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Home My WebLink AboutCCP 09-28-1998 CITY OF ARDEN H,fJlE - 4364 WEST ROUND lAKE ROAD ARDEN HillS, MN 55112-5794 AGENDA CITY COUNCIL MEETING - CITY HALL MONDAY, SEPTEMBER 28,1998,7:30 P.M. THE REGULAR MEETING OF THE ECONOMIC DEVELOPMENT AUTHORITY (EDA) HAS BEEN CANCELED 7:30 P.M. 1. Call to Order 7:30 P.M. 2. Approval of Meeting Agenda 7:30 P.M. 3. Approval of Minutes a. August 31, 1998 Regular Council Meeting b, September 14, 1998 Regular Council Meeting . c, September 21, 1998 Council Worksession 7:30 P,M. 4. 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 \vill be no separate discussion ofthcse items, unless a Council member so requests, in ,,,,bleh event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. a. Claims and Payroll b. Appointment of Election Judgp, to Serve at the General Election, November 3, 1998 c. Finance Committee Appointment, Lois Rem 7:35 P.M. 5. Public Comments This is an opportunity for citizens to bring to the Council's attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person \vishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allo\v a more timely presentation. ...... - PHONE: (612) 633-5676 . FAX (612) 633.7839 AGENDA - PAGE TWO ~ CITY COUNCIL MEETING - CITY HALL MONDAY, SEPTEMBER 28, 1998,7:30 P.M. 7:40 P.M. 6. Unfinished and New Business a, Northern States Power, TCAAP Overhead Update b, 1369 Forest Lane, Code Enforcement Update c, New City Hall, Audio and Visual Design Consultation Services Selection d. Vaughan Park Dedication Property Exchange 8:40 P.M, 7. Administrator Comments 8:50 P.M. 8. Council Comments and Committce/Departmcnt Activity Rcports 9;00 P.M. 9. Adjourn The abo\'e times may vary depending upon length of issue discussion. October Meetings Novcmber Meetings October 7 Planning Commission 7:30 P.M. N Qvem ber 4 Planning Commission 7:30 nL October 12 Business Relations 4:00 P.M, November 9 Council Meeting 7:30 P.~L Comminee November 16 Council \Vorksession 4:45P.\L October 13- Council Meeting 7:30 P.M. November 18 Business Development 8:00 A ~L October \5 Finance Committee 7:30 P.M, Committee October \5 Public Safety 7:30 P.M, NOT Ne\\lslener Committee 6:00 P\L Commission SCHEDULED October 19 Council \Vorksession 4:45 P.M. November 19 Finance Committee 7:30 P:\L October 2\ Business Development 8:00 A,M, November 19 Public Safety , 7:30 P,~L Committee Commission October 26 Economic Development 7:00 P,M. November 24 Parks & Recreation 7:00P,\L Authority Commission 7:00 P\I I October 26 Council Meeting 7:30 P.M. November 30 Economic Development Authority October 27 Parks & Recreation 6:30 P.M. November 30 Council Meeting 7:30 p.... October 28 Newsletter Committee 6:00 P.M. -- PENDING Business Relations 4:00 P\I I Committee j ~~ '1/;;;J.'g/ifg' !""'. fit ~ I\!"""" r' 'i [''''''' ',_~ '. I' ~'._""., U :11; - ---~ ~J L:~~ L1J.~~ CITY OF ARDEN HILLS . MEMORANDUM DATE: September 28, 1998 TO: Mayor and City Council FROM: Brian Fritsinger, City Administrato~ SUBJECT: Selection of Audio Visual Design Consultant Background Staff recently solicited proposals for audio visual and acoustical consultation, design, and specification services for the proposed new City Hall. The City received two proposals to perform these services: . Jamieson and Associates, Inc, . Electronic Interiors, Inc, The purpose of this request for proposals (RFP) was to find a firm that can provide professional . design expertise for the development of the audio, video and electronics systems in the Council Chambers at City Hall. The firms would assist the City through initial needs, design development, plan preparation, implementation/installation and training, What is the Cost for This Service? The City had initially budgeted $125,000, including professional fees for the cable and audio visual systems, This fund currently has approximately $167,000 available for the new City Hall, Staff has arbitrarily selected a project cost of$120,000 to look at approximate fees for each firm, . Jamieson and Associates, Inc, fees are proposed as follows: Phase I $ 5,000 Phase 11 III 000 Total $23,000 . Electronic Interiors, Inc, fees are proposed as follows: Phase I $ 7,000 Phase I! I R 000 Total $25,000 The fee for Phase I was reduced from $9,000 to $7,000 by Electronic Interiors after the firm had an opportunity to further review the specific scope of the project . Memorandum, Selection of Audio Visual Design Consultant Page Two . September 28, 1998 T ntp:rvip.w~ Staff conducted interviews with both firms on Friday, September 25, 1998, and performed reference checks on Monday, September 28, 1998, While both firms are obviously qualified to perform the work identified in the RFP, staff found the process utilized by Electronic Interiors to be more appealing, Recommendation Staff recommends the City Council authorize the selection of Electronic Interiors, Inc, as the audio visual design consultant for City Hall, and direct the Mayor and City Administrator to execute the agreements with this firm, BF/sls . . --- 09/25/98 FRI 16:15 FAX 6126337839 City of Arden Hills 141001 ********************* *** TX REPORT *** ********************* . TRANSMISSION OK TX/RX NO 1588 CONNECTION TEL 4219511 CONNECTION ID ST, TIME 09/25 16:12 USAGE T 02'57 PGS. SENT 7 RESULT OK , . 09/25/98 FRI 10:06 FAX 6126337839 City of Arden Hi 11 s 141001 ********************* *** TX REPORT :~ * * ********************* . TRANSMISSION OK TXlRX NO 1569 CONNECTION TEL 6286833 CONNECTION ID ST, TIME 09/25 10:06 USAGE T 00'45 PGS. SENT 2 RESULT OK - . - --- --- 09/25/98 FRI 10:08 FAX 6126337839 City of Arden Hills ~OOI ********************* n* TX REPORT *** ********************* . TRANSMISSION OK TX/RX NO 1570 CONNECTION TEL 6339550 CONNECTION ID ST. TIME 09/25 10:07 USAGE T 00'51 PGS. SENT 2 RESULT OK - . 09/25/98 FRI 10:12 FAX 6126337839 City of Arden Hills ~001 ********************* ... TX REPORT ... ********************* . TRANSMISSION OK TXlRX NO 1572 CONNECTION TEL 6333846 CONNECTION ID ST, TIME 09/25 10:10 USAGE T 01'23 PGS, SENT 2 RESULT OK - . ------ 09/25/98 FRI 10:13 FAX 6126337839 City of Arden Hills i;t]001 ********************* *** TX REPORT *** ********************* . TRANSMISSION OK TX/RX NO 1573 CONNECTION TEL 4810551 CONNECTION ID ST. TIME 09/25 10:12 USAGE T 01'08 PGS. SENT 2 RESULT OK ~ . 09/26/98 FRI 10:16 FAX 6126337839 City of Arden Hills 19J00l ********************* *** TX REPORT *** ********************* . TRANSMISSION OK TX/RX NO 1674 CONNECTION TEL 4821262 CONNECTION 10 ST. TIME 09/26 10:13 USAGE T 01'06 PGS, SENT 2 RESULT OK . . 09/25/98 FRI 10:05 FAX 6126337839 City of Arden Hills ~OOI ********************* *** TX REPOllT *** ********************* . TRANSMISSION OK TX/RX NO 1568 CONNECTION TEL 3701378 CONNECTION ID BRW, INC, ST. TIME 09/25 10:04 USAGE T 00'55 PGS. SENT 3 RESULT OK e . 09/25/98 FRI 10:02 FAX 6126337839 City of Arden Hills Ii!I 001 ********************* *** TX REPORT *** ********************* . TRANSMISSION OK TX/RX NO 1567 CONNECTION TEL 6461220 CONNECTION ID ST, TIME 09/25 10:00 USAGE T 01'59 PGS, SENT 3 RESULT OK , . "'" . CITY OF ARDEN HILLS MEMORANDUM DATE: September 25,1998 TO: Mayor and City Council FROM: Brian Fritsinger, City AdministratoW SUBJECT: Administrator Comments for the September 28, 1998 Council Mecting THE REGULAR MEETING OF THE ECONOMIC DEVELOPMENT AUTHORITY (EDA) HAS BEEN CANCELED 1. Approval of Minutes The City Council is asked to approve the Minutes of the August 31 and September 14, . 1998 Regular Council Meetings and the September 21, 1998 Council W orksession. 2. Consent Calendar a. Claims and Payroll The City Council is asked to approve vendor claims in the amount of $308,753.50, and payroll for period most recently ended. The Council should note payment to Welsh Development Corporation in the amount of$167,910 for soil corrections; MCES in the amount of $53,351,08 for October sewer charges; and Ramsey County in the amount of $51 ,364,24 for October law enforcement. b. Appointment of Election Judges to Serve at the General Election The City Council is asked to appoint the Election Judges to serve for the November 3, 1998 General Elcction, and authorize appointment of additional Judges as necessary. c. Finance Committee Appointment. Lois Rcm The City Council is asked to consider the appointment of Lois Rem, 1670 Glenview Court, to the City's Finance Committee for the remainder of 1998. . ---- " Administrator Comments for the September 28, 1998 Council Meeting Page Two . September 25, 1998 3. Unfinished and New Business a. Northern States Power, TCAAP Overhead lJpdate Mr. John Wertish, NSP Community Services Manager, will be in attendance to ans\ver questions regarding the construction of overhead lines on TCMP. The City Council, at its August 31,1998 meeting, had requested that a representative ofNSP discuss this issue with the Council. b. 1 J69 Forest I .ane, Code Enforcement lJpdate Mr. Nixon, property owner at 1369 Forest Lane, may be in attendance to discuss the status of his efforts at securing financing or building plans for his home. The City Council, at the September 21, 1998 Council W orksession, requested his presence at tonight's meeting, c. New City Hall, Andio and Visnal Desi~n Consultation Services Selection The City Council will be asked to select a consultant for the audio and visual design for the new City Hall. Staff interviewed firms on Friday, and is working on the various details associated with the proposals. A recommendation and staff report will be presented at the meeting on Monday. d. Vau!,:han Park Dedication Property Rxchan!,:e . The City Council is asked to direct staff and the City Attorney to negotiate an agreement for the exchange of the previously agreed upon park property for fee title to a 30 foot wide, 1111 foot trail corridor located on the Vaughan property, as identified in the exhibits attached to the staff memorandum. 4. lliIL'lrtment Report The City Council will find the department report enclosed for each of the various City Departments. Activities related to the Administration and Finance Departments include: a. General Administration Staff has begun working on the renewal of our various liability insurance coverages with T.C. Field & Company. This process will last several months, 1. Rlections This last month was full of election activities. These included holding the public accuracy test and Primary Election. We made some registration changes at Precinct 3, which handles Bethel College, and it went smoothly compared to previous years. City Hall was open extended hours on a Saturday, and one evening, prior to the Primary for absentee voting. . .. . Administrator Comments for the September 28, 1998 Council Meeting Page Three September 25, 1998 2. City H~lIlTpdate a. Old City Hall Staff is nearing completion on demolition specifications for old City Hall. Staff will be seeking bids shortly and is still intending to complete demolition this fall. With the other various code enforcement cases being resolved, staff does not expect to bid these as a package. b. Temporary City Hall Staff completed installation of the Department Secretary work area, which we received from the Teachers Retirement Association. The City still does not have cable playback of Council meetings or programming capabilities. We are continuing to work with North Suburban Cable Commission to have training completed, and the audio equipment hooked up in the Council Chambers, . c. New City H~lI The City Council reviewed the plans for the new City Hall and reviewed the budget estimate for the project. The Council authorized proceeding with the preparation of construction plans. In addition, the City Council subcommittee met to conduct further discussions on the construction budget, and suggested several minor modifications. Staff has also begun meeting with the Minnesota National Guard on the lease agreement for the site, Requests for Proposals (RFP's) were also prepared and received for the audio and video systems at the new facility. 3. Community Development The Administration Department has been very active in the various code enforcement cases this past month. This included negotiating an agreement with the currcnt and future property owners at 3171 and 3183 Lexington Avenue; numcrous conversations regarding 1369 Forest Lane; and meeting with U.S. West on the Vaughan tower case, a. TCAAP . Staff held several meetings with Department of Army officials regarding the long-term reuse of arsenal property and buildings. - Administrator Comments for the September 28, 1998 Council Meeting Page Four . September 25, 1998 This has included a number of discussions on the proposed Fox 29 tower. b. Property Acquisitions Preliminary conversations have been held with Bethel College regarding a potential joint park project on the ten (10) acres ofland it owns west of Old Snelling Avenue. The Council has directed staff to continue negotiations and look into preliminary design/cost options. Staff continues to work with our attorney, engineer and an acquisition/relocation specialist on the acquisition of the Indykiewicz property, A formal offer of intent to purchase was served to the family, but to-date, no counter offer has been received. Both parties are working to certify and update the appraisals completed earlier this summer. 4. Community Representations As City Administrator, I've attended a variety of meetings representing the City this past month. . s. mance Department The Finance Department is in thc final communication phase of trying to give delinquent utility customers one last chance before these balances are put on a certification list for Council action. Such balances for fifty-seven (57) customers currently totals $22,653.86, or approximately one percent (1 %) of allliual billed receivables, Thc third quarter water meter reads for non-residential utility customers should be able to be both read rcmotely and downloaded successfully for this billing cycle. The Department has begun the process of converting its hundreds of "Lotus 1-2-3" spreadsheets into "Excel" spreadsheets. Senior Accounting Clerk, Sandra Berres, attcnded a two day training session sponsored by the Minnesota Governmcnt Finance Officer's Association earlier this month, . . - . Administrator Comments for the September 28, 1998 Council Meeting Page Five September 25, 1998 6. Person n el With the processing of Ms. Walsh's resignation completed, staff has begun analyzing options for the replacement of the Community Development Director position. Until recommendations can be made to the City Council, Mr. Stafford is overseeing parks maintenance, Mr. Ringwald is overseeing parks programming, and I am overseeing parks development. Mr. Ringwald is also supervising planning and building inspections. 7. Puhlic Works /Safety Follow up meetings have been held with the City of Shore view and the City Attorney on finalizing thc Lake Johanna Volunteer Fire Department (LJVFD) contract. The Department's attorney is now reviewing the contract and Joint Powers Agreement, and the Cities are awaiting his comments. b. Committee Updates Staff prepared for and planned the annual committee/staff recognition picnic held . this past week, I would be interested in any feedback from the City Council regarding this event, as we make file notes for next year's picnic, Newsletter Committee The City accepted the resignation of Lois Rem from the committee. Staff will be conducting some additional recmitment for volunteers to serve on this committee, In addition, staff met with Councilmember Larson and Committee Chair, Sue Schroeder, to discuss a variety of issues related to the newsletter and the committee. Staff will now begin preparing for the Council discussion at the October Worksession. BF/sls . , . MINUTES DRAFT CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL MEETING . AUGUST 31, 1998 6:45 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Dennis Probst called to order the regular City Council meeting at 6:47 p,m, Present: Mayor Dennis Probst, Councilmembers Beverly Aplikowski, Susan Keim, Gregg Larson (arrived at 6:48 p.m.), and Paul Malone. Also present were City Administrator, Brian Fritsinger; City Accounrant, Terrance Post; Assistant to the City Administrator, Kevin Ringwald; Public Works Director; Dwayne Stafford; Associate Planner, Nancy Randall; Consulting Engineer, Greg Brown; and Recording Secretary, Carla Wirth. ADOPT AGENDA Mayor Probst noted the revised agenda which includes Agenda Item 8a1A, .'"uthorize Preparation of Construction Plans. . Councilmember Larson arrived at 6:48 p.m. MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to adopt the agenda for the August 31, 1998, Regular City Council meeting as revised. The motion carried unanimously (5-0). 1999 BUDGET AND PRELIMINARY LEVY DISCUSSION A. Resolution #98-53, Clarifying Proposed Sums of Money to be Lcyicd for Levy Year 1998, Payablc in 1999 Mr. Terrance Post, City Accountant, explained that staff has developed, reyicwed, and summarized the proposed 1999 budget throughout this summer. At the outset of this process, Council gave general direction to staff with regard to communicating project priorities from the Spring retreat, headcount implications of such priorities, and capital plan items. Mr. Post stated that it appears the City will need $1,923,937, the maximum levy allowcd, as communicated from the Minnesota Stale Department of Revenue Property Tax Division, He explained that the preliminary 1999 Gcncral Fund budget needs to utilize 97.5% of the maximum levy to achieve a balanced budget situation. At this present time, no other funds are being impacted by the proposed levy except the General Fund. He noted the 1998 and 1999 numbers addressing the TCAAP funding situation, and the plan outlays of $465,000 of which there is a funding shortfall . of $405,000. DRAFT , , ARDEN HILLS CITY COUNCIL - AUGUST 3 L 1998 2 Mr. Post explained that, historically, the Community Services Fund has not been used for this . type of use and typically the PIR Fund has bcen used to internally finance capital improvement projects. In this situation with respect to the PIR Fund, there is no certainty that any outlay of planning funds would be repaid. Mr. Post explained that the repayment would not follow historical use of the funds since there is no certainty the funds would be repaid to the PIR. He requested Council input on this issue, Councilmember Malone noted the balance of$4.2 million to $4.3 million within the PIR Fund. Mr. Post stated it is almost $4.6 million, Council member Malone asked several questions related to fund balances which were answered by Mr. Post. Councilmember Malone asked if the Advanced Refunding Bond Fund is still contingently liable for original issue bonds. Mr. Post eXplained assessments will be received this year and next and then tail off. It was contemplated the use of those funds would partially pay for the City Hall. Mr. Post stated the underlying bonds will be paid off in 1998 and the contingency then disappears. Councilmember Malone asked about the 409 Fund. Mr. Post stated there is a residue of MSA construction funds which were encumbered for the Lake Valentine Road Project and anticipated for use with the City outlay for the Highway 96 improvement project. The City will be in a break-even position at the end of next year and could then advance encumber irthere is a project of approximately $750,000, Councilmember Malonc rcviewed fund balances and noted the recommendation is to use the PIR Fund, Mr. Post explained thc recommendation is to take $205,000 from the PIR Fund and . $200,000 from the Community Services Fund to cover the $405,000 shortfall. Councilmember Malone stated this seems to bc a reasonable recommendation. Councilmember Malone inquired regarding the payback of the water tower. Mr. Post stated there is a balance of about S 180,000 with three years to pay those obligations back. . Mr, Post stated the Community Services Fund has been used consistcntly to subsidize the operating deficits for the rccreation programs. Councilmember Malone stated when that fund was enacted, the Council made it a point to indicate it would not be used as revenues. Councilmember Larson asked if one of the choices is to not use either of these funds and asked where the budget could be cut if those funds are not used. ML Post stated if the Council desires to fund this expenditure solely from the General Fund he would suggest a combination of an unbalanced budget and to utilize some of the General Fund reserves/equity. lie noted the remainder of funds would result in a difficult choice on which services to curtail. Couneilmember Larson asked if there are other funds to consider besides the General Fund. ML Post reviewed the funds available and explained he believes it would be inappropriate to use the Enterprise Fund and, other than the PIR Fund, the fund balances are somewhat dedicated. He explained the uses for which they are earmarked and noted the Community Services Fund is an option. Mr. Post advised the Council is left to consider the General Fund or programs within the . General Fund. ARDEN HILLS CITY COUNCIL - AUGUST 3 I. 1998 DRAFT 3 . Mayor Probst stated to the extent that this planning exercise looked at utility issues, some expenditure from the Utility Fund might be appropriate and could be considered. Mr. Post stated that once the results and evaluation of the study are known, and if there definitely was an infrastructure feature with respect to the utilities, it would provide more concrete planning. However, currently, Phase 2 is speculative in nature, Mayor Probst stated that several meetings ago a discussion occurred on how this expenditure could bc funded and there was discussion about approaching Federal EDA in regard to possible dollars. Mr. Brian Fritsinger, City Administrator, stated that contact has not yet been made. Mr. Post explained that staff did hold this discussion and believc it would fit the historical use of the PIR Fund. Mayor Probst stated this will effect the budget adoption which is scheduled for two weeks and asked if staff is requesting Council direction, Mr. Post stated this is staff s proposal and they would appreciate some acknowledgment if this is the right path to follow for funding or if staff should investigate other options. Councilmember Aplikowski stated if the City has to spend this money, she believes it is a good . option to use these two funds, She stated her support for staff s rationale in recommending this proposal. Councilmember Larson stated his concurrence. Mayor Probst noted that at the September 14, 1998 Council mccting they will consider adoption of the preliminary budget. Mr. Post explained that the money to be levied must be certified and communicated to Ramsey County. He explained the 1999 budget is extremely tight. Mr. Post reminded the Council that by adopting thc preliminary levy at the maximum, it could be reduced but not raised unless there is a disaster of some type, He noted the proposed levy is higher than adopted in the past several years and represents an increase of3,2%, Staff recommends the adoption of Resolution #98-53 which establishes the maximum tax levy for 1999. MOTION: Councilmember Malone moved and Councilmember Keirn seconded a motion to adopt Resolution #98-53, Clarifying Proposed Sums of Money to be Levied for Levy Year 1998, Payable 1999, The motion carried unanimously (5-0). B. Resolution #98-54, Adopting Truth in Taxation Public Hearing Dates for Proposed 1999 Taxes Payable . Mr. Post explained that in addition to certifying the Preliminary Levy to Ramsey County for proposed taxes payable in 1999, the City is also required to select Truth in Taxation public hearing dates. Hc noted the easier process available to cities this year since the Legislature set aside two days for use by municipalities. Staff recommends the Council adopt Resolution #98- ---------- ARDEN HILLS CITY COUNCIL - AUGUST 3 I. 1998 DRAFT 4 54 which schedules the initial hearing on Monday, December 7, 1998, the continuation hearing. . if needed, on Monday, December 14, 1998, the adoption hearing, assuming the continuation hearing is not needed, for Monday December 14, 1998, and the adoption hearing, assuming a continuation hearing is needed, for Monday, December 21,1998. Mr. Post advised that since the start of this process, the City has not needed to schedule a continuation hearing, He explained the requirement for the City to certify the budget to the County prior to December 31, 1998. Mr. Post noted the option exists to use the last Monday of December as a meeting date, if needed. Mayor Probst agreed that over the last four to five years, the Council has not been close to needing a continuation hearing so it is reasonable to assume it will not be needed this year either. He asked if the adoption hearing can be scheduled with the continuation hearing. Mr. Post stated the adoption hearing is not within the County's notification cycle. He explained that the Council is not able to schedule both the continuation hearing and the adoption hearing on the same night. Mayor Probst suggested scheduling December 7th and December 14th with adoption on December 21, 1998. He supported proceeding as statY suggests and that the December 28th mecting be canceled. Mr. Post stated if the December 28th meeting is canceled, the December 21 st agenda may contain some other City business items. MOTION: Councilmember Aplikowski moved and Councilmember Kcim seconded a motion to adopt Resolution #98-54, Adopting Truth in Taxation Public Hearing Dates for Proposed 1999 Taxes Payable with thc adoption hearing on December 21, 1998. The motion carried unanimously (5-0). . Mayor Probst suggested the Council proceed with Agenda items until the public hearing at 7:30 p,m, APPROVAL OF MINUTES A. August 10, 1998 Regular Council Meeting Mr. Fritsinger requested a correction on Page 7, third paragraph, to indicate: "Councilmember Keim announced that she would not be able to attend the August 17th Worksession or the August 19th Joint Worksession with Shoreview and North Oaks," Councilmember Malone requested a correction on Page 7, seventh paragraph, rcplacc "water towcr" with "Vaughan tower!' MOTION: Councilmcmber Aplikowski moved and Councilmcmber Larson seconded a motion to approve the August 10, 1998, Regular Council Meeting minutes as corrected. The motion carried unanimously (5-0). . ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 DRAFT 5 . B. August 17, 1998 Council Worksession MOTION: Councilmember Aplikowski moved and Councilmember Larson seconded a motion to approve the August 17, 1998 Council Worksession meeting minutes as presented. The motion carried unanimously (5-0), CONSENT CALENDAR A Claims and Payroll B. Resolution #98-57, Revoking the Special Use Permit for 1200 and 1210 West County Road E C. Probationary Appointment, Department Secretary, Susan Holmes D. Purchase ofToro Grounds Master E. Authorization to Seek Bids on Demolition of 1450 West Highway 96 MOTION: Councilmember Malone moved and Councilmember Keirn seconded a motion to approve the Consent Calendar as listed above and authorize execution of all necessary documents contained therein, The motion carried unanimously (5-0). PUBLIC COMMENTS . Mayor Probst invited those present to come forward and address the Council on any items not already on the agenda. There were no public comments. UNFINISHED AND NEW BUSINESS A. Plannine- Cases 2. Case #98-20, Dan and Stacy Kubat, Variances, 3459 Lake Johanna Boulevard Mr. Kevin Ringwald, Assistant to the City Administrator, reviewed the location of the property under consideration and explained that the applicant's lot is substantially smaller than the neighboring properties. The applicant is requesting approval of a rear yard setback variance (24 feet proposed, when 30 feet is required) and a side yard setback variance (five feet proposed, whcn eight feet is required) for an attached garage/house addition on a single family lot zoned R- 2, He noted the narrow width of the subject property and explained that with standard setbacks, development on this lot would be difficult Mr. Ringwald presented building elevations and noted the hallway through the main portion of the house so the addition cannot be pulled farther to the south, The applicant has reduced the proposed bedroom and two-car garage to minimum size. Mr. Ringwald advised that the Planning Commission recommends approval. Mayor Probst inquired ,vhether the garage is being located farther back, Mr. Ringwald stated it aligns with the neighboring garages in location as well as size, It was noted the overall width of . the lot is 50 feet ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 DRAFT 6 Mr. Dan Kubat, 3459 Lake Johanna Boulevard, applicant, explained he would have to rebuild the . garage because it will be attached to the addition and it currently does not have any frost footings. MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to approve Planning Case #98-20, Dan and Stacy Kubat, 3459 Lake Johanna Boulevard, rear yard setback variance for the attached garage addition (24 fcet proposed when 30 feet is required) based on the "Findings-Rear Yard Setback Variance (attached garagelhouse addition)" section of the staff report dated July 1, 1998 and the side yard setback variance for the attachcd garage addition (five feet proposed when seven feet is required) based on the "Findings- Side Yard Setback Variance (attached garagelhouse addition)" section of the staff report dated July I, 1998, subject to compliance with the plans and specifications as shown on Exhibit A of the staffreport dated August 5,1998. The motion carried unanimously (5-0). PUBLIC HEARING A. Ordinanee #309, Lake Josephinc B- Lake Josephine, Joint Powers Agrccmcnt Mayor Probst opened the public hearing at 7:30 p,m, Mr. Fritsinger advised notice of public . hearing was published in the Bulletin. Mr. Dwayne Stafford, Public Works Director, explained at the July 13, 1998 meeting, the Council approved staff s recommendation to hold a public hearing on the water surface use of Lake Josephine, Notice of the hearing was published at the public landing of Lake Josephine as well as mailed to residents on the Arden Hills side of the lake and officers of the Lake Josephine Improvement Association. The City of Arden Hills has an ordinance pertaining to Lake Johanna but no ordinance specific to Lake Josephine. The State has generic laws that apply to all State waters, Roseville held a public hearing on this matter on August 10, 1998, and unanimously supported the proposed ordinance and joint powers agreemcnt. Mr. Stafford reviewed the regulations including the restrictions on speed, no wake, traveling in counter-clockwise direction, maintaining safe distance from other docks, and enforcement by the Ramsey County Sheriffs Department. He explained that the joint powers agreement says both cities have decided to adopt joint regulations, and each city will notify their residents and the Sherin-s Department to enforce the ordinance and will not change the ordinance without notifying the other. Mr. Stafford stated if this is approved by Council, statl wi 11 forward a copy to the DNR. Upon DNR approval, copies of the Ordinance will be sent to residents of the lake, posted at the boat landing, and published it in the official newspaper with the effective date being the day after publication, Mr. Stallord stated staff recommends the adoption of Ordinance #309 . and approval of the joint powers agreement. DRAFT ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 7 . Councilmember Aplikowski asked why the DNR does not approve it prior to the City's approval. Mr. Stafford explained the City of Roseville sent the ordinance and joint powers agreement to the DNR who indicated it would be fine but they needed Council consideration before they would formally act on it. Councilmember Malone asked about the cost for placing markers and enforcement. Mr. Fritsinger stated the current ordinance addressing Lake Johanna does indicate there are markers on the lake, but the City has never placed markers on this lake. Mr. Stafford explained the City would share any costs with the City of Roseville. Councilmember Larson asked about the distance limitation for locating swimming rafts off shore, Mr. Thomas Lynch, 3220 N. Hamline Avenue, advised that a permit is needed from the Sheriff Water Patrol and the only requirement is that it not interfere with navigation. Council member Keim reviewed paragraph #5 of the joint powers agreement and asked if this involves one or both cities. Mr. Fritsinger advised it needs to be both cities and staff will contact the City of Roseville and the attorneys to make that revision, Mr. Lynch stated he is also Co-chairman, with Mr. Emil Kucera, of the Lake Improvement . Association. He stated the joint powers agreement has been worked on for almost one and one- half years but without the cooperation of both cities, it does not work, He recommended the Council approve the joint powers agreement so it can be enforced by the Sheriffs Department. He advised that they did meet with representatives of the Sheriffs Department so they are aware of what needs to be enforced. There being no further input, Mayor Probst closed the public hearing at 7:40 p.m. Mayor Probst stated he believes this is a reasonable regulation and noted that the regulations on Lake Johanna are more strict. He noted that the City of Roseville also supports this regulation. MOTION: Couneilmember Aplikowski moved and Councilmember Keirn seconded a motion to adopt Ordinance #309, Regulating Motorboats on Lake Josephine. The motion carried unanimously (5-0), MOTION: Councilmember Keirn moved and Councilmember Aplikowski seconded a motion to approve the Lake Josephine Water Surface Use Joint Powcrs Agrcement. The motion carried unanimously (5-0), UNFINISHED AND NEW BUSINESS - continued A. Planning Cases . 1. Case #98-09, City of Arden Hills, Site Plan, 1245 Highway 96 Mr. Ringwald explained the City is requesting approval of a Special Use Permit (SUP) to facilitate the construction of an approximately 15,102 square foot City Hall at the southeast ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 DR;:\FT 8 corner of Sunfish Lake on the Twin Cities Army Ammunition Plant (TCAAP) on a 2.4 acre . parcel zoned R-l. He prescnted a site plan of the property and re\'iewed the setbacks and points of access. Mr. Ringwald explained the site plan contains visitor parking, employee parking, and the walkout building tucked into the hillside toward the lake. He presented exterior building elevations and advised that the issue ofreducing the amount ofrequired site grading has been discussed and modi tied, Also, the roof drains will go toward Highway 96 but the drainage from the rcmainder of the site will be directcd to the northeast corner to recharge the wetland. Mr. Ringwald stated the grading has been reduced substantially as well as the amount of revegetation required on the site. He then reviewed the lighting plan which includes minimal securing lighting via low shielded lighting structures which are directed downward. Mr. Ringwald advised that the architect is in attendance to present more detailed colored plans. He notcd the large roof structure angled at the entryway which is being researched to assure there are adequate roof drains so it is not a problem with drainage or icing of the walkway, Mr. Ringwald advised that the Planning Commission recommends approval with ten conditions. Mayor Probst asked if there is an interest in an entrance that is more prominent than first proposed. Peter VesterhoIt, Architectural Alliance, explained the drawings viewed by the Planning Commission werc frontal views so it was difficult to determine how the entryway would work. He noted the three-dimensional model of the City Hall and stated he feels comf0l1able that the building is designed as a low-key expression, He noted the focal of the Council Chamber's . tower and entranceway which will draw pedestrians to that location. Mayor Probst asked if the canopy could be widened to make it more prominent. Mr. Vesterholt stated that could certainly be done, Ms. Jean Sterner, Architectural Alliance, stated as you approach the building from the visitor's parking area, there is a more important perspective from that angle. She presented a sketch of the building elevation from that view which creates an entry place together with the canopy and walkway, Councilmembcr Malone asked what type of building materials \\ill be used, Mr. Vesterholt stated the canopy and columns will be of steel and the screening \\all will be of stone, Councilmember Malonc asked if the canopy will be tilted. ?vIr. \'esterholt stated it will not. Mayor Probst raised the issuc of protection from wind and weather and asked if the canopy should be lowered or widened somewhat. Mr. Vcstcrholt stated this could be done. He addrcsscd the issue of the roof drainage and explained \vater and snow will not shcet off the roofline and will be directed by a trough through a roof drain systcm. Councilmember Malone noted that most of the roof area drains toward the side, not the canopy. Mr, V ester holt explained the water will be collected via a hidden internal guttcr which cannot be . viewed from the ground. ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 DRAFT 9 . Council member Malone asked if there is a provision for an emergency overflow. Mr. Vesterholt stated there will be, as required by the Code, Council member Larson asked if the sidewalk extends toward the north of the canopy. Ms. Sterner stated the sidewalk from the parking lot will connect to the entryway sidewalk and it could be minimized by incorporating grass. Councilmember Aplikowski requested a general overview of the plan and building interior. Ms. Sterner explained the modifications made since the last time the plan was presented to add more grass area around the building and patio area, Mr. Vesterholt advised that very few existing trees would be lost. Ms. Sterner presented the interior building plan, noting the Council Chambers and lobby face the lake view. She pointed out the location of the fireplace and adjacent reception area to the City offices. Ms, Sterner then presented the upper level area containing four additional closed City staff offices, community room, and storage, Mayor Probst asked if an additional staircase is included. Mr. Fritsinger explained there does not appear to be a feasible way to place an additional staircase since it takes up too much interior space if located in the middle, or would have to be placed toward the outside as a Fire Code stair case. . Councilmember Larson asked if the stairwell must be enclosed for Fire protection. Mr. Vesterholt stated since three floors are being connected, it must be an enclosed wall. Council member Larson asked if a glass wall could be used for separation to create more of an open area, Mr. Vesterholt suggested he study whether the Fire Code would allow that option. Mr. Fritsinger asked the Council to consider the issue related to NSP overhead lines. Currently there is an underground line on TCAAP which is in need of replacement. After meeting 'with NSP, the company has elected to look at an overhead line along the north side of Highway 96, the west side of Lexington Avenue, and then along County Road 1. He asked if the Council believes there will be a significant impact with an overhead line or if staff should discuss the option of underground, possibly at the City's cost. Councilmember Aplikowski stated she thought that NSP had to do as the customer requests. Mr. Fritsinger stated they will, at the City's cost, which is estimated at $40,000 to $60,000. It was noted that NSP believes underground utilities cost more in maintenance. Mayor Probst stated he understands staff has expended a lot of time and effort to work with NSP, but he does not believe NSP will in-kind this additional cost. He stated he believes an overhead line is inappropriate and the City should continue to investigate undergrounding these lines. Councilmember Malone stated this is high voltage transmission lines which they do not like to . place underground. Mr. Ringwald stated this is correct and involves distribution lines. Councilmember Malone noted this type of line would be at a higher elevation. Mr. Ringwald stated one alternate that exists would be to duplicate the south side of Highway 96, but NSP indicated they don't like to do that and would prefer keeping the lines separated. DRAFT ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 10 Councilmember Malone noted another alignment would be to go diagonally behind the City . Hall. Mr. Ringwald advised that the National Guard will not allow overhead lines through their site, Councilmember Keirn asked if the City has the ability to say "no" to an overhead line, Council member Larson asked if the City knows NSP will replace it with the same capacity line, Mr. Ringwald stated it is staffs understanding that they plan to replace it with exactly the same capacity, but with a new line. Councilmember Aplikowski stated you wouldn't think the City Hall would need that much capacity. Mr. Ringwald explained the capacity is being provided to the distribution center to serve the houses north and east of the arsenal in Shoreview, Mayor Probst asked the Council if they are comfortable with the requested SUP, MOTION: Council member Malone moved and Councilmember Keirn seconded a motion to approve Planning Case #98-09, Special Use Permit, for a 15, 102 square foot City Hall at the southeast corner of Sunfish Lake on the TCAAP 2.4 acre parcel, subject to the following conditions: 1. If the City Hall construction precedes the reconstruction of Highway 96, the City will coordinate with Ramsey County for the provision of a . temporary median cut; 2. Reorganizc the employee parking area to minimize conflicts; 0 The smallest amount of bare ground is exposed for as short a time as ~, feasible; 4, Temporary ground cover, such as mulch, is used and permanent ground cover, such as sod, is established; 5. Methods to prevcnt crosion and trap sediments are employed; 6. Fill is stabilized to accepted engineering standards, approvcd by the City Enginccr; 7. Approval of the grading, sedimentation, and erosion control plan by the RCWD; 8, Modification of the landscape plan such that the appropriate number of caliper inches has been provided in the 4.5 inch to 5 inch range; 9, Compliance with the Sign Ordinance; and 10. That the entrance way detailing be studied to assure adequate protection for ice and water runoff from the roof. The motion carried unanimously (5-0). a. Authorize Preparation of Construction Plans Mr. Fritsinger explained that the Council is asked to provide direction related to the preparation . of construction plans for the new City Hall project. He noted the Council began this process in 1996 and the program used was based on the space needs study from 1991 and 1992 slating an ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 DRAfT 11 e approximate 10,000 square foot facility for $1.7 to $1.8 million. The old space needs study was reviewed and the conclusion of that process ended in a space needs study of 16,000 square feet. In March of 1998, the Council talked about potential changes to the 16,000 square foot proposal based on discussions from their retreat, which resulted in a downsizing to approximately 15,000 square feet. The estimated costs for building construction presented in March was approximately $2.1 million. Mr. fritsinger explained that the cost, at this point in time, has not changed to a great extent but he wants to make sure the Council is clear that the $1.7 million included the furniture and cable systems but the $2.1 million figure does not include those costs, Using the estimates provided, the total estimated project cost is $2,7 to $2,8 million, plus fees. Mr. Fritsinger explained that some of the changes have removed some of the potcntial bid alternate issues, but the budget is effected by the significant increase in the building size (60% increase in the footprint from what was proposed in 1992). Other issues related to the stone/brick treatments and a building design which better fits the site. He stated he wants to ensure the Council understands the full costs before proceedings, Ifthe project proceeds, staff recommends the construction documents be prepared in early November, bid opening in December, and intent that construction would begin Spring 1999. Mr. Fritsinger stated one of the big components is the ability to obtain a lease from the National Guard and negotiations on that lease agreement will begin in several weeks, Mr. Fritsinger statcd the issue of the process outlined for the Council, related to TCAAP Phase II e planning process, also may need to be discussed to providc a better understanding of the potential of the property to be released soon and what issues fall into the implementation of the reuse plans. He stated one of the potential outcomes would be that the long term benefit ofTCAAP to the City is not as significant as expected today and a decision may be made to "cut our losses" and do something different. Mr. fritsinger stated it raises the issue of impact on the location of the City Hall. He asked if the Council remains comfortable with this being the best site for City Hall. Mr. Fritsinger stated his memorandum outlines the timing issucs and how that tits into the current City Hall three-year lease. He explained that this will fit into the schedule being presented tonight to procced with construction in the Spring of 1999. Mr. Fritsinger stated that over the last two years a lot of work has taken place on this program from the design aspect to assure it fits the community, Mr. Fritsinger explained that the Council is asked to authorize the architcct to proceed with the preparation of construction plans and that the Council would further direct the City Administrator to negotiatc fecs with Architectural Alliance as a result of changes in the scope of the project. Council member Keirn stated that ever since she started serving on the Council the issue of the City Hall site has been debated and it was determined this is the most acceptable site in the City. She stated she does not want to go back to "square one" and start analyzing other locations. Councilmember Keirn stated this is still a good location, across the street from the previous City Hall location, and she docs not foresee why that would be a negative. She supported moving e forward with construction plans and noted that negotiating the lease is a good indication it will happen. DRAFT ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 12 Councilmember Aplikowski stated that until she sees the signed lease agreement, she will not . vote to move forward. She stated sometimes it takes two to three years to negotiate a lease and the City has already bcen waiting for three years for this lease, She stated she understands there is a time schedule but if the negotiations are to occur shortly, it may happcn, Councilmember Aplikowski stated she thought the Council made the commitment to want TCAAP and be in control and she supports that with the City Hall being located there. But, if the City does not want TCAAP then she will not vote to proceed with anything tonight. Councilmember Larson asked what is involved if the Council does not authorize preparation of construction plans and the resulting delay that could occur. Mr. Vesterholt estimated two to threc months to complete construction documents. Councilmember Larson asked about the costs for completing construction plans, Mr. Vesterholt stated to-date the effort put forth equals 35% of the total fee and the construction documents are 40% of the total fee. Councilmember Larson statcd he is also inelined to delay preparation of the construction drawings until it is assured the lease will be obtained. He noted it may only be a three month delay which is not significant. Mr. Vesterholt explained it is also an issue of timing because bids should be taken from now to early next year while it is the slow time of year for contractors and a good time for a competitive . bid. If bids are received in the Spring, historically. there is more activity and less competitive bids. Councilmember Larson asked what percentage of increase would be experienced, Mr. Vesterholt stated this is only theory and depends a lot on how busy the contractors are. Mayor Probst agreed the most competitive bidding occurs when contractors are not busy and he believes the schedule proposed is the most optimal. Hc noted it takes three months to prepare construction plans, then the bid process occurs. It would take about six months to complete that process which would result in a Spring construction. Councilmember Aplikowski stated if negotiations occur on September 14th. the Council wonld know about the outcome of those negotiations by the next Council meeting and that would still allow a decent time frame, Mayor Probst asked if the City has a currcnt cost cstimate of the building as being proposed, He expressed concern that the dollars have moved up disproportionately based on the increase in square footage, Mr. Vesterholt stated he does not have a current estimate because they have been waiting to secure Rice Creek Watershed approval for site work and the architectural team has been investing time to get the project to this point. He stated the mechanical systems have been significantly simplified and more dollars added to the landscape budget. He agreed with the need for a cost estimate once the documents are more accurate, . Mayor Probst stated that the Council has had many discussions about the appropriate location, timing, and inability to conelude the land transfer and lease at this site which has been very ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 DRAFT 13 . frustrating. He stated the National Guard is sending its attorneys out to negotiate the terms of a lease agreement is a significant indication, He stated this decision can be delayed but the commitmcnt to move down this path is such that he is prepared to move the documentation to the next step. He stated he is concerned about the need to update the documents and cost estimatcs, Mayor Probst stated there have been several recent discussions about whether the City should walk away from the TCAAP effort but the intention of the discussion was not to go down a path of walking away from that site but to determine options, He noted that to locate the City Hall on this site would not preclude those options. Also, the City has not been successful in finding another location in the heart of Arden Hills that is acceptable. Thc other option is to build on the old City Hall site but he does not see an advantage in that location over thc TCAAP site. Mayor Probst noted it was also discussed to locate a public works building on this site and the National Guard has indicated that will be a much easier process. He stated there may not be additional information in two weeks except for a staff update on their discussion with the National Guard on the lease and he is ready to proceed with this proccss. Councilmember Malonc stated he is also concerned about the cost and amount of increase. Hc stated if there is anything that would cause him to back off this project, it would be the cost. Councilmember Malone stated thc old City Hall site was purchased under duress and is too narrow to site a City Hall. He noted the land is also markctablc and the opportunity with the Arsenal property is that it is free. Councilmember Malone stated he is also encouraged about the . pending negotiations with the National Guard attorneys which indicates they were serious all along. However, the question remains if the Council should proceed with construction plans. Councilmember Malone stated he leans toward moving forward with preparation of the building plans due to the timing issucs involved. In response to Councilmcmber Aplikowski's comments, Councilmember Malone stated that he would like an indication of where it has taken two and one-half years to negotiate a lease and pointed out the lease for the current City Hall space took only three weeks. Councilmember Malone asked that another alternate be presented. He agreed with Councilmember Keirn that this location makes the most sense for the City and he concurs with proceeding with construction plans. Councilmember Larson asked what the construction plans will cost. Mr. Vesterholt stated it would be approximatcly $40,000, Councilmember Malone askcd if the City would just pay for the work done to that point if it is determined a lease arrangement cannot be madc, Mr. Vesterholt stated this is correct. Councilmember Larson stated he is enthusiastic about the site and plan for the City Hall but he remains concerned about the amount of money spent when there is uncertainty about the lease. MOTION: Council member Keirn moved and Council member Malone seconded a motion to authorize the architect to proceed with the preparation of construction plans and that the Council further directs the City Administrator to negotiate fees with . Architectural Alliance as a result of changes in the scope of the project. The motion carried (4-1 Councilmember Aplikowski). -.