wastewater treatment costs. Sags and offset joints can interfere with the flow of sewage, creating a higher maintenance cost. The project area also includes sanitary Lift Station 13, located at the northwest corner of Pleasant Drive and Karth Lake Drive. The lift station pumps to a 6-inch DIP forcemain which runs west and outlets to the gravity sanitary sewer system on the west side of Hamline Avenue, just south of Karth Lake Circle. Lift Station 13 was last rehabilitated in 2023 and is in excellent condition and the forcemain has no history of breaks. C. Watermain City records indicate that existing watermain within the project area is primarily Ductile Iron Pipe (DIP), varying in size between 6-inches and 8-inches, with 12-inch diameter pipe located on Cummings Park Drive. The watermain system runs throughout the project area and connects to a looped system at most roadway connections. Additionally, there is a watermain loop within utility easements that serves a few properties north of Karth Lake Drive, along County Road 96. This looped watermain runs approximately under the south curb line of County Road 96 and has had a history of some breaks. These breaks cause impacts to the county road which adds additional coordination and expense to the repairs. Prepared by: Bolton & Menk, Inc. EXISTING CONDITIONS 2026 PMP Street & Utility Improvements 125X.137753 Page 3 Beyond the County Road 96 watermain, a review of the City's watermain break historical records did not identify any further breaks or leaks in the project area other than isolated leaky valves, damaged valves, damaged hydrants, and bent valve boxes. This indicates the majority of the watermain pipes are still in good operating condition. City public works staff identified the need for an additional hydrant along Amble Drive and also identified a number of curb stop boxes that are either buried or sticking out of the ground. The comprehensive water plan does not identify changes in pipe diameter within the project area. D. Storm Sewer The existing drainage system has limited storm sewer with outlets into Karth Lake and storm ponds located along Lexington Avenue and CSAH 96. City records indicate that the existing storm sewer within the project area is primarily comprised of Reinforced Concrete Pipe (RCP). The existing drainage pattern within the project area is generally from the exterior project limits in towards Karth Lake. Some of the existing storm outlet aprons are partially or fully submerged within Karth Lake. The City's Public Works staff completed inspections of the existing storm sewer and found these pipes to be in good condition, with minor manhole repairs and replacement of existing castings as necessary. Storm sewer televising identified approximately eight locations with joint separation, cracking, and/or offset joints, that will need to be addressed. E. Stormwater Management Existing grit chambers are located in all storm systems prior to the storm outlets, except the Karth Lake Circle outlet, in an effort to collect sediment and debris before discharging into Karth Lake. A significant amount of overland drainage from the industrial/commercial properties to the south enters Karth Lake along the southeast bank. A previous project was completed in this area to reduce erosion by stabilizing the slope and providing for a culvert crossing under the trails south of Karth Lake. There are a total of five storm water outlet locations included in this project scope within Karth Lake which have accumulated sediment over time (there are six total outlet locations into the lake). These delta locations have collected sediment over time that entered the lake from the storm sewer system. Karth Lake Pump System Karth Lake is a natural occurring lake and is a Public Water as identified by the Minnesota Department of Natural Resources (MnDNR) on their Public Waters Inventory (PWI). There is no emergency overflow for the lake where water can escape to during high water levels without causing flooding conditions. The 100-year floodplain elevation is 938.19 (NAVD 88). As a result, the City installed and operates a manually deployed pump and forcemain system to manage the lake level. The pumped outlet consists of a pump system with a sump pump mounted on a floating raft that pumps through a 6-inch forcemain to the southwest where it outlets in the city storm sewer system at the north side of the Cummings Park Drive cul- de-sac. This system was installed in the early 2000's and is permitted through the MnDNR to maintain lake levels between an elevation of 934.0 and 936.0. G. Trails Existing trails exist within Cummings Park and along the south side of Cummings Park Drive. City staff identified trail segments within Cummings Park, extending west from Lexington Avenue, and along the south side of Cummings Park Drive on the east end, which are in particularly poor condition. These trails are constructed of bituminous pavement and are Prepared by: Bolton & Menk, Inc. EXISTING CONDITIONS 2026 PMP Street & Utility Improvements 125X.137753 Page 4 generally in a deteriorated condition with significant surface delamination and cracking throughout. Other surrounding trails have received more recent maintenance operations are in acceptable to good conditions. The existing trail back to the Karth Lake pump station is only gravel and contributes to erosion in the area. Cores with shallow borings and a geotechnical evaluation were completed throughout the project area by Braun Intertec and the report is included in Appendix F. The existing bituminous trail thickness is generally around 2-inches with the existing aggregate base thickness generally around 2-inches as well. H. Retaining Wall An existing retaining wall surrounds the Karth Lake pump station and electrical box. It is a three -tiered timber retaining wall that is in poor condition and contributes to erosion along the steep bank slopes into Karth Lake. IV. PROPOSED IMPROVEMENTS A. Streets There are two street pavement rehabilitation methods proposed for this project that are based on roadway age, surface deterioration, PCI ratings, and subgrade soils. Streets will be rehabilitated with either a full depth reclamation or mill and overlay based on recommendations from the geotechnical report. Full depth reclamation is a process that pulverizes the existing roadway pavement and mixes it with the existing underlying aggregate material to create a new suitable aggregate base material. The reclaim material is graded and recompacted for the proposed roadway with excess material being hauled away and 4-inches of new bituminous pavement installed in two lifts. A mill and overlay is a process that grinds off the top layer of bituminous pavement and approximately 2-inches of new wear course bituminous pavement is installed over the remaining base bituminous pavement. Both rehabilitation methods will include spot curb and gutter replacements, select base pavement repairs and/or subgrade corrections, and casting or valve box adjustments to the new pavement grade. The spot curb and gutter replacements will be utilized to address sunken or severely damaged curb throughout the project area that inhibits proper drainage. No driveway work is proposed, except as necessitated by spot curb replacements or utility work. All disturbed boulevard areas will be restored with 5-inches of topsoil and new sod or seed and blanket. Select street signs and street name blades are identified for replacement based on a city inventory completed in the summer of 2025. Based on the observed weathering and deterioration found in the pavement cores and soil borings, a 2-inch to 2.5-inch mill and overlay is proposed for the following street: • Karth Lake Circle from Hamline Avenue (CSAH 50) to the south cul-de-sac Based on the observed weathering and deterioration found in the pavement cores and soil borings, an 8-inch to 10-inch full -depth reclamation is proposed for the following streets: • Karth Lake Drive from the west cul-de-sac to Pleasant Drive • Pleasant Drive from Amble Drive to the north cul-de-sac • Pleasant Circle from the west cul-de-sac to Lexington Avenue (CSAH 51) • Amble Drive from Karth Lake Drive to Lexington Avenue • Amble Circle from Amble Drive to the north cul-de-sac • Cummings Park Drive from the west cul-de-sac to Lexington Avenue Prepared by: Bolton & Menk, Inc. PROPOSED IMPROVEMENTS 2026 PMP Street & Utility Improvements 125X.137753 Page 5 In areas of thinner pavement section, stockpiling of the reclaim to allow for approximately 2-inches of additional subgrade excavation and replacement of the reclaim material to ensure a 6-inch reclaim aggregate base section beneath the bituminous pavement may be necessary. However, the specific limits of these potential areas will not be known until they are under construction for evaluation and will need to be addressed during construction operations, if necessary. See Figure 1 in Appendix A for the proposed project layout identifying the limits of each rehabilitation method. B. Sanitary Sewer Based on the existing sewer pipe age, material type, and televising results, the existing sanitary sewer was found to be in generally good condition. There are a few select defects that are proposed to be rehabilitated as part of the project by