HomeMy WebLinkAboutCCP 05-10-1999
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CITY OF ARDEN HILrJ LE
4384 WEST ROUND lAKE ROAD
ARDEN HillS, MN 55112-5794
AGENDA
CITY COUNCIL MEETING, CITY HALL
MONDAY, MAY 10, 1999,7:30 P.M.
7:30 P.M,
1.
7:30 P.M.
2.
7:30P,M.
3.
7:30 P.M.
4.
.
7:35 P,M.
7:40 P.M,
.
Call to Order
Approval of Meeting Agenda
Approval of Minutes
a. April 26, 1999 Regular Council Meeting
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 lUIder a Consent Calendar format. There will be
no separate discussion of these items, unless a Council member so requests, in which event,
the item will be removed from the general order of business and considered separately in its
normal sequence on the agenda.
a, Claims and Payroll
5.
Public Comments
This is an opportunity for citizens to bring to the Councirs 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 COlUlcil. To allow adequate
time for each person wishing to address the Council, we ask that individuals limit their
comments to three (3) minutes. Written documents may be distributed to the Councit prior
to the meeting, or as bench copies, to allow a more timely presentation.
6.
Unfinished and New Business
a. Res. #99-14, Requesting Approval of Charitable Gambling
Premises Permit Application for ABW A Lady Slipper Chapter
at Flaherty's Arden Bowl
b, Planning Case #99-05, Bethel College, 3900 Bethel Drive, Site
Plan Review
c. Pay Estimate #1, Forest Lake Contracting, West Round
Lake Road (Phase I)
d. Accept Drainage Survey and Report
e. Purchase of Sewer Maintenance Machine
PHONE: [6121633-5676 · FAX [6121633-7839
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AGENDA - PAGE TWO
CITY COUNCIL MEETING, CITY HALL
MONDAY, MAY 10, 1999, 7:30 P.M.
6. Unfinished and New Business (continued)
f. Agreement for Installation and Maintenance of Traffic Control
Signal
g. County Road F Trail Discussion
8:40 P.M.
7,
Administrator Comments
8:50 P,M,
8.
Council Comments
9:00 P.M,
9.
Adjourn
The above times may vary depending upon length of issue discussion.
.
Tentative Mav Meetin2 Schedule Tentative Mav Meetin2 Schedule
Meeting dates, times and locations are subject to change. Meeting dates, times and locations are subject to change.
Please contact City Hall for the most current schedule. Please contact City Hall for the most current schedule.
May 5 Planning Commission 7:30 P.M. May 5 Planning Commission 7:30 P.M.
May 10 Council Meetiug 7:30 P,M, May 10 Council Meetiug 7:30 P.M,
May 17 Council Worksessiou 4:45 P.M. May 17 Council Worksession 4:45 P.M.
May 18 Parks & Recreation 7:00 P.M. May t8 Parks & Recreation 7:00 P.M.
Committee Committee
May 24 Economic Development 7:00 P.M. May 24 Economic Development 7:00 P.M.
Aulhority Aulhority
May 24 Council Meeting 7:30 P,M. May 24 Couucil Meeting 7:30 P,M,
May 25 Parks & Recreation 7:00 P.M. May 25 Parks & Recreation 7:00 P.M.
Committee Committee
May 26 1-35W Corridor 5:30 P.M. May 26 1-35W Corridor 5:30 P.M.
Coalition Board Meeting Coalition Board Meeling
May 26 Communication 6:00 P.M. May 26 Communication 6:00 P.M.
Committee Committee
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April 8, 1999
Members of the City Council
City of Arden Hills, Minnesota
Professional standards require that we provide you with the following information related to our audit
Onr Responsibility Under Generally Accepted Auditing Standards and Government Auditing Standards
As stated in our engagement letter, our responsibility, as described by professional standards, is to plan and perform our audit
to obtain reasonable, but not absolute, assurance that the financial statements are free of material misstatement and are fairly
presented in accordance with generally accepted accounting principles. Our audit is designed to provide reasonable
assurance of detecting misstatements that, in our professional judgment, would have a material effect on the financial
statements taken as a whole. Consequently, our audit will not necessarily detect misstatement Ie,s than this materiality level
that might exist due to error, fraudulent financial reporting or misappropriation of assets.
In planning and performing our audit of the general purpose financial statements of the City of Arden Hills for the year
ended December 31, 1998, we considered its internal control in order to determine our auditing procedures for the purpose of
expressing our opinion on the financial statements and not to provide assurance on internal control. However, we noted
certain matters involving internal control and its operation that we consider to be reportable conditions under standards
established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our
attention relating to significant deficiencies in the design or operation of internal control that, in our judgment, could
adversely affect the City's ability to record, process, summarize and report financial data consistent with the assertions of
management in the financial statements.
A material weakness is a reportable condition in which the design or operation of one or more of the internal control
components does not reduce to a relatively low level the risk that errors or irregularities in amounts that would be material in
relation to the financial statements being audited may occur and not be detected within a timely period by employees in the
normal course of performing their assigned functions.
Our consideration of internal control would not necessarily disclose all matters in internal control that might be reportable
conditions and, accordingly, woutd not necessarily disclose all reportable conditions that are also considered to be a material
weakness, as dermed above. However, we noted the following reportable condition that we believe is not a material
weakness.
Segregation of Duties
Our study and evaluation disclosed that because of the limited size of your office staff, your organization has limited
segregation of duties. A good internal control structure contemplates an adequate segregation of duties so that no one
individual handles a transaction from inception to completion. While we recognize that your organization is not large
enough to permit an adequate segregation of duties in all respects, it is important, however, that you be aware of this
condition.
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City of Arden Hills
April 8, 1999
Page Two
As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we
performed tests of compliance with certain provisions of laws, regulations, contracts and grants. However, the objective of
our tests was not to provide an opinion on compliance with such provisions. We noted no noncompliance with certain
provisions of Jaws, regulations, contract and grants.
Accounting Estimates
Accounting estimates are an integral part of the combined fmancial statements prepared by management and are based on
management's knowledge and experience about past and current events and assumptions about future events. Certain
accounting estimates are particularly sensitive because oftheir significance to the general purpose financial statements and
because of the possibility that future events affecting them may differ significantly from those expected. The most sensitive
estimates affecting the fmancial statements was depreciation on fixed assets.
Management's estimate of depreciation is based on estimated useful lives of the assets. We evaluated the key factors and
assumptions used to develop this estimate in determining that it is reasonable in relation to the financial statements taken as a
whole.
Signifieant Audit Adjustments
For purposes of this letter, professional standards defme a significant audit adjustment as a proposed correction of the generat
purpose financial statements that, in our judgment, may not have been detected except through our auditing procedures. We
proposed no material audit adjustments.
Disagreements with Management
For purposes of this letter, professional standards define a disagreement with management as a matter, whether or not
resolved to our satisfaction, concerning a financial accounting, reporting or auditing matter that could be significanl to the
general purpose fmancial statements or the auditor's report. We are pleased to report that no such disagreements arose
during the course of our audit.
Issues Discussed Prior to Retenlion of Independent Auditors
We generally discuss a variety of matters, including the application of accounting principles and auditing standards, with
management each year prior to retention as the City's auditors. However, these discussions occurred in the normal course of
our professional relationship and our responses were not a condition to our retention.
Difficulties Encountered in Performing the Andit
We encountered no significant difficulties in dealing with management in performing our audit.
Other Matters
The following are areas that came to our attention during the audit that we feel should be reviewed:
General Fund
Actual revenue was greater than budget by $214,605. The total variance represents 8.6% of budget. The area with the
greatest variance was nonbusiness licenses and permits with a variance of$162,068. Expenditures were relatively close
to budget, fmishing $43,483 below a budget of$2,355,180. Total transfers out totaled $302,450 or $119,900 more than
budget.
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Cily of Arden Hills
April 8, 1999
Page Two
As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we
performed tests of compliance with certain provisions of laws, regulations, contracts and grants. However, the objective of
our tests was not to provide an opinion on compliance with such provisions. We noted no noncompliance with certain
provisions of laws, regulations, contract and grants.
Accounting Estimates
Accounting estimates are an integral part of the combined fmancial statements prepared by management and are based on
management's knowledge and experience about past and current events and assumptions about future events. Certain
accounting estimates are particularly sensitive because of their significance to the general pUrPose financial statements and
because of the possibilily that future events affecting them may differ significantly from those expected. The most sensitive
estimates affecting the financial statements was depreciation on fixed assets.