-.---- -------------- 0"" .C1 FT Po '" ,..:J " ,\ - .'r~H ARDEN HILLS CITY COUNCIL - AUGUST 3 L 1998 14 Mayor Probst suggested the NSP issue be discussed at the upcoming Council Worksession. Mr. . Ringwald advised that NSP already has a Ramsey County permit and would like to proceed with construction this year. He stated that he is unsure if the Army Reserve is aware of thc plans, Mr. Fritsinger stated the Arsenal and Mr. Fix are aware ofNSP's plans. Mayor Probst notcd the City of Shoreview spent a lot of moncy to avoid overhead lines along Highway 96, He suggested NSP be invited to a Council meeting to advise of their reasoning and options they have investigated. Mr. Fritsinger suggested they bc placed on the September 14, 1998 meeting agenda. Councilmember Malone again offered the alternative to place the power line bchind the City Hall site, Mayor Probst askcd staff to seek the logic of the Ramscy County Public Works which was made without Council input. 3. Case #98-21, Ramsey County, Site Plan, Tony Schmidt Park Mr. Ringwald explained that the applicant requests concept approval of a site plan for planned upgrades (Phasc I) to Tony Schmidt Park which is similar to the previously considered plan. He explained the phases of construction and what is included in Phase L He advised they will be . reconstructing the parking area in the beach area, reconstructing and separating the east parking lot/boat ramp area, stabilizing of the shoreline in that area, connecting the area across from thc north access area, planting substantial landscaping along the cast property line (meeting the 75 foot setback from the residential property line), and plantings along Lake Johanna Boulevard with a median break for the pedcstrian way which connects the two areas, Mr. Ringwald noted the play structures and improvements to the beach house are not included in Phase L Mr. Ringwald reviewed the discussion of how to utilize off-strect parking and pointed out the grass area to accommodate overflow vehicle parking, He then reviewed the area to the north of Lake Johmma Boulevard which includes parking, a play structure, picnic arca, and trail system, He advised the area is heavily vegetated and some vegetation will be removed to open it up somewhat. Mr. Ringwald advised that the request also includes parking lot setback variances for right-of- way (15 feet proposed, when 20 feet is required) and Lake Johanna (20 feet proposed, when 50 feet minimum is req uired), He advised that the parking lot in the beach area has been pulled as close to the existing oaks as possible and it is felt that the parking/boat launch area is becoming more conforming than currently exists The Planning Commission recommends approval subject to seven conditions, Mr. Bill Sanders, Ramsey County Planning Consultant, advised that the current concrete and . riprap will be removed and gradcs lowered to provide a softer edge along the shoreline and allow boats to come up on shore. The boat ramp will also be shifted over. He advised there are 45 ----- ARDEN HILLS CITY COUNCIL - AUGUST 3 L 1998 DR/~\FT 15 . vehicle parking spaces, 20 boat parking spaces, and 91 spaces serving the beach. He stated this will improve the existing situation. Mr. Sanders then reviewed the park area to the north side, noting the small wetland which will be crossed and mediated in another area, He advised of the landscaping proposed and the 80 parking spaces that will be provided along with access to the drop off area and future picnic areas which contain handicapped parking spaces. Mr, Sanders stated the trail will be relocated away from the wetland areas in several locations. Mr, Sanders stated the first phase is funded under the Ramsey County Capital Improvement Plan (CIP) and they are working to continue with the second phase which includes the shelters and play apparatus. He stated that he is hopeful to get the main building components funded this Fall. Mayor Probst asked if Phase I will be constructed this year. Mr. Greg Mack, Ramsey County Parks and Recreation Director, stated they will probably bid this work in late December or January. He explained their crews will do some clearing of vegetation this Fall to get ready for construction. Mr. Mack explained if they did start construction this Fall, the project will probably not be able to be completed prior to winter weather. Mayor Probst asked if Phase I and Phase II can be completed next year. Mr. Mack explained thc . buildings have not yet been designed and they hope to engage an architect when they get a "reading" from the County Board in December after they adopt their CIP. He stated that it is possible and they desire to put all of the architectural elements together and then move ahead with construction of those elements that are approved, He stated that they may need to advance some funds to do that. Mayor Probst noted the parking is mostly in areas that are already hard surfaced. Mr. Mack stated this is true except with the entryway to the north, Mayor Probst stated he supports the plans that have been presented and hopes the boat landing remains open during construction. Councilmember Keirn asked what kind of lighting is proposed on the north side. Mr. Mack advised that the lighting is associated with the buildings and it is not proposed to light the entire park area. Councilmember Keirn stated there have been problems with the parking area to the north and she supports some type oflighting of that parking lot. Mr. Mack stated they do not plan to light the parking area, per Ramsey County policy, He noted that lighting sometimes encourages use at night. Councilmember Keirn asked if a gate can be considered so the area cannot be accessed at night. Mr. Mack stated that is an option and the gate could allow access to the Sheriffs Department so the area can be patrolled. Councilmember Malone stated he is pleased with the general tenor of the plan and believes it will . be positive, However, he is concerned about the crossing of Lake Johanna Boulevard to the park area on the north side. He stated that he is concerned that the lanes are 12 feet wide through this "pinch point." Councilmember Malone supported a wider drive lane by several feet each way. r; 'D ~, ""'T U~~t~r . ARDEN HILLS CITY COUNCIL - AUGUST 31, 1998 16 He noted that the Fire Department uses this route to access services to much of the City and the . drawing appears to indicate it is only 12 feet wide, Mr. Larry Holmgren, Ramsey County Parks Department, stated they met with traffic engineers and the travel lanes will be the same width as they are now with a typical taper to widen it out to the new five-foot median. Councilmember Larson stated he served on the Task Force to design this park and supports its advancement. He commended Ramsey County for their involvement of citizens into the process which worked very well. He stated this design speaks very well for that involvement. Councilmember Larson stated there was talk of having the dock at the boat landing area, similar to the dock at Snail Lake, Mr. Sanders stated the fishing pier was discussed and it is included in the plans. Mr. Holmgren explained the fishing pier is not identified in this plan since the County will purchase that separately. Councilmember Larson noted the Council had proposed pavement of the trail on the north side of Lake Johanna Boulevard but it appears that is not included in this plan. Mr. Mack explained several trail elements are not included in this phase. He stated they have not investigated that further but it may be possible if proper mitigation can be accomplished. He advised the main north/south connection under the railroad tracks is also not included but will be in a subsequent phase. . Councilmember Larson asked about the likelihood of the architectural designs and buildings being completed next year. Mr. Mack stated if there is an appropriation of funding for the entire architectural package, then they could look to the finance people to advance the funding in anticipation of the bonds. Mr. Mack explained this has been done in the past and is something that is not out of character but will depend on the level of funding, He reviewed the facility components that will be included and advised that once an appropriation is made they will bener know what can be accomplished, Councilmember Larson stated one of the nice things about construction this Fall is that it did not impede use of the park, He asked how much construction in the Spring would impact use of the park. Mr. Maek advised that Spring construction will impact some of the use of the park but they do not believe this timing will impact thc usc any more than a Fall construction start. Mr. Mack advised that the County has shut down park use ,vith other projects and they will provide as much advanced notice as possible about when the boat launch cannot be accessed. MOTION: Council member Larson moved and Councilmember Aplikowski seconded a motion to approve Planning Case #98-21, Tony Schmidt Park site plan (Phase I construction), including parking lot setback variances for right-of-way (15 feet proposed when 20 feet is required) and Lake Johanna (20 feet proposed when 50 feet minimum is required) based on the "Findings-Parking Lot Setback Variances . (Right-of-Way and Lake Johanna)" section of the staffreport dated July 1, 1998, and subject to the following conditions: DfGl P I':""T : ",''',' Jt-W ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 .. F-' ['\:~~-.., 17 . I. Approval of the grading, drainage, and erosion control plans by the Rice Creek Watershed District; 2, The smallest amount of bare ground is exposed for as short a time as feasible; 3, Temporary ground cover, such as mulch, is used and permanent ground cover, such as sod, is established; 4. Methods to prevent erosion and trap sediments are employed; 5. Fill is stabilized to accepted engineering standards, approved by the City Engineer; 6. Approval of the necessary wetland impact permits from the Rice Creek Watershed District, Minnesota Department of Natural Resources, and the U.S, Army Corps of Engineers; and 7. Compliance with Section VI, E, 3 of the Zoning Ordinance (Lighting) is required. The motion carried unanimously (5-0). Council member Malone asked where the next phase is on the priority list. Mr. Mack stated that information has not come back to them but he felt the CIP Advisory Group had a favorable view of this project and they seemed intcrested that it is borne out of community interest. He advised that the County typically has $2 million for these types ofprojects so the full $800,000 would . equal one-third of the available funds. He indicted that may not be reasonable to expect. 4. Case #98-17, John McClung, Minor Subdivision, 4326 North Snelling Avenue Mr. Ringwald eXplained that thc applicant is requesting approval of a three lot minor subdivision. The applicant proposes to divide Outlot A, McClung First Addition, into three parcels. Proposed Parcel C contains thc existing home of the applicant. The applicant is also requesting approval of variances for thc lot area (195 square feet) and for the lot depth (838 feet) on proposed Parcel B and a vacation of part ofa utility easement. He noted the alignment of the lot lines which minimizes the variance request and advised that the Planning Commission postponed action on this request until a wetland delineation was completed. He advised that the elevation of915.6 was agreed to by the applicant's engineer and thc City Engineer. Mr. Ringwald explained that the Community Development Director is recommending that the park dedication fee be requircd prior to the recording of the documents. The lowest floor elevation of Parcels A and B arc to be two feet above (917,6) to provide security should the pond reach the IOO-year elevation. Mr. Ringwald noted the legal description for the easement line to assure that the public water is stored within the public easement. He pointed out the additional wedge easement to accommodate the I OO-year elevation and advised that the City Attorney recommends the easement be recorded prior to the minor subdivision to assure accuracy of the legal description. Mr. Ringwald stated the area of the drainage easement impact to Tract B in . terms of the building pad and the ability to move the storage area will decease over time as more property owners are involved, Staff recommends that area be relocated to a southern location which would not impact the buildable area and allow a more useable back yard, Staff also ARDEN HILLS CITY COUNCIL - AUGUST 31, 1998 DRAFT 18 believes this is in the best interest of the future owners since they would not need to resolve this . issue after purchase. Mr. Ringwald explained that currently the existing easement along the aligmnent of the pond does not contain the 100-year elevation of the pond. However, one area that the City has an easement on does not flood. Therefore, the City should obtain an easement of the areas that do flood, Staff recommends getting rid of the easement that does not flood and then removing the triangular easement from Parcel B and relocate it southwesterly which is an area that does flood. John McClung, applicant, stated he met with staff members and thought they had reached an agreement about removing dirt from one area and the issue of fill to another area is new to him. He stated that the easement line on Parcel B comes to a point very close to the building pad, He explained that he has a buyer for this site and they drew out a building plan whieh would not impact the easement location. Mr. McClung stated he does not believe the easement line is in a bad location based on their drawing. He advised he did ask about filling that easement area without creating a compensatory area and explained that it would only add an extra one-third of an inch of water. He stated it appears he is being asked to go to a fair amount of work to fill one area and dig in another to save one-third of an inch of water. Mr. McClung asked why the easement is not made 3/1 Oths of an inch larger (916.3 elevation) to allow the area to be filled without requiring the cut. Mr. McClung stated he wants to avoid making the cut due to the expense and slopes it would create. He asked if the overall easement elevation can be increased instead. Mr. Greg Brovm, City Engineer, clarified it would be III OOth of a foot, not 3/1 Oths of an inch. . Mr. McClung stated he would prefer to increase the overall easemcnt elevation to 916.3. Also, filling the easement would require permission from the Rice Creek Watershed District which is an additional cost. Mr. Brown stated that from and engineering standpoint it would not matter if the area is filled since the pond will rise to a certain level. He stated that if incrcasing the elevation is acceptable to thc applicant, it would bc all right with him. Mr. Ringwald stated that he will defer to the City Engineer. Mr. McClung stated he understands that a walkout design level would have to be at that elevation but a full or half basement (not walkout) could be below the 100-year flood elevation, The City Engineer statcd he would not support that since ground water would impact that type of basement, Mr. McClung statcd he researched this issue and found that in the last 20 years there was one 24 hour period that received a IOO-year storm. Mayor Probst commented on the need to assure an understanding and avoid problems with . subsequent owners. Mr. Ringwald stated the intent is to obtain adequate storage and make Parcel B more desirable, ARDEN HILLS CITY COUNCIL - AUGUST 31,1998 np !:~ ft:T 19 . Councilmember Malone commented on the importance of an understanding to assure the new homeowner does not change elevations that creates problems which ends up costing tax dollars to resolve. He supported fixing these issues now to assure there are no problems in the future. Mr. McClLmg stated if the easement line is left as it is, the homeowner could fill up to that line, with permission from the Rice Creek Watershed District. He stated if the elevation can be raised to 916.3, he could avoid having to make the cut. Co unci I member Malone inquired regarding the elevation of Mr. Pignatello's (1556 McClung Drive) basement. Mr. McClung stated the elevation is 919 so there should not be a problem with flooding, Mayor Probst asked if a new legal description would be needed, Mr. Ringwald stated that is correct and could be a condition of approval with staffreviewal. Councilmember Malone asked if this places the future buyer in a situation with regard to needing a permit from the Rice Creek Watershed District. Mr. Ringwald explained the property owner can fill up to 400 square feet per year through an administrative permit from the Rice Creek Watershed District, He stated he would like to see this occur now to the maximum buildability extent possible, . Mr. McClung asked ifhe should apply to the Rice Creek Watershed District to fill 400 square feet. Mr. Ringwald stated he believes this would be appropriate. Mayor Probst suggested that fill calculation be subject to review by the City Engineer. MOTION: Councilmember Larson moved and Councilmember Malone seconded a motion to approve Planning Case #98-17, Minor Subdi vision of Outlot A, McClung First Addition, easement vacation and variances (lot depth and area) on Parcel B based on the Findings - Lot Depth Variance (Parcel B) and Findings - Lot Area Variance (Parcel B) sections of the staff report dated July I, 1998, subject to the following conditions: I. Payment of appropriate park dedication fee prior to recording of subdivision; 2. Provision of calculations, in a form acceptable to the City Engineer, determining the appropriate size of the replacement area for the easement area which is to be vacated; 3. Provision of drainage and utility easement in a form acceptable to the City Attorney prior to consideration of this request by the City Council; 4, Informing the buyer(s) of Parcel A and B, by the applicant, of the restrictions imposed by the drainage easement in potential building expansion or deck construction; . 5. Recording the subdivision in the form of a Registered Land Survey; 6. Provision of the necessary drainage and utility easements along the property lines, as required by the City Code, in a form acceptable for filing with Ramsey COWlty; ---------------------- ~ ;~"""~ .7\ fi!"'lT t~ r;':0~ _/--\ j"" U' i... ARDEN HILLS CITY COUNCIL - AUGUST 3 L 1998 ' Ii ~.~.' 20 7. Maintaining a low floor elevation 917.3; . 8. Recording drainage easement in a form acceptable to City Attorney prior to recording minor subdivision; 9. Drainage utility easement being reduced by the owner with fill to exiting drainage casement prior to issuing building permits on Parcels A, B, or C; and 10. All work be subject to approval by the City Engineer. Mr. McClung stated he knew he would be asked to pay a park dedication on the two newly created lots but was surprised he is being required to pay a park dedication on the existing home parcel. Mayor Probst stated he is hard pressed to believe the parcels are not worth more in value than indicated in the memorandum. Mr. McClung stated he was offered $200,000 on the unsubdivided property. Councilmember Malone asked about the requirement for park dedication on the existing lot. Mr. Ringwald explained the original parcel was actually an outlot and specifically excluded from the park dedication calculations for McClung Addition. The motion carried unanimously (5-0), Mr. McClung asked if the Council would like the easement to be dedicated to the City, not as . park dedication. He explained that this property is useless for development since it is open water, has a walking trail along the westerly side, and contains a higher area that could be used as an area to explore/ohserve. Councilmembcr Malone noted that dedicating that portion would require another lot division which would not be allowed since it is not a buildable lot. Mr. Ringwald eXplained it would have to become an outlot, not a lot of record. Mr. McClung stated he may pursue that issue in the future. B. Resolution #98-56, Authorizing a Feasibility Report in the Matter of the 1999 Street Improvement Project D. Round Lake Road, Feasibility Report Review Mr. Stafford explained that Agenda Items 8B and 8D relate to each other and requested the Council's permission to address both at the same time. Mayor Probst agreed to this agenda modification. Mr. Stafford explained that the City will be reconstructing West Round Lake Road in 1999 which may use all, or most, of the monies appropriated for street improvements in 1999, As a result, staff recommends that a feasibility report for any additional work include only necessary . seal coating and a study on the necessary steps to complete the reconstruction of two streets which were recommended for improvement in the 1997 and 1998 feasibility report. Those two streets are North Snelling Avenue from Arden Place to the cul-de-sac where it appears a portion ~ C'"", ,~ '-wT ", ,,'-'",:' ," ',-,' , ... ~ '. . ARDEN HILLS CITY COUNCIL - AUGUST 31 , 1998 U~',\ {.'