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HomeMy WebLinkAboutCCP 10-21-1996 ~~- 6-,' 1-'1..- AGENDA I , i' ARDEN HILLS CITY COUNCIL WORKSESSION PUBLIC WORKS BUILDING LUNCHROOM MONDAY, OCTOBER 21,1996, 4:30 P.M. I 4:30 P.M. 1. Call to order/roll call I 4:30 P.M. 2. City Issues - Short Term c..../" City Hall Facility ",X Building Inspector Position I ""--~ Committee Reviews I 7:25 P.M. 3. Miscellaneous Items I 7:30 P.M. 4. Adjourn I The above times may vary depending upon length of issue discussion. Ie I OCTOBER MEETINGS NOVEl\mER MEETINGS October 2 Planning Commission 7:30 P.M. November 6 Planning Commission 7:30 P.M. I October 9 Human Rigllls Committee 7:30 P.M. November 12 Council Meeting 7:30 P.M. I October 15 Council Meeting 7:30 P .1\1. November 13 Human Rights Committee 7:30 P.M. OClober 16 Economic Development 8:00 A.M. November 18 Council Worksession 4:30 P.M. Committee I November 20 Economic Development 8:00 A.M. October 17 Public Works/Safety 7:30 P.M. Committee I October 21 Council Worksession 4:30 P.M. November 21 Public Works/Safety 7:00 P.M. October 22 Park & Rec. Committee 7:00 P.M. November 21 Finance Commillee 7:30 P.M. I Oclober 24 Finance Commillee 7:30 P.M. November 25 Council Meeting 7:30 P.M. October 28 Council Meeting 7:30 P.M. November 26 Park & Rec. Committee 7:00 P.M. I Oclober 30 Newsletter Committee 6:00 P.M. November 27 Newsletter Committee 6:00 P.M. it I ------------ ------- ~ HP OfficeJet Fax Log Report for I Personal Printer/Fax/Copier City of Arden Hills 612633-7839 {' Last Fax Oct-18-96 09:51 AM I Identification Result Pa"es :llIl!2 Dale Time Duration Dialffiostic 6310467 OK 01 Sent Ocl-18 09:47A 00:00:30 002181230020 I 6.0.4 I I I I .. I I I I I I I it ~. ",/;~-.., , ~ . ~:=:, -\-e c\ "~I ' I \ 0/1 ~ I "iG~;;l ~ HP OfficeJet Fax Log Report for I Personal Printer/Fax/Copier City of Arden Hills 612 633-7839 {' Last Fax Oct -18-96 09:45 AM I Identification Result Pa~es ~ Date :Iil!K Duration Dia~nostic 6333846 OK 01 Sent Oct-18 09:44A 00:00:37 002180430020 I 6.0.4 I I I I Ie I I I I I I I t- I I HP OfficeJet Fax Log Report for I Personal Printer/Fax/Copier City of Arden Hills 612633-7839 (' Last Fax Oct-18-96 09:32 AM I Identification Result Pa"e. ~ Date Time Duration Diarnostic 6339550 OK 01 Sent Oct-18 09:3IA 00:00:39 002180430020 I 6.0.4 I I I I .. I I I I I I I f' I I CITY OF ARDEN HILLS ~. MEMORANDUM I DATE: October 18, 1996 I TO: Mayor and City Council :t, FROM: Brian Fritsinger, City AdministratO,r ~~p I SUBJECT: Administrator Comments for the October 21, 1996 Council Worksession I 1. City Hall I The Council is asked to provide direction on its intentions for future City Hall facilities, and how it wishes to proceed with the RFP for architectural services. I 2. Buildinl! Inspector Position The Council is asked to review the creation of a full-time Building Inspector position for the City of Arden Hills. Formal action will be necessary on October 28, if the Council I intends to proceed with this proposed change. 3. City Committees .. With the appointment of committees for 1997 fast approaching, the Council may wish to discuss any changes in committee structure for 1997. I 4. Worksession Agenda Format The Council may note a change in the format of the Worksession agenda. In order to I provide more time to discuss key issues, I have eliminated the "Round Table Discussion" portion of the meeting. I would propose to add this to the regular Council Meeting agenda. By adding this to the regular agenda, it provides an opportunity for Council I Liaisons to comment in the public forum about any key issues its committee or staff are involved with. I'll provide more information on this change at the Worksession meeting. I I I I {' I I ! I' I CITY OF ARDEN HILLS . ft MEMORANDUM DATE: October 16, 1996 I TO: Mayor and City Council Brian Fritsinger, City Administrato@ FROM: I SUBJECT: Future of Committees/Commissions I Background The City Council has historically met with its Advisory Committees/Commissions the end or I beginning of each calendar year. The purpose of this meeting accomplished several things, including a review of the past year, goals for the new year, and communication of expectations. I During 1996, the City Council has had numerous discussions on the effectiveness of its Committees. On several occasions, the Council has debated the "Task Force" approach to resolve community issues. I Role of Committees Ie Attached is a description of, and explanation of the purpose of, each committee. The City currently has six (6) committees and two (2) commissions. I Committees Commissions Economic Development Planning Finance Economic Development Authority I Human Rights Newsletter/Communications Parks and Recreation I Public Safety/Works Community Involvement I The City has seen membership in its committees decline in recent years. Each year, it has become increasingly difficult to recruit members for these