Management's estimate of depreciation is based on estimated useful lives ofthe assets. We evaluated the key factors and
assumptions used to develop this estimate in determining that it is reasonable in relation to the financial statements taken as a
whole.
Significant Audit Adjustments
For pUrPoses of this letter, professional standards defme a significant audit adjustment as a proposed correction of the general
pUrPose fmancial statements that, in our judgment, may not have been detected except through our auditing procedures. We
proposed no material audit adjustments.
Disagreements with Management
For purposes of this letter, professional standards defme a disagreement with management as a matter, whether or not
resolved to our satisfaction, concerning a financial accounting, reporting or auditing matter that could be significant to the
general pUrPose fmancial statements or the auditor's report. We are pleased to report that no such disagreements arose
during the course of our audit.
Issues Discussed Prior to Retention of Independent Auditors
We generally discuss a variely of matters, including the application of accounting principles and auditing standards, with
management each year prior to retention as the City's auditors. However, these discussions occurred in the normal course of
OUT professional relationship and our responses were not a condition to our retention.
Difficulties Encountered in Performing the Audit
We encountered no significant difficulties in dealing with management in performing our audit.
Other Matters
The following are areas that came to our attention during the audit that we feel should be reviewed:
General Fund
Actual revenue was greater than budget by $214,605. The total variance represents 8.6% of budget. The area with the
greatest variance was nonbusiness licenses and permits with a variance of $162,068. Expenditures were relatively close to
budget, finishing $43,483 below a budget of $2,355,180. Total transfers out totaled $302,450 or $119,900 more than budgel.
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City of Arden Hills
April 8, 1999
Page 1bree
Most of the general fund revenue comes from property taxes and property tax credits. They represent 72% of 1998
revenue. This type of revenue is received during the second half of the year. As a result, a reserve for working capital
needs to be established equal to about 35 - 45% of planned expenditures and transfers out. The City has excellent
reserves for working capital from several sources. The amount designated for working capitai in tbe general fund is
$556,634. In addition to the fund balance in the general fund, the City can also draw working capital from one of the
several permanent capital projects funds which total about $7,700,000.
It is important to maintain an adequate fund balance for the following reasons:
Expenditures are incurred somewhat evenly throughout the year. However, property tax and state aid revenues are
not received until the second half of the year. An adequate fund balance will provide the cash flow required to
fmance the General Fund expenditures.
The City is vulnerable to legislative actions at the State and Federal level. In recent years, the State had adjusted the
local government aid and property tax credit formulas and implemented levy limits. An adequate fund balance will
provide a temporary buffer against those aid adjustments and levy limits.
Expenditures not anticipated at the time the annual budget was adopted may need immediate Council action. These
would include capital outlay replacement, lawsuits and other items. An adequate fund balance will provide the
fInancing needed for sucb expenditures.
A strong fund balance has assisted the City in determining its bond rating. The City received an AAA rating from
Standard and Pnors on its 1998 bond issue.
A summary of the 1998 operations is as follows:
Variance -
Favorable
Budget Actual (Unfavorable)
$ 2,491,445 $ 2,706,050 $ 214,605
2.355.180 2.398.663 (43.483 )
136.265 307,387 171.122
49,000 (49,000)
082.550) 1302.450 ) 019.900)
(133.550) (302.450 ) 068.900)
Revenue
Expenditures
Excess of Revenue Over Expenditures
Other Financing Sources (Uses)
Operating transfers in
Operating transfers out
Total Other Financing Sources (Uses)
Excess of Revenue and Other Financing
Sources Over Expenditures and
Other Uses
2.715
4,937
573.349
$ 578.286
$ 2.222
$
Fund Balance, January I
Fund Balance, December 31
City of Arden Hills
April 8, 1999
Page Four
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A further detailed comparison of revenue and expenditures both graphically and as a table are as follows:
Percent Increase
of (Decrease)
Revenue Source 1998 Total 1997 From 1997
Property Taxes $ 1,854,986 68.55% $ t,859,353 $ (4,367)
Licenses and Permits 358,918 13.26 384,876 (25,958 )
Intergovernmental 345,896 12.78 318,723 27,173
Charges for Services 29,793 1.10 39,028 (9,235 )
Fines and Forfeitures 32,096 1.19 28,994 3,102
Other 84.361 3.12 96.706 (12345 )
Total Revenue and Transfers $ 2.706.050 100.00% $ 2.727,680 $ (21.630)
1998 Revenue
Taxes
68.55%
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Other
3.12%
Fines
1.19%
Charges
1.10%
Licenses and rennits
13.26%
Intergovernmental
11.780/0
Percent Increase
of (Decrease)
Prol!rams 1998 Total 1997 From t997
General Government $ 609,636 22.57% $ 537,285 $ 72,351
Public Safety 96],696 35.60 950,019 11,677
Public Works 397,235 14.71 374,404 22,831
Culture and Recreation 247,475 9.16 249,674 (2,199)
Capital Outlay 182,621 6.76 147,621 35,000
Transfers out 302,450 11.20 440300 (137.850 )
. Total Expenditures and Transfers $ 2.701.113 100.00% $ 2.699.303 $ 1.810
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City of Arden Hills
April 8, 1999
Page Five
1998 Expenditures
Public Safety
35.60%
General Government
22,57%
ubHc Works
14.71%
Capital outlay
6.76%
Transfers out
11.20%
Culture and recreation
9.16%
Special Revenue Funds
Community Services
This fund balance decreased $12,629 and was $239,189 at year end. This fund will provide for various needs in the
community as determined by the Council.
Recreation Fund
The activities of this fund were reclassified from the General fund in 1998. The expenditures were in excess of
revenue by $55,889. A transfer of$54,800 was needed to show the operations near break even.
Park Fund
This fund had revenue of$42,536 and expenditures of$43,182. The result was an decrease in fund balance of $646
to end at $467,434. This fund is used to finance park improvements.
Cable TV Fund
The fund balance increased $29,154 and was $219,251 at year end. The fund balance is expected to be used for
cable equipment at a new city hall.
Insurance Deductible
This fund exists to pay deductible costs on insurance claims. The revenue will come from insurance dividends
received from the League of Minnesota Cities Insurance Trust. The year end fund balance was $9t,956 which was
an increase of $34,607 from the prior year.
Economic Development Authority
The Economic Development Authority had activity for the first time in 1997 and will account for tax increments
and projects within the TlF district. The Development/Redevelopment TlF Capital Projects Fund was closed into
this fund in 1997. The Cardiac Pacemakers, Inc. loan of $593,789 is also recorded here and will be written off as
the terms of the loan are met. Bond proceeds of $2,826,8 14 were received in 1998 to finance improvements wilhin
the TIF district.
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City of Arden Hills
April 8, 1999
Page Six
Debt Service Funds
The fmal payment of the G.O. Improvement Bonds of 1977 which were refunded in 1985 were fully paid by the escrow
in 1997. This allows the remaining $1,016,107 fund balance to be used for any public purpose.
The Tax Increment Bonds of t 998 were issued during the year. The debt service on the $3,100,000 obligation will be
recorded in this fund. Tax increment collections will provide the resources to pay the bonds.
Capital Projects Funds
Munieipal Land aud Buildings
This fund will be used to improve existing City buildings or provide for new buildings. The fund balance increased
$95,t22. The ending fund balance was $1,073,522.
Non-Assessable Road Improvements
The fund balance of $1 ,272,93] at year end exists for the completion of future county road projects such as County
Road I, Highway 96 and County Road D.
Capital Equipment Sinking
Its purpose will be to accumulate resources to finance major equipment purchases. The activity was interest of
$7,242. The fund balance at December 31 was $135,936.
Fire Equipment Sinking
The fund balance of$211,305 will be used for equipment replacement.
Permanent Improvement Revolving (PIR) Fund
The fund balance at year end was $5,517,288, of which $499,000 represents the amount of the unpaid advance to
the Economic Development Authority. Interest income for 1998 was $3 I 1,575.
Water and Sewer Enterprise Funds
A further detailed comparison of operations both as a table and graphically as follows:
Year ended December 31.
Water Fund 1995 1996 1997 1998
Charges for services and other revenue $1,039,193 $ 1,096,037 $ 999,386 $ 1,043,989
Operating expenses before depreciation
on contributed properly 757.496 845.090 845.992 901.872
Income from operations $ 281.697 $ 250.947 $ 153.394 $ 142,117
Transfer standby charges to the PIR Fund $ 72.180 $ 72.699 $ 72.598 $ 74.122
Cash balance $ 424.933 $ 653.897 $ 797.041 $ 1.011.084
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$1,200,000
$1,000,000
$800,000
$600,000
$400,000
$200,000
$-
City of Arden Hills
April 8, 1999
Page Seven
Water Fund
. Revenue
. Income from operations
1995
1996
1998
1997
The cash balance ofthe Water Fund is $1,011,084 and this represents 112% of 1998 operating expenses. The current
level should be adequate to fund operations and meet repair needs.