~i~ i 21 . of the street was constructed outside of the right-of-way by as much as 60 feet and North Hamline Avenue from County Road E North to the dead end. Mr. Stafford ad\'ised that this street may need additional right-of-way to accommodate existing fire hydrants and an acceptable turn around on the north end, Staff believes these issues should be resolved so they can be addressed when funds come available. Mr. Stafford explained that staff recommends adoption of Resolution #98-56 which authorizes the City Engineer to prepare a feasibility report for the 1999 Street Improvement Program. MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to adopt Resolution #98-56 Authorizing a Feasibility Report in the Matter of the 1999 Street Improvement Project The motion carried unanimously (5-0), MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to direct the City Engineer to review and verify cost estimate and options provided in the May 1997 feasibility study relating to Round Lake Road. The motion carried unanimously (5-0). C. Change Order #3, Fourteenth Street, Lametti & Sons Mr. Brown explained that Change Order #3 addresses work items associated with the . incorporation of a modular block retaining wall along the northern boulevard of Gateway Court. Mr. Brown stated they have reviewed the unit prices negotiated with the contractor for this work, determined they are reasonable, and recommends the Council approve Change Order #3. Mr. Brown advised this project is a little under budget but a few issues remain to be resolved, MOTION: Councilmember Malone moved and Councilmember Larson seconded a motion to approve Change Order #3 in the amount of $29,650 for the Gateway Business District, 14th Strcet NE project, increasing the contract amount to $954,076.50. The motion carried unanimously (5-0). E. Resolution #98-55, Reapportionment of Special Assessments, Shepley Property Mr. Post explained that as part of the reconstruction of Oak Avenue in 1996. it as determined that the City was required to obtain easement square footage from the property owners at 1550 Oak A venue to accommodate the location of newly constructed roadbed. In April of 1998, the Council adopted Resolution #98-40 which provided the City with the necessary right-of-way for the reconstruction, in exchange for vacating excess right-of-way in this area, i\lL Post explained that the impact of property division #DL 066474 is to create a new parcel with 652 less square feet than the original parcel. Staff recommends the adoption of Resolution #98-55 which reapportions 100% of the original Oak Avenue assessment from the old PIN to the new PIN. MOTION: Councilmember Malone moved and Councilmembcr Aplikowski seconded a . motion to adopt Resolution #98-55, Relating to Apportionment of Assessments Relating to Improvement No, 96RECON8YR, The motion carried unanimously (5-0). f~ '"'r ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 r' ~ 22 Mayor Probst noted the attendance of Steve Nixon and Steve Krueger and asked if they would . like to address the Council on an issue not on the agenda. Steve Nixon, property owner of 1369 Forest Lane, asked if the "insanity" of tearing down his house can bc stopped. Mayor Probst asked what else Mr. Nixon proposes to do and noted the house needs to be rebuilt. Mr, Nixon stated he has a contractor with him tonight who has said the house can be rebuilt. He advised he is also having a problem with the insurance company which has not yet paid him for the fire. Steve Krueger, friend of Mr. Nixon, stated he has been a carpenter for 26 years and viewed the house on four separate occasions. He asserted there is only minor damage with no damage to the foundation, no rot in the lumber. and the only evidence of the fire on the outside view is an 8 foot by 8 foot tarp where the fire went through the roof. He suggested removal of the entire roof, striping the interior of plaster and lath, installing new wiring, plumbing, sheetrock and cabinets, and constructing a new roof. Mr. Krueger explained the current roof design creates some water problems so he would suggest a redesign with the front porch tied into the roof. He stated the siding has no damage, looks great from the outside, and is not an eyesore. Mr. Krueger stated thc insurance company has agreed to pay off the mortgage and now a mutual friend who works at a mortgage company has volunteered the money for construction materials. . They also have journeyman carpenters who are willing to donate their labor until the house is refinanced and he will then get paid. Mr. Nixon stated they can complete this work within 30 to 45 days. Mr. Krueger stated it would be a shame to tear down a solid house and foundation, He asked the Council to consider that Mr. Nixon has been a member of Arden Hills for years and is unable to finance it any other way, Mayor Probst stated it is in the City's interest to bring this house up to Code. whether through demolition or reconstruction, He stated the City is satisfied with cither option and the issue is how to come to a mutual understanding that the construction will proceed on the schedule Mr. Krueger and Mr. Nixon are suggesting, Hc stated thc concern that lead the City to take action is the inactivity by Mr. Nixon to make repairs. Mr. Fritsinger advised that the City Building Oflicial found a number of health and safety issues related to thc home which lead the City to this position along with concern related to the specific issue of time. He noted at one time there was a potential buyer but now it has been several months. The City has allowed as much time as possible for Mr. Nixon to bring the house up to Code. Mr. Fritsinger agreed with Mayor Probst that either option is acceptable to the City but the issue is the timing to bring the house up to Code. . ff'..:\, ~.~) F'T ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 b't'\ r 23 . Mr. Fritsinger stated the plans need to be reviewed and approved by the City Building Official and he is unsure whether their description for the home is the same as the description of the home by the City Building Official. Mr. Krueger assured the Council of his experience with reconstruction and ability to bring the house up to Code, Mr. Fritsinger stated the City has been trying to work with Mr. Nixon and from a procedural end the City has the authorizations needed from the court system. At any point, the City can proceed with bids to start demolition. He stated if the Council is receptive to Mr. Nixon's request, he would recommend consideration with dates specific. Councilmember Malone reviewed the history of this home from the time of the fire, court orders, contacts made with Mr. Nixon, and deadlines for Code compliance. He stated that the City will need a date certain and if that is not met, the City would proceed with demolition, Mr. Krueger stated that he just learned that he can rebuild the home on his own without paying off the mortgage, He advised that the mortgage friend also offered to cover the costs for the back court costs and fines. Mr. Fritsinger stated if the Council considers this he would recommend establishment of two . dates, when the plans would be submitted to the City and the date of completion for the project. Mr. Krueger stated he can draw up the plans in a week and proceed as soon as the permit is approved with completion in 30 days, Mayor Probst suggested submission of plans by September 10, 1998 and completion of all work by October 10, 1998, Mr. Nixon and Mr. Krueger stated their agreement with these dates, Gene Richter stated he is a neighbor of Mr. Nixon who is a good person and also an Eagle Scout. He agreed that this has been a tough situation and reported that he was also interviewed by the Police Department after the fire, Mr. Richter commented on other areas of concern such as the late hour use of the park, lack of attention when a deer was killed on the roadway, need for a traffic signal, and a house that was rented to Bethel College students which resulted in additional tramc. He urged the Council to give as much consideration to Mr. Nixon as they have given to others. Mr. Fritsinger explained that the use of homes for rental property is not against City Ordinances, Mr. Richter stated he thinks the existing City Hall is a beautiful space and questions the need to spend millions of dollars for a ncw City Hall. He again urged the Council to give Mr. Nixon consideration and alert him ifMr. Nixon does not do what he is suppose to. . Councilmember Aplikowski asked if an additional week may be needed to assure completion. Mr. Krueger stated he is confident that he can complete this work within 30 days of the building permit being issued, '" ," t:''i>O':'~ ;i ~' r: t~ I ARDEN HILLS CITY COUNCIL - AUGUST 31, 1998 :f;-.,,,~ " .-, 24 Mayor Probst stated his support to offer this opportunity to the home owner and suggested the . dates of September 10 to submit building plans and completion of work by October 15, 1998. Councilmember Malone suggested the second date be established at 30 days from approval of the building plans by the Building Official. Mr. Fritsinger stated if the building plans cannot be approved or additional issues are raised, it may require additional Council consideration, Council member Keirn suggested staff contact the mortgage friend referred to by Mr. Nixon to assure the financing is in place. MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to allow Mr. Nixon to reconstruct his home at 1369 Forest Lane subject to submittal of building plans and application for a building permit by Thursday, September 10, 1998, and completion of the project 30 days after approval of the building plans and that the order for demolition be held off until expiration of that time and if the project is not completed by that date, demolition will proceed, The motion passed unanimously (5-0) ADMINISTRATOR COMMENTS Mr. Fritsinger had nothing new to report. . COUNCIL COMMENTS Councilmember Larson advised that there will be a community liaison at Mounds View High School during the entire school day, Coullcilmember Aplikowski restated her position on the City Hall site, stating she is not against construction of a new City Hall but against locating it on TCAAP if the City is going to walk away from it. She stated she thought it was agreed that the City Hall was to be on TCAAP since that was the best location. Councilmember Aplikowski stated that she believes, for $2 million, another location could be found, Because of that, she requested a delay on proceeding with construction plans. Councilmember Keim stated it is not her opinion that the City would walk away from TCAAP and it was only discussed as an option, Councilmember Keim stated her disappointment that Ramsey County will not allow the curb to go any farther which creates a water problem on her comer. Mr. Brown stated he believes a compromise can be reached with Ramsey County and explained that the radius needs to allow drainage to the catch basin. He statcd they are in discussion with Ramsey County to resolve that Issue, . Mayor Probst stated he \vas interested in the historical information provided to the City by the family of a former resident, and urged this information to be safely stored at City Hall. . r-t C~) ;Y'\ :~ ~"r jk,.v b;,. ~-", ~ _" .. .4; ... ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 25 . Mayor Probst noted the suggestion that Mr. Zehring, the Welsh Companies, may be back and suggested that only happen ifhe improve things on this own and not seek additional funds. Mr. Fritsinger explained that the last conversation with Mr, Zehring and his attorney was that the significant issue is the City has withheld the certificate of occupancy until the aesthetic issues comply with what the Council rcviewed and approved. The problem from their perspective is that this is an $18 million project slated for closing today and tomorrow and the legal issues of withholding an certificate of occupancy for aesthetic issues is not well received by the attorneys. It was noted that Mr. Ringwald talked with Mr. Zehring and Mr. Hart about how to resolve some of these items. One of the difficult issues is that the fourth building does not match the third building aesthetically. The fourth building is in the process of being sold and will then be privately owned. Because of that the architect made some minor changes, such as having the green strip which is the corporate color. The City, in reviewing the building plans, had requested review of the color schemes, On that issue there was reference in the building plans about the building color and it was thought to be the sanle color as the building next door and approved under that impression. Mr, Fritsinger reported that discussion occurred about that issue and that this was not "flagged" on the plans to draw attention to it. They agreed to repaint that stripe to match building three and to add a band, and the coping will be investigated to see if it can be painted to match the greens. The replacement of the windows and coping is too expensive. . Mr. Fritsinger stated that Mr. Zehring indicated he will provide a response by the end of next month. Councilmember Malone stated that the PMS color system is used by a printer, not a paint manufacturer, and is an invalid argument Councilmember Larson stated that he remembers a discussion with the Planning Commission about how the building would look and their indicating the buildings would be a mirror image of each other. Mr. Fritsinger explained their argument is that the buildings are still a mirror image and the color difference is insignificant and would not be noticed by anyone. ADJOURN MOTION: Councilmember Keirn moved and Councilmember Aplikowski seconded a motion to adjourn the meeting at 10:42 p.m, The motion carried unanimously (5-0), . Dennis Probst Brian Fritsinger Mayor City Administrator FJ ARDEN HILLS CITY COUNCIL - AUGUST 31. 1998 26 NOTICE OF MEETINGS . The next regular City Council meeting will be held Monday, September 14,1998, at 7:30 p.m. at the Arden Hills Council Chambers. . . -- ---- .c , MINUTES CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL MEETING . SEPTEMBER 14,1998 7:30 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CAU, TO ORDERfROLL CALL Pursuant to due call and notice thereof, Mayor Dennis Probst called to order the regular City Council meeting at 7:35 p,m. Present: Mayor Dennis Probst, Councilmembers Beverly Aplikowski, Susan Keim, Gregg Larson and Paul Malone. Absent: None. Also present were Assistant to the City Administrator, Kevin Ringwald; City Administrator, Brian Fritsinger; City Accountant, Terrance Post; Public Works Director, Dwayne Stafford; Community Development Director, Cindy Walsh; Associate Planner, Nancy Randall; Consulting Engineer, Gregory Brown, BRW, rnc,; and Recording Secretary, Lori Rolfson. ADOPT AGENDA. . Mr. Fritsinger noted an addition to the agenda, Item 5e, 3171 and 3183 North Lexington Avenue updatc. MOTION: Councilmember Malone moved and Councilmember Keirn seconded a motion to adopt the agenda for the September 14, 1998, regular City Council meeting as amended, The motion carried unanimously (5-0), CONSENT CA.LEi'lllAR A, Claims and Payroll B. Authorization to Adl'Crtise for Bids for the Purchase of a Generator C Proclamation, City Employee, Cynthia Walsh It was suggested to move item C. undcr Unfinished and New Business as Item Sf. MOTION: Councilmember Kcim movcd and Councilmember Aplikowski seconded a motion to approve the Conscnt Calendar as amcnded and authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0), PUBLIC COMMENTS Mayor Probst invited those present to come forward and address the Council on any items not . already on the agenda. Mr. Steve Nixon, 1369 Forest Lane, stated he is doing his best to comply with the rebuilding of his home. The building plans are in but things are being held up by the financing, He found out last week the insurance company had paid off his mortgage so he has applied for a construction r -. ARDEN HILLS CITY COUNCIL - SEPTEMBER 14. 1998 2 loan to pay for materials. He was hoping to hear today on the outcome of his application but it . may not be until Wednesday of this week, Mayor Probst asked if staff has received the plans. Mr. Fritsinger stated plans have been received and the Building Official has asked for additional information but he is not sure of the status on the receipt of this information. He indicated the Building Official did not indicate he would recommend the Council not pursue any action at this time to allow Mr. Nixon another day or two. Councilmember Keirn asked if staff has asked for proof offinancing, Mr. Ringwald indicated they are expecting this additional information to be provided by Monday of next week. Mr. Fritsinger stated there will be a Council Worksession on Monday to update the Council, but staff would prefer to have the documents from Mr. Nixon prior to the meeting for review. llNFINISHFD AND NEW BUSINESS A. flannine rflSf"S I. Case #98-22, Variance, 1932 Glenpaul Avenne Ms, Randall explained the applicant is requesting approval of a side yard-street setback variance . (25 feet proposed, when 40 feet is required) for a new garage on a single family lot zoned R-2, The applicant currently has a 594 square foot (22 feet by 27 feet) detached garage, The detached garage is cun'ently 13 feet from the west side yard-street property line, The applicant wishes to rebuild the existing detached garage at 720 square feet (24 feet by 30 feet). The proposed rebuilt garage requires a side yard-street setback variance, The Planning Commission recommends approval of Planning Case #98-22, Variance for side yard-street setback for the detached garage (25 feet proposed when 40 feet is required) based on the "Comer Side Yard Setback Variance (detached garage)'" section of the staff report dated August 20, 1998, t\'IOTION: Couneilmembcr Malone moved and Councilmember Larson seconded a motion to approve Planning Case #98-22, Variance for side yard-street setback for the detached garage (25 feet proposed whcn 40 fect is required) based on the "Corner Side Yard Setback Variance (detached garage)" section of the staffreport dated August 20, 1998. The motion carried unanimously (5-0), 2. Case #98-23, Variancc, 1120 Karth Lake Drivc Ms. Randall eXplained the applicant is requesting approval of a side yard-street setback variance (27 feet proposed, when 40 feet is required) for a three season porch addition on a single family lot zoned R-l. Secondly, in the event that the house is destroyed, they would like to ask for a . variance allowing the existing home to be rebuilt in its current location. ARDEN HILLS CITY COUNCIL - SEPTEMBER 14, 1998 3 . Ms. Randall reviewed the staffreport, noting the proposed three season porch is 13 feet 6 inches by 14 feet 6 inches (196 square feet). The applicant had evaluated other locations for the porch addition, however, this is the only location they feel will work with the existing home. The house currently has a side yard-street setback of27 feet, where 40 feet is required. The house was built when the zoning ordinance allowed a 20 foot setback. The Plaillling Commission recommended approval of Planning Case #98-23 - Variance for a Comer Side Yard Setback for the three season porch. They did not recommend approval of the house variance. They also included two additional conditions: the variance is to include only the three season porch, and the variance would expire if the porch loses its legal nonconforming status. Mayor Probst asked if the face of the porch would line up with the existing side of the house. Ms. Randall stated it would. Councilmember Malone asked for verification on the Commission's amendment whether the variance would expire if the house lost its legal nonconfomling status. Ms. Randall indicated that the variance would expire if the house lost its legal nonconfomling status. MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a . motion to approve Planning Case #98-23, Variance for side yard-street setback for the three season porch (27 feet proposed when 40 feet is required) based on the "Comer Side Yard Setback Variance (house and attached porch)" section of the staff report dated August 25, 1998. Thc motion carried unanimously (5-0). B. Resolution #98-60, Adopting the Preliminary 1999 Budget Mr. Post notcd the preliminary 1999 budget contains four significant items occurring now. They include: Utilizing the maximum allowable levy (51,923,937) to achieve a balanced General Fund budget. Assuming that the new City Hall construction begins in 1999 with funding coming from Advance Refunding Bonds Fund No. 315 (51,100,000) and Municipal Land & Buildings Fund No. 408 (5950,000). Phase II ofTCAAP planning begins in 1998 and continues on into 1999, with funding provided by the P1R Fund (5205,000 in ] 998) and thc Community Services Fund (5200,000 in 1999). Major capita] budget items in the Enterprise Funds including the beginning of a . residential water replacement program in the water utility ($250,000) and the continuation of the multi-year sewer line rehabilitation project ($75,000) and purchase of a vacuum tmck ($140,000) in the sanitary sewer utility. ------.- ARDEN HILLS CITY COUNCIL - SEPTEMBER 14, 1998 4 Mr. Post noted that, although the capital budget items do not appear in terms of expenditures in the budget, these capital items will appear as fixed asset additions and will appreciate over their . useful life. Mr. Post indicated there are some unresolved 1999 budgetary issues which include: Determining a definite scope for the 1999 PMP, including the impact of reconstmcting West Round Lake Road upon other candidate streets/activities. It is anticipated that the City Engineer's Feasibility Report on this item will be available in early October. Given recent staff turnover and reorganization, a revisiting of salary allocation assumptions. The conclusion and discussion of a staffutility rate study upon water, sanitary sewer, and stoml water utility rates. The preliminary bLldget has assumed a three percent increase in utility rates. The timing upon which an outside consultant can be on board for the Phase II TCAAP planning exercise. Mr. Post stated staff recommends that Council consider adopting Resolution #98-60, Resolution Adopting the Preliminary 1999 Budget. Mr. Post referred to the attachment giving details of the General Funds, Special Revenue Funds, . EOA Funds, Debt Service Funds, Capital Projcct Funds, and Enterprise Funds which comes up to total expenditures of 51 1,758,402. Councilmember Malone stated it may look like a big increase over this year's budget and it would be worth while to point out that unlike a business, the capital expenditures come right out of the budget and the large jump this year is due to the Capital Improvement Projects. MOTION: Councilmcmber Malone moved and Councilmember Keim seconded a motion to adopt Resolution #98-60, Resolution Adopting the Preliminary 1999 Budget. The motion carried unanimously (5-0). e. Resolution #98-59, Receiving Preliminary Feasibility Report in the "latter of Improvement for a Portion of West Ronnd Lake Road and the West Round Lake Road and Highway 96 Intersection Mr. Stafford noted that, at the August 10, 1998 meeting, the City Council approved Resolution #98-52 authorizing the City Engineer (BR W) to prepare a preliminary feasibility report and plans and specifications for the improvement of a portion on-Vest Round Lake Road, including the West Round Lake Road/Highway 96 intersection. This is the segment through what is now the . Indykiewicz prope11y. This improvement is necessary due to road conditions and to fulfill the City's obligation to improve the roadway as part of the Gateway Development Agreement. ARDEN HILLS CITY COUNCIL - SEPTEMBER 14, 1998 5 . Total estimated costs for this improvement, which include a new 12 inch water main replacing an existing 8 inch water main, sanitary sewer to handle the property, storm sewer, trail and temporary traffic signals, are $725,040. These costs do not include necessary property acquisition. The initial funding for the project will come from the proceeds of previously issued Tax Increment Financing (TIF) bonds. Ramsey County has indicated that it will reimburse the City for the County's share of the improvement which is estimated to be 5337,520. 