committees. I What Community Projects or Issues Exist? There are a number of projects which have not been effectively resolved by the current I committees. There are also several other projects for which a Task Force may be the most appropriate method to review a particular issue. I fI I '. Memorandum - Future of Committees/Commissions . Page Two , October 16, 1996 -. Some of these projects are: . Lake Quality or Environmental Issues . . Town Hall Meeting . City Communication Methods . Level of City Services Provided I . Water Sourcing . Comprehensive Plan Update . Rubbish Hauling . . Assessment Policy . City Hall Facility . Public Works Facility I . Trails/Sidewalks . Street Lights . . Business Retention . Marketing Brochure . PolicelFire Services . . Contracting Services . Road Salt/Sand Policy . H"'Y. 96 Improvements .. . Various Codification Items Requested Action . The Council is asked to consider its approach for its advisory committees in 1997, and to give direction as to the solicitation for membership and the scheduling of Committee/Council reviews. . . I . . . .. I I , I- I THE CITY OF ARDEN HILLS , ~ IS SEEKING APPLICANTS TO SERVE ON ADVISORY COMMISSIONS/COMMITTEES I Terms shall be for a period of one year. Please call the City Administrator's Office at 633-5676 for information. Letters of interest must be received in the City Administrator's Office by 4:30 I P.M., Friday, December 20, 1996. All appointments are recommended by the Mayor and approved by the Arden Hills City Council. I Openings exist on the following Commission/Committees: Economic Development Committee I The purpose of this Committee is to advise the Council on matters concerning industrial and I commercial development for the City, including assisting with the preparation and development of marketing plans and programs, long range development plans, plans for business retention, and coordinating activities with the Chamber of Commerce and other groups active in the City. I This Committee meets regularly once each month, currently at 8:00 A.M. on the third Wednesday of each month. Ie Finance Committee This Committee is dedicated to providing citizen input on issues have a financial impact on the I City of Arden Hills. Meetings are held at 7:30 P.M. on the fourth Thursday of each month. Human Rights Committee I The purpose of this Committee is to advise the Council on matters that relate to Human Rights. Duties include participation in regional Human Rights organizations and endeavors, and I monitoring and advising the Council on efforts to create equal opportunity and eliminate discrimination. The Committee meets regularly on the second Wednesday of each month at 7:30 P.M. I Newsletter/Communications Committee I The purpose of this Committee is to report, write and edit the monthly newsletter publication and consider other methods of external communications, including the use of Cable television and I Internet. The Committee meets regularly on the last Wednesday of each month at 6:00 P.M. I f' I -------- -. Plannin~ Commission , . The purpose of this Commission is to advise the Council on all City land use planning matters. .. Duties include the development and maintenance ofthe Arden Hills Comprehensive Plan, carrying out procedures dictated by Minnesota Statutes, Section 462.351 - 462.365 and City Code, review and investigation of various planning matters as directed by the City Council, and . making recommendations to the City Council. The Planning Commission meets at 7:30 P.M. the first Wednesday of each month. . Public SafetylWorks Committee The purpose of this Committee is to advise the Council on matters that relate to the goals, . policies and operations on public safety functions. Duties shall include assisting the Police and Fire Departments in such activities as assessing community concerns relating to public safety . issues, developing long range strategic plans, developing and monitoring achievement of performance measures. The Committee meets regularly on the third Thursday of each month at 7:30 P.M. . . .. . . . . . . . .. . ---- I' Ie CITY OF ARDEN HILLS , 1450 WEST HIGHWAY 96 I ARDEN HILLS, MN 55112 ARDEN HILLS COMMISSION/COMMITTEE VACANCIES I November 30,1996 I For Immediate Release I The City of Arden Hills is currently seeking candidates to fill vacancies on its various Commissions and Committees for the 1997 calendar year. Membership on a Commission or I Committee requires a time commitment of at least one meeting per month. Arden Hills residents interested in serving on one ofthe following Commissions or Committees (Economic Development, Finance, Human Rights, Newsletter/Communications, Parks & Recreation, I Planning and Public Safety/Works) are encouraged to submit a letter of interest and completed application to: I Arden Hills City Council 1450 West Highway 96 Arden Hills, MN 55112 -- Any questions regarding which Committees are expected to