means of Cured In Place Pipe (CIPP) sewer lining, sewer pipe grouting, and spot open cut pipe replacement. Most of the proposed sanitary rehabilitation methods are trenchless which will not disturb the above ground infrastructure as all access to the sewer is through existing manholes along the pipe and all services or laterals will be reopened robotically from within the pipe. All sanitary sewer manhole castings within the project areas will be replaced and installed to final grade to provide a smooth/drivable street surface in conjunction with the street resurfacing portion of the project. This work will also include the replacement of all concrete adjustment rings and the installation of an external chimney seal for each applicable manhole structure to reduce inflow of stormwater into the sanitary sewer system. Additionally, "painted on" internal chimney seals will be installed to mitigate deterioration of the concrete adjusting rings and mortar to reduce the need for long term maintenance. No work on structures outside of the street pavement is proposed, unless otherwise identified on the identified utility improvements figure or those identified to be trenchless improvements. City staff completed an inventory of the height of concrete adjusting rings on each sanitary manhole throughout the project area. Those manhole structures identified to have 16- inches of rings or more will be reconstructed, which is the process of removing the top cone section, adding a 1-ft barrel section to the structure, then replacing the cone section. See Figure 5 and Figure 6 in Appendix A for the proposed utility improvements. C. Watermain Based on the existing watermain pipe age and size, the existing watermain was found to be in generally good condition. Proposed watermain improvements include relocation of the watermain on south side of CSAH 96, approximately under the existing curb line. The existing will be abandoned in place and the new watermain will be located approximately 20-ft south, to maintain a 10-ft separation from the existing sanitary sewer that runs parallel. The watermain will be replaced in -kind with 6-inch DIP. All water service lines connected to this segment of watermain are proposed for replacement from the watermain to the property line with new 1-inch diameter copper pipe to individual residences. Curb stops and boxes will be installed at the ROW where the new service pipe connects to the existing service pipe. Constructability will be further evaluated during final design to mitigate impacts to adjacent retaining walls. This may necessitate connecting to the existing water service prior to the retaining walls and potentially a second curb stop on the same service line. Beyond this segment of watermain replacement, water system improvements will include addition of a new hydrant, addition of a new gate valve, replacement of select hydrants, replacement of select gate valves and boxes, and adjusting the remaining gate valve boxes Prepared by: Bolton & Menk, Inc. PROPOSED IMPROVEMENTS 2026 PMP Street & Utility Improvements 125X.137753 Page 6 within the project pavement areas to final grade to provide a smooth/drivable street surface in conjunction with the street resurfacing portion of the project. Some damaged valve box tops may require replacement. Hydrant replacements will include the associated gate valve and lead. Existing curb stop boxes identified to be buried or significantly sticking up above the surrounding ground level will be adjusted to the proper ground level. A few curb stops that were not located by city staff will have exploratory excavations completed as part of the project in an effort to locate them or replace them further upstream on the service line to be accessible. See Figure 5 and Figure 6 in Appendix A for the proposed utility improvements. D. Storm Sewer Based on the existing storm sewer age, size, and performance, the existing storm sewer was found to be in generally good condition. Storm sewer improvements will include rehabilitations at select locations including CIPP lining, minor pipe replacement, select structure replacements, and riprap rehabilitations at select outlet locations. Some of the work identified will be taking place outside of the roadway area in easements that may necessitate tree removal and restoration of temporary access impacts, including private landscaping facilities in some areas. Stormwater quality improvements will also be implemented to help remove sediments and pollutant loads from entering Karth Lake. This will include the replacement of the last storm sewer structure in the street prior to its outfall into Karth Lake, where an existing grit chamber does not exist. This structure will be replaced with a new structure that includes a sump and SAFL Baffle to capture sediment from continuing downstream. This will allow city maintenance staff to easily access the structure and vac out accumulated sediment. Beyond the work identified above, the remaining storm sewer manhole castings within the pavement of the project areas will be adjusted to final grade to provide a smooth/drivable street surface in conjunction with the street resurfacing portion of the project. Some damaged castings may require replacement (assuming 50%). This work will include the replacement of all concrete adjustment rings for each applicable manhole structure within the pavement limits. Additionally, "painted on" internal chimney seals will be installed to mitigate deterioration of the concrete adjusting rings and mortar to reduce the need for long term maintenance. Catch basins within the existing concrete curb and gutter will not be adjusted, unless otherwise identified for structure replacement or curb replacement surrounding the structure. See Figure 5 and Figure 6 in Appendix A for the proposed utility improvements. Risk Assessment of Submerged Culverts in Karth Lake A bathymetric survey was performed in April 2025 to assess the sediment load near the five submerged outlets to Karth Lake. The survey found some organic sediment was accumulating near the outlets, but the majority of sediment is being pushed out further into the lake and forming sediment deltas. These deltas do not negatively affect the performance of the submerged inlets. There was a noticeable 'hard -bottom' at each outlet location assumed to be a mix of gravel and rock erosion delivered by the storm outlets. However, the limits of the sediment deltas relative to the 'hard - bottom' of Karth Lake's natural lakebed is difficult to delineate. The outlets likely deliver suspended solids and particulates to Karth Lake without creating a clogging issue. Each inlet is clear of sediment and debris and has a free outfall condition. The four of the five outlet pipes to Karth Lake are submerged and fully below the Prepared by: Bolton & Menk, Inc. PROPOSED IMPROVEMENTS 2026 PMP Street & Utility Improvements 125X.137753 Page 7 normal water level. Submerged pipes that outlet stormwater into static, or landlocked, water bodies typically build up sediment due to standing water. The outlets into Karth Lake were unobstructed likely due to the following: • Sufficient Flow Rate and Velocity - MnDOT recommends RCP stormwater pipes are designed to have a full flow velocity of at least 3 feet per second. This velocity is typically found to 'self -clean' stormwater pipes. Sand and small suspended solids are unable to drop out of the stormwater flow. • Depth of Receiving Water - Karth Lake has sufficient depth and volume for water to freely exit each outfall. No underwater deltas have formed creating a hydraulic jump for water and sediment to backflow into the storm outfalls. Additional risks associated with submerged pipes include: • Freeze/Thaw Cycles — Submerged pipes are subject to increased risk of pitting and cracking due to expanding ice in winter months. Throughout the lifespan of the pipe the structural integrity is much lower than a non -submerged pipe. Many factors can contribute to how fast a submerged pipe cracks including water depth, bedding material, pipe diameter, and weather. Ice build-up is another risk that could lead to upstream flooding particularly in snow melt events. If an outlet is completely blocked with ice, snow melt will be unable to discharge from the drainage system and present surface flooding issues. The amount of freezing weather in any winter season will drive the depth of ice in Karth Lake. The deepest outlets are approximately five feet under the ordinary high water level in Karth Lake and are unlikely to fully freeze. The shallower outlets are more susceptible to being encapsulated by fully freezing conditions but the weather will play a factor in the effect freeze/thaw cycles have on backups to the system and long-term effects. • Sediment Build -Up — No sediment build-up is occurring at these submerged outlets, but the risk is higher than non -submerged outlets. It is possible that in a future snowmelt event or large rain event that transports an unusually high amount of suspended solids and organic matter will clog and fill the pipe. This may create flooding upstream of the clogged outlet and present surface flooding issues. That being said, these observations may be due to the fact that the majority of the existing outlets into the lake