Year Ended December 31.
Sewer Fund 1995 1996 1997 1998
. Charges for services and other revenue $1,104,988 $ 1,042,597 $ t ,000,408 $ 1,091,586
Operating expenses 957.241 946,717 899.765 1.005.858
Income from operations $ 147.747 $ 95.880 $ 100.643 $ 85,728
Cash and investments $ 601.016 $ 768.735 $ 1.010.914 $ 1.253.245
$1,400,000
$1,200,000
$1,000,000
$800,000
$600,000
$400,000
$200,000
$-
Sewer Fund
. Revenue
. Income from operations
1995
1998
1996
1997
.
The Sewer Fund has a cash balance of $t,253,245. This represents a reserve of 125% expenses based on 1998 levels.
This should be adequate for working capital and other needs. The MCES charges will also decrease around 6% for the
next two years. Based on current MCES charges of $576,346, the reduction in expenses would be about $35,000.
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City of Arden Hills
April 8, 1999
Page Eight
Recycling Fund
This fund has a cash balance of $44,685 and retained earnings of $44,616 at year end.
Surface Water Management Fund
This fund has a cash balance of$107,731 and retained earnings of $185,601 at year end.
Other Matters
Year 2000 Issue
The Year 2000 Issue results from a computer's inability to process year-date data accurately beyond the year 1999.
Except in recently introduced year 2000 compliant programs, computer programmers consistently have abbreviated dates
by eliminating the first two digits oflbe year, with the assumption that these two digits would always be 19. Thus
January I, 1965 became 0]/01/65. Unless corrected, lbis shortcut is expected to create widespread problems when lbe
clock strikes 12:00:01 a.m. on January 1,2000. On that date, some computer programs may recognize lbe date as
January I, 1900, and process data inaccurately or stop processing altogether.
The Year 2000 Issue is likely to affect computer applications before January t, 2000, when systems currently attempt to
perform calculations into the year 2000. Furthermore, some software programs use several dates in the year 1999 to
mean somelbing otherlban the date. Examples of such dates are 01/0]/99, 09/09/99 and 12/31/99. As systems process
information using these dates, they may produce erratic results or stop functioning.
The Year 2000 Issue presents another challenge, the algorithm used in some computers for calculating leap years is
unable to detect that lbe year 2000 is a leap year. Therefore, systems that are not year 2000 compliant may not register
the additional day and date calculations may be incorrect.
Most of the City's finance software should atready be year 2000 compliant but it is important to review all areas where
date-dependent computer information is needed and correct any deficiencies.
We recommend the City implement verification procedures to test the accuracy of information received from its vendors,
service providers, bankers, customers and other lbird-party organizations with whom it exchanges date-dependent
information, because these organizations also must become year 2000 compliant. The Council also should satisfy itself
that vendors, service providers, bankers, customers and other third-party organizations will not experience problems
relating to the Year 2000 Issue that could affect the City's operations or cash flow.
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This report is intended solely for the use of management and council. The comments and recommendations in the report are
purely constructive in nature, and should be read in this context.
Our examination would not necessarily disclose all weaknesses in the system because it was based on selected tests oflbe
accounting records and related data.
If you have any questions or wish to discuss any of the items contained in lbis letter, please feel free to contact us at your
convenience. We wish to lbank you for the continued opportunity to be of service and for lbe courtesy and cooperation
extended to us by your staff.
April 8, t 999
Minneapolis Office
ABDO, ABDO, E1CK & MEYERS, LLP
Certified Public Accountants
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INDEPENDENT AUDITOR'S REPORT ON LEGAL COMPLIANCE
Honorable Mayor and City Council
City of Arden Hills, Minnesota
We have audited the general purpose financial statements of the City of Arden Hilts, Minnesota as of and for the year ended
December 31, 1998, and have issued our report thereon dated April 8, 1999.
We conducted our audit in accordance with generally accepted auditing standards and the provisions of the Minnesota Le~al
Compliance Audit Guide for Local Government promulgated by the Legal Compliance Task Force pursuant to Minnesota Statute
Sec. 6.65. Accordingly, the audit included such tests of the accounting records and such other auditing procedures as we
considered necessary in the circumstances.
The Minnesota Le~al Comaliance Audit Guide for Local Government covers five main categories of compliance to be tested:
contracting and bidding, deposits and investments, conflicts of interest, public indebtedness, claims and disbursements. Our
study included all of the listed categories.
The results of our tests indicate that for the items tested, the City complied with the material tenDS and conditions of applicable
legal provisions. Further, for the items not tested, based on our audit and the procedures referred to above, nothing came to our
attention to indicate that the City had not complied with such legal provisions.
This report is intended solely for the use of the City Council, management and the Office of the State Auditor and should not be
used for any other purpose. This restriction is not intended to limit the distribution of this report, which is a matter of public
record.
April 8, 1999
Minneapolis, Minnesota
DRAFT
ABDO, ABDO, EICK & MEYERS, LLP
Certified Public Accountants
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Ig] 001
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3798
6286833
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Ci,y of Arden Hills
Ig] 001
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3799
6339550
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3800
6333846
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I4i 001
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141001
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4821262
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BRW, INC.
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~OOi
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3796
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KMWB WB23 MPLS M
05/07 08:40
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CITY OF ARDEN HILLS
MEMORANDUM
DATE:
May 7, 1999
Mayor and City Council .'~)
Brian Fritsinger, City AdministraW
TO:
FROM:
SUBJECT:
Administrator Comments for the May 10, 1999 Council
Meeting
1. Approval of Minutes
The City Council is asked to approve the Minutes of the April 26, 1999 Regular
Couneil Meeting.
2. Consent Calendar
a.
Claims and Pavroll
The City Council is asked to approve vendor claims in the amount of
$204,690.51, and payroll for the period most recently ended. The Council
should note payment to Lake Country Service Cooperative in the amount
of $23,047.13 for health insurance coverage, January through June; to
BRW, Inc. in the amount of$21,435.03 for April engineering fees; and to
the City ofRoseville in the amount of $110,063.59 for first quarter water
purchases.
3. Unfinished and New Business
a. Res. #99-14. Approvin!! Charitable Gamblin!! Premises Permit
The City Council is asked to adopt Resolution #99-14, approving a
Charitable Gambling Premises Permit application for ABW A Lady
Slipper Chapter at Flaherty's Arden Bowl. This is a two year permit,
which allows for the sale of pull tabs.
b. Plannin!! Case #99-05. Bethel Colle!!e. Site Plan Review
The Planning Commission is recommending approval of Planning Case
#99-05, Site Plan, for the purpose of creating additional parking on the
Bethel College campus, subject to conditions.
c,
Pav Estimate #1. Forest Lake Contractin!!
The City Council is asked to approve Pay Estimate # I in the amount of
$55,245.37 to Forest Lake Contracting for work completed on the West
Round Lake Road Improvement Project.
Administrator Comments for the May 10, 1999 Council Meeting
Page Two
May 7,1999
.
d. Drainal!:e Renort
The City Council is asked to approve the Comprehensive Drainage Survey
Maintenance Plan and Ponding recommendations as proposed by BRW,
Ine.
e, Sewer Maintenance Machine
The City Council is asked to authorize the purchase of one Vactor brand
sewer maintenance machine at a cost not to exceed $147,677.16. This
piece of equipment was included in the 1999 budget and will be purchased
through the State of Minnesota Cooperative Purchasing Venture.
f. Al!:reement for Installation and Maintenance of Traffic Control
Sil!:nal
The City Council is asked to approve the Installation and Maintenance
Agreement for the new traffic signals to be constructed at the comer of
Highway 96 and West Round Lake Road. The Mayor and City
Administrator should be authorized to execute such document.
g,
Countv Road F Trail Discussion
The City Council is asked to provide direction as to whether or not staff
should proceed with the design of the County Road F trail. The Parks &
Recreation Committee unanimously recommended proceeding with the
design and construction of this project.
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MINUTES
CITY OF ARDEN HILLS, MINNESOTA
CITY COUNCIL MEETING
APRIL 26, 1999
7:30 P,M, - ARDEN HILLS CITY COUNCIL CHAMBERS
DRAFT
CALL TO ORDERlROLL CALL
Pursuant to due call and notice thereof, Mayor Dennis Probst called to order the regular
City Council meeting at 7:30 p.m.