5hould the Council receive the report, the engineer is estimating completion of plans and specifications for Council review at its October 13, 1998 meeting. Mr. Stafford advised that staff rccommends the Council adopt Resollltion #98-59 receiving the preliminary feasibility report in the matter of improvements for a portion of West Round Lake Road including the West Round Lake Road and Highway 96 intersection. Mr. Stafford asked City Engineer, Gregory Brown, to review some of the key points. Mr. Brown displayed a map to provide a brief overview of the proposed improvement. He indicated the road \vould travel through 2 curves and corll1ect with Highway 96. The road would widen and include double left turn lanes, a right turn lane, and a through lane. There would be a temporary signal light and a stornl sewer system would be constmcted. Also proposed are water main improvements, including the 12 inch water main recommended in . the 1990 City's water system master plan. Currently there is an 8 inch water main running from 14th Strect to Highway 96 on Round Lake Road. There are problems with fire flow under certain conditions and, if the Indykiewicz area were to redevclop and the right-of-way were vacated, the existing water main would not be functional from a land use standpoint. Therefore, it is in the City's interest to keep the water main in the public right-of-way. A sanitary stub is proposed to service the future redevelopmcnt of the area. Regarding storm drainage improvements, a pond is proposed in the area southeast of the roadway which will serve the public roadway, (approximately IS - 20 percent of the ser,ice), the parcel, (approximately 20 - 25 pcrcent). The remaining 60 percent would be Highway 96 and associated drainage. Once Highway 96 is designed further and thc actual pipe sizes are known, more finn numbers of the City's participation will be available. Councilmcmber Larson indicated there were projccted costs for the removal of the water main and asked if there was any requirement on the City's part to remove the road bed and if there was, were there any cost associations that wcre not included. Mr. Brown stated he's not aware of this sort ofrcquirement. lfit was necessary the project should fall within the 10 percent contingency. He noted the water main could be left in place and abandoned and ifit gcts in somcone's way in the futurc, they could deal with the removal. Councilmember Larson asked if there were estimates as far as the through traffic into the mobile home park. He thought it was surprising to see two left turn lanes designated for this traffic. He . suggested changing one of the left turn lanes for through traffic. Mr. Brown stated that changing the turn lane could cause conflicts with people turning left and not using their blinker, blocking those behind them who are traveling forward. Having a ARDEN HILLS CITY COUNCIL - SEPTEMBER 14, 1998 6 designated turn lane into the mobile home park would allow traffic to filter through easily. He e indicated, as far as number estimates with current development, there is shown to be approximately 550 left turns per hour during peak time and this number is expected to build. Mr. Fritsinger stated this is a long term issue which may not be an immediate need, but should there be additional development or growth of the mobile home park, providing this access WOll1d be necessary at that time. Regarding the water main, Mayor Probst stated there is no reason to believe it's not in good condition and it may be worthwhile leaving it thcre since it could be used as a future service connection for the site. He indicated the dollar value should be considered. Mayor Probst referred to the indication of a four foot sidewalk and asked if this was being used as a filler in the median. Mr. Brown stated that is the current proposal and when the project is completed, the area will be landscaped. Mayor Probst referred to pages five and six of the report and inquired why the estimated cost to Ramsey County dropped. Mr. Brown asked if Mayor Probst was referring to the 5299,870. Mayor Probst stated he was. . Mr. Brown indicated the 5299,870 is the City's cost, not the County's. Mayor Probst noted that, in thc schedule, thcrc is a request to combinc both phases I and II of the West Round Lake Road project and asked for additional discussion about the logic of this proposal. He stated there seems to be quite a bit of work to be donc and it seems beneficial to have a contractor out as soon as possible. Mr. Fritsinger stated there are two sign; ficant reasons why these are seen as separate projects. Firstly, the first segment is not being pursued under an assessment program, it's being funded solcly by TIF funds. The remainder of the construction will be an assessment project so it is impo11ant to keep the two separate. The second issue is the timing. The intent is that this first segment would be stal1ed yet this year, versus Round Lake Road being a 1999 project. He indicated, based on where the project is with the design issucs on the rest of Round Lake Road, he is unclear if the projects can be piggy backed at this time. Councilmember Malonc asked, duc to the conccrn in timing, if a lraftic signal could be purchased to hang above the road. Mr. Fritsinger stated he doubted MNDOT would allow signals that close to the I-35W ramps. He indicated that the intent in conversations with the developer has been an option to hire an . officer during peak hours to control traffic, with the developcr paying a certain percentage of those costs. ---- ---...------- ARDEN HILLS CITY COUNCIL - SEPTEMBER 14, 1998 7 . Mayor Probst asked if the City is obligated to move this year on the first phase of the project. Mr. Fritsinger stated they just need to deal with traffic control, so if the project is not completed in 1998, the commitment is to have some sort of traffic control officers out on the street during peak times. Mayor Probst asked how much money would be saved by combining the two phases. Mr. Brown did not have firm dollar amounts, but estimated the first phase to be approximately a S 700,000 project and the other segment will be about twice that amollOt, totaling perhaps two to three million dollars, including engineering costs. Based on these assumptions, he estimated there could potentially be a two to five percent savings in administrative and inspection costs. Mayor Probst asked what the likelihood was of being able to accelerate the second phase of the project. Mr. Brown stated staff intends to have the first feasibility meeting in October and if the City wanted to accelerate the proj ect he would recommend having the bid in November or December, but a lot would depend on what happens this winter. Mayor Probst cxpressed concems about a bid letting for the last half of the project, which has a low probability of paving before the end of the year, leaving only a temporary road through the winter. . Mr. Fritsinger asked Mr. Brown if the feasibility review will be available in October. Mr. Brown stated it would. Mayor Probst clarified that there already is a feasibility study. Mr. Fritsinger concurred and stated they are discussing the review of the study and the authorization of the plans and speci fications which has not been completed. Mayor Probst voiced a concern that ifweather is bad early this year, it would be a worse condition to deal with having to stop halfway through the project than it would be to deal with traffic control over the winter. Ivlr. Fritsinger agreed. Councilmember !\'lalone indicated there is a lot of money at stake and he felt the linking of the two phases makes sense. He noted there is no requiremcnt to go through the assessment process before starting the project. He would recommend the idea of a temporary light on a line above the road, and he felt the idca in the summary to expedite the second half of the project makes sense. . Councilmember Larson asked what the implications would be if the agreement has not been made by the proposed start date of December 10, 1998. ARDEN HILLS CITY COUNCIL - SEPTEMBER 14,1998 8 Mr. Fritsinger stated they have the ability, with the notice given to the property owners, to have access to the site to begin the project. . Councilmember Larson asked Mayor Probst if the choice he is looking at is to delay the project until next spring. Mayor Probst stated what he is suggesting is to look at combining the two proj ects and bidding the job out as soon as possible so the contractor will have time to do some work yet this fall. He indicated a concern of the project getting into a frozen condition and the spring thaw causing more problems. Mr. Fritsinger suggested there is an opportunity to go back and review the development agreement and some of the commitments in a more specific manner, to determine what issues would be related to a delay, and could come back at the next meeting and review those issues. Councilmember Keirn asked for confinnation on the percentage of estimated savings of bidding the phases together. Mr. Brown restated that he estimated a two to five percent cost savings. Councilmember Keim stated that using 2.5 percent would work out to a savings of approximately 500 hours at 535.00 pcr hour which would more than cover the cost of having a deputy for traffic control. Mr. Fritsingcr stated numbcrs have bccn put together with the Ramsey County Sheriff . Department regarding thc actual cost of traffic control but he does not havc the numbers available at this timc. Councilmembcr Kcim statcd hcr point was that the 2.5 percent would mean an overall savings of approximately 517,000 and shc feels this will more than justify the cost for a deputy. Mayor Probst suggested proceeding as recommended and to come back at a Worksession to take action on the plans and specifications and noted the Council does not have to make a final decision now. He restated his concern for having to leave the project over the winter and having a largc mess in the spring. He fclt the issue of the first phasc not being under an assessment program should not bc a deten.cnt and they should be able to track the costs of the two separatc phases. MOTION: Councilmembcr Aplikowski moved and Councilmember Keirn seconded a motion to approve Rcsolution #98-59, Rcceiving Preliminary Feasibility Report in the Matter of Improvement for a Portion of West Round Lake Road and the West Round Lake Road and Highway 96 Intersection. Council member Malone asked, ifplans and specifications were to be available in October, should the Council sct a date for review. The motion carried unanimously (5-0). . ARDEN HILLS CITY COUNCIL - SEPTEMBER 14, 1998 9 . D. Resolution #98-58, Accepting the Grant from the Minnesota Department of Natural Resources Cooperative Trails Grant Program for Trail Construction Along County Road F Ms. Walsh noted that, in Febmary 1998, Council approved Resolution #98-29 authorizing staff to apply for a Minnesota Department of Natural Resources (DNR) Cooperative Trails Grant. The grant is designed to fund up to $50,000 of the project cost of trail constmction along County Road F from Hamlinc Avenue to Lexington Avenuc and potentially north to connect with the City's existing trail segment. The DNR has awarded the City a grant of 550,000 for constmction of the trail. City Engineer, Greg Brown has estimated the total cost of the project to be $1 14,669. If the City accepts the grant of 550,000, the remaining project cost of $64,669 would potentially be funded by the Park Fund. This proj ect has been budgeted as a Park Fund expenditure for 1999 and, should the City accept the grant, the project must be completed by April 15, 2000. Additionally, the City would be required to keep the trail c1car during the winter months, since all projects receiving DNR assistance must be maintained for use all year long. Ms. Walsh advised that staff recommends approval of Resolution #98-58, Accepting the Grant from the Minnesota DNR Cooperative Trails Grant Program for Trail Construction along County Road F. . Councilmember Malone asked, regarding the requirement of kceping the trail clear, what would happen if, ten years from now, the trail is abandoned. Ms. Walsh indicated the DNR would no longer require maintenance of the trail and that potentially, the width of County Road F could change, not allowing enough space for the trail. Mr. Fritsinger notcd there arc some right-of-way and wetland issues along County Road F which will need to bc addressed as part of the construction of the trail. He asked, with the time frame givcn to have the trail completed by April 15,2000, ifstaffis confident they can work out the right-of-way and wetland issues to begin the project in a timely manner. Ms. Walsh indicated these issues have driven the price of the project up and they should be worked out in time. Mr. Brown stated money has becn put aside for retaining walls to stay within the realm of the cost trade off. Ms. Walsh pointed out the south side of the road had been looked at as a Jlotential trail site but there would be more wetland issues and the tree stand by the bank would be a problem. Councilmember Malone asked, if the grant money is accepted and the project is found to not be . feasible, can the money be given back. Ms. Walsh stated is could be returned. ARDEN HILLS CITY COUNCIL - SEPTEMBER 14,1998 10 Councilmember Malone asked if there would be a penalty. Mr. Fritsinger indicated there would not be a penalty. . MOTION: Councilmember Aplikowski moved and Councilmember Keim seconded a motion to approve Resolution #98-58, Accepting the Grant from the Minnesota Department of Natural Resources Cooperative Trails Grant Program for Trail Constmction Along County Road F. The motion carried unanimously (5-0). E. Abatement of 3171 and 3183 North Lexington Avenue Mr. Fritsinger noted that the City Council, at its August 10, 1998 meeting, adopted Resolution #98-51 and Findings in regard to the "Hazardous Building" conditions present at 3171 and3183 North Lexington Avenue. The Council authorized commencement of the abatement proceedings under Miilllesota Statutes. Since this meeting, the City Attorney and staft'have been working through the legal process to ensure the hazardous conditions are abated. Recently, the property owner, Mr. Andersen, began a process whereby this property would be sold to a third party, Mr. Rekuski. The City has held numerous meetings with the current and prospective property owners and their attomeys. To facilitate the abatement with the new owner, an agreement has been reached with all parties, including the following components: Mr. Andersen will pay all legal/court/staff fees incurred to date by the City of Arden . Hills. Mr. Rekuski will board up/secure the home within five days of closing. Mr. Rekuski will submit a plan within twenty days outlining his intentions for 3183 Lexington Avenue and, within sixty days, complete abatement on said property. Mr. Rekuski will escrow 520,000 that can be used by the City in case of default to complete abatement. Mr. Fritsingcr statcd one of the key points is that the house at 3171 Nor1h Lexington Avenue will comc down immediately and the owner wants to investigate whether the foundation can be reused to construct a ncw home. He indicated the owner would like the City to be open to allow this investigation and he feels this is a reasonable request according to the agreement. He also notcd the new owner is planning to closc within a week to ten days. Mr. Fritsinger advised that slaffrecommends the Council authorize execution of the agreement with Anthony Andersen and Frank Rekuski detailing the abatement of 3171 and 3183 North Lexington Avenue, subject to minor changes approved by the City Attorney. MOTION: Councilmember Malone moved and Councilmember Keim seconded a motion to . authorize execution ofthe agreement with Anthony Andersen and Frank Rckuski detailing the abatement of3l71 and 3183 North Lexington Avenue, subject to - ARDEN HILLS CITY COUNCIL - SEPTEMBER 14, 1998 11 . minor changes approved by the City Attorney. The motion carried unanimously (5-0). F. Proclamation, City Employee, Cynthia Walsh MOTION: Councilmember Keim moved and Councilmember Ap1ikowski seconded a motion to approve the proclamation for City Employee, Cynthia Walsh. Mayor Probst read the proclamation and expressed his appreciation to Ms. Walsh for her years of service to the City of Arden Hills. The motion carried unanimously (5-0). A DMINISTRA TrY!': CO:\Ii\IENTS Mr. Fritsinger stated there have been on-going talks with US West regarding the anterUlas they have constmcted. He indicated the anteilllas have been put up without meeting certain reqllirements and US West does not want to remove them because, as US West claims, they don't want to lose this portion of their market. Mr. fritsinger indicated staff, along with Attorney filla, will be meeting with US West attorneys and their officials Thursday of this week. The items to be discussed are the removal of the antennas and a proposal by US West for a replacement monopole. . Councilmcmber Malone suggested placement of the antennas on an existing billboard. Mr. fritsinger indicated this could be addressed when discussing options. Mr. Ringwald noted a related issue in which there have been numcrous conversations with the owner of the property and thcre arc issues necding to be dealt with such as a trail on the north side of the propeliy and the storage ofitcms such as trailers. Mayor Probst asked if these issues raised a public safcty concern with the tower. Mr. Ringwald stated they had just become aware ofthesc safety issucs, and by Friday they will havc the engineering report and can begin discussions with thc City Attorney to dctermine appropriate action. Mr. Fritsinger notcd thcre had bccn a mceting with General LeBlanc and two attorneys from the Minnesota National Guards to discuss thc Ieasc agreemcnt for the new City Hall. Another mceting will takc placc next wcek to start the process ofthc leasc agreement. The plan is to have this issuc resolved when the transfer takes place. Councilmember Keim asked if there is a target date. . Mr. Fritsinger statcd that, at this time, there is not. --------------------- . ARDEN HILLS CITY COUNCIL - SEPTEMBER 14, 1998 12 Mr. Fritsinger indicated there will be a meeting tomorrow with Mayor Probst, Councilmember Aplikowski, and the architect for the City Hall to look at the budget items and be sure all parties . involved are on the same "page" with regard to the project. Mr. Fritsinger stated a notice has been received from the City employee's health care provider and there will be an expected eight percent increase in group health insurance rates for next year. COlTNCIL COMMENTS Couneilmember Aplikowski commented regarding whether certificates of appreciation would be provided for committee members at the upcoming annual recognition picnic. Mr. Fritsinger stated this hadn't been done for several years, and committee members seemed most appreciative of the Couneilmembers hosting the annual event. Councilmember Aplikowski noted she has an invitation for the Council to attend the Ramsey County League ofLoeal Governments and Coalition for Healthy Youth Town Hall meeting being held September 24,1998 at 6:30 p.m., at the Shoreview Community Center. She indicated the fonnat will be different this year. Council member Keim noted there will be a Northwest Youth and Family Services open house on October I, 1998 from 4:00 p.m. to 7:00 p.m. Mayor Probst commented, regarding thc Fox 29 tower, he is unclear where things are going at . this time, but expects some additional information this week. Mayor Probst Slated he has an issue regarding the Ramsey County TIP, included in the packet, showed only two projects, both of which are scheduled out in the future. Hc noted the project from Fairview Avenue to Cleveland Avenuc is not a large concern but the project on Lexington to Highway 96 to Victoria Street, which had once becn considered an urgent issue, has been Tllov.cd out to 2003. He asked for further cxplanation for this delay. Mr. Brown statcd both thc City of Arden Hills and Shorcvicw must request action in getting thc necessary right-of-ways and signals. Mr. Fritsinger statcd thc dircction given by thc County is that it's a City project and the two cities should meet with the residents and proceed when secn fit. Mayor Probst indicated two issues with Ramsey County are the support for the advance of the Tony Schmidt Park and where things stand with NSP regarding underground lines. He stated he believed NSP has approached Ramscy County for pcrmission to construct ovcrhcadlines and has bccn given permission to do so. Whcn thc County was asked by City staff to have comTllunity involvement with this issue, the City was told it was a County issue. I-Ic feels this is very frustrating. Mayor Probst also commented that the Cleveland Avenue Bridge project is another source of . concem. This was considered an emergency project two years ago when it was falling down, now it does not scem to be much of an issue. . ARDEN HILLS CITY COUNCIL - SEPTEMBER 14, 1998 13 . Mr. Brown stated there are right-of-way problems on the north side of the bridge. AD.JOlfRN MOTION: Councilmember Malone moved and Councilmember Keim seconded a motion to adjourn the meeting at 9:05 p.m. The motion carried unanimously (5-0). Dennis Probst Brian Fritsinger Mayor City Administrator NOTICE OF MEETINGS The next regular City Council meeting will be held Monday, September 28,1998 at 7:30 p.m. at the Arden Hills Council Chambers. - - DRAFT MINUTES . CITY OF ARDEN HILLS, MINNESOTA WORKSESSION MONDAY, SEPTEMBER 21,1998 4:45 P.M. - LAKE JOHANNA VOLUNTEER FIRE DEPARTMENT, STATION NO.1 3246 NEW BRIGHTON ROAD, ARDEN HILLS, MN CALL TO ORDER Pursuant to due call and notice thereof, Acting Mayor Paul Malone called to order the City Council Worksession at 4:57 p.m. Present were Councilmembers Beverly Aplikowski, Susan Keim, and Gregg Larson; City Administrator, Brian Fritsinger; Public Works Director, Dwayne Stafford; City Accountant, Terrance Post; and Administrative Secretary, Sheila Stowell. Mayor Probst arrived at 4:55 p.m. Bethel Park Develonment Proposal City Administrator Fritsinger introduced several maps noting the location of a proposed park development between Bcthel College and the City. Of the two parcels under consideration for development, one was owned by Bethel College and the other by the City. Mr. Fritsinger stated that there was potential for park development in this area, and both the needs of the City and the college could be met through ajoint effort. Mr. . Fritsinger stated that due diligence was being perfoffiled by the City and the college at this time. The City had been reviewing wetland delineations, and the college had been performing a traffic analysis and soil borings. Mr. Fritsinger introduced Craig Hjelle, Director of Physical Plant, representing Bethel College, and Mr. Hjelle further expanded on Mr. Fritsinger's comments regarding the conversations that had been held with City staff. Mr. Hjelle noted the need to meet programming needs of both entitics; development of a budget and possible sources of revenue for the proposed project; concerns regarding pedestrian traffic and accessing the property across the road from Bethel; and maintenance of the site after development. It was the consensus of the Council that staff continue conversations regarding this potential development. After completion of the studies, Council should be updated as to the feasibility of such a project. If; at that time, the Council deems the project feasible, the Parks and Recreation Commission should be brought into the picture and pursue neighborhood involvement to address questions and comments from residents. MISCELLANEOUS ITEMS 1369 Forest Lane. Property U pdate Mr. Fritsinger updated the Council on the Nixon property located at 1369 Forest Lane. The . Council had, at their August 31, 1998 Council meeting, given an extension to the bench order for Mr. Nixon, until Scptember 21,1998, to provide building plans to the City's Building Inspector, ________m__ DRAft ARDEN HILLS CITY COUNCIL WORKSESSlON - Seotember 21. 1998 2 . and obtain financing for repairs to the property. Mr. fritsinger stated that while no permits had been issued or any plans received, the property owner was working on the house, evidenced by a full commercial dumpster located on the property. Following discussion, it was the consensus of the Council that staff direct Mr. Nixon to provide plans as previously directed. Staff was also directed to have City Attorney Filla confirm that a mortgage release had actually been filed, and to have Mr. Nixon attend the September 28, 1998 Council meeting to give the Council a status report. Fairview Avenue Driveway (Ward) Mr. fritsinger updated the Council regarding a property line dispute on Fairview Avenue that was recently precipitated by the 1998 street improvement project. It was noted that a driveway apron and driveway was actually located on a neighbor's property, and the location of the apron was relocated to the appropriate property during the reconstruction process. Mr. Fritsinger reported that the affected property ovmer was apparently not pleased with this outcome, and had contacted Mayor Probst after repeated conversations with staff and the City's engineers. The consensus of the Council was that the actions taken by staff and consulting engineers were appropriate in the circumstances, and staff was directed to obtain a copy of the letter prepared by the resident for the consulting engineer for City records. . City Newsletter Discussion Councilmcmber Keim requested that the October Work session agenda include time to discuss the City's newsletter, the Arden Hills Noles. ADJOURi\T With no further discussion items, Mayor Probst adjourned the meeting at 4:45 p.m. to host the Committee/staff recognition barbeque. . .. CITY OF ARDEN HILLS PAGE I OF} ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 09/28/98 COUNCIL MEETING . cr AIMS PAID SINC:F lAST ('0.......