HomeMy WebLinkAboutCCP 05-20-1996
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.'- AGENDA
ARDENIDLLS CITY COUNCIL WORKSESSION
. PUBLIC WORKS BUILDING LUNCHROOM
MONDAY, MAY 20,1996,4:30 P.M.
. 4:30 P.M. 1. Call to order/roll call
4:30 P.M. 2. Roundtable Discussion
. a. Committee Reports
b. Department Head Reports
c. Administrator Reports
. d. Council Member Reports
5:15 P.M. 3. Education Update
. a. City Managers' Conference
b. Other
. 5:20 P.M. 4. City Issues - Short Term
a. Audit Findings
I. b. 1997 Budget
5. City Issues - Long Term
6:30 P.M.
. a. Community Survey
b. Newsletter Committee
c. Use of Community Fund
. d. Facilities
7:25 P.M. 6. Miscellaneous Items
. 7:30P.M. 7. Adjourn
. The above times may vary depending upon length of issue discussion.
I Mav Meetinp .June Meetbu'!i:
May 8 - Planning Commission, 7:30 P.M. JWle 7 - Planning Commission, 7:30 P.M.
May 8 - Human Rights Committee - 7:30 P.M. June 10 - CouncD Meeting, 7:30 P.M.
May 13 - CouucD Meeting -7:30 P.M. June 12 - Human Rights Committee -7:30 P.M.
. May 15 - Economic Dev. Committee - 8:00 A.M. June 15 - Public SafelylWorks - 7:30 P.M.
May 16 - Public Works\Safely - 7:30 P.M. June 17 - Counc11 Worksession - 4:30 P.M.
May 20 - CouDcD WorksessioD - 4:30 P.M. JWle t9 - Economic Dev. Committee - 7:30 P.M.
. May 21 - PlIJ:k & Roc. Committee - 7:00 P.M. June 24 - Counc11 Meeting - 7:30 P.M.
May 23 - Finance Committee - 7:30 P.M. June 27 - Finance Committee - 7:30 P.M.
May 28 - Council Meeting -7:30 P.M. June 27 - Park & Rec. Committee - 7:00 P.M.
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.. CITY OF ARDEN HILLS
MEMORANDUM
. . DATE: May 17,1996
. TO: Mayor and City Council
Brian Fritsinger, City Administrato~
. FROM:
SUBJECT: Administrator Comments for May 20, 1996 Council Worksession
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1. Agenda Items
. a. Roundtable Discussion
Individuals in attendance may have an update on the sub-categories identified.
I b. Education Update
. Individuals may have an update on any recent training or meetings which were
attended.
It c. City Issues - Short Term
1. Audit Findings
Representatives of Abdo Abdo & Eick may be present to discuss the
. results ofthe 1995 Audit. One of the items to be addressed by AA&E is
the amount of hours worked by the Code Officer position. The Council
may recall that during the Council/Staff Retreat, it discussed this issue. I
. would like some additional time to analyze this situation and discuss it in
more depth at a later date.
I 2. 1997 Budget
Staff would like the Council to begin review of the 1997 Budget. This
first meeting should focus on the proposed schedule of events, 1997 CIP,
. and any target levy or budget parameters the Council may wish to
establish. Additional CIP information will be available at the meeting.
. d. City Issues - Long Term
1. Communitv Survev
. Staff would like the Council to consider the Community Survey which
was budgeted for completion in 1996. The timing may be appropriate to
begin this process now.
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~. Admin. Comments for May 20, 1996 Council Worksession
Page 2
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2. Newsletter Committee
I Councilmember Aplikowski has held one meeting with citizens interested
in serving on a newsletter committee. Councilmember Aplikowski would
I like to update the Council on her efforts and review the goals for the
Committee and publication of the newsletter. I would like the Council to
consider broadening the involvement of the committee to include other
I communication efforts.
3. Use of Community Services Fund
I One of the topics Staff has discussed with the Council in the past is the use
of the Community Services Fund proceeds. There has been concern
expressed by Staff and charitable gambling organizations as to the use of
I these funds. Mr. Post has provided some information about the City of
Roseville's approach to the funds. I do not necessarily believe a
foundation is necessary but do believe the Council should establish some
I policy on the types of projects which would qualify for funds. Based on
this initial discussion, I would like some direction from Council which
Staff can then use to formulate this policy.
.. 4. Facilities
If time permits, I would like to briefly review the status of the new
I facilities project. The Council may wish to consider the appointment of a
task force to assist with these efforts. Input from the Community Survey
I should be beneficial to determining the need for a task force.