Present:
Mayor Dennis Probst, Councilmembers Beverly Aplikowski, Gregg
Larson, Paul Malone and Lois Rem.
Absent:
None.
Also present were City Administrator, Brian Fritsinger; Assistant to the City Administrator,
Kevin Ringwald; Public Works Director, Dwayne Stafford; City Attorney, Jerry Filla; Associate
Planner, Nancy Randall; and Recording Secretary, Lori Rolfson.
ADOPT AGENDA
MOTION:
Councilmember Aplikowski moved and Councilmember Rem seconded a motion
to adopt the agenda for the April 26, 1999, regular City Council meeting, as
submitted. The motion carried unanimously (5-0).
APPROVAL OF MINUTES
A. March 29, 1999, Regular Couneil Meeting
B. April 12, 1999, Regular Council Meeting
C. April 19, 1999, Council Worksession
Mr. Fritsinger requested the following addition to the April 19, 1999 Regular Meeting Minutes:
on page five, the first paragraph should end, "The City Couneil concurred."
Mayor Probst requested the following change to the April 12, 1999 Regular Meeting Minutes:
On page nine, fourth paragraph, the second sentence should read "...a steady stream of people
and Army personnel." With regard to the fourth paragraph from the bottom of page nine, Mayor
Probst stated he had not been invited to the Governor's 1998 Acts of Kindness Volunteer
Awards. Rather, he had been invited to offer a nomination for the award.
Councilmember Larson requested the following change to the April 12, 1999 Regular Meeting
Minutes: On page seven, third paragraph under Council Comments, the reference to County
Road F should be changed to Lake Valentine Road.
MOTrON:
Councilmember Malone moved and Councilmember Aplikowski seconded a
motion to approve the meeting minutes of the March 29, 1999; Regular Council
Meeting, as submitted, the April 12, 1999, Regular Council Meeting, as corrected,
ARDEN HILLS CITY COUNCIL - APRIL 26,1999
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2
and the April 19, 1999, Council Worksession, as corrected, The motion carried
unanimously (5-0). e
CONSENT CALENDAR
A. Claims and Payroll
B. Change to Summer Hours
C. 1999 Business License Renewal
MOTION:
Councilmember Larson moved and Councilmember Aplikowski seconded a
motion to approve the Consent Calendar 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 publie comments.
UNFINISHED AND NEW BUSINESS
A. City Hall, AudioNisual Budget Discussion
Mr. Fritsinger explained that, on March 15, 1999, the City Council discussed various costs a
associated with the new City Hall facility. At this meeting, the City Council directed the City ,.,
Administrator and Architect to meet with the AudioNisual Consultant, Electronic Interiors, Inc.,
to discuss the reduction of program costs in the area of audio/visual. The estimated budget
amount was derived from a series of meetings over the last few months between staff and
Electronic Interiors. Additionally, some Councilmembers toured other City Hall facilities in
order to provide the design consultant with suggestions for the Council chambers.
The original design concept had been estimated at over $200,000. Some items that were felt to
be inappropriate for the Council chambers had been removed and the result was the estimated
budget of $175,000. The Council had expressed a strong interest in reducing this budget even
further.
On April 13, 1999, a meeting was held where this message was communicated to Electronic
Interiors. At the meeting, several methods for reducing the estimated project cost to
approximately $120,000 were diseussed. Electronic Interiors was directed to prepare a detailed
summary of the areas where savings could be made, and then to prepare an outline that discusses
the impact to the audio/visual program, if such changes were implemented.
Mr. Fritsinger stated that a bench handout had been provided to the Councilmembers, depicting
an earlier design of the Council chambers, in order to visualize the proposed changes.
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3
Mr. Fritsinger advised that the City Council was asked to provide direction on the proposed
changes in the scope of the program for audio/visual services. He invited Electronic Interiors,
Inc., representative, Mr. Dickson Stewart, to provide any additional information he may have.
Mr. Stewart pointed out that Electronic Interiors is a consultant, not the supplier or vendor of any
products. Electronic Interiors does not receive any compensation for the specification of any
product.
He stated that the audio/visual project started out at approximately $234,000, which was the
programming goal. Following meetings with Mayor Probst, Councilmember Aplikowski and
City Staff, a design was generated to meet the wish list of the City. This reduced the estimate to
approximately $175,000. A list of potential cuts was generated which primarily affect some of
the quality and flexibility in areas that will compromise the project the least. The cut backs
mostly involved future equipment while still providing an infrastructure which could be built on
to in the future when other equipment and funds become available.
There are three major components that make up the $120,000 installed project cost. The audio
system will be more sophisticated than the eurrent system to allow the audience to hear the
meetings better. The audio system will also allow for the taping of the meetings, The cable cast
system will involve two cameras, with the capability of adding a third camera in the future. The
third major component is the presentation system. The current presentation system consists of an
overhead projector. The proposed system would involve an overhead electronic camera to cover
material, a VCR and the capabilities of a laptop or multimedia personal computer. This will
allow direct broadcast to the viewers at home.
Small monitors had been proposed for the dais to allow the Council to view the rear screen from
the dais. It was suggested that these monitors be eliminated at the dais as a cost savings measure.
This will allow use of the rear screen and the possibility of installing the monitors at a later date.
There is no plan to cut any infrastrueture out of the building itself that would prevent installation
of the items being cut from the current project.
Mr. Steward indicated that ifthe Council is looking for a budget reduction beyond the estimated
$120,000, the only additional item he would suggest cutting would be the overhead document
camera. This camera allows a drawing to be placed on the lectern and automatically be picked
up on the camera on the ceiling and projected to the view screen. Eliminating this camera would
save $8,000; however, it would cut deeply into the capabilities of the system.
Any further reductions in the budget would require the elimination of an entire system in order to
save a significant amount of money. Reductions of this magnitude would make the system
dysfunctional, difficult to use, and would likely cause frustration.
Mayor Probst asked where the proposed cameras would be located. Mr. Stewart stated that one
camera would be behind the Council to film the audience and the lectern. Another camera would
be located near the entry door. The third camera, located in the corner, would be a future
addition.
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4
Mayor Probst asked Mr. Stewart to further explain the statement in the summary report that some e
of the proposed changes will reduce the quality of the images. Mr. Stewart explained that most
of the areas of quality being cut would affect the operators in the control room and their ability to
do their job seamlessly. Other quality cuts were in the camera systems. The brand of cameras
was switched and there is a minor difference in quality, which would only be seen when
comparing the two cameras side-by-side.
Mr. Stewart stated that there had been a choice between three-chip cameras versus one-chip
cameras. The cameras being proposed are three-chip cameras and he would not recommend the
use of one-chip as this would result in much lower quality.
Mayor Probst stated that his fundamental concern was that the system provide a good quality
sound system. He wants to be confident that the sound system will be high quality, not only at
the dais, but also for the audience to hear and be heard, Mr. Stewart concurred and indicated that
there would be very little budget cutting in the sound system. What is being proposed would be
the minimum system for the amount of space it will be located in and the system will be high
quality.
Mayor Probst noted that the audio/visual program will be paid for out of the Cable Fund and
asked staff if this fund would be able to cover the estimated $120,000 project cost. Mr.
Fritsinger stated that it would.
Councilmember Larson asked, if the City were to not purchase the $8,000 overhead camera at
this time, could the housing be installed and the camera purchased at a later date. Mr. Stewart
stated that this is possible. He noted that this would reduce the presentation system to making
presentations off of a videotape or computer. Councilmember Larson pointed out that
presentations could be made as they are currently, without the high-tech equipment. There could
be an easel up front and a screen to project onto.
.
Mr. Stewart stated that a front screen is not currently included in the project, however, one could
be installed. One draw back to a screen is that it is very difficult for the viewers at home to see
the image. The proposed overhead camera would eliminate this difficulty as the image can be
placed on the lectern and be broadcast to the rear view screen as well to the television.
Councilmember Larson asked if there would be any place in the Council chambers to utilize an
overhead projector. Mr. Stewart stated that there is a location in front of the rear screen where a
pull down screen could be added. He recommended that, if the overhead camera is cut from the
budget, a screen should be added.