have existing grit chambers that are properly performing in general to minimize sediment transport. The fact that there are additional proposed improvements to add or improve sediment capture devices prior to outletting stormwater at remaining locations should help alleviate this concern further. No improvements to the storm outlets are proposed and it is recommended to complete regular condition inspections on each apron to address repairs/replacements on an as -needed basis. Additional evaluation can be completed if proactive improvements are desired which would likely include adding an inline storm structure and flattening the outlet apron to be above the ordinary high water level. E. Stormwater Management Accumulated Sediment Removal A bathymetric survey was performed in April 2025 to assess the sediment load near the five outlets into Karth Lake. The survey found some organic sediment was Prepared by: Bolton & Menk, Inc. PROPOSED IMPROVEMENTS 2026 PMP Street & Utility Improvements 125X.137753 Page 8 accumulating near the outlets, but the majority of sediment is being pushed out further into the lake and forming sediment deltas. There was a noticeable 'hard - bottom' at each outlet location assumed to be a mix of gravel and rock erosion delivered by the storm outlets. However, the limits of the sediment deltas relative to the 'hard -bottom' of Karth Lake's natural lakebed is difficult to delineate and therefore the total accumulated sediment at each delta is not accurately quantified. Braun Intertec completed sediment sampling from the five outlet locations within Karth Lake to characterize the in -place sediment (future dredge material). These sediment samples were tested and evaluated in accordance with the Minnesota Pollution Control Agency's (MPCA) current best management practice for Managing Dredged Materials. Sediments observed during the completion of the borings consisted primarily of dark brown to black silty sand with organic materials noted at four of the locations. Based on analytical results from the sampling and testing, sediment from location 0-1 falls within the management Level 1 characteristic, sediment from locations 0-2, 0-4, and 0-5 falls within the management Level 2 characteristic, and sediment from location 0-3 falls within the management Level 3 characteristic. Therefore, sediment removal operation will require segregation of material from each location, or it all will be required to be treated at the most restrictive sediment management level. Unlike stormwater ponds, it is not possible to completely drain Karth Lake to perform sediment removal operations. Therefore, specialty construction methods will be required to conduct the operations. It is assumed that the accumulated sediment is generally contained within an approximate 100-foot radius of the outlet location. Easements exist over each of the four storm sewer outlets that run between residential houses and the fifth outlet comes from within Cummings Park, which is property owned by the City. However, the grades down to the lake, trees, and private landscaping features may make access to each location difficult or infeasible within the confines of the existing easements, especially as it relates to trucking out the excavated sediment. Three options for sediment removal operations were considered as part of this report but additional data collection and evaluation would be required during final design to verify feasibility of the selected option at each location, if proposed for inclusion as part of the project. • Cofferdams and dewatering — This operation involves the installation of temporary steel sheet piling around the anticipated sediment delta to create a cofferdam at each outlet location. This would then allow for the outlet locations to be dewatered utilizing pumps to expose the lake bottom. The accumulated sediment would then be removed by means of an excavator and hauled off in dump trucks. Dump truck access to the water within the existing easements appears unlikely due to existing grades. Therefore, the excavator will likely need to stockpile the material on the bank of the lake and then have it transported up to dump trucks at the street via skid steers or similar small equipment that can better traverse the landscape. Each easement will require tree removal and most will require removal of private landscaping features to accommodate access. At the conclusion of sediment removal operations, the steel sheet piling is removed and impacted areas are restored. • Hydraulic dredging — This operation involves the removal of accumulated sediment using hydraulic forces from a boat/barge to suction up the materials. This is most commonly used to maintain channel depths for marine Prepared by: Bolton & Menk, Inc. PROPOSED IMPROVEMENTS 2026 PMP Street & Utility Improvements 125X.137753 Page 9 travel but has a number of other applications, including targeted sediment removal. This operation is less exact as verification of where the material is removed from and the exact volume is not accurately defined and the boat will not be able to get into shallow waters. The benefit to this operation is that only a singular access point to the lake is required and it is less impactful. However, to the best of our knowledge, there is no existing access location that can accommodate a boat launch which means one would need to be temporarily constructed. It is anticipated that this access would come from the Cummings Park area and would require significant tree removal and re- grading to accommodate. • Vacuum trailer — This operation involves sucking out accumulated sediment utilizing suction. Similar to a vacuum truck, a vacuum trailer is a smaller piece of equipment that is hitch mounted to a pickup truck which allows for it to be more accessible. This operation is the least exact as verification of the material removed and quantity is not accurately defined. However, it will certainly provide benefit in removing accumulated sediment to the extent practical. Pickup truck and trailer access to the water is required and may require temporary improvements within easements to accommodate. Each easement will require tree removal and most will require removal of private landscaping features to accommodate access. At the conclusion of sediment removal operations, impacted areas are restored. Consideration was made to performing sediment removal operations in the winter, when the lake is frozen to allow for easier access to the various outlet locations. However, a lack of safe means to access the sediment beneath the ice for removal limited the considerations for this option. Based on the options evaluated relative to the City's stated goal for sediment removal, costs were evaluated for the cofferdams and dewatering option and included as a design alternate to keep costs separated for consideration on whether or not to incorporate with the project. If the accumulated sediment is not removed as part of the project, there are limited risks in the short term as the storage capacity is so large on a lake of this size, however, its removal provides benefit to the lake's water quality. With other improvements proposed as part of the project, sediment making its way to the lake via the storm sewer system should be further minimized. The only remaining major contributors to sediment accumulation in the lake after the project includes erosion from the banks of the lake and organic matter falling from trees around the lake (assuming the sediment capture devices incorporated into the storm sewer system are regularly maintained). See Figure 1 in Appendix A for the proposed project layout identifying the limits of each proposed sediment removal location in Karth Lake. The sediment sampling data and associated report completed by Braun Intertec is included in Appendix F. Stormwater Pond BMP — Phase 2 Steep slopes from the industrial/commercial properties to the south towards Karth Lake to the north have caused major erosion and sediment pollution into the southern end of Karth Lake. A study was performed by Ulteig Engineers, Inc. in 2020 to explore a solution. The "Phase 1" project solutions included realigning the existing eroded swale to a zig-zag pattern to reduce slope and establishing a vegetated bottom and sides to minimize soil disturbance and erosion. As part of that study, a "Phase 2" improvement to treat the runoff was identified. Prepared by: Bolton & Menk, Inc. 2026 PMP Street & Utility Improvements 125X.137753 PROPOSED IMPROVEMENTS Page 10 The Phase 2 improvement is proposed for design and construction as part of the 2026 PMP project and includes installation of a stormwater BMP to treat stormwater runoff from the Boston Scientific Campus and Cummings Park before it reaches Karth Lake. The stormwater BMP retention pond would be located at the southeast side of the lake, where the Phase 1 improvement outlets under the trail. No water from the site is currently treated causing pollutant concerns for Karth Lake and Valentine Lake, which receives the pumped flow leaving Karth Lake. Valentine Lake is impaired for chloride and nutrients and will benefit from any water quality benefits to Karth Lake. Two BMP options, a wet pond and an infiltration basin, were explored to treat this stormwater runoff. With