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I CITY OF ARDEN HILLS
MEMORANDUM
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DATE: May 15, 1996
I TO: Mayor and City Council
Brian Fritsinger, City Administrator@
FROM:
I
SUBJECT: 1997 Budget Process
I Attached the Council will find several documents related to the 1997 Budget Process. I realize
I that we just finished the 1996 process, but it is time to start outlining the issues and preparing for
the 1997 Budget.
I Budgct Calendar
The first document attached is the proposed 1997 Budget Planning Calendar. This document is
intended to be used to plan for all upcoming meetings and hearings related to the 1997 Budget.
I The Council may wish to consider holding budget discussions prior to regular scheduled Council
Meetings in addition to or in place of some of these dates.
Ie 5 Year Capital Improvement Pro!!ram
The second budget related document relates to the 1997-200 I Capital Improvement Plan (CIP). I
I have revised this process somewhat in that I will be asking Department Heads to provide more
detailed written rational as to the need for CIP items. This should allow for more in-depth
analysis on whether or not some equipment should be purchased. It also includes more specifics
. in the area of road/park/infrastructure improvements. For this meeting I have asked the
Department Heads to prepare only a draft 1997 CIP. A full CIP will be discussed at the June 17,
1996 meeting.
I 1997 Budget Target/Parameters
To begin preparation of the 1997 Budget, Staff has historically received some preliminary
I direction from Council in the area of percentage increase or areas/projects which should or
should not be included in the budget. In considering these parameters, the Council should be
aware of the following items:
I 0 Local 49 base salary increase of 3%
0 Sheriff proposed increase of 6.IS%
I 0 Estimated HACA increase of$3,134 ($90,SI7 total)
0 Estimated LPA of$10,577 (new revenue source)
1 0 No Elections
0 Possible 1997 or 1998 Property Tax Reform or Freeze
~ 0 Possible changes in CIl class rates (reduction)
Recommended Action
To determine Council target budget and schedule of meetings.
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CITY OF ARDEN HILLS .-
MEMORANDUM
DATE: May 14, 1996 -
TO: Department Heads I
FROM: Brian Fritsinger, City Administrato~ .
Terry Post, City Accountant
SUBJECT: 1997 Budget Planning Calendar -
As in past years, the first review of the Preliminary 1997 Budget will occur at the May Council I
W orksession. The following calendar should be used by each department to prepare for the 1997
Budget.
Tentative 1997 Budget Planning Calendar I
Date Planning Process Item I
May 20, 1996 * Council/Staff discuss parameters/target budget
Preliminary CIP/schedulelBaseline Budget reviewed ..
June 17, 1996 * Finalize CIP/Staffing/EDAlGBD
July 15, 1996 * First cut of proposed budget I
August 19, 1996 * Second cut of budget with input from July meeting I
September 9,1996 * Modify budget as required from August meeting
Before Sept 15, 1996 * Council Adopts Preliminary Levy and the Preliminary -
Levy is certified to Ramsey County
November 18, 1996 * Budget update/Preview TINT Materials -
** On or Around Dec 2, 1996 * Truth-in-Taxation (TINT) Public Hearing I
** December 9, 1996 * Council Adopts Final Levy and 1997 Budget
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December30, 1996 * The final levy is certified to County
** Dates for the Truth-in-Taxation meetings are dependent upon other jurisdictions' I
scheduled hearing dates. ~
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. CITY OF ARDEN HILLS
.- MEMORANDUM
DATE: May 9,1996
. TO: Department Heads
I FROM: Brian Fritsinger, City Administrator @)
SUBJECT: Preparation of5 Year Capital Improvement Plan
I
Attached the Department Heads will find the current 5 Year Capital Improvement Plan which
I was completed in 1995. You should use this document as a base point for discussions on the
development of a new plan for 1997-2001.
I Also attached is a new form I would like to see used for this year's Capital Improvement Plan
process. The idea behind this form is to provide more specific rationale behind specific requests
I for projects. 1 believe this process will allow for a better mechanism on funding sources and to
get away from specific cyclical issues for replacing equipment. The idea of scheduling the
replacement of vehicles and equipment on a regular basis is important. However,judgement
-- should be used as to the need for replacing a piece of equipment. The attached form requires
some analysis of the condition of the item which should allow for the use of discretion.
I For 1997, the Department Heads should be sure to incorporate specific changes on projects
proposed by Ramsey County, Pavement Management Projects, Park Improvements and other
issues. I believe the form is self-explanatory as to what information I am seeking. The one area I
I want to give some direction is the "Number" section. This area is to be used to correspond to the
summarized CIP for reference purposes. Each item/project should be given a number by
following the format described below:
I Number Proiect Area
97-100 thru97-199 Administration - Equipment
97-200 thru 97-299 Administration - Projects
I 97-300 thru 97-399 Public Works - Equipment
97-400 thru 97-499 Public Works - Projects
. 97-500 thru 97-599 Parks - Equipment
97-600 thru 97-699 Parks - Projects
I Because of the relatively short period of time before the May 20, 1996 meeting, I would request
that you only prepare for the 1997 portion of the CIP for that meeting. I do expect that each
department will have completed its proposal for the full five year period for the June 17, 1996
I meeting. Terry and I will try to meet with each of you over the next ten days so you can prepare
for the May 20th meeting. In the interim, let me know if you have any questions.