Councilmember Malone expressed his concern that the $120,000 project cost seems incredible
and there is nothing to judge these numbers against. The letter received from Mr. Stewart did not
help the Council to understand what exactly was being cut and this made him skeptical. It was
his belief that $120,000 for an audio/visual program is too much and he had been opposed to the
project from the beginning. He noted that, even though the money is available in the Cable A
Fund, the City must be certain of the real value of the project. .,
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5
Mr. Stewart stated that the estimated costs are comparable to what other cities are spending. In
fact, on average they spend quite a bit more. He indicated that he has worked with over 40 other
cities nationwide and some projects have cost up to $800,000. Therefore, the proposed project
cost of$120,OOO is on the low side of the average cost to most cities and the high $IOO,OOO's is
more typical.
Mr. Stewart noted that the technology is expensive, however, the level of sophistication makes
the program usable. He indicated that a large portion of the cost is the labor and miscellaneous
parts. He expressed his confidence that the project has been brought down to its minimum
acceptable quality level. Any further reductions would adversely affect the quality of the system.
Mr. Stewart offered to provide the City Council with costs of other cities throughout the Twin
City area who have invested in audio/visual programs. He apologized for the level of technical
information in the letter he provided to staff. He had not expected the letter itself to be included
in the agenda packet. Councilmember Malone asked whom the letter was intended for. Mr.
Stewart stated that he had written the letter for the City staff.
Mr. Fritsinger stated that, due to the amount of time spent researching this project, staff has
gained an understanding of some of the components. The technical changes involve pieces of
equipment that are difficult to explain without being directly involved with the general system.
Councilmember Malone reiterated that an estimated $120,000 project cost seems to be too high.
He stated that the fact that other cities spend much more money does not impress him and he
remains skeptical.
Councilmember Aplikowski agreed that $120,000 is a lot of money. However, she pointed out
that the new City Hall building should include technology that meets the current standards and
the expectations of at least half of the City residents. She expressed her disapproval of cutting
out the overhead camera. The City currently uses the old overhead projector and she does not
want to move backward with the technology. She expressed her hope that the project cost would
not exceed the estimated $120,000 and stated that the overhead camera is a minimum
requirement.
Councilmember Rem stated that, given the amount of money being invested into the new City
Hall, the technology being proposed is needed. She expressed her belief that the projected costs
seem to be appropriate.
Mayor Probst noted that staff was looking for direction on how to proceed with the program. He
stated that he is in favor of moving forward on the basis of the outline presented this evening.
Although he is not an expert, he does believe that the proposed budget amount is close to where
the project costs will end up for the system the City wants.
Mayor Probst agreed that the overhead camera should remain in place. This type of system
would level the playing field for those making presentations and allow everyone the chance to
communicate effectively to the City. He suggested that a screen should also be included in the
event the equipment does not work properly. He stated that the day is coming when all
ARDEN HILLS CITY COUNCIL - APRIL 26, 1999
DRAFT
6
correspondence will be electronic and having the infrastructure in place to accommodate future
enhancements is important. .
Mr. Fritsinger stated that staff had tried to keep in mind the potential changes in the
Councilmembers in the future. New Councilmembers may want a system design that is totally
different than what is wanted by the current City Council. Therefore, the design needs to be as
flexible as possible to allow for future changes. Although the monitors at the dais are being
removed, the spaces for them are remaining to allow for them to be added.
Mr. Fritsinger reiterated that, in order to bring the budget down further, major technology would
have to be eliminated. Councilmember Aplikowski noted that it would cost the City additional
money in the long run to redesign the system for the future needs.
Mr. Fritsinger suggested a different sort of presentation be made to the City Council at a future
Workshop relating to the actual technology in order to provide the Councilmembers with a better
understanding of how the system works. He indicated that the letter presented this evening was
primarily to provide a budget breakdown of the proposed cuts.
Councilmember Larson asked what type of camera is currently used in the Council chambers.
Mr. Stewart stated that the current camera is a one-chip. Councilmember Larson asked what the
cost difference is between a one-chip and a three-chip camera. Mr. Stewart stated that there is an
approximate $1,500 to $2,000 difference in the price of the cameras.
Councilmember Larson stated that he had been expecting a larger cut in the project cost. He still
does not feel comfortable with the projected cost of$120,OOO. He indicated that he did not
disagree with the importance of the overhead camera. However, the City is building a new City
Hall and Council chambers and the Councilmembers do not have a feel for how the equipment
will work once it is installed. He would prefer for the audio/visual program to occur in stages.
This would allow the City to utilize the new building with the basic equipment installed and,
overtime, decide what additional equipment is really needed. He would not want to see the City
spending money on equipment that ends up not being used,
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Mr. Stewart stated that it would be possible to demonstrate what the $120,000 worth of
equipment will do by visiting other cities and viewing their equipment. He noted that the
equipment being used by the other cities might not specifically address what the City of Arden
Hills wants. He stated that, if the City wants the budget to be below $100,000, it would end up
with a system it does not want. Because the audio and cable systems are necessary the only other
large cut he would suggest would be the presentation system. If the presentation system were cut
in its entirety, it would reduce the budget by approximately $40,000.
Based on the concerns of Councilmembers Larson and Malone, Mr. Fritsinger suggested that
staff and Electronic Interiors put together a more descriptive summary of what is included in the
$120,000 package. The summary may provide a better understanding of how any additional cuts
would affect the system. Mayor Probst asked when the Council should review the additional ...
information. Mr. Fritsinger stated that he would have to check the schedules, however, he ..
suggested discussing the issue at either the next Worksession or Council meeting. He noted the
.
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ARDEN HILLS CITY COUNCIL - APRIL 26,1999
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agenda for the next Worksession included the Committee restructuring and the audio/visual
presentation would have to be added to the agenda.
Councilmember Malone stated that he too would prefer to start the project with the basic
building blocks and add additional equipment later if needed. Even if the proposed project costs
were cut in half, $60,000 would still be too much for an audio/visual program. He noted that the
system would be used for only a small number of meetings each month and only six percent of
the City residents watch the meetings on cable TV. Additionally, if each of the Councilmembers
had laptop computers, there would be no need for monitors.
Mayor Probst stated that the Council must resolve the issue of which meeting the next
presentation was to be held. He indicated that the capabilities being proposed are not a luxury
and the City should be able to move into the new City Hall with at least close to state-of-the-art
equipment. He suggested that further discussions of what the system is composed of be held at
the next meeting.
Councilmember Aplikowski stated that, because she had the opportunity to see systems being
used by other cities, she understands that the system being proposed is middle of the road. She
noted that in order to decide what the system should be composed of, the Council needs to see
what the new Council chambers will look like.
B.
Planninl!: Cases
1. Planning Case #99-02, Ralph Hines, 1700 Valentine Avenne, Minor
Subdivision
Ms. Randall explained that the applicant was requesting approval of a two lot minor subdivision
at 1700 Valentine Avenue. The parcel is zoned R-l Single Family Residential.
The applicant proposes to divide the property into two parcels. Proposed Lot 1 (northerly lot)
contains the existing home at 1700 Valentine Avenue, Lot 2 (southerly lot) is currently vacant.
The proposal meets all lot area, depth, and width requirements.
The applicant had a wetland biologist evaluate the property for the presence of jurisdictional
wetlands. A Type-l wetland was found on the property line between Lots 1 and 2. Because of
the location of this wetland it should not impact the buildability of Lot 2.
Due to the high water table in the area, the basement elevation should not be below 906.2 feet.
Engineering specifications providing proof of adequate drainage below 906.2 feet may be
submitted to Staff for approval of basements below the 906.2 foot level.
Park dedication fees were not paid with the platting of Valentine Hills. Park dedication fees in
the amount of$4,595.16 should be required with approval of this minor subdivision.
Ms. Randall advised that the Planning Commission recommended approval of PI arming Case
#99-02, Minor Subdivision, subject to the following conditions:
ARDEN HILLS CITY COUNCIL - APRIL 26, 1999
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8
1.
Payment of the appropriate park dedication fee.
.
2. Recording the subdivision in the form of a Registered Land Survey.
3, Rice Creek Watershed District approval.
4. The basement elevation not be below 906.2 feet, unless Engineering specifications
providing proof of adequate drainage below 906.2 are submitted to Staff for approval
below the 906.2 level.
5. A finding that the grading of the property does not adversely affect the neighboring
properties.
6. Provision of a drainage easement per the Subdivision Ordinance.
Ms. Randall stated staff would recommend that condition number five be reworded to state "The
grading of the property shall not adversely affect the neighboring properties."
Councilmember Larson asked if the front yard of proposed Lot 2 would face V alentine Avenue
or Valentine Lake Road. Ms. Randall explained that since it is a comer lot, both setbacks would
be 40 feet. The zoning ordinance requires that the shorter of the two lot lines will determine the
front yard. Given that the property line of V alentine Avenue is shorter, the front yard will be on
Valentine Avenue.