the proximity to Karth Lake, groundwater elevation will likely be within 3 feet of the final infiltration depth and make infiltration infeasible. A wet pond is likely the best option for this site. This location receives approximately 11 acres of drainage area, with 5.5 acres of that being impervious. According to Rice Creek Watershed Districts rule of 1.1 inches of runoff over the contributing impervious area, the water quality volume that would be required if the entire area was developed or reconstructed today is listed in the table below: Stage Storage Goals Volume Required (Ac-Ft) Volume (Cu-Ft) Dead Pool 0.452 19674 Live/WQV 0.499 21746 Total 0.951 41420 In order to accommodate that volume of pond, it is estimated that the pond itself will be approximately % acre in size and its impacts will extend beyond that to tie into existing grades and for associated storm sewer installations. However, there isn't sufficient space between the Phase 1 outlet and Karth Lake to accommodate that area of pond. Therefore, it is proposed to design the pond to the maximum size feasible with the space available. Based on the scale of the proposed stormwater pond and the proposed location, it should be noted that significant tree removals will be necessary to accommodate its construction. This improvement was originally identified as part of the Karth Lake Management Action Plan. See Figure 1 in Appendix A for the proposed stormwater BM retention pond location. F. Karth Lake Pump System The Karth Lake Improvement District (KLID) consists of Karth Lake's lakefront property owners. The KLID modeled the pump operations and has made a recommendation to revise operations to limit the lake to a 6-inch bounce level between 935.0 and 935.5 to help alleviate shoreline erosion by allowing vegetative growth to maintain and stabilize the shoreline. Three options to implement this improvement to the pump system were evaluated as part of this feasibility report. The KLID had previously conducted their own research and coordinated with Joy Loughry, Water Monitoring and Surveys Unit Supervisor for the MnDNR which were all considered in development of these options. Option 1 Maintain the existing —350 GPM deployable pump and install a cloud -connected water logging device to more accurately determine when to deploy and remove the pump from Karth Lake. Prepared by: Bolton & Menk, Inc. PROPOSED IMPROVEMENTS 2026 PMP Street & Utility Improvements 125X.137753 Page 11 It is recommended to utilize an In -Situ Vulink with a Rugged Troll200 water logging device. This device will sit in an anchored Rugged Buoy near the deployable pump location in Karth Lake. The Rugged Troll200 Data Logger is capable of monitoring surface water and will allow the city to monitor the water level of Karth Lake from an online application. The batteries included with the In -Situ Vulink will power the logger with a manufacturer estimated 10- year lifespan. a. Approximate Construction Cost: $10,000 Annual inspections of the system are recommended to keep the system operating as it should but battery replacement and an annual telemetry subscription are the only anticipated ongoing maintenance/costs over the life of the system. Option 2 Install a new 48-inch diameter, 6-foot deep concrete manhole structure to place the existing deployable pump in. Install a submerged 18-inch RCP skimmer pipe below the normal lake level to direct lake water from Karth Lake to the pump manhole while also mitigating the influences of wave action and wind on the water logging device. This installation to connect the system to the lake will require specialty installation measures to allow for installation of the culvert within the lake footprint, such as temporary steel sheet piling or similar. Install water monitoring logger and create automated on/off water elevation triggers. The existing "350 GPM pump will be deployed from spring to fall and will operate automatically to maintain desired water levels. The pump will connect from the new location to the existing 6-inch forcemain that outlets to the gravity storm network on Cummings Park Drive. It is recommended to use the OTT PLS 500 Pressure Level Sensor. This water logging device will be housed in the manhole structure or stilling well. The OTT PLS 500 will be paired with a Sutron SatLink31 or approved equal, to log and transmit data. Power to the system will be supplied with 12V DC power from a solar panel. Electrical components needed include a 33 AH battery, 20W solar panel, solar regulator, equipment enclosure, mounting, and orifice line conduit. a. Approximate Construction Cost: $80,000 Annual inspections of the system are recommended to keep the system operating as it should but minor part replacements and annual telemetry subscription are the only anticipated ongoing maintenance/costs over the life of the system. Option 3 Install a new permanent lift station that includes an 18-inch skimmer pipe installed below the normal water level for Karth Lake, that directs water to a lift station vault with a permanent stormwater pump and potentially upgraded forcemain. This installation to connect the system to the lake will require specialty installation measures to allow for installation of the culvert within the lake footprint, such as temporary steel sheet piling or similar. This upgrade will also include a cloud connected water logging device and will likely require an upgraded electrical service to the lift station to provide adequate power for the proposed pump. To efficiently maintain a bounce of 0.5 feet in Karth Lake a new lift station was preliminarily sized with the limited information available to understand associated costs. The existing pumped flow rate of —350 GPM was found to be inefficient and require pumping for extended periods of time to return Karth Lake to the ordinary high water surface elevation. This option includes upsizing the existing pump to quickly return Karth Lake to pre -rainfall levels and maintain a more consistent bounce. When installing a new pump, the existing 6- Prepared by: Bolton & Menk, Inc. 2026 PMP Street & Utility Improvements 125X.137753 PROPOSED IMPROVEMENTS Page 12 inch force main will likely need to be upsized to handle the increased flow rate, but additional evaluation will be required based on the selected improvements. The electrical service will also need to be upgraded to provide sufficient power to the pump. The pump will be placed in a concrete vault along with an automated water surface float. This float will trigger the pump on and off according to preset water levels. This is the most robust and expensive of the options but provides the greatest benefit to the residents of Karth Lake and the city. b. Approximate Construction Cost: $500,000+ Annual inspections of the system will be required and ongoing maintenance/costs will be similar to other lift stations throughout the city. It is assumed that if this option were selected, City Public Works staff would provide information on components utilized on existing lift stations throughout the city to provide seamless integration and operation for staff. If selected, a more thorough analysis of the existing system, required pump size, required electric needs, and whether the forcemain requires replacement or not will be required. Understanding long lead times for control panels, it should be noted that this option will likely take in the neighborhood of 18 months to construct, depending on final selections. Conclusions While Option 3 is the best option for monitoring and operation, it also comes with significantly higher construction costs than the other options. Options 1 and 2 both provide cost-effective improvements that can be implemented with relative ease. All three options can be further customized to meet the city's needs and final costs will depend on the options selected, including preference for cellular or satellite telemetry. While the city's current operations meet the requirements of their permit, it is difficult for the limited city resources to always stay apprised of the current lake conditions and needs. Therefore, improvements could be made to alleviate staff time allocated to monitoring the lake elevation and/or pump deployment/removal and free that time up for other important city services. And improvements would help to meet the request of the KLID board to better manage the lake elevations to a more restrictive level than is required under the city's permit requirements. The City and the KLID board should have discussions on potential cost sharing options and what improvement option best fits with the goals of each organization. The selected option will be further evaluated and incorporated into the final design of the project. Costs for these improvements are not included in the base project costs but are separated out as options for the City's consideration. G. Trails Given the thin existing trail section, reclamation of the trails is not recommended. The proposed trail improvements for select trail segments in Cummings Park include removal of the existing bituminous pavement (where applicable), supplementing the existing remaining gravel as needed to construct the proper aggregate base section, and repaving the trails with new bituminous on the aggregate