(:11 l\IFFTIN~ lO9/J4/98l '\tldDAitf: :?t*10ti~--m::.: 14676 9/16/98 Public Em 10 ees Retirement Association 2,997.96 Second Se tember Payroll 14677 9116/98 leMA Retirement Trust - 457 4,590.30 Second Se tember Payroll 14678 9116/98 State Ca itol Credit Union 4,060.10 Second Se tember PayroH 14679 9117/98 Welsh Develo ment Co oration 167,910.00 Soil Correction Reimbursement-Dra\v #2 14680 9118/98 Mary Jo MacDonald 107.55 Secrelarial Services 9/14 - 9/15198 14681 9/21/98 Ameri-:-an ~ledical Security 645.93 October Dental Insurance 14682 9/21/98 MinnesClta ~futual Life 329.00 October Life Insurance 14683 9124/98 Lea ue of~IN Cities 20.00 FLSA Basics Seminar - Fritsin er & Stowell 14684 9/24/98 I.MHRC 45.00 Human Ri hts Annual Conference-So Shah 14685 9/24/98 Cardiac Pacemakers. Ine 0.00 Re lace Check #14615 9/0t-$to Pay 9/23 Subtotll . Paid Claims 180,705.84 Paid Claims From Above - 180,705.84 . Add Unpaid Claims, Page 2 of 2. 12804766 Total Accounts Pa)'able Claims for Council Appro\"al, 09128/98- 308.753.50 Note: Checks for unpaid claims totaling $95,126.73 were mailed on Sept<:mber 15. 1998 attcr approval at the September 14th Council \keting. They were check numbers J4626.14675. This s<:-quence corresponds to unpaid temporary numbers TI .1'-l9_ Check numbers 14624.]4625 were used for a1ignm-.'nt ..",;.",,,"",,",,-.),1.,,.._1 . rr CITY OF ARDEN HILLS PAGE 2 OF 3 ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 09/28/98 COUNCIL MEETING . UNPAID CLAIMS REG[STER, /t~@1~......I... .. WEE TOI 9/29/98 A-l I [ydraulic Sales & Service 668.22 Equipment Maintenance T02 9/29/98 Accurate Press 609.18 Seotem ber N e\....sletter T03 9/29/98 Aid Electric Service, Ine 1.0[414 Generator Repair T04 9/29/98 American Engineerinl! Testing 687.25 Soil Testing Services. 14th Street T05 9/29/98 Anderson. 03\\,11 30.00 Fall Soccer Cancellation T06 9/29/98 Arden Hills Tire & Service Center 260.00 (-t} Tires - #60 Trailer T07 909/98 AT&T 11.40 long Distance 638-0998 T08 9/29/98 Badger Meter, loe 798.75 PI liard ware Service T09 9/29/98 Birfs,lne 195.78 Ponable Toilets. Parks TIO 9/29/98 Bradley & Deike, PA 62.50 legal Fees - Welsh Tll 9/29/98 Brighton Excavating 170.41 18 yds Pulvarizcd Dirt TI2 9/29/98 Brunn, LuAnn 240.00 September Cleaninp; Service TI3 9/29/98 Buck Blacktop, Ine 3.97000 Blacktoo - Perry Park TI4 9/29/98 Carlson Equipment Co. 23.43 Equipment Rental TI5 9/29/98 Corporate Express 198.45 Office Supplies & Copy Paper TI6 9/29/98 Davanni's 155.00 Primary Election TI7 9/29/98 Deluxe Check Printers 80.62 Refund-Overpayment Utility A/C#O-2410 TI8 9/29/98 Dickinson, Ed V.OO Refund. Hoops Hot Shots TI9 9/29/98 Earl F Anderson 58.58 (4) ":\'0 Parking" Signs 120 9/29/98 Eickelberg, Dale 30.00 Fall Soccer Cancellation . T2\ 9/29/98 Finn. .loan 30.00 Fall Soccer Cancellation '122 9/29/98 Flaghouse. Inc 327.65 Sports Equipment 123 9/29/98 Grainger,Ine 118.59 Sump Pump 1/2HP-Lift#12 124 9/29/98 Hanson, Linda 30.00 Fall Soccer Cancellation 125 9/29/98 Happy Faces Entertainment 88.90 Deposit - Halloween [venUBreakfas! w/Santa 126 9/29/98 Independent Soorts Net....vork 693.75 empire Fees 37.5 Games T27 9/29/98 Insty-Prints 65.44 (100) Purchase Orders T28 9/29198 Johnsol1. Margaret 30.00 Fall Soccer Cancellation 1'29 9/29198 Kinko's 27.26 Printing Services - Planning T30 9/29198 Kirchner. Patrice 30.00 Fall Soccer Cancellation TlI 9/29/98 Labor Relations Associates, Inc 48.50 Consultant Fees 8/19/98 Tl2 9/29/98 Lillie Suburban Newspapers 49.30 August Legal Notices T33 9/29/98 Lindh. Jeannie 30.00 Fall Soccer Cancellation Tl4 9/29198 Lyons. Sonya 2400 Refund - Flag Football Tl5 9/29/98 McCallum Transfer, Ine 28.50 Delivery to McCombs Tl6 9129/98 Metropolitan Council Environmental Services 53,351.08 October Sewer Chargc-/1ess 1996 Final Cost AUoc Tl7 9129/98 Midwest Asohah Como ration 427.80 Road Repair Materials Tl8 9129198 Mike's Tree Service 505.88 Oak Removal & Hau! T39 9/29/98 Minn~sota Wanner Company 9.79 i\1aintenance Materials T40 9/29/98 MT( Distributin~ Co. 295.97 Tires & Blades T41 9/29/98 Northcm States Power Company 507.23 September Service T42 9/29/98 Peterson, Fram & Bergman PA 7.97893 August Legal Fees T43 9/29/98 Ramsey County 51.364.24 Law Enforc Services. October/Fuel Purchase T44 9/29/98 Safety-Kleen Corporation 104.90 Solvent Change T45 9/29/98 Sam's Club 75.54 Flourestent Bulbs/Plastie Ware T46 9/29/98 Serco Laboratories 319.00 Wata Testing T47 909/98 Stoddard, Karen 30.00 Fall Soccer Cancellation T48 9/29/98 Stowell. Sheila 32.64 Mileage Reimbursement & Meeting Expense T49 9/29/98 Target Stores 155.34 Soccer Balls & Needles . II Subtotal R Unpaid Claims -~~ 126,065.94 II .."dV;""o,,~p.y.oI"'I.i""l -- ------------- - . CITY OF ARDEN HILLS PAGE30F3 ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 09/28/98 COUNCIL MEETING . UNPAID CLAI\IS RF:(;ISTFR . ":;;tttMif:#{' ;':(lCuATE> ::<::':VE..~OOif?':.' . .' :'}~~IQtlNt:::::; T50 9/29/98 Thorn son Publish in Grou, loe 248.00 Fair Lahor Standards Handbook - U date T51 9/29/98 Timesaver Off-Site Secretarial 635.75 Recordin Secreta Services 8/31-9114 T52 9/29/98 US West Communications 217.71 Phone Service #638-0998 9/16- to/15 T53 9/29/98 USA Waste Services ofMN 507.43 Au ust & Se [ember Service T54 9/29/98 Walsh, Cynthia 26.65 Milea e Reimbursement T55 9/29/98 West Weld 147.78 Sho Materials T56 9/29198 W"innick Su 1)',loe 198.40 Materials for Gate a Sewer Easement Subtotal, Page 3 of 3 - 1,981.72 Page 20f3 Brought Forward- 126,065.94 Total Un aid Claims --- 128,047.66 . ....k'"".,~"..".".~..du.u' . _u.__u_____ - -.-------- ------..---- . . '~..~.8'g~:l' 888~1 ~~~' 888888,' 11;:", 6 0 I ~ ~.:I "ci 0 I' 0,,11', :;j g ~I 0 0 ci ci 0 dll - CJ: ' N V"J t'- :.,:1 "l 10, II a> 'z' '", I, - 1 I II. 'I NI ., - I .,... ~; I "Ii I 'lIo 1= I". 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MEMORANDUM DATE: September 21, 1998 TO: Mayor and City Council FROM: Brian Fritsinger, City Administrator @> SUBJECT: Appointment of Election Judges for November 3, 1998 General Election Background Attached is a list of Election Judges that I am recommending for appointment to serve for the 1998 General Election to be held on November 3, 1998. The Judges will be paid either $5.15 or $5.45 per hour for serving in this capacity. The higher amount is paid to our precinct chairpersons. Recommendation Staff recommends that the City Council appoint the Election Judges listed to serve for the . September Primary Election, and authorize the appointment of additional Judges as necessary. Encl. SF /sls . IF 1998 GENERAL ELECTION JUDGES PRECINCT 1 PRESBYTERIAN CHURCH OF THE WAY . 3382 North Lexington Avenue Shoreview, MN CONTACT Rev. Eugene Orr, Pastor PHONE: 484-3346 (Office Secretary - Irma) Name Address Phone No. Canine, Wm. 3655 North Hamline Ave. 633-1930 Jahnke, John 1405 Arden View Drive 636-9219 Palmer, Marilyn 1445 Glenhill Rd. 628-9537 (Husband, Kay ton, serves in Precinct 2) Schumacher, Rod 3140 North Hamline Ave. 633-2970 Thelen, Fran 1222 Carlton Dr. 484-3222 CHAIR 1998 Primary = 4 Judges served this precinct . 1996 = 5 Judges scrvcd this precinct 1994 = 7 Judges served this precinct School District 621/623 Split . ! .. 1998 GENERAL ELECTION JUDGES . PRECINCT 2 PRESBYTERIAN HOMES/JOHANNA SHORES 3220 Lake Johanna Boulevard Arden Hills CONTACT Bonnie Blystone PHONE: 631-6000 Name Address Phone No. Buttrey, Mary 1839 Noble Road 631-0763 Clark, Barb 3342 Lake Johanna Blvd. 636-8886 Geske, Lois 1886 Glenpaul Ave. 633-2090 Kuehn, Gloria Lilla, Margaret 3294 Lake Johanna Blvd. 639-1707 Longnecker, . Marcella 1860 Grant Road 633-5048 CHAIR Palmer, Kay ton 1445 Glenhill Rd. 628-9537 (Wi fe, Marilyn, serves in Precinct I) Sexton, Marcella 3300 Lake Johaillla Blvd. 633-4786 Strodtz, Margaret 3120 Lake Johanna Blvd. 631-6596 (Rev.) Westlund, Phyllis 3261 Sandeen Road 633-1784 1998 Primary = 7 Judges served this precinct 1996 = 12 Judges served this precinct 1994 = 12 Judges served this precinct 3 Handicap Stations Nursing Home Residents: VOTE - 9:30 - I I :00 a.m. OR 1:00 - 2:00 p.m. . ... 1998 GENERAL ELECTION JUDGES PRECINCT 3 VALENTINE HILLS ELEMENTARY SCHOOL . 1170 West County Road E-2 CONTACT OFFICE: (Sharon = 631-0737) CUSTODIAN: (Richard Kujawa = 639-6199 - Hours: 6:30 a.m. - 2:30 p.m.) Jill Stevens, MV School District 621, Community Education Ralph Reeder Center, 500 - 10th Street NW New Brighton, MN PHONE: 639-6221 Name Address Phone No. Anunson, Elaine 1780 Glenview Ave. 636-6438 Flaherty, Bev 1647 Lakeview Court 631-0664 Grottodden, Janet 1759 Chatham A vc. 636-3605 Hathaway, Marilyn 1771 Janet Court 628-9763 426-1141 Holewa, Andrew 4480 Pleasant Dr. 633-6321 CHAIR . Krebs, Raymond 1676 Chatham Ave. 631-8543 Thor, Margaret 1707 Glenview Ave. 63 I -8308 Zambino, Rosemary 3744 North Cleveland Ave. 639-0276 Zehm, Dorothy 4028 Fairview Ave. 633-6155 1998 Primary = 5.5 Judges served this precinct 1996 = 7 Judges scrved this precinct 1994 = 6 Judges served this precinct . - 1998 GENERAL ELECTION JUDGES . PRECINCT 4 ARMY RESERVE CENTER 4655 North Lexington Avenue CONTACT Ron Canavan PHONE: 628-2100 Name Address Phone No. Aulwes, Joan 4613 Prior Avenue N 635-9148 DeYoe, Eugene 1464 Arden View Drive 633-1014 Hagkull, Kathy 1289 Karth Lake Circle 633-0004 CHAIR Johnson, Rita 4529 Lakeshore Place 633-2192 Jones, Joan 1427 Indian Oaks Trail 633-1703 Kennedy, Diane 4397 Arden View Ct. 636-2216 ('Prefers to stay in Precinct #4) . Krenn, Patrick 1230 Wyncrest Court 631-3136 Nelson, Janet 4350 Arden View Court 639-1706 Otto, Jim 4352 Arden View Court 628-9302 Smith, Dorothy 1378 Arden View Drive 636-4494 Winiecki, Jeanne 4471 Old Hvo'Y. 10 633-7706 1998 Primary = 8 Judges served this precinct 1996 = 8 Judges served this precinct 1994 = 8 Judges servcd this precinct . - - - - 1998 GENERAL ELECTION OFFICIALS/ABSENTEE BALLOTS Name Address Phone No. . Brian Fritsinger c/o City Hall 633-5676 Sheila Stowell c/o City Hall 633-5676 . . I , CITY OF ARDEN HILLS . MEMORANDUM DATE: September 24, 1998 TO: Mayor and City Council FROM: Brian Fritsinger, City Administrato@ SUBJECT: Finance Committee Appointment Background The City Council has received an application from resident, Lois Rem, expressing interest in serving on the Finance Committee. This Committee currently has seven (7) members. Recommendation The City Council should consider the appointment of Lois Rem, 1670 Glenview Court, to the City's Finance Committee for the remainder of 1998. BF /sls . e . . p \::,~ r::1,\!ED CITY OF ARDEN HILL$) .141998 . 4364 WEST ROUND LAKE ROAD "Co. . ARDEN HILLS, MN 55112-5794.T> ~. i:.~ n. ADVISORY COMMITTEE, COMMISSION, TASK FORCE APPLICATION FORM DATE: September 9, 1998 NAME: Lois Rem ADDRESS: 1670 G1enview Court 612/ 612/ TELEPHONE: 636-015cB)624-181(\vj 624-73 OtAX) (E_Mail)rem@arden-hi11s.mn.us ADVISORY COMMITTEES: (If you wish to be considered for more than one committee, please order in number of preference.) ~ Business Development Committee Business Relations Committee ~ . X Finance Committee Newsletter Committee ~ ~ ~ Parks and Recreation Commission ~ Planning Commission ~ Public Safety Commission Arden Hills/Shoreview Joint ~ Youth Commission (membership consists of students aged 10 - 18 years) SPECIFIC INTERESTS: (As the Council prioritizes its goals, it may crcate additional/new committees or task forces from tinle to tin1C, If you are interested in any of the follo\ving or if you share [my other specific areas or topics of interest, we will retain your application for future openings in those areas as new committces are created.) ~ City Facilities Task Force ~ Lake Quality and Environmental Task Force ~ Highway 10 Task Force ~ City Communications Task Force ~ Disaster Planning/Recovery Task Force ~ Community Logo Task Force ~ Technology Task Force Other Interests: ~ . (continued) PHONE: (612J 633.5676 . FAX (612J 633.7839 . -, Relevant WORK EXPERIENCE: U of MN (various positions) Responsibility for departmental & grant . budgets, client trust accounts; currently employed in legal/computer support services (network adminstrator). CIVIC, PROFESSIONAL & COMMUNITY ACTIVITIES: TCMP RAB, League of Women Voters, Audubon Society, Ralph Reeder Food shelf volunteer, Neighborhood Watch, Arden Hills Book Club WHY DO YOU WANT TO BE ON AN ADVISORY COMMITTEE: I am resigning from the Newsletter Committee and requesting aopoint- nl8Ut to Finance bccaus2 I believe I can learn morc, and conmllJnica te more basic and useful information to the co~~unity, by serving on the Finance Committee. WHAT SKILLS, STRENGTHS OR ABILITIES DO YOU BELIEVE YOU WILL ADD TO THE COMMITTEE: Because of long-term interest in Council, Planning Commission, and other city committees, I am aware of varying concerns about the city's use of tax dollars and various constraints on those uses. As noted, I believe I can help both city and residents communicate their concerns to each other to foster greater consensus on the use of our financial ADDITIONAL COMMENTS: resources. . REFERENCES (Optional) Nam~ Address Phone Available on request. -----~..__._---~-- -------_._-~-~ --- ~----- Please return this form, with resume, to: City Hall/Atten: City Administrator City of Arden Hills 4364 \Vest ROllnd Lake Road Arden Hills, I'dN 55112 Telephone: (612) 633-5676 - Fax: (612) 633-7839 . .. Jamieson and Associates, inc. . 4133 West 45th 5treet, Minneapolis, Minnesota 55424-1040 September 17, 1998 A UDlOVISUAL AND ACOUSTIC ...Tetephone CONSULTATION, DESIGN AND SPECIFIC A TlON SER VICES 612/920-3770 Mr. Brian Fritsinger City Administrator ...Leading the City of Arden Hills state o[ the art 4364 West Round Lake Road Arden Hills, MN 55126 Design RE: PROPOSAL AND LETTER OF AGREEMENT FOR A UDJOVISUAL CONSULTATION, DESIGN AND SPECIFICATION SERVICES FOR THE NEW ARDEN HILLS CITY HALL PROJECT. Consultation Dear Mr. Fritsinger: Specification In rcsponse to the request for proposal from Peter Vesterholt of the Architectural Alliance, dated September II, 1998, I would like to thank you for extending to New Media Jamieson and Associates (J&A) this opportunity to offer our professional . audiovisual and acoustical consultation, design and specification services for the proposed new City Hall facility. We are very interested in assisting the City of Facilities Arden Hills and the Architectural Alliance on this project. I feel comfortable that J&A can apply our extensive, in-depth experience during Acoustics the design and spccification of the audiovisual systems for this facility. As we have successfully delivered on past projects of this nature, our intent is to provide the City of Arden Hills with the Public Information Systems now familiar to Electronic today's, state-of-the-art City Halls and as allowed for in the City's budgetary Systems requirements. I have attempted to respond in a manner that matches the needs and concerns wc Lighting currently bclieve the City of Arden Hills may have. If J&A has not covered these needs and concerns to thc City's satisfaetion, I will be pleased to make the appropriate modifications to this proposal. COMPANY HIS TOR Y AND PHILOSOPHY Jamieson and Associates (J&A) is the pioncer and leading profcssional council chamber consultation, clIstom design, specification and installationl11anagement finn in this region. We always design systems with an emphasis on meeting our clients' communication and facility requirements while working within/he established budget goals; designing to the quality and quantity levels that each client requests. . J&A has been in business since 1972, working primarily in the disciplines of audio, video, audiovisual, multimedia, remote control, lighting and specialized [OJ ---------- .. Mr. Brian Fritsinger Jamieson and Associates, inc. City Administrator PROPOSAL FOR CITY HALL City of Arden Hilts PUBLIC INFORM A TION SYSTEM September 17, 1998 CONSULTA nON, DESIGN AND SPECIFICA TION Page 2 . interior acoustics. J&A has amassed extensive expertise, resulting in the proprietary design of hundreds of successful audiovisual systems and facilities, including: council chambers, county boardroom and meeting facilities, courtroom facilities, television broadcast studios, video and audio production facilities, conference centers, training and learning facilities and motion picture and live theater prescntation facilities. We are proud to let our design commissions speak for thcmselvcs. The following is a partial rcpresentation of some of these projects. Jamieson and Associates' Representative Proiccts: J&A Proiects Dcscription (partial list) City of Bloomington Improved acoustics, lighting for video (renovation) and NV systems control room including Contact: 612/881-5811 improved video and audio feeds for both Mr. Larry Lee, Dir. of thc local cablc system and council Community Development chambers. First metropolitan area city to bcncfit from large screen video document displays for both council chamber and local cable tclevision fecd. City of Burnsville A multi-purpose, high tech meeting room . (new construction) was creatcd for public usage, city staff Contact: 612/895-4400 training sessions, conferences and council. Mr. Grcg Konat, City Mgr. Custom architectural style lighting allows for high quality cablccasting. City of Minnctonka Custom council chamber interior (ncw construction) design, comfortable scating and sight Contact: 612/933-2511 lines, acoustically correct interior and Mr. Terry Schwcrm, Ass!. cnlargcd rear screen vidco document CityMgr. display. Full audio and video control room Mr. Tom Achartz, conveniently located next to mecting space. Video Specialist Improved audio and video systems for training and local cablc television. City of Peoria, AZ Clcan interior design (council chamber (new construction) interior design which unobtrusively Contact: 602/412-7210 contains high technology electronic AN Mr. Jim Adams systems). "Ease" of system control from dais. One document camera installed now, with future planning for integration of a second, currently includes largc screen for observers, plus convenience of individual monitors for council. Closed circuit government campus cablc systcm with appropriate local city and cable interconnects. Cost savings through . ~ -- . Mr. Brian Fritsinger Jamieson and Associates, inc. City Administrator PROPOSAL FOR CITY HALL City of Arden Hills PUBLIC INFORMA nON SYSTEM September 17, 1998 CONSULTATION, DESIGN ANDSPECIFlCATION . Page 3 J&A A/V systems "project management" assistance. City of Brooklyn Park Comfortable, spacious, multi-purpose (new construction) meeting room and council chamber with Contact: 612/424-8000 multiplc screen video presentation from Mr. Craig Rapp, City Mgr. lectern documcntation camera, video tape Mr. Tim Gaffron player and future computer graphics. Shared monitors for council viewing at dais. Local city media and cable feeds. Excellent electro acoustically assisted sound allows everyone to hear clearly. County of Anoka Commissioners' Board Room, (new construction & Administrative Conference Room, Training remodeling) Room, Building multi-channel distribution Contact: 612/421-4760 and electronic scheduling system. Public Mr. Tim Yantos Information (A/V) System including voice Assist. County Admin. reinforcement, document camera system, electronic graphics, computer/ network display system, room acoustic review and design, plus Courtroom voice . reinforcement/recording system, Courtroom video/electronic graphics/data and security systems. City of Eden Prairie Multi-Purpose council chamber and meeting room (building renovation and new with large screen and council dais video monitors. construction) The audiovisual system is controlled from Contact: 612/949-8300 ergonomically designed control room with local Mr. Terry Kucera city media and cablc system feeds. County of Hennepin Renovation of audio system, acoustics, and lighting (rcnovation) for Hennepin County boardroom. System consists Contact: 612/348-2852 of fully automatic audio mixing and feeds for Mr. Jim Taplin FM and Cable Broadcast. Also provides speech rcinforccment and Boardroom Audio Program Distribution within the Governmcnt Centcr. Additional audio and video design projccts by Jamicson and Associates ror major organizations include US WEST, Pillsbury Company, Luthcran Brotherhood, The Saint Paul Companics, 3M, IBM Corporation, ConAgra, Inc., Honcywell, Amcrican Express financial Services, Guthric Theater, Minncsota Science Museum's William 1'. McKnight Omnitheatcr, the Smithsonian's National Air and Space IMAX Theater, and many others. The experience acquired while working with these national and international organizations has allowed us to develop a better understanding of the factors rcquired to design systems for successful meeting/communication facilities. It is becausc of the total and harmonious integration of all factors . impacting a ncw or renovated City Hall facility that differentiates a well designed and valuable facility from an ineffective and costly one. Because of our design experience, Jamieson and ~ - Mr. Brian Fritsinger Jamieson and Associates, inc. City Administrator PROPOSAL FOR CITY HALL City of Arden Hills PUBLIC INFORMA nON SYSTEM September t7, 1998 CONSULTATION, DESIGNANDSPEClFIC'ATION Page 4 . Associates is capable of cost effectively uniting these disciplines into succcssfuL effective, meeting and presentation facilities and systems. On an ongoing basis we explore new and cvolving tcchnologics and apply them to project designs whenever feasible, striving towards sensitivcly planned state-of-the-art image and sound, production and/or presentation systems. Always working toward a balance between practical and thought provoking design, we bring with us creativity and adaptability...qualities which we believe are critical to the development of ncw and pleasingly diffcrent facilities. J&A strives to work collahorative!y and effectively with each of our client Counties and Cities and their designated design teams. We will be particularity attcntive to the City of Arden Hills' requested capabilities and goals for the City Hall facility. Working closely with designated City representatives and the Architect, we will endeavor to assure that the final project results are what the City really desires to meet its requirements. As independent audiovisual and acoustic/council chamber consultants and designers, we believe our unique past expcrience assures objectivity and will provide the City of Arden Hills with the highest quality systems design, specification and final equipment installations available within Arden Hills' budgeted requircments. DESIGN AND SPECIFIC A nON "GOALS" FOR THE A UDIO AND VIDEO PUBLIC INFORMATION SYSTEMS: . . To provide design and specification services that when completed will support the audio, video and electronic systcms cxpectations of the City Government and users of this facility. . To maximize communication visl/ally via integrated intcrior video and/or multimedia/graphics display systems as well as cable broadcast system interconnects. . To increasc communication al/rally via sound system designs to provide assisted listening capability (ADA). . To provide recommendations for the architectural integration of video systems to mcct thc City of Arden I-!ills desired visual guidelines. . To provide the most effective audio and video Public Information Systems designs for the City of Arden Hills' within agreed upon budget guidelines. . To provide designs, spccifications and guidance to help the City of Arden Hills competitively or on a negotiated basis ohtain its hardware and installation services as cost effectively as possiblc. . To provide AN system designs that we believe can be functional for a life span of 7 to 10 years and to provide cunent industry standard system interconnects. . ~ - Mr. Brian Fritsinger Jamieson a1td Associates, inc. City Administrator PROPOSAL FOR CITY HALL City of Arden Hills PUBLIC INFORMA TION SYSTEM September 17, 1998 CONSUL TA TION, DESIGN AND SPECIFlCA TION . Page 5 PROPOSAL AND STA TEMENT OF WORK This is a proposal and letter of agreement for audio and video public information systems consulting, design and specification services in the disciplines of audio, video, multi media, acoustics, lighting and remote control systems in relation to the planning of the City of Arden Hills' new City Hall facility. J&A services shall be provided as requested in the Architectural Alliance's request for proposal for AN Consultation Services, document of September II, 1998. Jamieson and Associates as the audio and video public infornlation systems consultant will work under the direction of the City of Arden Hills and the Architectural Alliance as well as other designated members of the design team to provide assistance as stated below. Jamieson and Associates will look at and design for technology and human interaction. Our vision is a final facility that does what peoplc want to do, not just what the equipment does (new systems equipment choices shall be consistent with the ''professional'' nature ofthisfacility. existing equipment will be used where appropriate). The following outline provides a plan as to how we would proceed to accomplish your stated goals. PHASE I . I. INITIAL NEEDS/OPPORTUNITIES ANAL YSISmUDGET DEVELOPMENT 1. J&A shall consult with the City of Arden Hills to determinc current and future communication needs and philosophies for the new City Hall Facility. Verify programmed usage and capability parameters for the spaces as well as detcrmination ofthc quality and quantity level for systems pre-planning and budget. 