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DEPARTMENT PROJECT TITLE NU;';IBER 5 YEAR COST I
SCHEDULED PROJECT ACTIVITY
rUi'iDI:'iG SOl"RCE 1991 1998 1999 2000 :WO\ FlTURE .
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LOCA TlOIi
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DESCRIPTIO.":
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JUSTIFICATION: I
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CURREIiT ST A TUSIPROJECTED SCHEDULE: I
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RELATIONSHIP TO EXISTf.'iG PLA:-;S AND OTHER PROGRA~IS: I
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( ..
~. CITY OF ARDEN HILLS
MEMORANDUM
I DATE: May 17, 1996
I TO: Mayor and City Council
I FROM: Brian Fritsinger, City Administrator~
SUBJECT: Community Services Fund Spending Policy
I Background
I The City of Arden Hills has no general policy for expenditures from the Community Services
Fund. The Community Services Fund derives its revenue from 10 percent net profit
contributions from licensed charitable gambling organizations operating within the City.
I Past practice has been to use the Community Services Fund largely to subsidize operating losses
of the Program Fund. In addition, the Community Services Fund has been utilized to fund
I various City Hall capital improvement projects.
Attached the Council will find the agreement utilized by the City of Roseville. Mr. Post spent
.. time with Roseville and discussed this mechanism. Roseville created a Foundation to distribute
charitable gambling proceeds. This Foundation has a diverse membership and serves to insulate
the Roseville Council from any perceived influence in the grants process.
I I do not necessarily believe that the creation of a Foundation is necessary in the City of Arden
Hills. I do, however, believe that a policy should be implemented which broadens the use of the
I funds in the Community. This policy should address the disbursement process and recipients of
these funds.
I Disbursements
The City currently has no mechanism to determine how, when, or to whom disbursements would
I be made.
Possible Recipients
I The Council may wish to consider a variety of project types or organizations which could qualify
for these funds. These could include youth athletic organizations, community events, schools,
community projects. I believe the overall use of the funds should focus on projects which clearly
I benefit the community of Arden Hills.
Reauested Action
I Staff would seek Council input as to the use of the Community Services Fund and any direction
it may have as to the development of a policy on the disbursement of these funds.
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ell Y Ur rU)t \J 1 LLt -hurl I~L:blL-4jU-~L(O reo ...:...: 'jo i0:UC NO.uu2 r.U2 .""
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Amended Agree~ent -'
Bs~abliBhing ~he R050ville Community Fund
,
Thi6 Amended Agreement made this Ji.<J day of a~ C~<A. ./, ,
1994, by and between the City of Roseville (the Donor) and the
North Suburban Community Foundation, a Minnesota no~rofit
corporation (the Trustee), effective as of.. '0;. 'i' (jJ" "/../A. 1994.
Whereas, the Donor desires to e6tablish, and the Trustee is I
willing to hold and administer, a charitable fund to be known as I
the Roseville Community Fund (the Fund), it is agreed as follows:
l. The Trustee will hold and administer all property which the
Donor or any other person or organization contributes to the Fund ,
in accordance with the provisions of this Amended Agreement and
the charitable purposes of the Trustee contained in its Articles
of Incorporation, all of which provisions and amendments are
hereby incorporated by reference. I
2. One half of the proceeds from lawful gambling received from
the Donor shall be held and maintained by the Tru~tee as a I
permanent endowment.
Subject to paragraphs 3, 4, and 5, the Trustee shall make
available one half of the proceeds from lawful gambling received ..
from the Donor and the income from the endowment for allocation.
3. Unless amended Or changed by the Donor, a Donor Advisory Board
(the D.A.B) shall be established to represent the Community of I
Roseville on behalf of the City Council. The D.A.B. shall
evaluate and recommend to the Trustee the distribution of monies
from the Fund for the benefit of the Community of Roseville. ,
A. The D.A.B. shall be made up of the following membership
and shall be governed under by~laws and rules as set out by I
resolution passed by the Trustee:
Youth Athletic organizations 2
Schools 1 I
Chamber of Commerce 1
Non-athletic 501 (C) 3 organization's 2
Roseville City Manager or designee 1
Clergy 1 ,
North Suburban Community Foundation 3
Fraternal organizatione 1
Service Clubs 1 I
B. As further required by the City Council of the City of
Roseville, at least 5 members of the D.A.9 must be female.