have vacancies, please contact Brian I Fritsinger, City Administrator, at 633-5676. I I I I I I " I II I CITY OF ARDEN HILLS ~ MEMORANDUM DATE: October 21, 1996 I TO: Mayor and City Council I FROM: Kevin Ringwald, Community Development Director~ SUBJECT: Building Inspection Services - 1997 I Request I The Staff is requesting direction from the City Council on the staffing required for the provision of 1997 protective inspection services. I Discussion The City Council and Staff held a retreat on March I, 1996 to discuss a wide variety of issues which have or may effect the City, one of those issues was protective inspection services (ie., I building, plumbing, heating, electrical, and code enforcement). The City Council directed Staff to review this issue and to report back on the level and quality of service being provided. .. The protective inspection services received by the City can be summarized as follows: I Protective Inspection Inspection Service Provided Average Hours in City Hall Service Provider per Week I David W. Kriesel, Inc. Building, Plumbing, and 5 hours Code Enforcement Gene Pakoy Heating 1 hour I Metropolitan Inspections Electrical o hours I The City is estimating that the 1996 revenues from protective inspections will be $274,500 ($220,000-building permits, $34,000 heating permits, $4,500 plumbing permits, and $16,000 I electrical permits). The customer service that the contract employees can provide to support these revenues is minimized, given the fact that these service providers have contracts with other municipalities. If one analyzes the customer service received as part of a building permit for an I average single family home, versus the customer service received by that same average single family home as part of the annual property tax paid to the City, then it is difficult not to conclude that improvements are required to the customer service the City provides as part of its protective I inspection services. For example, the cost of the average new home in the City of Arden Hills is approximately $240,000. The estimated building permit paid for that structure would be it approximately $3,500. The estimated annual property taxes paid to the City on a home of that value (on a $60,000 lot) would be $930. I ---- JI The City is estimating that expenditures for contract protective inspections services wid be ~ $104,000 in 1996, of which: $70,000 will be paid to David W. Kriesel, Inc. for building, plumbing and code enforcement activities; $25,000 will be paid to Gene Pakoy for heating inspections, and $9,000 will be paid to Metropolitan Inspections for electrical inspections. It is estimated that if the City chooses to provide protective inspections through a full time staff I person (except for electrical inspections), then the estimated salary range for the position would be $32,000 to $43,000. The estimated first year compensation package for the full time position would be $44,000 ($36,000-Salary, $2,754-FICA, $1,613-PERA, and $3,720-Insurance). The I creation of a full time position would result in a cost savings to the City of $51 ,000 annually ($70,000 + $25,000 - $44,000), based on current revenues and expenditures. If the City Council creates a full time position for protective inspections, then the Staff would I recommend that the functions of the electrical inspector not be included in the full time position, Given, the City's pay equity plan, the Staff would conclude that the City could not attract a I qualified candidate given what the current market is paying for that level of expertise. However, the Staff is evaluating options with the Cities of New Brighton, Mounds View, Roseville, and Shoreview on either jointly contracting for electrical inspections or sharing a full time electrical I inspector. Direction Requested I If the City Council chooses to provide a full time staff person in the protective inspection division for 1997, then the Staff would like to provide the two affected service providers (David .. W. Kriesel, Inc, and Gene Pakoy) with a 60 day notice that the City will be terminating its relationship with them. To that end, the City Council would need to take action on this item at its October 28, 1996 regular meeting. Lastly, if the City Council chooses to provide a full time staff I person in the protective inspection division for 1997, then Staff would like to hire this person as soon as possible to allow for as smooth a transition as possible. To that end, the Staff has included a draft job description for that position for your review (Exhibit A). I Budget Impact The preliminary 1997 budget provides for the protective inspection services to be provided for by I a full time staff position. If the City Council were to choose to provide the protective inspection services by contract services, then the higher cost for contract services would need to be accounted for in the final 1997 budget. I