2. Further analysis of project requirements and coordination with the City of Arden Hills and the Architect. 0 Conceptual functions list for the designated AN spaces for City approval. .,. 4. Review of communication systems options/alternatives and verification of" facility systems. 5. Development of master budgct document/matrix. PHASE II A. DESIGN DEVELOPMENT 1. Functional/operational audio schematics (based upon the Architect's plans) for the designated City Hall spaces. . 2. Further planning of appropriate audio/visual, video and audio capabilities for the City Hall spaces as resolved during PHASE I ABOVE. ~ Mr, Brian Fritsinger Jamieson and Associates, inc. City Administrator PROPOSAL FOR CITY HALL City of Arden Hills PUBLIC INFORMA TION SYSTEM September 17, 1998 CONSULTATION, DESIGN AND SPECIFICATION Page 6 . 4. Further schcmatic design devclopmcnt of abovc. 5. Preliminary dcsign of: . Vidco systems and rccording . Control systems . Projection systcms . Projection and screen geometry . Sound and recording systems . Computer display integration B. FINAL DESIGN DOCUMENTATION AND SPECIFICATION 1. Developmcnt of more detailed audio/video equipment/systems writtcn specifications and drawings. This includcs audio/video systems contract document and bid coordination 2. Recommendations to the Architect and Electrical Enginecr on: . Room acoustics . Ambicnt noise level . Noise isolation . . Hcating, ventilation and air conditioning . AN electrical . AN lighting systems necds 3. Assistance in obtaining, revicwing, evaluating and sclcction of contractor for NV hardware and installation bid proposals. C. IMPLEMENTATION CONSULTATION AND PERFORMANCE VElUFICATION 1. Initial contractors mecting and audio/video technical coordination. 2. Rcview of shop drawings. 3. Two (2) schcdulcd on-sitc audio/vidco systems constmctionlinstallation progress/coordination meetings combined with other J&A on-site visits as necessary. 4. Supervision of punch list check out of AN functions for new City Hall facilities for acceptancc by the City of Arden Hills. 5. Assistance during initial training of City Staff, as requircd. Jamieson and Associates, inc. will provide the results of its recommendations in written memos and reports incorporating schematic drawings and plans and tlu.ough informal discussions as appropriate. . Preparation of final equipment purchase and installation contract documents referencing the J&A ~ Mr. Brian Fritsinger Jamiesoll and Associates, inc. City Administrator PROPOSAL FOR CITY HALL City of Arden Hills PUBLIC INFORMATION SYSTEM September 17, t998 CONSULTA TION, DESIGN AND SPECIFlCA TION . Page 7 prepared specifications is the responsibility of the City of Arden Hills and the Architect, unless otherwisc stated. CONSULTATION AND DESIGN FEES Jamieson and Associates fees are computed on an hourly and out-of-pocket cost basis according to our Standard Fee Schedule dated 7-01-98, attached. Therefore, the project fee is related directly to the degree of involvement (time) spent in the following areas: . Consulting and design time . Meeting and travel time . Specification writing and development of applicable drawings . Purchase guidance . On-site inspection . Systems checkout . Staff training Jamieson and Associates, inc. provides the results of its work in written memos and reports, dialogue and aural presentations, and informal phone and in-person discussions as appropriate. Based on our preliminary discussions and our current understanding of the project's scope, Jamieson . and Associates consulting and design fees to perform the work as outlined above are as follows: PHASE I - INITIAL PLANNING AND BUDGET DEVELOPMENT: Phase I Professional Services: $4,500 to $5,500, plus applicable taxes and out-of-pocket expenses. PHASE II - AUDIO SYSTEMS DESIGN DEVELOPMENT THROUGH TO FINAL TEST AND TRAINING: Phase 11 Professional Services: A/V Blldeet Percelltaf!e Fee $75K to $149K 15%' $150K to $249K 14%' $250K plus 13%' 'Plus applicable taxes and out-of-pocket expenses. This proposal is valid for a period of 60 days from the date of this proposal. After that time, fees are subjcct to change unlcss Jamieson and Associates chooses to extend this proposal offer. . ~ ---- Mr. Brian Fritsinger Jamiesoll and Associates, inc. City Administrator PROPOSAL FOR CITY HALL City of Arden Hills PUBLIC INFORM A TION SYSTEM September t 7, t 998 CONSULTATION, DESIGN AND SPECIFIC A TION Page 8 . ADDITIONAL REOUESTED WORK Work scope variance and/or additional requested work (by request from the City of Arden Hills, and/or confirmation from J&A of client's request) will be billed in accordance with the attached fee schedule. WORK SCHEDULE The estimated hourly fee ranges (plus expenses) are based on a normal work schedule and assume the availability of resource materials and administrative staff as may be required and timely rcsponses. PA YMENT SCHEDULE Billings reflecting the actual amount of Jamieson and Associates hourly fee and out-of-pocket costs required for the completion of this project will be sent and due on a monthly basis. TERMS 2% 10 days Net 30 days 2% per month over 30 days . EOUIPMENT PURCHASE AND INSTALLATION Jamieson and Associates, inc. as an independent consultant and facility dcsigncr represents only the needs and objcctives of its clients. J&A does not sell any equipment nor represent any equipment or matcrials manufacturers, dealers or installers. A VA ILABILITY OF JAMIESON AND ASSOCIA TlJ'S, INC. DESIGNS 11 is mutually agreed that Jamieson and Associates, inc. copyrighted and proprictary designs, concepts and infomlation shall bc made available to the City of Arden Hills its Architect for use on this project. Other usc shall be approved upon written authorization from Jamieson and Associates, inc. as additional requestcd work. SUSPENSION OF AGREEMENT This agreement may be tcrminated at such time as cither party promptly notifies the other of such termination. This agreement may be terminated by either party upon not less than fiftcen days' \VTitten notice should the other party fail substantially to perform in accordance with the terms of this Agreement through no fault of the party initiating the termination. The Consultant shall be compensated as listed in this agreement for all services perfornled prior to receipt of written notice of tcrmination. ~ . . Mr. Brian Fritsinger Jamieson and Associates, inc. City Administrator PROPOSAL FOR CITY HALL City of Arden Hills PUBLIC INFORMA TION SYSTEM September 17, 1998 CONSULTATION, DESIGN AND SPECIFICATION . Page 9 A UTHORIZA TION An authorized signature on this letter and/or other appropriate documentation such as Letter of Authorization or formal Purchase Order will allow Jamieson and Associates, inc. to begin work on behalf of the City of Arden Hills. Should you have any questions, please call me at 920-3770. We look forward to the opportunity of assisting you on this project. Sincerely, JAMIESON AND ASSOCIATES, INC. luft c ..~ ~ ich Jamie n Vice Presid nt RSJ/M Attach. cc: Peter Vcsterholt - Architcctural Alliance Richard N. Jamieson . A UTHORlZA TION. FOR: CITY OF ARDEN HILLS ~MIESON AND \ < ASSOCI~ES, INC._ ~.l> (Signature) ~ (Titlc) (Title) q-I,.-Q8 (Date) (Date) . ~ - . Mr. Brian Fritsinger Jamieson and Associates, inc. City Administrator PROPOSAL FOR CITY HALL City of Arden Hills PUBLIC INFORM A TION SYSTEM September 17, 1998 CONSULTATION, DESIGN AND SPECIFICATION Page 10 . JAMIESON AND ASSOCIATES, INC. 4133 West 45th Street Minneapolis, Minnesota 55424 612/920-3770 Voice 612/920-6454 Fax Standard Fee Schedule Fees for Consultation and Design Services under Contract and as performed under Jamieson and Associates Standard Terms & Conditions - as of 7-1-98. A verai!e Proieet Billing Rate $80.00 - $85.00 average per hour Hourlv Rate Principals $72.00 to $150.00 Hourlv Rate Staff $36.00 to $76.00 Pre-Con/raet Day Rate $950.00, plus travel . One Time and expenses CHANGE OF RATE.- Hourly Rate is subject to periodic adjustments. OUTSIDE SERVICES. Multiple of 1.175 times the amount billed to Jamieson and Associates, inc. OUT-OF-POCKET PROJECT EXPENSES: Includes travel, rental or purchase of equipment and materials, and incidental expenses, as well as computcr aided design, computer and custom soflware usagc. Billed at cost plus 6% or as listed on J&A Design Services Schedule which is available on request. INVOICES: lssucd monthly and on completion of work unless otherwise stipulated. PAYMENT METHOD. Chargcs due on work performcd to date and expenses as invoiced: Terms: 2% discount if paid in 10 days 2% interest pcr month over 30 days TAXES. Applicable taxes as required by Local State and Fedcral Laws. ~ . . September 17, 1998 Mr. Brian Fritsinger City Administrator City of Arden Hills 4364 West Round Lake Road Arden Hills, MN 55126 Subject: Request for Proposal for AfV CODSultation Services Dear Brian: Enclosed please find our proposal to provide consulting services for your City Hall project. I have also included one of our City Brochures as well as a newsletter for your information. . If! may provide any further details or if you have any questions, please contact me. We are excited about the possibility of working with the City of Arden Hills. I look forward to hearing from you! Sincerely, Kate O'Reilly Principal koreilly@electronicinteriors.com Enclosures (2) c: Mr. Peter Vesterholt, AlA CONSUlTANTS AND DESIGNERS ~!LON SVSIOMS ELECTRONIC .O("TEDT[(HNOlOG~ 091798 L TR (Brian Fritsinger).ooc .1 40 MACKU~N STREET. S/.JNT PIU. MlNNES01A 55102 (612) 292.1035 (612) 292-1063 FI>X INFO@ELE=NICINTE~=.CCM . Proposal for Council Chambers Electronic Media Consulting and Design Services for Phases 1 - 4 for the City of Arden Hills . Media Consulting Firm: Electronic Interiors. Inc. 40 Mackubin Street Saint Paul, MN 55102 Phone: (651)292-1035 Fax: (65t) 292-1063 Email: info@electronicinteriors.com Contact Person: Kate O'Reilly, Principal Date: September 18, 1998 CONSULTANTS AND DESIGNERS ~flL"N SYSTEMS ELEcrRONIC ..TEDTE(HNOlOG~ ." ~o MACKUBlN STREIT, SI>JNT PI>JJL. MINNESOTA 55102 (612) 292-1035 (612) 292-1063 FA< INFC@ELEGRONIClNTmORS.COM ------ OVERVIEW A summary of the scope as it relates to electronic media technology is as follows: . The scope of work in this proposal includes the following phases: City Council Chambers & Controt Room. Phase 1: Strategic Planning (Items #1 & 2 as noted in RFP) Prognun Document Preliminary Budget Estimate Schematic Design Development Phase 2: General Construction Provisions (Item #3 as nnted in the RFP) Architectural Recommendations Mechanical Recommendations Electrical Recommendatioos Phase 3: Electronic Media Systems Design and Specifications (Item #3 as noted in thc RFP) . Media System Design RFP or RFB Preparation Proposal or Bid Administration Phase 4: Electronic Media Systems Construction Administration (Item #3 as noted in the RFP) Site Inspections Contractor Pay Request Processing Punch List Training Administration . 2 SCOPE OF SERVICES Phase 1 . Phase 1: Strateeic Plan nine Workshop . Review of existing Architectural, Electrical and Mechanical plans er review of existing fucilities and equipment (pertaining to the implementation of technical media systems) . Conduct Workshop session (custOO1arily half day) . Devetopment of a program document which will consist of a single issue (with me revision if required) . Development of schematic design drawings with a total of not mere than three (3) concept designs (me issue and two revisions) for the overall project or a specific room and me issue of each (if required). . Development of a preliminary budget estimate which will consist of a single issue based on finat schematic drawings (with me revision, if required). Deliverable #1: We will conduct a Strategic Planning Workshop which ...ill specifically address the challenges faced in your facility. We will provide a broad understanding of the many inteifacing technologies and the impact of CWTent technology ill well ill the impact of future technology. Within each area of technology there are options that need to be reviewed and considered We will review potential applications of electronic media . technology to support information and communication requirements. This Workshap will challenge precom:eived notions and provide the guidance the team need, to make infonned decisions. Deliverable #2: iVe will produce a program document that will review the expectations of the CAmer and define the scope of the technical media systems. 711is program document lA/ill serve as a strategic plan thai will contain a revielv and analysis of the requirements for video, cnJdio, presentation, control, as l1'ellll5 medicrrelated acoustics and lighling. We ....ill also develop schematic design drcmings as ..."Ii ill a prelimlloT)' budget estimale Deliverable #3: We will develop a preliminary pre-design budgel estimate. Deliverable #4: We will Je\'elop a prelimilulry project schedule showing project milestones. . 3 --------- SCOPE OF SERVICES Phase 2 Phase 2: General Construction Provisions . Work in the Design Development Phase, as it pertains to the Architectural, Electrical and Mechanical needs for Electronic Media Systems, includes: . Assisumce in determining critical viewing distances and establishing design parameters for the integratioo of visual etectronic displays into the building . Assisumce with determining building space atJotmcnts, ratios and acoustidnoise control perfonnance requirements 0 Review and comment 00 Architectural, Mechanical and Electrical Coostruction Documents and one (t) iteration of non-construction release drawings . Recommendatioos via text or me (t) iteratioo of non-construction release drawings for millwork to be designed by the architect (e.g., casework performance requirements, equipment dimensions, locations, etc.). Actual "design" work would be considered an additiooal scope item and will be quoted as an additiooal fee. 0 Review of millwork and custom fi.nniture drawings 0 Design of raceways necessary for low voltage portioos of electronic media s)'rtems 0 Identification of power locatioos, perfonnance requirements and device types 0 Provide technical lighting guidelines, zooe/level performance requirements, control system . performance requirements to others for design and specification 0 Provide specifications for equipment to be built-in to General Contractor's scope of work 0 Provide adjacency and noise control performance requirements for HV AC systems 0 Review and comment on Architectural Shop Drawings, if deemed necessary or desirable. Deliverable #1: Notfor- construction reference drawings showing locatiom, sizing, etc. Deliverable #2: Text recommending specific related needs and peifonnara design criteria Deliverable #3: Standard specification t~t in divisions requiredfor inclusion in bidding oocumenrs hy Olocrs. Deliverable #4: Revicl1' and submittal of markup and stamp "7th recommendations. . 4 -- . SCOPE OF SERVICES Phase 3 Phase 3: Electronic Media Systems Design and Specifications Design Development and Construction Documents include: . Development of system design based on Programming and Schematic Phase . Development of block-flow drawings detailing electronic media system design . Creation of equipment-related details showing miscellaneous electronic media installation specifics. . Preparation of specifications for equipment types and brands . Evaluation of emerging technotogies for suitability to project . Development of control screens for ease of human interface . Design of custom connector plates and control program . Preparation of specification Project Manual . Ergonomic design of operator console and control room . Design of video and optical projector paths . Design of equipment rack configurations . Design afrear-projection room plans, if necessary . . Design of low-voltage interface to related buitding systems, ifnecessary . Preparation of Construction Documents for electronic media systems . Inclusion in initial design of provisions for future technology phases and additions . Schedutc and budget revisions (ifrequircd). Deliverable #1: Complete Request for Bid (RFB) or Request for Proposal (RFP) package induding text specifications with bid or proposal pnx.,'eJure, forms, O}j,71er requiremenls, general procedures, and installation requiremenls. Technical draH-ings with accessory details as >>>ell as re-issue of existing architectural and electrical drav.7ngs for referen::e as required . 5 -- SCOPE OF SERVICES Phase 3 (conI.) . Bid Issue includes: . Conduct one (I) pre-bid conference and walk through . Address questions on bid as necessary prior to bid opening . Issue of addenda and clarifications prior to bid opening (if required) . Review requests for substitutions, variations of method, etc. . Review bids and present recommendations for award administration. . . 6 . . SCOPE OF SERVICES Phase 4 Phase 4: Electronic Media Systems Construction Administration . Conduct a project start-up meeting with the Electronic Media Systems Contractor and Owner (if applicable) . Six (6) site meetings . Administrate details necessary for awarded contract . Administrate Electronic Media Systems Contractor's adherence to contract documents . Establish project schedule, terms and conditions . Field coordination and Change Order processing (if required) . Review shop drawings submitted by Electronic Media Systems Contractor . Administrate Pay Request processing in relationship to percentage completion . Conduct occasional scheduled conference calls with Owner, Media Systems Contractor and other team members as needed . . Issue two (2) punchlists (a preliminary and a final issue on the electronic media systems) . Administrate sign-off and electronic media systems commissioning . Conduct format project close out. *This Phase contains a total of six (6) site meetings. Any additional meetings will be charged as additional scope. Deliverable #1: issue Project Status Reports (PSR 's) at appropriate intervals Deliverable #2: Process Ou.ner supplied or Electronic Interiors, Inc. supplied change order forms Deliverable #3: Text comments and stamp Deliverable #4: Process pay requests on CMner suppliedfarms. . 7 --.- . EXCLUSIONS . The following items have not been included in this proposal. Any specific needs involving these areas can be reviewed for amendment to this proposal. Please contact Kate O'Reilly at Electronic Interiors, Inc. for further clarification of any exclusions listed in this proposal. . Responsibility for giving direction to Genera!, Eteclrical or Mechanical Contractors (verbal or written) . Responsibility for Architectural, Mechanical, Electrical or Structural Construction Drawings or Documents . Design of telephone systems or data systems other than relevant location coordination . Custom design modifications to factory assembled components or equipment that carry warranties. Non-factory authorized use of manufactured equipment . Providing Structural Engineering recommendations or review . Review of Structural Construction Drawings or Documents . Providing custom casework and millwork dcsign REFER TO PHASE 2 . Preparation of Electronic Media Systems Contractor's contract as a document . separate from the preparation of Project Manual as contract document . Re-development of any work, in any phase, after Owner sign off on that pbase . Providing punch!ist and probtem resolution other than wbat has been stated in the proposal . Demonstrations of systems or equipment . Acoustical consulting. Owner will determine: . All project requirements prior to start of Design Development Phase. After start of Design Development Phase, all changes will be charged as additional scope of servIces. . 8 ----.-- . . FEES & ASSOCIATED EXPENSES Phases 1- 4 Phases 1 - 4: Electronic Interiors, Inc. proposes to provide the professional services contained in this proposal: Phase 1 (Items #1 & 2 in the RFP) for $9,000 plus direct cost reimbursables as described below. Phases 2-4 (Item #3 in the RFP) on a time and materials basis. The fees are estimated to range between $15,000-$18,000 for an equipment budget undcr $120,000 or $20,000- $28,000 for an equipment budget over $120,000 plus direct cost reimbursables as described below. PRINCIPALS One Hundred Fifteen Dollars ($t t5) per hour SENIOR ASSOCIATES One Hundred Five Dollars ($105) per hour ASSOCIATES Ninety Five Dollars ($95) per bour PROJECf MANAGER Seventy Five Dollars ($75) per hour LEAD DESIGN DRAFfER Sixty Five Dollars ($65) per hour PRODUCTION MANAGER Sixty Dollars ($60) per hour DESIGN DRAFTERS Fifty Five Dollars ($55) per hour TECHNICIANS Forty Five Dollars ($45) per hour In addition to compensation for professional services, the following items will be billed to you as direct cost reimbursabtes. The reimbursables will be expeoses incurred by Electronic Interiors, Inc. in the perfonnance of the services provided for within this proposal. . Reimbursables include, but are not limited to, items such as: Mileage, parking, long-distance communication, travet expenses, renderings, reproductions. formal presentation perspectives, plotting services, magnetic media, courier services, air mail services, overnight delivery services, rental of special and/or demo equipment, outside consultant services, etc. fnvoices are mailed twice monthly for all hourly charges and expenses incurred during each bilting cycle. The balance is due thirty (30) days after receipt of the invoice. If you require special coding, formatting, forms or invoicing methods, we ask that you alert us to those needs as soon as this proposal is accepted. For your convenience. we maintain a complete project record of alt professional time expended. This project record is available for inspection by contacting our Accounting Department and speaking to Deanna Heidemann. Electronic Interiors, Inc. is a consulting and design fim1 specializing in electronic media technology as it relates to systems and environments. We are representatives of the Owner and Architect and have no affiliation with vendors, who arc representatives of the manufacturers. Our systems are designed solely to meet the needs of the Owner and the end user. Selection of equipment is based upon the equipment's technical merits as well as the vendor and manufacturer's ability to support that equipment. We feel that vendor- developed designs are counter to system needs due to equipment bias. We do not base our fees on a percentage of the project budget. The consulting and design time required is not necessarily proportionate to the cost of the new equipment to be purchased or proportionate to a percentage of cost based on square footage estimates. Our approach eliminates design compromise and promotes flexibility while motivating the project team to be cost conscious during budget development. We strive for, and . excel in, attention to detail, customer service and the successful comptetion of technology inlegration for all our clients. 9 -------- --~._------ . - FEES & ASSOCIATED EXPENSES Phases 1 - 4 (conI.) . Electronic Interiors, Inc. will meet and consult with the City of Arden Hills to determine user needs as well as the scope of the project. Our design concepts will be based on current needs, projected f,'fowth and future requirements that may not be immediately apparent. It will be our task to present alternatives and to provide expertise in various disciplines associated with contemporary etectronic media systems. ~0 ~ Date K ,,0" m, mO", a Hourly rates are adjusted on an al basis. 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I I If) U M I UJ 0 - I l- N '" I 0 N I N UJ ~ I t;( '"" Q) I - u I I U g. 0 I I V) , I V) N I 0 I <(< ~ I If) I If) I V)i Z I ~ -- ,-,-, ~ I - - -€:J U-J ::J l- I ,";;'{"'-"",! & V) C-_;__,,_'':'T? >- I u ..; V'l I c Vl - , I .