base materials. For the identified segment of existing trail that is only gravel, it will be top -dressed with additional reclaim material as necessary, graded, and paved to provide access to the Karth Lake pump station. The trail replacement limits were extended west to the Cummings Park entrance due to damage anticipated with construction access to the Karth Lake pump station and the proposed new stormwater pond. The trails are proposed to be replaced, in kind, matching the existing trail alignments, widths, and elevations except where improvements make sense to improve drainage patterns. Due to the existing site topography, some segments of these existing trails appear Prepared by: Bolton & Menk, Inc. 2026 PMP Street & Utility Improvements 125X.137753 PROPOSED IMPROVEMENTS Page 13 to be quite steep and may not be feasible to improve to strict compliance with Americans with Disabilities Act (ADA) requirements. Additionally, ADA improvements will be implemented at two pedestrian ramp locations on the west end of Cummings Park Drive. The trail coming from the north is proposed to be realigned west to provide for a shorter and more perpendicular pedestrian crossing. The older trail pavement along the south side of Cummings Park Drive will also be replaced as part of the project (the first approximately 500-feet from Lexington Avenue). Finally, the trail segment along the south side of County Road 96 will also require replacement due to impacts from the proposed watermain work in the area. See Figure 1 in Appendix A for the proposed project layout identifying the trails to be rehabilitated and the locations of ADA pedestrian ramp improvements. H. Retaining Walls In coordination with the trail improvements, the existing three -tiered timber retaining wall near the Karth Lake pump station is proposed for replacement. It will be replaced with a modular block retaining wall or a slope/bank stabilization product and designed to mitigate undermining and erosion directly into Karth Lake. The constructability of this retaining wall improvement will be further evaluated during final design to determine impacts to the existing electric service box behind the existing wall. Depending on options, the electric service box may necessitate relocation. See Figure 6 in Appendix A for the proposed retaining wall replacement. V. STAKEHOLDER COORDINATION A. Private Utilities A private utility coordination meeting will be held with private utility companies that have facilities within the project area to understand the presence of existing overhead or underground facilities and plans for infrastructure upgrades or necessary relocations during the final design phase of the project. Based on the scope of this project primarily being a rehabilitation project, major conflicts are not anticipated but will be verified during the final design process. During coordination with these companies, the potential for coordinating fiber installations to provide home service will be discussed to minimize long-term impacts, if there are plans to provide this service. Public Involvement An online survey, posted from March to April 25, 2025, provided residents and property owners with an opportunity to provide feedback on the proposed improvements and identify information on the existing conditions within the project area. The mailing area included all properties adjacent to the proposed street improvements, as well as all properties along Karth Lake as part of the Karth Lake Improvement District (KLID) due to the considerations given to work in/along the lake. The feedback received included a lot of property specific information, but several common themes were also identified from the completed surveys. The common themes include concerns over impacts to irrigation systems, dog fences, private electric wiring, and landscaping, concerns regarding erosion over Cummings Park trails, concerns over street patches due to private sewer repairs, concerns over how the project will be assessed, existing drainage issues, interest in attracting telecom companies to install fiber internet, interest in adding street lighting, support for sediment capture BMP's prior to it entering the lake and general water quality improvements, and support for the KLID board's request for lake level monitoring/pumping Prepared by: Bolton & Menk, Inc. STAKEHOLDER COORDINATION 2026 PMP Street & Utility Improvements 125X.137753 Page 14 improvements including to the associated retaining wall, hose and control panel. The general consensus over the condition of the existing roadway pavement throughout the project area is that it is deteriorated to fair, generally showing public support for the proposed street improvements. The results of this survey were considered during the development of this feasibility report and items within the scope of the project were incorporated to address the feedback received. It should be noted that to align with city policy, potential damage to irrigation systems will be repaired as part of the project by the selected contractor, however, potential damage to dog fences is the responsibility of the homeowner to repair. A summary of the responses received from the resident survey can be found in Appendix E, with personal information redacted. Another opportunity for public involvement will be at a public open house, tentatively scheduled for November of 2025, to share the proposed project design. Feedback from the open house will be considered and incorporated into the final design as directed by city staff. A final public informational meeting will be held after the final design is better defined but prior to construction of the project. C. RCWD Grant Opportunities RCWD indicated they are supportive of the proposed Karth Lake pumping improvements to implement lake level monitoring and potential automation of the pump system. It was indicated that they would be a potential funding partner depending on what improvements are proposed for implementation and what the associated financial impact is associated with the improvements. City staff will approach RCWD again after receiving direction on the Karth Lake pumping improvements to continue discussions on potential financial support. Any potential financial support for these improvements would not be through a grant program and would be through other funding mechanisms to help support the goals of the watershed. Their support stems from a desire to help stabilize the shoreline level at 935.0 to 935.5 (as opposed to 934.0 to 936.0) which would help alleviate shoreline erosion by allowing vegetative growth to maintain and stabilize the shoreline. Existing RCWD grants are available this fiscal year and there are three improvements identified with this project that were confirmed to be eligible for application through these programs. The RCWD's Stormwater Management Grant is a 50/50 cost share with up to a $100k grant award, in total. Applications are due around mid -December with awards anticipated in Spring of 2026. This application timeline aligns well with the proposed schedule for the 2026 PMP project. The incorporation of new sump storm structures with SAFL Baffles to help trap sediment from continuing downstream and into Karth Lake is one eligible improvement for this grant. The other improvement would be the construction of a new stormwater pond to treat stormwater before entering Karth Lake (a continuation of the previously completed "Phase 1" slope stabilization project). The RCWD's Water Quality Grant opens at the beginning of the year and is available until funds run out. Given the proposed schedule for the 2026 PMP project, this may or may not be available when plans are finalized and ready for submission. If available, the replacement of the retaining wall near the Karth Lake pump station would be eligible for this grant to alleviate erosion coming from the failing wall. VI. RIGHT-OF-WAY, EASEMENTS, AND PERMITS All work on the project is anticipated to take place within existing city right-of-way or easements. Prepared by: Bolton & Menk, Inc. RIGHT-OF-WAY, EASEMENTS, AND PERMITS 2026 PMP Street & Utility Improvements 125X.137753 Page 15 However, after completing final design, it is possible that temporary easements or right -of -entries may be necessary to construct the project. For various work items, minor encroachment onto private property may be beneficial in order to achieve a better overall quality of work. It is assumed that project staff will discuss these with property owners and obtain right -of -entries on a case -by -case basis. These items include water service and curb box installation, sanitary service installation, retaining wall installation, and driveway connections. This will be evaluated in detail towards the end of the final design process to identify any temporary easement or right -of -entry needs, particularly as it relates to the work beyond the roadways. The project area is within the jurisdiction of the Rice Creek Watershed District (RCWD) and therefore requires compliance with their rules and regulations. A meeting was held with RCWD staff on May 29th, 2025 to understand how their rules and regulations apply to the proposed project. The project falls under the Public Linear Project category for Stormwater Management rules