Lastly, the budget for fiscal year 1996 does not identify the expenditure of funds for a full time I staff person in the protective inspection division. However, it is anticipated that at the end of calendar year 1996 there will exist a sufficient balance in the general fund to fund this position for the remaining portion of 1996. I I .. I I' ~. October 1996 CITY OF ARDEN HILLS 1 POSITION DESCRIPTION 1 Position Title: Building Inspector Department: Community Development Accountable to: Community Development Director 1 Positions Supervised: None Status: Full-Time Exempt 1 POSITION SUMMARY 1 Under general supervision and direction of the Community Development Director, this person administers, supervises and manages the issuance of all building permits for commercial, industrial, and residential projects. Responsible for the administration and enforcement of all 1 construction-related codes, including the Uniform Building Code, Uniform Housing Code, and mechanical, plumbing and fire codes. The position oversees and conducts all plan reviews, 1 inspections, and code compliance activities related to building development. ESSENTIAL FUNCTIONS OF THE .JOB .. I. Directs, plans and administers various building codes. 1 A. Responsible for the interpretation and enforcement of the Uniform Building and Housing Code, fire, mechanical and plumbing codes, sign and zoning ordinances and policies. 1 2. Conducts inspections of new or remodeled buildings for compliance with applicable codes and ordinances governing construction, plumbing, mechanical, housing and zoning. 1 A. Consistently and fairly interprets codes in a professional manner. 1 B. Conducts inspections in a businesslike and impartial manner that commands the respect of contractors and property owners. 1 C. Makes inspections as scheduled so as to avoid causing unnecessary delays in construction. 1 1 I' 1 '. Position Description: Building Inspector October 1996 .. Page 2 3. ~ Assures review and approval of all requests for building or remodeling permits and issues . appropriate permits. A. Checks plans for compliance with existing building, plumbing and zoning . requirements. B~ As required, reviews requests with the Community Development Director to . ensure proper interpretation and implementation of City policies, plans and programs. . C. Calculate Building Permit fees and ensure that all fees are assessed accordingly to facilitate the timely collection of such fees. . 4. Identifies code violations and recommends to property owners and/or contractors the steps necessary to achieve compliance. . A. Maintains appropriate records of all inspections, citations, etc., for future reference as may be needed. . B. Communicates tactfully and effectively with contractors and property owners so .. understanding and cooperation is achieved in gaining compliance with regulatory codes and City ordinances. C. Periodically drives through community identifying violations, and makes . unannounced inspections as necessary. 5. Follows up on all zoning and City code violations noted to ensure that appropriate action . has been taken. A. May discuss with Community Development Director and City Attorney as to . basis for obtaining citations if justified. B. Assists Community Development Director in inspecting projects to assure that the . final product complies with City ordinances and any special conditions required . by City Council action; withholds Certificate of Occupancy for non-compliance. 6. Participates with Community Development Director and other staff in reviewing . development proposals; makes recommendations when appropriate, compliance to code and ordinance for items including: A. Identifying potential codelbuilding problems prior to Planning . Commission/Council consideration. .. . -- ---------- II I Position Description: Building Inspector Octqber 1996 ,. Page 3 7. Interprets codes and ordinances upon request by interested parties to ensure a clear understanding of and compliance with regulations. I A. Keeps updated on regulatory codes and their interpretation. I B. Maintains appropriate certification by State as a Building Inspector. 8. Participates with the Community Development Director in developing, recommending I and administering flood plain regulations for the City of Arden Hills to ensure the safety in the Flood Zone. I A. Recognizes potential hazards to the public health and safety and recommends and follows through to see that appropriate ordinances and regulations are established. I B. Assures compliance with State and Federal flood control regulations on a day-to- day basis. I 9. Participates with the Community Development Director in handling and responding to Zoning Ordinance violations and complaints, and makes inspections to protect the health .. and safety of the public. A. Recognizes potential hazards to the public health and safety; reports and follows I through to see that corrective action is taken. B. Keeps updated on regulatory codes and their interpretation. I 10. Represents the City of Arden Hills in a manner which commands respect of the public, contractors and citizens. I A. Attends meetings as assigned or as requested when matters relate to I responsibilities assigned. 