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L hl y u" r,U-~t. V lLLt -HLJI'1 I cL ;tJl":::-4'jL)-":':::I-t, r-etJ L~ ':'0 lc:uo r~o.uu,,::: Y.U~
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~ C. The Trustee shall follow the recommendation of the
D.A.B.to the extent possible and appropriate, so long as the
charitable use is a qualified exempt purpose under the Internal
Revenue Code, is of primary benefit to the Community of
Roseville, and is in accordance with lawful purposes of Minnesota
State Gambling Statutes.
I 4. Unlass agreed to otherwise the Trustee shall
· continue to meet full IRS requirements for a
I tax-exempt foundation.
· provide administration including legally required
reports, proper banking and investment, administrative controls
I and an annual independent audit.
· inveet no les6 than 75% of the Roseville Community
Fund's endowment and other available funds in investments as
I permitted under (M.S. 475.66)
· provide administrative oversite to the D.A.B.
I · provide quarterly or other such reports to be made to
the City Council including participating in an annual meeting
with the Council.
I 5. If the D.A.B. does not recommend allocation of the monies from
this Fund to the Trustee by the close of the Trustee's fiscal
.. year, the Trustee reserves the right to distribute any
unallocated funds. All eligible funds must be allocated by the
Trustee within 120 days after the close of the Trustee fiscal
year in accordance with Section 3 of this Amended Agreement.
I 6. The Trustee shall be paid an administrative fee in accordance
with the policies adopted by the Trustee and amended from time to
I time.
A. Such fees not to exceed three percent (3%) per annum on
the first $500,000 of all Fund assets, 1% on all Fund assets over
I $500,000.00, plus 1% of all grants paid from the Fund. Asset
value shall be based on the average of the annual market value
computed on a quarterly basis.
I B. In addition, the Fund shall pay for a pro-rata share of
the annual audit fee.
I C. The Fund Shall provide for any legal fees incurred as a
result of any action filed against the Trustees acting in their
capacity as Trustees, or against the members of the D.A.B. acting
in their advisory role.
I 7. The Trustee may commingle the assets of the Fund with the
assets of any other fund or funds which the Trustee holds and
I administers, provided that the separate identity of the new Fund,
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CITY OF ROSEVILLE-ADM TEL:612-490-2276 feb 22 96 16;0? No.002 P.04
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and the distributions therefrom, are at all times maintained. ~
e. All records of the Fund shall be open for public inspection
during reasonable hours.
9. This Amended Agreement may be terminated by either party upon
a 180 day written notice. All unallocated assets, including the I
endowment fund, shall be distributed to a community foundation
with similar purposes as the Trustee.
IN WITNESS WHEREOF, the parties hereto have executed this I
Amended Agreement as of the date written above.
North Suburban Community Foundation I
By ,_h,/"-,,,!-, ,.a..-.7))tC. M.Jl. ~ I
ItS(j\~..IJ "~ I
City of Roseville I
C~
By ..
Its ~ <Y)o.<D.~
Subscribed and sworn to before me this I
28th day of October, 1994.
\~1k.~.d.Uk-. 0. rJk.a~ I
.o!,M",,^^^,,~
I . "'bI MAROH I. J. OI.f:.",1 I
~':~;'~>r I~C1:lARY pueLl(-~>'IN.jl:~OTA,
"~~i ANOKA COUNTY I
--.' My -::_. EiqIiF" s.pl. ~. n'il
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I. CITY OF ARDEN HILLS
MEMORANDUM
I DATE: May 14, 1996
I TO: Mayor and City Council
I FROM: Brian Fritsinger, City Administrat~
SUBJECT: Arden Hills Community Survey
I
Background
I Over the last year, the Council has expressed an interest in conducting a comprehensive
community survey. A number of the community issues which have arisen over the past months
I have caused me to reconsider the completion of this survey.
After considering this further, I am convinced that now would be an appropriate time to proceed
I with this survey project. First, it is important that the Council have reliable data to assist the City
in charting a course for future policy and budgetary decisions. As we respond to the challenges
of serving our community, there is a need to reevaluate the community profile and what
.. expectations the residents may have for the City.
It appears that community needs and perceptions have changed dramatically over the past few
I years. The survey would present the Council with an opportunity to determine if recent praise
and/or criticisms are valid. It may also help determine the public interest and support of a
number of the issues discussed at the Council/Depart. Head Retreat.
I I do not think there are any timing issues which impact the need to complete the survey.
However, a late summer completion date may help with some of the City Hall and 1997 budget
I considerations.
I The cost of the survey will vary depending on the length and complexity of the form. The
Council budgeted several thousand dollars in 1996 to complete this survey.
I Reouested Action
To determine Council support for soliciting proposals for a community survey.
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