and therefore stormwater management is not required unless the project disturbs one acre or more of new or reconstructed impervious surface's underlying native soils. Being that the project is primarily a rehabilitation project and plans to leave the existing base pavement, aggregate base, and/or reclamation material in place, the disturbance to underlying native soils where impervious surface is proposed is currently calculated to be under the one -acre threshold and stormwater management permitting is not anticipated. An Erosion & Sediment Control Plan permit will be required through the RCWD associated with the project's erosion control plan. A wetland delineation was conducted during the spring of 2025 to identify the wetlands surrounding the proposed improvements and submitted to the appropriate agencies for concurrence of wetland types and boundaries. Permitting associated with anticipated wetland impacts will be submitted to the appropriate agencies for approval at the conclusion of final design and is expected to meet the conditions for a temporary impact permit associated with the Wetland Conservation Act (WCA) requirements. Karth Lake is identified as a Public Water and therefore additional permitting is required for the dewatering of Karth Lake associated with the accumulated sediment removal work, if approved. This will require, at a minimum, a Minnesota Department of Natural Resources (MnDNR) Public Waters Work Permit. Additionally, existing, adjacent wetlands have potential additional associated permitting needs related to the accumulated sediment removal work, if approved. It is recommended the project's final design scope be modified to complete the necessary topographic surveys and wetland delineations to move forward with the proposed backyard storm sewer improvement work, if approved for final design. • MPCA Construction Stormwater Permit • MDH Public Watermain Plan Review Permit • Ramsey County ROW Permit • RCWD Erosion & Sediment Control Permit (Rule D) • RCWD Floodplain Alteration Permit (Rule E) • RCWD Appropriation of Public Waters (Rule J) • WCA Permits & RCWD Wetland Alteration (Rule F) • MnDNR Public Waters Work Permit o Including confirmation of any adjustments to the city's existing permit for pumping operations due to adjusting the OHWL Prepared by: Bolton & Menk, Inc. RIGHT-OF-WAY, EASEMENTS, AND PERMITS 2026 PMP Street & Utility Improvements 125X.137753 Page 16 VII. ESTIMATED COSTS Detailed estimates of probable construction costs have been prepared for the improvements described in this report and are included in Appendix B. All costs are based on anticipated unit prices for the 2026 construction season based on actual bid prices for similar projects. Actual costs will be determined through competitive bids following the final design for the project. All estimated costs also include a 10% contingency and 27% overhead allowance for legal, engineering, administrative, and finance costs. Table 2 below contains a summary of the estimated total project costs for the recommended base project improvements, inclusive of construction costs, contingency, and overhead allowance. Proposed Improvements Table Residential Mill & Overlay Areas 2 — Estimated Residential Reclamation Areas Base Project Industrial Reclamation Areas Costs Trails & Retaining Wall Karth Lake Total Project Costs Streets $163,000 $1,229,000 $401,000 - - $1,793,000 Storm Sewer $55,000 $148,000 $13,000 - - $216,000 Sanitary Sewer $23,000 $152,000 $11,000 - - $186,000 Watermain $49,000 $344,000 $74,000 - - $467,000 Trails - - - $248,000 - $248,000 Karth Lake - - - - $179,000 $179,000 Total Project Costs $290,000 $1,873,000 $499,000 $248,000 $179,000 $3,089,000 One design alternate was evaluated as part of the preliminary design for the potential removal of accumulated sediment at five delta locations in Karth Lake. Also, three options were evaluated for improvements to the Karth Lake pump system to better monitor the lake level and possibly automate the pump operations. A summary of the estimated project costs associated with the design alternate and the estimated project costs associated with the three design options is presented in Table 3 below (includes 10% contingency and 27% overhead). Alternate Project Costs Proposed Improvements Karth Lake Total Construction Costs Alternate 1 - Karth Lake $575,000 $575,000 Sediment Removal Option 1— Karth Lake Pump $14,000 $14,000 System Improvements Option 2 — Karth Lake Pump $112,000 $112,000 System Improvements Option 3 — Karth Lake Pump $500,000+ $500,000+ System Improvements It is planned to bid the project with a bid alternate for the Karth Lake dredging work and the Karth Lake pump system improvements, if approved. This will allow flexibility to include or remove these work items from the project based on the actual prices bid by the contractor to complete the work. Prepared by: Bolton & Menk, Inc. 2026 PMP Street & Utility Improvements 125X.137753 ESTIMATED COSTS Page 17 VIII. FUNDING & ASSESSMENTS Assessments for street improvement costs are proposed to be levied to benefiting properties as outlined in Minnesota Statute 429 and the City of Arden Hills Assessment Policy. A preliminary assessment roll was compiled for all adjacent benefitting properties per the City's assessment policy and is included in Appendix C. Identified properties were proposed to be assessed at a calculated assessment rate of 50% of the street project costs for residential properties and 70% of the street project costs for commercial/industrial properties. The street project costs were split between mill & overlay improvements and reclamation improvements for each property zoning classification. To determine properties eligible for assessment, each property's frontage and access to the street(s) proposed for improvements were evaluated (including access via private roads and shared driveways, specifically in the case of Cummings Park Drive). As indicated in the City's assessment policy, properties with frontage abutting a street identified for improvement shall be assessed on a unit basis at the calculated assessment rate, however, corner lots shall be assessed on the street that is used for the mailing address. Further, "the City Council shall retain the right to review each project on its own merit and deviate from any portion of the Assessment Policy Manual, as it deems proper. These deviations may occur in unique situations or where application of the policy produces unfair or undesirable results. The residential equivalent assessment rate shall be determined by the City Council." The project area includes a few unique property situations as it relates to the city's assessment policy. Five of the industrial properties identified for assessments have access to Cummings Park Drive, either directly, from a private road, or from a shared driveway, but do not have a Cummings Park Drive address. Further, one of these properties has alternative access options to County Road F. Each of these properties have been included in the assessment calculations but the City Council should specifically evaluate these properties, in addition to the project as a whole, to determine if the City's assessment policy was accurately applied. Assessments for the proposed street improvements were calculated using the Residential Equivalent Unit (REU) method as outlined in the City's assessment policy. Each property eligible for assessment was identified as either a residential mill & overlay property, residential reclamation property, or industrial reclamation property based on the proposed street improvement classification and the associated property zoning. The assessable costs for each improvement/zoning category were divided by the number of eligible REU's to determine an assessment rate for each improvement/zoning category. Calculations for the estimated assessment rates are provided below: Residential Mill & Overlay Areas 50% Estimated Street Project Costs = $81,500 Residential Equivalent Units = 21 Calculated Assessment Rate = $3,880 per REU Residential Reclamation Areas 50% Estimated Street Project Costs = $614,500 Residential Equivalent Units = 105 Calculated Assessment Rate = $5,850 per REU Prepared by: Bolton & Menk, Inc. 2026 PMP Street & Utility Improvements 125X.137753 FUNDING & ASSESSMENTS Page 18 Industrial Reclamation Areas 70% Estimated Street Project Costs = $280,000 Residential Equivalent Units = 334 (assumes 3 REU's per Acre) Calculated Assessment Rate = $840 per REU To ensure the calculations resulting from the application of the City's assessment policy are in line with an appraiser's opinion of benefit to the properties in each improvement/zoning category, the City enlisted the services of Nagell Appraisal & Consulting to conduct a general benefit appraisal on the properties throughout each unique project area. The general benefit appraisals are included in Appendix D. The general benefit appraisals resulted in a range of benefit values for each improvement/zoning category, as indicated below: Residential Mill & Overlay Areas SF Residential Non -Lakefront Lot Benefit Appraisal Assessment Rate = $3,000 to $4,000 per REU SF Residential Lakefront Lot Benefit Appraisal Assessment Rate = $4,000 to $5,000 per REU Residential Reclamation Areas SF Residential