11. Keeps the City Administrator and Community Development Director informed of I important developments which may be of interest to them, and makes recommendations where changes in policy should be considered. I 12. Performs other duties and assumes other responsibilities as assigned or as required. I ,. I ----.---- - '. Position Description: Building Inspector Octl)ber 1996 ~ Page 4 PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an . employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. . Performing the duties of the job requires considerable hand/eye coordination, manual dexterity and extensive periods of time reading a computer monitor and repetitive armlhand motions for . word processing. The employee is regularly required to use hands to handle or feel objects, tools or controls and to talk or hear. The employee frequently is required to sit, stand or move about, reach with hands and arms, stoop, kneel, crouch or crawl. . The employee must occasionally lift and/or move objects weighing up to 25 pounds. Specific vision abilities required by this job include close vision, distant vision, peripheral vision, depth . perception and the ability to adjust focus. WORK ENVIRONMENT . The work environment characteristics described here are representative of those an employee .. encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed mostly in office settings. The employee may work occasionally outside and . in all weather conditions - rain, heat, cold, etc. The employee occasionally works near moving mechanical parts and in high, precarious places and is occasionally exposed to wet andlor humid . conditions, or risk of electrical shock. The noise level in the work environment is usually quiet in the office, and moderate to loud in . the tield. MINIMUM REOUlREMENTS . l. High school diploma or G.E.D. 2. Demonstrate a working knowledge of the Uniform Building Code. . 3. State Building Official Certification. . 4. ICBO Certification as a Plans Examiner, Combination Inspector, or equivalent . credentials. 5. Valid Minnesota Driver's License. .. . I' Ie Position Description: Building Inspector October 1996 Page 5 I 6. Minimum of at least two (2) years of Municipal Building Inspection experience. 7. Low absenteeism from the job. I 8. Able to perform duties and requirements with a high level of accuracy without direct I supervision. 9. Must be able to transport self to, from and around job sites. I KNOWLEDGE. SKILLS AND ABILITIES I 1. Thorough knowledge of uniform building codes, plumbing codes, mechanical codes, general construction codes, and a thorough knowledge of carpentry; considerable knowledge in carpentry work, cement work, or plumbing, and skill in applying I knowledge of national uniform building codes, zoning and land use applications. 2. Ability to establish effective working relationships with contractors, developers, I architects, engineers, owners and the general public; ability to read and understand complicated plans and blueprints; ability to communicate effectively orally and in .- writing. DESIRABLE OUALIFICATIONS I 1. Bachelor's Degree in Architecture, Engineering, Construction or related field. I 2. Minimum of two (2) years journeyman experience in the building trades. 3. Computer Skills (i.e., permit tracking software) I TOOLS USED Personal Computer (word processing and permit tracking software); motor vehicle, portable I radio, telephone, calculator, ladder or scaffolding, and tape measurer. I I NON-DISCRIMINATION POLICY I. The City of Arden Hills does not discriminate on the basis of handicapped status in the admission or access to or treatment or employment in its programs and activities. I I , , II ... ~. CITY OF ARDEN HILLS MEMORANDUM I DATE: October 16, 1996 I TO: Mayor and City Council M I FROM: Brian Fritsinger, City Administrato ~ I SUBJECT: City Hall Facility - Review of Options The following is intended to summarize the City Hall project from the formation of the City Hall I Committee to present. Citv Hall Committee I The Arden Hills City Council authorized the organization of a citizen's committee on January 8, 1990 to study the feasibility of constructing a new City Hall facility, and to make I recommendations in response to issues which surfaced in relation to the facility. The committee was represented by ten residents with assistance provided by City staff as requested. The committee studied a number of related issues. Specifically, it reviewed existing facilities, .. identified future needs of the community, potential site locations, financing alternatives and architectural design concepts. I Communitv Survev