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Mayor Probst asked, when the assessments were made for County Road F, was this lot one in
which one-half of the assessment was held as pending. Mr. Fritsinger stated that there were no
deferred assessments placed on this lot.
Mr. Larry Pebbles, Coldwell Banker, stated that both of the lots would be one-half acre in size,
He stated that he accepts all the conditions of approval and he felt that the park dedication fee
was high. Councilmember Malone noted that the park dedication fee is only $2.00 per square
foot.
Councilmember Larson asked how the valuation of the home was determined for park
dedication. He noted that the purchase value of the parcel was $115,000, yet Ramsey County has
an assessed value of$142,500. Mr. Pebbles eXplained that the home is in need of repairs and is
in a deferred situation. Councilmember Malone stated that this makes the park dedication fee
only $1.50 per square foot.
Councilmember Aplikowski stated that she had expected representatives from the neighborhood
to be present at the meeting as there had been a concern regarding the water drainage of the
property. Mr. Pebbles stated that there is a gentle slope to the rear of the property and the
drainage will be properly handled.
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ARDEN HILLS CITY COUNCIL - APRIL 26,1999
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MOTION:
Councilmember Malone moved and Councilmember Larson seconded a motion to
approve Planning Case #99-02, Minor Subdivision, conditioned on:
1. Payment of the appropriate park dedication fee,
2. Recording the subdivision in the form of a Registered Land Survey.
3. Rice Creek Watershed District approval.
4. The basement elevation not be below 906.2 feet unless Engineering
specifications providing proof of adequate drainage below 906.2 are
submitted to Staff for approval below the 906.2 level.
5. The grading of the property shall not adversely affect the neighboring
properties.
6. Provision of a drainage easement per the Subdivision Ordinance.
The motion carried unanimously (5-0).
2, Planning Case #99-06, CSM (DynaMark), 4295 North Lexington Avenue,
Preliminary Plat and Variance
Ms. Randall explained that the applicant was requesting approval of a preliminary plat consisting
of two lots on a 10.54 acre parcel zoned I-I, Limited Industrial District. The request also
included variances for a zero building setback where 20 feet is required, zero parking setback
where five feet is required, and to allow the use of a private drive rather than a public street.
The property is located off of Lexington Avenue and is accessed through a private drive along
the Control Data site, The required variances are due to the zero setback for the building, as the
property line will cut the building in half.
Easements will be needed for a variety of items, not only for access, but for utilities as well.
Utilities, such as heat, sewer, water, etc., are currently based out of the existing building.
Last fall, with Planning Case 98-24, CSM Corporation was granted permission to build a 50,400
square foot addition to the building located at 4295 Lexington A venue (parcel A-2). The
building addition is currently under construction. There were several conditions that were to be
met. Two conditions remain to be met prior to a Certificate of Occupancy being granted for the
building under construction:
. The applicant retains permanent vehicular, utility, and pedestrian access rights to the
properties located at 4255 and 4265 Lexington Avenue.
. The applicant work with Control Data to redesign private drive entrance to accommodate
main entrance by removing the median.
ARDEN HILLS CITY COUNCIL - APRIL 26, 1999
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There have been several cases approved similar in nature to this proposal. The subdivision of the .
CSMlDynaMark property at 4255 and 4265 Lexington Avenue was split in a similar fashion with
a zero lot line parking lot including access easements. The Control Data buildings at 4201 and
4233 Lexington Avenue was split by a zero lot line such that the parking, utilities, and building
were all divided into three lots. Therefore, the staff would find that this request is acceptable as
long as their new property line remains invisible, as was the case in the previous two examples.
Ms. Randall advised that the Planning Commission recommended approval of Planning Case
#99-06, preliminary plat, including variances for a zero building setback where 20 feet is
required, zero parking setback where five feet is required, and to allow the use of a private drive
rather than a public street, subject to the following conditions:
I. Provision of the required easements for access, parking, sewer, water, and utilities
between the four parcels.
2. Rice Creek Watershed District approval.
3. Conformance with the conditions of Planning Case 98-24.
Mayor Probst requested confirmation that the basis for the request was for financing reasons.
Ms. Randall stated that this was correct.
Mayor Probst asked if staff would have any issues if, in the future, DynaMark were no longer the .
tenant of the property. Ms. Randall stated that the easements would allow the property to
function as one, even though the property line would be in place.
Councilmember Malone expressed his unease of the request. He indicated that the proposed plat
might limit the marketability of the property.
Councilmember Aplikowski stated that she was glad to hear that the Planning Commission had
reservations in approving this request. Although other requests of this nature have been
approved, it is unknown how this will affect the property years from now.
Mr. Ringwald stated that this sort of platting is common in shopping centers. In a similar case at
Control Data, originally there was only one tenant (Control Data), even though there were three
properties. However, as Control Data as a company has contracted, other businesses have leased
the remaining portions of the building. Whereby, as one passes the site the property lines are still
invisible, even though many tenants occupy the building.
Councilmember Larson indicated that the request would make a more efficient use of the land.
He asked what the purpose is of the narrow strip of land that is part of lot four. Mr. Ringwald
explained that the land is all open space. The westerly 100 feet was dedicated to the City and the
easterly 60 feet was retained as an easement. The easement is being retained under one
ownership.
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MOTION:
Councilmember Larson moved and Councilmember Malone seconded a motion to
approve Planning Case #99-06, preliminary plat, including variances for a zero
building setback where 20 feet is required, zero parking setback where five feet is
required, and to allow the use of a private drive rather than a public street,
conditioned on:
I. Provision of the required easements for access, parking, sewer, water, and
utilities between the four parcels.
2. Rice Creek Watershed District approval.
3. Conformance with the conditions of Planning Case 98-24.
The motion carried unanimously (5-0).
C. Ordinanee #310, An Ordinance Relating to the Sale, Possession, and Use of Tobaceo
Products and Tobacco Related Devices in the City of Arden Hills
Mr. Fritsinger explained that the City Council is asked to adopt Ordinance #310, "Relating to the
Sale, Possession, and Use of Tobacco Products, and Tobacco Related Devices in the City of
Arden Hills,"
This ordinance is in response to a Minnesota State Law passed in late 1997 which was focused
on keeping tobacco products out of the hands of minors under the age of 18.
At that time, even though the City did not have an ordinance in place, the City Council voted
unanimously to join the North Suburban Tobacco Compliance Project. This project undertakes
two compliance checks each year as it relates to this ordinance.
The key component to the ordinance is the City's ability to license all retail tobacco outlets
within the community and, based on compliance checks, to be able to penalize anyone found
making illegal sales to minors.
The ordinance would prohibit vending machines from establishments which minors have access
to. The City has been advised that there is a lawsuit pending in Ramsey County to better define
what these establishments are. Currently, the definition includes bars and restaurants and any
tobacco vending machines in these types of facilities would have to be removed or placed in such
a location that minors would not have access to the vending machines.
There is language in the ordinance dealing with penalties to minors for trying to purchase
tobacco products. The local vendors are supportive of the continued regulations and the
penalties to both the vendors and the minors.
The language in the proposed ordinance is consistent with that currently used by the State of
Minnesota. It does not include any additional language that would place any stricter penalties or
ARDEN HILLS CITY COUNCIL - APRIL 26, 1999
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12
stricter enforcement. If the City were interested in banning all cigarette vending machines, this
would require a Federal waiver that the League of Minnesota Cities would handle. e
The law requires that at least a 30 day notice be given to licensees prior to amending an
ordinance. Formal notice was provided to the licensees the week of March 15, 1999. One
vendor requested clarification whether or not vending machines could be placed in a basement or
locked away from access to minors. City Attorney Filla had indicated that this would be an
appropriate opportunity for establishments to maintain vending machines. Some establishments
in New Brighton have apparently used this technique.
With regard to the pending law suit, Attorney Filla has indicated that, until such time that the
District Court rules on the lawsuit, there is no need to amend the ordinance. Should the courts
make a decision that requires a change to the ordinance, staff will provide the recommended
change to the City Council.
Mr. Fritsinger advised that the City Council is asked to adopt Ordinance #310, "Relating to the
Sale, Possession, and Use of Tobacco Products, and Tobacco Related Devices in the City of
Arden Hills," and direct the City Administrator to publish a summary of such Ordinance.