~ Z '" <lJ ~ ~ 0 I .2 ~ ~ Vl -----{I) Q) ~ c t;( c - .D u ::J ~ C -'" U 0 ro ~. ~ ~ ~ 0 u Q) 0 u.. L.l.J ..,j- Z - ---- ~ ~./,"~- j, r~ r ,'~~ ~~ ",~ ~--~ CITY OF ARDEN HILLS I iI.~ ..""- . MEMORANDUM DATE: September 24, 1998 TO: Mayor and City Conncil FROM: Drum ','M.,,,. City Adm'."i"~ SUBJECT: Vaul:han Park Dedication proper~ "xchanl:e Background Dan Vaughan dedicated the property (Exbibit A) to fulfill his park dedication requirement for Planning Case #85-5. Although this property was agreed upon by the City and Mr. Vaughan, the property title was never transferred. Ms. Walsh discussed with Dan Vaughan the possibility of exchanging the previously agreed upon land area to an area that could be used as a trail corridor. The City would then have fee title to the property that would be used as a trail. Mr. Vaughan has indicated that he is amenable to this transfer. The property that was originally agreed upon was intended to be used for a park area. The intent e was to develop the existing parcels of park property along with the Vaughan property to create a park in the Round Lake area. As staff discussed this proposed park development, it seemed to make more sense to acquire property to complete the Round Lake trail corridor than to create a small park. Property Exchange Staff is proposing that the 1.78 acre property shown on Exhibit A be given back to Mr. Vaughan. In return, the City would receive a thirty (30) foot strip of property along the south side of Round Lake. A 10 foot wide trail would be planned within the thirty (30) foot wide area. The trail would connect with the existing trail east of Phase IV in the Gateway Business District (Exhibit B). Staff is proposing that the area needed to construct the trail along the south side of Round Lake is approximately 1,111 feet in length. A thirty (30) foot wide area of 1,111 feet = 33,330 square feet needed for trail construction and maintenance. This area is approximately 44,200 square feet less than the previously agreed upon park area. Based upon the current park dedication requirements, and given the current land values in the area, this frontage would be equivalent to an additional dedication of approximately $5,500. Staff would recommend that the additional benefit and enhancement to the trail system is worth an even exchange of property. However, as the trail corridor is smaller, the City Council may want to consider requesting an additional cash in lieu payment of $5,500 for the remaining . equivalent of property. -------- ~ Memorandum, Vaughan Park Dedication Property Exchange Page Two September 24, 1998 . What's Next? While Mr. Vaughan has verbally indicated with Ms. Walsh that he is amenable to the transfer, he is waiting to receive a formal proposal from the City. Should the Council support this concept, staff will forwaJd the plan and maps to Mr. Vaughan for additional discussion. Easement vs. Fee Title Staff is recommending that the City obtain fee title to the property rather than gain access by eascment. The ability to control the property would be important, in light of somc of the history of code enforcement problems in this area. Recommendation Staff recommends that the City Council direct staff and the City Attorney to negotiate an agreement for the exchange of the previously agreed upon park property for fee title to a thirty (30) foot wide, I, III foot long trail corridor located on the Vaughan property as identified in the exhibits attached to the staff memorandum. BF /sls e . - ~ l;')(ttU~I\ A City of Arden Hills Round Lake Park (undeveloped) \J 000 1-'\ I ... \ ... \ o \ !3 \ U \ ;:i \ \ ~ 0 \ z -< -------- 0 - --"- 0 -- / J .~ ~ ~ AVE ~}~ ///~~III~ N A 500 0 500 1000 1500 2000 2500 Feet , ~. -~ _. - ' ~ 0:ffd~'T B City of Arden Hills Round Lake Park (undeveloped) \ \ L I" E G D I \ IR. ~I . \ ~l.-"" '" ' I' i2 \ ::l' , ul \ ~ ,gi \ o z, ~ (), LANE <I '\ o PARKSHORE DRIVE \ i / 00 ! L~ L : , ----" mGHW A Y 694 ~!tr-r-- \, 1------ ~L~~lll< L, \ r~/' T " _" U11 \ VA I i / . \ ---D I ~E.W~ / ';Po ~~ \ AVE " I~~~ / ~<,J~ /~ ~,~, N A 400 0 400 800 1200 1600 2000 Feet , t.-x+t I 131 T A ~ d Hills d) C"ty of Ar en (develope I Park un Round Lake \ --.-1 ~'_! ' . I _ Glm'QDD IR<;LE \, -~, , '" ~~ ~\ \f <- _/~ ~iiJ ~ ~~~ ~ PARKSHORE.. D RIVE! \ o . I ! Cb~~ .' I ~/ {rs 0 i \ '"""'" Ci. liated park property Previously negoghan) HIGHWAY 694 . k land (Vau , \ ' I "" Ihc/ ._, \ -- U I r::r-.::::r=/?, :- fT--------;----j----,-T1 i -', I UI ", '1_ , , ' ~JiNE.itiu~, I ~ VAr'f' lNE / I -I, III I 'I / / .,/----- -,'..~ , I I ,/" I " ! . I '. I, , \ : I '" '" AW I CJ l I ! : \ i J_j \tp ~~/ .//~il _i i-=-_cc'l -,.LC~ '/ J ,/ ~ / ----COl!IY.tv DOADF n>_______, , , -----n~" /" .....-" ~ ~ I '--".\_~--.c.....'" ___, / /" -I c-.,________ .......... / , I '--...1 I' .-, N A 2500 ,~ 2000 , 1500 1000 500 ________ o 500 _ , -..--.---- '-'" C-X11761r /3 City of Arden Hills Round Lake Park (undeveloped) . Existing Gateway Trail Phases 1-4 (Welsh) Proposed Trail Corridor ~- ~ Vaughan land swap < , ---J O~ I~ \ ) , 0~i< ~~ ~~- 0 \ ~ ) -I PARKSHORE DRIVE ~ ( , I , \ 0 ~ -\ r-: /~ . '---/ ) / f .~ 0 ' / f (~ I ( ! '- --"---' I !_/ HrGHW A Y 694 ------r--.-,.-..--- \" ,--,--""-, --------, \~ . --------;----1-------,- ~ \ ~--~_ ~ I . ,-'7--_ ~U' , ----- L I ! f I I. ---~.~ .. --T l I' ~ I~ I I 1//1 -1-""- '- \ ~n'----jj/ , - , ! cJ I"FO~;)Llv~;-! ,,~ //:-1--'- --- I_r__" I 1'-----' \ -- I f I ' , I;J '! 1\ ,- ~'- I" I:rJ C !'---. i I l' \ .'VJ I-~-- I ! \ '-J~ -.- I T~M FW~" - ---:t,\ /./ x., L. AVE- ~-- -', '.... <~(--- , ,,'., ,. (7~ ! i / r-.', /~'6 '-l~ / <t/ ~ \ N A 400 0 400 800 1200 1600 2000 Feet . L._ ----~~-~ , ... CITY OF ARDEN HILLS . MEMORANDUM DATE: September 28, 1998 TO: M,ye< "d CHy Com" f((-- FROM: Kevin Ringwald, Assistant to the City Administrator SUBJECT: Community Development Department Activities September of 1998 The following summarizes the activities of the Community Development Department for September of 1998. Planning Commission - October of 1998 1. Case #98-24 CSM Corporation (DynaMark), 4295 Lexington Ave., Site Plan Review. The applicant is requesting site plan approval for a two story office building (96,900 square feet) on the DynaMark campus. The new "building" would be attached to the original DynaMark building at 4285 Lexington A venue. Thc proposal appears to be consistent to the PUD (PC 96-05 Control Data) that was approved in July of 1996. The new building . would function as thc corporate headquarters for DynaMark. The DynaMark buildings at 4255 & 4265 Lexington Avenue would frame the second story of the building. 2. Case #98-25 Brctt Dallmann, 3564 Snelling Ave., Variance (front yard setback). The applicant wishes to utilize his existing garage as additional house space and build a new garagc. Howevcr, the new garage does not mect the rcquired front yard setback (14 fcet proposcd, when 40 feet is required). The properties on this street are unique in that thcy have an extremely large boulevard area (approximately 90 feet in width, whcn typically it is 15 feet), so the homes appear to be setback from the street more than nom1a1 when in fact they are at the front setback line. The applicants contractor has provided the Building Official with an altemate plan which does not require a variance. The Staff will be recommending denial of this request. 3. Case #98-26 Gregg Larson, 3377 Snelling Ave., Minor subdivision/consolidation. The applicant has purchased the home at 3371 Snelling Avenue and wishes to modify the property line between the two properties. The rcquest would not create any non-conformities and would rcsult in parcels that were 2.2 acres in size (3377 Snelling A venue) and 1.1 acres in size (3371 Snelling Avenue). . ------- ---- ~ 4. Case #98-27 Michael and Karen Stephens, 3484 Glenarden Road, Variance (corner side yard and rear yard setback). The applicant wishes to utilize his existing garage as additional house space, build additional house space and . build a new garage. However, the new garage does not meet the required rear yard setback (20 feet proposed, when 30 feet is required) and side yard (street) setback (20 feet proposed, when 40 feet is required). The Staff will be recommending denial of this request. COl11vrehensive Plan update The Planning Commission continues to meet to discuss the update to the Comprehensive Plan. The dates that the chapters are going to be provided to the Planning Commission/City Council for final comments before the public hearing are as follows: 1. Chapter I, Introduction - September 25,1998 2. Chapter 2, Overall Goals - September 25, 1998 3. Chapter 3, Land Use - September 25, 1998 4. Chapter 4, Housing - September 25, 1998 5. Chapter 5, Parks and Trails - September 25, 1998 6. Chapter 6, Natural Resources - October 2, 1998 7. Chapter 7, Transportation - September 25,1998 8. Chapter 8, Public Facilities - October 2, 1998 9. Chapter 9, Implemcntation - October 2, 1998 The current schedule for the completion of the update to the Comprehensive Plan is as follows: 1. Friday, September 25,1998, mail out Chapters 1,2.3,4,5, and 7 for final . comments. 2. friday, October 2, 1998, mail out Chapters 6, 8, and 9 for final comments. 3. Wednesday, October 21,1998, at 7:00 pm (PC Worksession) review of Chapters 1-9, "Does it all add up?" 4. Wednesday, November 4, 1998, at 7:30 pm (PC regular meeting) public hearing on Comprehcnsive Plan update and Planning Commission recommendation to City Council. 5. Monday, November 9, 1998, at 7:30 pm (CC regular meeting) City Council action on Planning Commission recommendation. 6. Friday, November 13, 1998, submittal to Metropolitan Council and adjacent cities for comments (start the 60 day review clock). Lastly, your attendance at any of these meeting is welcome and appreciated. Protective Inspections 1. Building Permits (September). The City issued four commercial/industrial permits in May. The first (#6186) was for an elevator revision ($54,000) at 1700 County Road F. The second (#6187) was for a office remodel ($16,500) at 3585 Lexington Avcnue. The third (#6191) was for reroofing ($9,965) at 1315 Red Fox Road. Lastly, the fourth (#6205) was for reroofing and an interior remodel ($8,000) at 4703 Highway 10 (Big Ten) was double fee'd due to this work was commenced without a permit). The total . valuation added by tbese building permits was $88,465.00 with an average valuation of $22,116.25. . In May, the City issued 34 residential remodeling pemlits which ranged in value from . $1,440.00 to $75,000.00 and had a total value of S319,527.00 and had an average value of$9,397.85. Lastly, the City issued one permit for a new residence ($248,833) at 4234 Hamline A venue. 2. Sign Permits. In September, the City has issued no sign permits. Economic Development 1. Gateway Business District. The real estate portions of Phases II and III of the GBD project are closing (Welsh Development to AmberJack) this week. Welsh Constmction is making progress on completing the outstanding items which need to be completed by September 30, 1998. The first lift of paving was put down for Gateway Court which services the tmck needs of Phases I and 11. The City Engineer has completed their review of available capacity at the Highway 96 and Round Lake Road (relocated) intersection. Generally, the report states that the modified intersection will allow for an additional 740,000 square feet to 1,100,000 square feet of Office or 1,100,000 square feet to 1,600,000 square feet of Office/Showroom. The Staff and Morris Communications are awaiting the results of the financial analysis/requirements for future phases from the City's financial consultant (Ehlers & Associates), before talking further about potential users for the Comer Site. The City Attorney and the City's Acquisition Specialist (Bud Storm-Evergreen Land . Services) discussed at great length this week with the Indykiewicz's and their attorney where the acquisition is currently at. The Indykiewicz's appraisal is still not yet available, so discussion on price at this time cannot commence. The Indykiewicz's did have somc questions regarding the property to be taken, the timing for their departure from the property and the timing of their companies departure from the propcrty. The Staff and consultants will bc working to get thc Indykiewicz's the answers to thesc questions this wcek or early next weck. After those questions are answered, the only remaining questions relate to price, which is waiting on the completion of the lndykiewicz appraisal. 2. TCAAP. The Staft'will start to work on the RFP's for the Phase II planning exercise in Octobcr. Additionally, the Staff will be following up with the AmlY on anticipated release schedules for various pOl1ions of thc site. No ncw news on the Fox 29 tower has surfaced. 3. North Metro I-35W Corridor Coalition. The City is now directly linked (electronically via the Cable system) to the Coalitions computer se[\.er (currently residing in the City of Roscvillc) which will make the transfer of the information betwcen the Cities even more convenient. Thc Coalition continues to make great progress in the area of GIS. The Coalition is putting the final touches on its internet mapping program which will allow users outside . the Coalition to browse a varicty of Coalition and/or City mapping products. If thc City Council desired, the Staff could attempt to schedule some time at a future worksession to demonstrate some of the technology that will soon be available to the Coalition, Cities, and the Public. - . 4. Business Development Committee. The Business Development Committee (BDC) continues to work on the Lexington/Fox Study. The BDC has been receiving feedback on the plan and has been evaluating potential modifications to the plan. Additionally, the . BDC has requested that the Finance Committee review the advantages and disadvantages of establishing a Tax Increment Finance (TIF) district over all or part of the study area. 5. Business Relations Committee. The Business Relations Committee (BRC) continues to meet one-on-one with] 0-15 businesses per month. The BRC at its next meeting (October 12, 1998) has invited Kitty Rhoades of the Chambcr of Commerce, to discuss potential collaborative efforts between the two organizations. RecvcIin~ 1. SCORE Grant. The City recently received notification from Ramsey County that in 1999 it is anticipated that the City will receive a S 19,490 SCORE grant. The City needs to return the SCORE application to Ramsey County by October 30,1998. The Staffis anticipating that City Council action on this item will occur on first regular meeting in October. I Year II Score Grant I Percent Change from 1994 I ~1$19,408 0.00% I {~~1$19,326 (0.42%) I ~I SI9,127 (1.45%) I . ~ISI9,347 (0.31%) I ~I $19,514 10.55% I 11999 II $19,490 II 0.42% I 2. Semi-Annual Rccycling Report. Thc City recently provided Ramscy County its semi- annual recycling report for 1998 to satisfy the requirements of the 1998 SCORE agreemcnt. Code Enforcement 1. 1369 Forest Lane. The Building Official discussed the status of the project with Mr. Steve Nixon on Wednesday, September 23, 1998, and was informed that work was still being done on demolishing the interior spaces. However, the property owner does not yet have finance to do the necessar)' construction. The property owners attendance at the Monday, October 28, 1998, City Council meeting was requested. The Building Official has requested that the City Attorney update the Circuit Judge, if necessary, on the status of this case. Additionally, the City Attorney has been requested to verify that the mortgage has been satisfied and when that occurred. . 2. 3171/3183 Lexington Avenue. The City and the existing and proposed landowner ~ continue to work towards a timely resolution of this problem. The tri-party agreement was signed the week of September 21,1998 and the closing is scheduled for Friday, September 25, 1998. 3. 1875 Lake Lane. The owner of the property has essentially completed the clean up of the interior of the house. However, the stmctural components of the house still require work so that they do not pose a problem to the public's safety. The property owner has two people who wish to acquire the property from her. The Staff is hopeful that another out of court settlement is possible in this case. 4. 4703 Highway 10 (Big Ten). The Associate Planner has now been with the City long enough to familiarize herself to the community. Therefore, she is now starting to conduct some of the code enforccment projects that are outstanding. The owner of the Big Ten has been notified that all his banners and pennants need to be removed within 30 days (October 20, 1998) as is required by the Sign Ordinance. Additionally, a determination was made that the 30 days of temporary signage has been fully utilized. Therefore, no additional signage will be allowed the rest of 1998. Lastly, the property owner was provided a copy of the Sign Ordinance for future reference. 5. US West. The City Staff has met with representatives of US West to try to come to a mutually agreeable solution on a PCS tower location in the vicinity ofI-35W/I-694. US West has provided the City with its locational and height requirements for its antennas in e this arca. The City Staff is now evaluating potential sites in this area where a tower may be appropriate. ~ ~-. . CITY OF ARDEN HILLS MEMORANDUM DATE: September 23, 1998 TO: Brian Fritsinger, City Administrator FROM: Dwayne Stafford, Arden Hills Public Works Director V)' SUBJECT: Monthly Department Head Report Public Safety Commission The City of Arden Hills Monthly Public Safety Commission Meeting was held on September 17th at City Hall. The main topic was the Emergency Preparedness Plan. The Commission received the first cut of the plan from Mr. Bishop and reviewed it page by page. Suggestions for further changes have been made and some questions for Council will be asked at the next Council Worksession. e A Fairview Avenue resident wrote the Public Works Director asking that signs be installed restricting turns on to Crystal A venue during morning school rush hour traffic. These signs would be similar to those on Valentine A venue. Students are turning off of Lake Valentine Road and racing down Crystal to Fairview Avenue, then back to Lake Valentine Road to avoid backups at the Fairview Avenue stop sign on Lake Valentine Road. The Commission asked that the Public Works Director contact the Sheriffs Department and ask for increased rush hour patrolling of the Crystal/Fairview area. A letter on this issue has been sent to the Sheriffs Office. 1998 Street Project Little work has been done on Edgewater and Stowe Avenues this past month. These two streets need only the final coarse of blacktop and minor punch list items corrected for completion. Fairview Avenue finally got its cllrb and gutter and the first coarse of pavement installed. Boulevard grading is underway. The notice to the contractor on possible liquidated damages seemed to gct their attcntion. Hopefully the Ward driveway issue on Fairview may be resolved. Sandeen Avenue presents some new problems. Prior to construction activities, the Public Works Director and City Engineer felt patching and overlay was suitable for this roadway. Following heavy construction traffic from new gas main installation, milling the pavement . edges, some storm sewer modifications, and a small amount of curb installation, the street was broke up beyond saving with just an overlay. ------------ --------- .- Monthly Department Head Report Page 2 A meeting was held with the City Engineer, his assistant, the Project Inspector, the Contractor . and the Public Works Director on site. It was agreed the best thing for the City to do would be to recycle thc existing blacktop, (grind it up and regrade it as additional road base material) followed by a 3" coarse of bituminous pavement. The Public Works Director discussed this with the City Administrator and Finance Director and the decision was made to procecd with the recycling. Extra costs of approximately $6,000.00 for the recycling can be expected. 1999 Street Project City Engineer Brown is looking at the entire Round Lakc Road project and staff has asked Mr. Brown to provide costs for various options Council may wish to consider such as medians, street width, etc. Puhlic Works In addition to their regular maintenance duties, Public Works employees have worked on the following items this month: . Additional catch basin and storm sewer repair. . Replace broken pipe between #12 Lift Station and wet well. . Clear sewer easement from Lift Station #5 (County Road E and Lake Johanna Blvd.) To Ramsey County compost site and built gate for easement entrance. . Distribute and set up voting equipment. . Replaced section of driveway apron at 1997 Lake Valentine Road which was part ofthc reconstmction project in 1995. (Crew found tree stump buricd under failed section) . . Installed water mcters at Gateway buildings. . Rcp1aced "No Parking" signs as requested by Ramsey County Sheriff near the Big Ten Supper Club. . Installcd "Crime Watch" signs requested by Ramsey County Sheriff. . Supply help and barricades to Ramsey County Sheriff for Tmck Inspection at North Heights Lutheran Church. Both part-time Public Works employees have now left to return to school. Fred Reed has informed the City he will return to work on October 19, 1998. l'.ark.s. Parks employees continue with there regular duties and have also worked on the following items this month: . Sprayed for poison ivy on City property near Childrens World where several children came in contact with the plant while picking pretty leaves for a teachers project. This area will also be mowed by Wednesday, September 23, 1998. . Trimming and chipping trees in parks and along trails as time permits. . Converting fields to fall and winter sports. . Painted warnling houses at Freeway, Cummings, and Valentine parks. . Installed several new signs along trails. ("Pick up after your dog" and "Stop" signs) Parks Foreman Winkel has been working or removing a beaver dam on the Lake Valentine . outlet. Water was starting to back up into Valentine Park. . _. Monthly Department Head Report Page 3 e Some vandalism occurred at Royal Hills Park where a vehicle ran over the satellite toilet and demolished it. Mr. Winkel has ordered a replacement and contacted the Sheriff. All of the Parks seasonal workers have left for the year. Last year the Parks department purchased a snowblower attachment for the City's skid steer loader and began snow removal on trails. Even with the mild winter and little snow the Parks Department had a least six incidents where the snow blower slid down a hill or slid off the side of a trail resulting in major towing efforts to retrieve the machine. In one instance the skid steer tipped part way over. The Public Works Director has asked Parks employees to map out areas where plowing can be done safely as Staff will need to revisit this issue before winter. Public Works Director The Public Works Director has spent a significant amount of time with Parks Foremen Winkel learning parks employees day to day activities and getting a feel for each others needs and expectations. Mr. Winkel seems very conscientious and easy to work with. The Public Works Director has so far taken over Parks purchasing and bill monitoring, time sheet review, time off scheduling, and monitoring daily activities of the department. The Public Works Director has advertised for a new emergency generator and has sent . specifications and an invitation to bid to the three major generator suppliers in this area. Those being Caterpillar, Onan/Cummins, and Kato. The sewer rehabilitation project awarded earlier this year is well under way. The metal section of sanitary sewer pipe has a new plastic lining and many of the leaking joints have been sealed. Videos of before and after will be available for Council to view if they so desire. Work also continues on; DNR forms for the Lake Josephine Ordinance, Lift Station # 3 replacement, Ditch Evaluation, and Street Projcct Monitoring. On Septcmber 21, and 22, the city survived anothcr visit by an OSHA safety investigator. On the first day, the investigator reviewed the City's Safety Manual paying special attention to the A W AIR program, the Right To Know Program, the Personal Protection requirements and the Lock Out-Tag Out program. The investigator also reviewcd the City's OSHA 200 forms for the past 3 ycars. Thesc fonns deal with injuries and illnesses of City employees. On the second day, the investigator inspected the City maintenance facility. The City may expect a notice to con.eel the stairway leading to the balcony storagc area as it exceeds the safety limits for incline angle. The City had been warned on this issue at a previous OSHA inspection. A directive for compliance was not issued at that time as the possibility of a new facility was discussed. e ~-