As part of the Arden Hills survey completed in 1991, the committee formulated several questions related to City Hall. Residents were informed of the inadequacies of the present City Hall, and I asked about support of a new facility. Fifty-eight to twenty-nine percent (58% to 29%) favored construction of a new City Hall. Other questions related to multi-use facilities, inclusion of a community center, and support for a bond referendum. The current site for this facility was I favored by sixty-four percent (64%) of the sample homes; no other site generated much enthusiasm. The survey and other recommendations made by the Committee appear to represent a great deal of support for new facilities. I Candidate Building Sites I The committee reviewed thirteen potential sites for City Hall. The committee narrowed these sites to the following locations: . Existing Site I . The Arsenal at Hamline and Highway 96 . Lexington Fox I . Gateway Business District ,. I .., II Memorandum - City Facilities .. Page Two October 18, 1996 . Each site was identified to having its own set of advantages and disadvantages associated with its . selection. Those sites which were eliminated were considered to be undesirable either because of their remote locations or because City Hall was deemed to be an inappropriate use at a given location. Needs Assessment Report . On May 22, 1991, sixteen months after the City Hall Committee was formed, it published the . City Hall Needs Assessment Report. This report included a variety ofrecommendations which were based on the analysis of the above identified issues and the community survey. The key finding was the need for and recommendation to pursue the construction of a new City Hall and . Public Works facility. Architectural Services - 1992 . The City Hall Committee and City Council then worked through a process of preparing a formal RFP (Request for Proposal) proeess to hire an architect to design the proposed facility. In late 1991, the City began and in early 1992, the RFP process was completed. In April, 1992, the City . entered into contract with BR W Architects, Inc. to provide architectural services for the design of City Hall and Public Works facilities. Upon being hired, BRW began a programming process which included the following scope of .. services: . An evaluation of the four sites identified by the Committee. . . Preparation of a building program, including space needs. . Prepare schematic designs. . During the course of the next eight months, the Committee and the City Council made the . following determinations: . The preferred site was the arsenal. . . A space needs analysis was completed and it determined that a 29,000 square foot, heated Public Works building, 11,000 square foot of cold/salt storage, and a 10,592 square foot City Hall were needed. . . The cost of eonstmeting a new Public Works facility was estimated to be $2,165,000. . The cost of construeting a new City Hall faeility was estimated to be $1,200,000 . (not including furniture, phones, etc.). . The cost of repairing the existing buildings to bring them to codelhandicap accessible, and more serviceable was estimated at $2,000,000. I .. . ! I' ~. Memorandum - City Facilities Page Three I October 16,1996 I City Hall Design Issues The citizen's committee found that one of the key problems with the present site is that it lacks enough work space, meeting space and open areas, to adequately conduct city business, and I allow for citizen participation. To address this, the new plan provided for a large community room, larger Council Chambers, improved work space and ADA accessibility. I November. 1992 Bond Referendum With all of this information, the citizen's committee recommended to the City Council that the City proceed with the construction of the new facilities. In order to accomplish this, a bond I referendum was necessary. The referendum would have authorized up to $2.8 Million to finance the cost of the new Public I Works building. The referendum did not include any financing request or action related to the proposed City Hall. The City Hall was proposed to be financed through proceeds from the sale of the current City Hall/Public Works site, and from savings set aside for the purpose of building I City Hall. The referendum failed by a very slim margin. TCAAP Site Seleetion .. As part of the site selection process in 1992, the City initiated conversations with the Department of Army about the transfer of a portion of TCAAP to the City. A formal request was first made I in mid-I 992. At the time of the referendum, the availability ofthe Arsenal land was unknown. As a result of the referendum decision, the City began reviewing the City facility options. Specifically, siting alternatives, financial options and building costs. Most of 1993 and 1994 was I spent working, to no avail, with the Department of Army to release Arsenal land. Temporary City