Councilmember Malone asked if a store clerk at a gas station selling tobacco products must be 18
years old or older. Attorney Filla stated he was not sure since many people under the age of 18
work as store clerks. Councilmember Malone stated he could not see what the problem is with
vending machines. The machines control the dispensing of the product and prevent stealing. e
Mr. Fritsinger indicated that the Big 10 Super Club has a vending machine that uses tokens. The
customer brings their money to the person behind the bar and is supplied with the tokens for the
machine. He indicated that this machine would no longer be allowed because it is located in an
establishment where minors could have access to it.
Councilmember Malone referred to the seventh line under the Purpose section of the ordinance
which states, "Smoking has been shown to be the cause of several serious health problems..."He
stated that he has a problem with the language as it cannot be proven that smoking causes the
health problems. He suggested the sentence be stricken or changed to read, 'The City believes
smoking may be the cause of several serious health problems..." Without changing the sentence
it would be factually incorrect. Mr. fritsinger stated that he would have no problem changing the
sentence.
Councilmember Larson stated that he disagrees with Councilmember Malone. He indicated that
when conducting trials in the health field and looking for cause and affect relationships, there
never is a definitive answer, however, there is the weight of the evidence. When weighing the
evidence of smoking, there was a wide variety of results. The sentence being referred to was
important because it indicates why the City feels the ordinance is appropriate. If the sentence is
removed, it takes out a significant reason for adopting the ordinance,
.
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.
DRAFT
ARDEN HILLS CITY COUNCIL - APRIL 26, 1999
13
Councilmember Malone indicated that he would prefer for the sentence to state that the City
thinks smoking is the cause of health problems, not that it knows smoking is the cause.
Councilmember Larson stated that he could accept this suggestion.
Councilmember Larson asked what was meant by the statement that the City would need a
Federal waiver in order to eliminate vending machines. Mr. Fritsinger stated that the City does
not have the ability, as a local government, to ban vending machines. The Minnesota League of
Cities has indicated that a Federal waiver would be required to do so.
Councilmember Aplikowski stated that she was uncomfortable with the part of the ordinance that
eliminates vending machines. She indicated that this will cause a burden on local businesses and
it will not prevent minors from accessing cigarettes.
Attorney Filla stated that the intent of the ordinance is to bring together the laws that are
currently on the books and to make it more convenient to understand the Minnesota State law.
Mr. Fritsinger confirmed that the sentence, which Councilmember Malone was concerned about,
would be changed to "Smoking is believed to be associated with several serious health
problems..." Councilmembers Malone and Larson concurred.
Mayor Probst asked if the adoption of the ordinance requires a majority vote. Attorney Filla
explained that two motions must be made and there needs to be a three-fifths majority on the
ordinance and a four-fifths majority on the summary publication. Mayor Probst asked, if the
ordinance is passed with at least a four-fifths majority, does the summary still need to be voted
on. Attorney Filla stated that it does.
Councilmember Larson confirmed that the ordinance summary was the last page of the
document. Mr. Fritsinger stated that it was. He asked Attorney Filla if additional notification
needs to be made to the local vendors. Attorney Filla stated that additional notification does not
need to be made.
Councilmember Aplikowski asked, if only an ordinance summary is published, how will the
local vendors know exactly what is in the ordinance. Mr. Fritsinger stated that the vendors were
supplied with a copy of the ordinance when the notification was sent out.
MOTION:
Councilmember Aplikowski moved and Councilmember Larson seconded a
motion to adopt Ordinance #310, "Relating to the Sale, Possession, and Use of
Tobacco Products, and Tobacco Related Devices in the City of Arden Hills." The
motion carried unanimously (5-0).
MOTION:
Councilmember Aplikowski moved and Councilmember Larson seconded a
motion to direct the City Administrator to publish a summary of Ordinance #310.
The motion carried unanimously (5-0),
ARDEN HILLS CITY COUNCIL - APRIL 26, 1999
DRAFT
14
D. Resolution #99-13, Formalizing the 1999 Arden Hills Committee Structure
Mr. Fritsinger explained that the City Council was provided with a revised set of the proposed
committees and task forces and the structure of those as discussed at the April 19, 1999
Worksession.
.
Mr. fritsinger suggested that one small change be made to the resolution. On page five, the last
paragraph before Requested Action, the information regarding the terms should be moved to
under the Term Limits section.
Mr. Fritsinger advised that the City Council is asked to adopt Resolution #99-13, formalizing the
1999 Arden Hills Committee Structure, and to direct staff to send a notice of the meeting on May
17, 1999 to all current and prospective committee members.
MOTION:
Councilmember Malone moved and Councilmember Larson seconded a motion to
adopt Resolution #99-13, formalizing the 1999 Arden Hills Committee Structure,
and to direct staff to send a notice of the meeting on May 17, 1999 to all current
and prospective committee members.
Councilmember Aplikowski noted that in the past the issue of alternates had been discussed and
asked if this should be included. Mayor Probst stated that it had been decided that alternates
were not needed, as there was a good compliance of committee members showing up at
meetings. e
The motion carried unanimously (5-0).
E. Authorizing Bids for Residential Water Meter Replacement
Mr. Stafford explained that the Public Works Department had identified the majority of the
City's water meters as being older than their useful life prior to 1992, and in need of
replacement. The City Council approved replacement of the commereial/industrial meters in
1997, and this work was accomplished in 1997 and early 1998, using Badger brand water meters.
These water meters utilize radio read technology, thus cutting reading time for one person from a
week to two hours.
When Council approved the commercial/industrial meter replacement, staff indieated Council
would be asked to approve the replacement of the residential meters following the successful
completion of the commercial/industrial meter replacement, and the satisfactory operation of the
system that has now occurred. The City Council had, as part of the 1999 - 2003 Capital
Improvement Program, identified the replacement of residential water meters in 1999 and 2000.
At the April 19, 1999 Council Worksession, staff presented Council with information related to
the replacement of residential water meters with radio read meters. Staff and Councilmembers
discussed issues related to the meter replacement, including costs, time frame, benefits, pay back,
and other options. Following the discussion, Council concurred with the Public Works
.
.
.
.
ARDEN HILLS CITY COUNCIL - APRIL 26, 1999
DRAFT
15
Director's recommendation to proceed with the replacement ofthe City's residential water
meters at a total cost of approximately $500,000, spread over a two year period.
There are three types ofreading devices that attach to meters, Remote Readers; Radio Readers;
and Phone Readers. The City currently has approximately 2,350 residential meters and
replacement costs are estimated at $250 per installed meter, using radio read meters. Staff would
not recommend the use oftouch readers, as these would still require the physical reading of the
meters.
If Badger Meter provides the best proposal for the meter replacement, the City could realize
savings, as approximately ten percent ofthe City meters are new enough that only a radio read
upgrade would be needed. In this scenario, a conservative estimate for the replacement/upgrade
would be $570,000. Staff had included in the budget $250,000 for 1999 and $250,000 for the
year 2000 for the replacement/upgrade. Any new construction installations would be fimded by
the meter permit fee, which is based on 120% of the City's actual costs as per code.
The installed cost to the City for radio read meters versus the remote read meters currently used
by the City, would be approximately $100 more per meter, or $235,000. Staff would point out
some of the anticipated benefits of the radio reading technology:
I.
Currently, it costs the City an average of240 man hours at $25.82 per hour, or $6,200 per
quarter to read the residential water meters. Staff estimates this time would be reduced to
16 man hours at $25,82 per hour, or $415 per quarter in savings of $5,800 per quarter.
This would also provide an estimated 224 man hours per quarter for Public Works
employees to perform higher skilled jobs that the City needs to accomplish, and is not
currently able to perform due to time and man power constraints.
2. Currently, during each quarterly reading process, approximately 40 meters are identified
for accuracy problems. These could consist of misreads; no readings or meters stopped;
damage to remote reader, etc. In each case, a return visit is required and, in many cases,
appointments need to be made to access the actual meter and verify the accuracy of the
remote reader. This often results in another 40 man hours per quarter for this effort.
3. The radio read system interrogates the meter directly, and does not go through a remote
mounted system. Thus, if the meter is operating, accuracy is not an issue.
4. The City performs an average of 12 final reads per month. finals are required when
property ownership is transferred, on or close to the closing date. At the time of a final
read, an appointment is also needed to enter the residence and read the actual meter, as
often the meter and the remote reader are not in sync. If this is the case, the meter itself,
the remote reader, or both may need replacement.
With the older meters typically on the south end of town, the City would replace those meters
first. With approximately 50 pereent of the City residences on each side of the Minneapolis/St.
Paul Sault Saint Marie Railroad, this would be the natural dividing line.