Non -Lakefront Lot Benefit Appraisal Assessment Rate = $8,000 to $10,000 per REU SF Residential Lakefront Lot Benefit Appraisal Assessment Rate = $9,000 to $11,000 per REU Industrial Reclamation Areas Office/Industrial Benefit Appraisal Assessment Rate (up to 5 Acres) _ $0.15 to $0.25 per SF Office/Industrial Benefit Appraisal Assessment Rate (exceeding 5 Acres) _ $0.02 to $0.05 per SF Since the assessment rates calculated based on the City's assessment policy fell within or below the assessment rate range for each improvement/zoning category, it is proposed to maintain the assessment rates calculated based on the City's assessment policy for the project, or as directed by the City Council. See Figure 2 through Figure 4 in Appendix A for the assessable properties map that correlates with the parcel numbers on the preliminary assessment roll. The project costs for the remaining street costs and for the storm sewer, sanitary sewer, watermain, trails, and Karth Lake improvements will be the cost responsibility of the City. Proposed project funding sources are a combination of the City's Permanent Improvements Revolving (PIR) fund, utility funds, special assessments for street improvements, possible grant funds if grant applications are successful, and the potential for KLID participation. The proposed project assessments and funding summary are based on preliminary estimated project costs for the recommended base project improvements. These costs may be revised at the time of the final assessment hearing depending on the final design of the project, required right- of-way and/or easements, soil conditions, bids received, and actual work performed. The assessments are proposed to be assessed over a 10-year period at an interest rate to be set by the City Council. A summary of the funding breakdown, exclusive of design alternates/options and assuming the total assessments amount is based on the calculated assessment rates, is presented in Table 4 below. Prepared by: Bolton & Menk, Inc. FUNDING & ASSESSMENTS 2026 PMP Street & Utility Improvements 125X.137753 Page 19 Table•Funding• Funding Source • Project Total Cost PIR Fund $1,110,000 Assessments $931,000 Utility Fund — Sanitary Sewer $186,000 Utility Fund — Water $467,000 Utility Fund — Surface Water Management $395,000 Total $3,089,000 IX. PROJECT SCHEDULE The proposed project schedule is shown below: Feasibility Public Survey............................................................................................ March -April 2025 Council Work Session for Direction on Preliminary Design *........................................... June 23, 2025 Accept Feasibility Report and Order Public Improvement Hearing*...............................July 14, 2025 Public Improvement Hearing* ....................................................... July 28, 2025 Order Improvements and Authorize Preparation of Plans and Specifications* .............. July 28, 2025 Public Open House .................................. November 2025 Approve Final Plans & Specifications and Authorize Advertisement for Bids* ...............January 2026 Bid Opening .......................... .....................................................February 2026 Accept Bids and Order Public Assessment Hearing* .....................................................February 2026 Public Open House .........................................March 2026 Public Assessment Hearing/Adopt Assessment Roll/Award Construction Contract* .......March 2026 Construction Begins........................................................................................................... Spring 2026 Construction Substantial Completion.....................................................................................Fall 2026 City Certifies Assessments to County.......................................................................... November 2026 * City Council Meeting Prepared by: Bolton & Menk, Inc. PROJECT SCHEDULE 2026 PMP Street & Utility Improvements 125X.137753 Page 20 X. CONCLUSION This report has been prepared to investigate the potential for rehabilitating the roadways in the 2026 PMP Street & Utility Improvements project areas and associated work. This report identified the recommended improvements to the infrastructure, provided estimated costs of the recommended improvements, and identified applicable funding to finance the improvements. From an engineering standpoint, this project, as proposed, is feasible, cost effective, and necessary and it can best be accomplished by letting competitive bids for the work. It is recommended that the work be done under one contract in order to complete the work in an orderly and efficient manner. The City and the persons assessed will have to determine the economic feasibility of the proposed improvements. Prepared by: Bolton & Menk, Inc. CONCLUSION 2026 PMP Street & Utility Improvements 125X.137753 Page 21 NEW BUSINESS -11A '!Tt -AEN HILLS MEMORANDUM DATE: July 28, 2025 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, City Administrator FROM: Elena Fransen, AICP, Senior Planner SUBJECT: Planning Case #25-005 — Public Hearing Required Applicant: Brett Foss Property Location: 3529 Lexington Avenue N — Arden Plaza Request: Planned Unit Development Amendment Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider: Motions to approve, table, or deny the following: Planning Case 25-005 and the adoption of Resolution 2025-051 for the Arden Plaza Planned Unit Development Amendment for a Class I thrift store at 3529 Lexington Avenue North. Approval of a PUD Amendment requires an affirmative vote of four councilmembers. Background 1. Overview of Request The Applicant is proposing to amend the Arden Plaza PUD to allow for a Class I thrift store use and the operation of the thrift store business, Odds & Ends Again within Building #5 at the Subject Property. The Applicant is proposing that Odds & Ends Again be allowed at the Subject Property as a Class I thrift store as defined in the Zoning Code and provided for in the criteria in Section 1325.046 Thrift Store Additional Criteria. In the May 27 City Council approval, a Class I thrift store was added as an allowed use within the B-2 General Business Zoning District, the underlying zoning district of the Subject Property. Page 1 of 3 Approvals 1. Planned Unit Development Amendment The site currently has a PUD. Arden Plaza, as a PUD, the basic underlying zoning district establishes the allowable uses and the general standards for the Arden Plaza development and the approved PUD plan establishes the specific regulations for development and shall govern and take precedence over the underlying Zoning District regulations. The Arden Plaza PUD establishes retail sales as the permitted use for Building #5. Due to this language in the PUD Development Agreement, a PUD Development Agreement Amendment is required to allow for other uses at the Subject Property. The Applicant is proposing an amendment to the PUD Development Agreement to allow for a Class I thrift store use within Building #5 of the PUD. Findings of Fact The Planning Commission reviewed this application at their July 9, 2025, meeting and have offered the following findings of fact for your consideration: 1. Brett Foss has requested approval of a Planned Unit Development Amendment to the Arden Plaza Master PUD to allow for a Class I thrift store use at 3529 Lexington Avenue, located within Building #5 of the Master PUD. 2. The original Master PUD for the development was approved in Planning Case #09-011. Subsequent PUD Amendments were approved in Planning Case # 11-016, Planning Case #15-002, and Planning Case #15-016. 3. The original Master PUD established retail sales and services as the permitted use for Building #5. 4. A Planned Unit Development Amendment is required to allow for a thrift store use in Building #5 of the PUD. 5. A Class I thrift store may be permitted if they meet the conditions for all thrift stores, conditions in the thrift store, Class I definition and the thrift store, Class I conditions. 6. The applicant has demonstrated that the proposed tenant space is located within a multi - tenant building and is under 7,000 square and less than 20 percent of the total multi -tenant building square footage, meeting the definition of a Class I thrift store. 7. The applicant has submitted materials with their request to demonstrate that the proposed thrift store use would comply with the Zoning Code requirements. 8. A public hearing for a PUD Amendment request is required before the request can be brought before the City Council. 9. The Planning Commission held a public hearing for this land use application on July 9, 2025. Options and Motion Language The Planning Commission reviewed this application at their July 9, 2025, meeting. At that time, they recommended approval with conditions of the land use application for a Planned Unit Development Amendment to the Arden Plaza PUD by a 6-0 vote. The following are motion language options for the City Council to consider. Page 2 of 3 • Approval with Conditions: Motion to approve with conditions Resolution 2025-051 for Planning Case 25-005 for a PUD Amendment to the Arden Plaza PUD at 3529 Lexington Avenue, based on the findings of fact and the submitted plans, as amended by the conditions in the July 28, 2025 Report to the City Council: 1. The PUD shall continue to abide by the conditions of all previous Master PUD Agreements, permits, and reviews, except as hereinafter amended for Building 5. 