Faeilities I In order to relieve the growing space problems at City Hall, in October of 1993, the Council elected to relocate the Council Chambers to New Brighton. The former Council Chambers were then renovated to house portion of the current City offices. The move to New Brighton was I supposed to be temporary and short term. Minnesota State Statute is very clear that meetings can be held on a temporary basis outside the City limits on an emergency basis, or ifno convenient and adequate facilities are available. I In August, 1994, the Council directed staff to prepare information regarding improvements needed, and anticipated costs, to temporarily (2 - 5 years) move the City Council and staff. The I City considered sites on Red and Grey Fox Roads, TCAAP Buildings 105 and 189, and other land/space opportunities. After reviewing these options, the Council tabled further discussions I of temporary facilities until December, 1994. it I ---------- '. Memorandum - City Facilities .. Page Four October 18,1996 . TCAAP Reuse Plan Process The City, in early 1994, held a series of meetings for the purpose of discussing the current status . of TCAAP, and potential reuse options. At this same time, the City was involved in numerous meetings with Ramsey County and National Guard officials to discuss the joint facility option. . The result was the hiring of a lobbyist by Ramsey County to solicit the release of property in Washington, D.C. These efforts laid the groundwork for the reuse plan process which began in 1995. . In April, 1995, the City hired Camiros, Ltd. to provide planning services for the development of a reuse plan for TCAAP. The reuse plan would eventually identifY an area on the south shore of I Sunfish Lake for City Hall. This plan was adopted and endorsed by the Vento Reutilization Committee. City Hall Relocation/Renovation . In April, 1995, the City Council revisited the relocation/renovation discussion which was held in August, 1994. Staff was requested to prepare an analysis of costs involved with the options . presented. In September, 1995, upon the decision of the reutilization committee to support the government .. center on TCAAP, staff was directed to dust off the architectural plans and proceed with the preliminary review of the 1992 documents. I . In October, 1995, the Council discussed several improvements at City Hall/Public Works. These included roof modifications at the main building entry point, carpeting and new chairs. Council . directed staff to cost various improvement alternatives, including renting space and purchasing the Army Reserve Center. The Council expressed a desire to convene the Planning Commission and City Council meetings within the Arden Hills City limits as soon as practical. In November, . the improvements were approved by the City Council. CouncillDepartment Head Retreat . As part of the City Council/Department Head Retreat held on March 1, 1996, the issue of how to proceed with facility needs was discussed. The key determination and resulting action item was a decision on new facilities would be made by the fall of 1996. . Architectural Services - 1996 With the Vento Reutilization Committee concluding its reuse planning efforts, the City held . conversations with the Minnesota National Guard regarding the governmental center. The Guard indicated that they had formally requested the transfer of land from the Department of Army to . the National Guard Bureau. Representatives of the National Guard indicated that they thought a transfer of land could occur by the end of the fiscal year, September 30, 1996. .. . I' , . ~e Memorandum - City Facilities Page Five 1 October 18, 1996 With this date in mind, the Council authorized the solicitation ofRFQ's and RFP's for I architectural design services. A schedule was developed and approved by the City Council which targeted September 30 as the date for a decision on the location of City Hall, and hiring of an architect. 1 In mid-September, the National Guard expressed doubts about the transfer date. In early 1 October, the Guard confirmed a change in dates and estimated a one year delay - October, 1997 - on the transfer. With this information, the Council postponed the interviewing and hiring of an architect. 1 The Future The City is now faced with a decision as to how to proceed with the City facilities project. The 1 summarization above clearly indicates a strong desire by the City Council and support from citizens to construct new facilities. The Council has debated the options available numerous times. Rather than recite these options one more time, I will have the information available at the 1 meeting, should the Council request it. Reauested Action . The Council is asked to provide direction to staff as to its intentions for future City Hall facilities, and specifically how it wishes to proceed with the RFP for architectural services. I I 1 I I 1 1 ~ 1 ----