2. A PUD Amendment shall be prepared by the City Attorney and subject to City Council approval for the Development. 3. Prior to issuance of the business license, the PUD Amendment shall be recorded with the Ramsey County Recorder's Office. 4. A violation of any condition set forth in the approval shall be violation of this Code, and shall be cause for revocation of the approval. 5. The PUD Amendment shall allow for a combination of retail sales and services and Class I thrift store use in Building #5 of the PUD, subject to the Zoning Code use definitions and requirements. Class I thrift store uses in Building #5 shall not exceed 7,000 square feet or 20 percent of the building square footage in the multi -tenant building, whichever is lower. 6. The project shall be completed in accordance with the submitted plans as amended by the conditions of approval. Any significant changes to these plans, as determined by the Community Development Director, shall require review and approval by the Planning Commission and City Council. • Approval as Submitted: Motion to approve as submitted Resolution 2025-051 for Planning Case 25-005 for a PUD Amendment to the Arden Plaza PUD at 3529 Lexington Avenue, based on the findings of fact and the submitted plans in the July 28, 2025 Report to the City Council. • Denial: Motion to deny Planning Case 25-005 for a PUD Amendment to the Arden Plaza PUD at 3529 Lexington Avenue, based on the following findings: findings to deny should specifically reference the reasons for denial and why those reasons cannot be mitigated. • Table: Motion to table Planning Case 25-005 for a PUD Amendment to the Arden Plaza PUD at 3529 Lexington Avenue: a specific reason and information request should be included with a motion to table. Deadline for Agency Actions The City of Arden Hills received the completed application for this request on June 20, 2025. Pursuant to Minnesota State Statute, the City must act on this request by August 18, 2025 (60 days), unless the City provides the petitioner with written reasons for an additional 60-day review period. With consent of the applicant, the City may extend the review period beyond the initial 120 days. AttaehmPntc A. Draft Resolution 2025-051 B. Presentation Page 3 of 3 Attachment A it EN HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2025-051 RESOLUTION APPROVING A PLANNED UNIT DEVELOPMENT AMENDMENT FOR THE SUBJECT PROPERTY AT 3529 LEXINGTON AVENUE NORTH WHEREAS, City Staff received a complete land use application from Brett Foss (the "Applicant") for 3529 Lexington Avenue North ("Subject Property") for a Planned Unit Development Amendment to the Arden Plaza Development Agreement on June 20, 2025; WHEREAS, the Subject Property is located in the B-2 — General Business Zoning District and is guided as Community Mixed Use in the Land Use plan; WHEREAS, a Master and Final Planned Unit Development was approved by the City Council on July 13, 2009; WHEREAS, the approved Master and Final Planned Unit Development established the permitted use of the Subject Property as retail sales and services; WHEREAS, the Planned Unit Development was amended in Planning Case 11-016, Planning Case 15-002, and Planning Case 15-016; WHEREAS, the Applicant is proposing a Planned Unit Development Amendment to allow for a Class I thrift store at the Subject Property; WHEREAS, the City Council directed Staff to prepare a Land Use Application Public Policy Notification to notify all property owners within 1000 feet of Subject Property when a request for the Planning Commission is to occur related to a land use application that requires a public hearing; WHEREAS, the City's obligation has been met where the Arden Hills Planning Commission duly held a public hearing on July 9, 2025. All persons present at said meeting were given an opportunity to be heard and present written statements; and WHEREAS the Planning Commission considered the Applicant's request for a Planned Unit Development Amendment and, as such voted 6-0 in favor of recommending approval with conditions. To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. 1 NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF ARDEN HILLS: Hereby adopts Resolution 2025-051 approving Planning Case 25-005 for a Planned Unit Development Amendment at the Subject Property 3529 Lexington Avenue North to allow for a Class I thrift store use. BE IT FURTHER RESOLVED that City Council approves Planning Case 25-005 for a Planned Unit Development Amendment on the Subject Property 3529 Lexington Avenue North, based on the findings of fact and the submitted plans in the July 28, 2025 Report to the City Council, as amended by the following conditions: 1. The PUD shall continue to abide by the conditions of all previous Master PUD Agreements, permits, and reviews, except as hereinafter amended for Building 5. 2. A PUD Amendment shall be prepared by the City Attorney and subject to City Council approval for the Development. 3. Prior to issuance of the business license, the PUD Amendment shall be recorded with the Ramsey County Recorder's Office. 4. A violation of any condition set forth in the approval shall be violation of this Code, and shall be cause for revocation of the approval. 5. The PUD Amendment shall allow for a combination of retail sales and services and Class I thrift store use in Building #5 of the PUD, subject to the Zoning Code use definitions and requirements. Class I thrift store uses in Building #5 shall not exceed 7,000 square feet or 20 percent of the building square footage in the multi -tenant building, whichever is lower. 6. The project shall be completed in accordance with the submitted plans as amended by the conditions of approval. Any significant changes to these plans, as determined by the Community Development Director, shall require review and approval by the Planning Commission and City Council. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 28tb DAY OF JULY, 2025. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. 2 Attachment B Y r4 , y A oil � �,a' ,�. 1 � ��?�� j- f 1y'�• �:+ �.. 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Public Works Director / City Engineer Brad Fisher, Bolton & Menk Project Manager SUBJECT: Resolution 2025-052 Ordering Improvement and Preparation of Plans and Specifications for the 2026 PMP Street and Utility Improvements Project Budgeted Amount: Actual Amount: Funding Source: $3,300,000 $3,089,000 PIR, Special Assessments, (Proposed 2026 CIP) (Feasibility estimate) Utility Funds, RCWD Grant Council Should Consider Motions to approve, table, or deny the following: • Adopting Resolution 2025-052 Ordering Improvement and Preparation of Plans and Specifications for the 2026 PMP Street and Utility Improvements Project. Backaround/Discussion Following the public hearing under agenda item No. lOB, the next step in the project delivery process is to approve a resolution ordering the improvements and the preparation of plans and specifications for the 2026 PMP Street and Utility Improvements Project. The resolution document provided in Attachment A would order the improvements and plans in accordance with the recommendations provided in the project feasibility report. Attachments Attachment A: Resolution 2025-052 Page 1 of 1 Attachment A �ENHILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2025-052 A RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS FOR THE 2026 PMP STREET AND UTILITY IMPROVEMENTS PROJECT WHEREAS, on July 14, 2025, the City Council adopted Resolution 2025-047, ordering a public hearing on the proposed improvement of the following streets: • Karth Lake Drive from the west cul-de-sac to Pleasant Drive • Pleasant Drive from Amble Drive to the north cul-de-sac • Pleasant Circle from the west cul-de-sac to Lexington Avenue (CSAH 51) • Amble Drive from Karth Lake Drive to Lexington Avenue • Amble Circle from Amble Drive to the north cul-de-sac • Karth Lake Circle from Hamline Avenue (CSAH 50) to the south cul-de-sac • Cummings Park Drive from the west cul-de-sac to Lexington Avenue and; WHEREAS, ten days mailed notice and two weeks published notice of the hearing was given, and the hearing was held on July 28, 2025, at which time all persons desiring to be heard were given an opportunity to be heard thereon. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: 1. Such improvement is necessary, cost-effective, and feasible as detailed in the feasibility report. 2. Such improvements are hereby ordered as proposed in the Council resolution adopted July 14, 2025 and recommended in the project feasibility report. The City of Arden Hills Engineering Department, with assistance from the City's selected consultant engineer, is hereby designated as the engineer for this improvement. The engineers shall prepare plans and specifications for the making of such improvement. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 28Tn DAY OF JULY, 2025. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills. org and clicking on Archived Documents under Helpful Links on our main webpage. 2