ARDEN HILLS CITY COUNCIL - APRIL 26, 1999
DRAFT
16
The Public Works Director recommends that the City Council authorize staff to seek Requests .
for Proposal to furnish and install new radio read water meters, to the City's specifications, to
that portion of the City south of the Minneapolis/St. Paul Sault Saint Marie Railroad consisting
of approximately 1,300 homes.
Staffrecommends that this installation begin in the 1999 - 2000 year. Staff would also
recommend, as an alternate to the proposal, to furnish and install the same equipment for the
residential homes on the north side of the Minneapolis/St. Paul Sault Saint Marie Railroad,
which would consist of approximately I, I 00 homes, Payment would be on a per unit basis,
Included with the southern replacement, the City should provide radio read meters to the Pemtom
Townhouse Association for installation by their plumbers. The Pemtom Association plans on
residing all the townhouses this year, and prefers not to drill holes in the new siding to mount old
style remote readers on a temporary basis. They also plan on replacing defective valves on both
sides of their current water meters, necessitating the removal of the existing meter.
In all cases, it would be the recommendation of staff that meters less than 10 years of age not be
replaced, and be only upgraded to radio read technology.
Mayor Probst asked why the project would not be bid for the entire community at one time with
installation over a two year period. He indicated that, if only half of the project is bid now and
halflater, this will give the successful vendor an unfair advantage. Mr. Fritsinger explained that
the idea was to provide the City a way to get out of the project if problems arise since the project
is so large.
.
MOTION:
Councilmember Malone moved and Councilmember Aplikowski seconded a
motion to authorize staff to seek Requests for Proposal to furnish and install new
radio read water meters, to the City's specifications, in phases as deemed
appropriate. The motion carried unanimously (5-0).
ADMINISTRATOR COMMENTS
Mr. Fritsinger referred to the earlier discussions of the May Worksession and the committee and
audio/visual program discussions. He asked if the Council would prefer for the W orksession to
be only for the committee meeting, or if it should include the audio/visual discussions as well.
Councilmember Larson asked ifit would be possible to start the Worksession at the usual time in
order to complete the business of the committees and complete the remaining business after 7 :00
p.m. Mr. Fritsinger stated that this would be possible.
Mr. Fritsinger requested eonfirmation that the audio/visual presentation should be held at the
next Worksession. Councilmember Aplikowski stated that this would be acceptable providing
there is no need for a field trip. Mr. Fritsinger stated that he did not believe that a field trip
would be necessary
.
ARDEN HILLS CITY COUNCIL - APRIL 26, 1999
D. F'" f7' i'~T
' j! ~~,,;).s ij~< ~ "
'.,J"1i'~,r~"
17
e
Councilmember Larson asked what other cities staff would suggest visiting that would have
systems comparable to that being proposed. Councilmember Aplikowski stated that the City of
Roseville has the overhead camera equipment. Mr. Fritsinger stated that the City of Shoreview
had a television monitor that is different from the screen being proposed. He indicated that there
are many cities on the west side ofthe Twin Cities that have similar audio/visual programs,
however, there are not many on the east side of the Twin Cities. He suggested that
Councilmember Larson could visit New Brighton to gain an idea of the camera system being
used.
Councilmember Malone stated that there might be many high-tech systems that the City may
want. However, there really is no need for such a high-tech level when the Council chambers
would only be used approximately six hours per month.
Mayor Probst stated that he was surprised by the comment that, if the visual presentation
equipment were removed, it would result in a $40,000 reduction in cost. He cautioned that if
components are deleted, the City must careful to ensure that all components will be compatible
with possible future additions.
Mr. Fritsinger stated that the City must consider the long term uses. He indicated that the one
thing that was obvious in studying other systems was that there was nothing worse than the
Cities who decided to add components after the fact. The impression that this left in some of the
facilities was not good. At a minimum, the City must consider how a decision made today will
. affect the future use of the new facility.
Councilmember Larson stated that it sounds good to have a rear screen projection system.
However, he would prefer that the space be made available for the equipment and, when it is
determined that it is needed, it could be installed later. He stated that he feels uncomfortable
with spending this large amount of money up front and he would prefer to see the project done in
stages. Councilmember Aplikowski noted that equipment installed later might not fit as well as
if it were installed up front.
Mr. Fritsinger noted that if another system is used, there might be other changes needed to be
made in the Council chambers. He stated that this could be further discussed at the Worksession.
Mayor Probst stated he agrees that money should not be spent just because it is available.
However, this is the only type of program the money can be used for and there is nothing wrong
with the City having a state-of-the-art facility if the money is available for it.
Councilmember Malone suggested that if the money were used for a City web site it would reach
more people. He believes that a state-of-the-art facility could be accomplished with less money.
Mr. Fritsinger stated that interviews for the shared Building Inspector position with Shoreview
would be conducted on Wednesday, April 28, 1999.
. Mr. Fritsinger stated that he has information available regarding the open house on May 2, 1999
at the Pilgrim House.
ARDEN HILLS CITY COUNCIL - APRIL 26,1999
,17\ rr-'r
u .., ,.";~ "
r'i;,~
18
COUNCIL COMMENTS
.
Councilmember Larson stated that he was pleased that the committee restructuring has been
completed. He commended staff for their hard work and stated that he was amazed by the
amount of work accomplished by the City staff.
Councilmember Malone stated that a developer who had suggested the construction of a fitness
club in the Gateway Business District had approached him. He informed the developer that he
did not believe this was something that the City Council would be interested in. Mayor Probst
agreed that this would not be a use he would hope for in that area. Councilmember Larson stated
that there would not be enough room for a high-quality fitness club.
Councilmember Aplikowski asked that the City maps be updated with the name changes of some
of the City streets such as County Road F to Valentine Lake Road. She also asked that
references to trailer parks be changed to mobile home parks.
Councilmember Aplikowski stated that she would be attending the open house for the Pilgrim
House.
Councilmember Aplikowski invited anyone who may be interesting in attending the League of
Minnesota Cities meeting in Rochester with her. She indicated that there would be an emphasis
on youth this year. Mayor Probst encouraged attendance at this meeting as it is well worth the
time and stated that he will try to attend the meeting himself.
.
Councilmember Aplikowski expressed her appreciation to staff for their continued hard work.
Councilmember Rem stated that she will be attending the Pilgrim House open house and she
would also like to join Councilmember Aplikowski in attending the League of Minnesota Cities
meeting.
Councilmember Rem stated that the Newly Elected Officials meeting was very helpful.
Councijmember Rem stated that she attended the Neighborhood Night Out in New Brighton.
She also attended the open house for the Bond Referendum at Valentine Hills School. She
indicated that the School District is looking for contributions for advertising and volunteers for
the phone bank.
Mayor Probst stated that he received a letter from the Minnesota Commercial Railway and it
seemed to be warmer than previous correspondence. He asked that staff reiterate the importance
of a cooperative with the City of New Brighton.
Mayor Probst requested additional information regarding the car and boat complaints in single
family areas. He asked if these were isolated incidences or if complaints were occurring allover .
the City. Mr. Fritsinger stated that this is the time of the year when people are taking boats out
of storage and often they are parked outside.
.
.
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ARDEN HILLS CITY COUNCIL - APRIL 26,1999
DRAFT
19
Mayor Probst asked for an update ofthe issue regarding Mr. Anderson. Mr. Fritsinger stated that
staff it trying to get Social Security to verifY his total disability, which they will not do. Mr.
Anderson will not be allowed to meet the disability clause unless he is verified as fully disabled.
Mayor Probst asked how often the City sweeps the streets. Mr. Stafford stated that street
sweeping has occurred twice so far this year. Mayor Probst asked if Ramsey County still
performs street sweeping. Mr. Stafford stated that they do, Mayor Probst confirmed that
Ramsey County only does one pass with the street sweeper. Mr. Stafford stated that this was
correct.
Mayor Probst stated that lawn service had been through his neighborhood and it appears as
though everything was swept into the street after the street sweeper had completed their work.
He indicated that piles of debris are getting into the lake and he believes that this must be the
source. He stated that action on this does not need to be taken now, however, he asked that the
Water Quality Task Force review the situation. He noted that Ramsey County had advertised in
the past when the street sweeping would occur to allow residents to prepare. Mr. Fritsinger
stated that no advertising had been done this year.
Councilmember Rem stated that she had spoken with the Valentine Hills School Principal and he
had wanted the City of Arden Hills to know how much they appreciate being part of the
community.
Mayor Probst requested confirmation that the City is buying back dirt from the Jndykiewicz
property that it had already paid for. Mr. Stafford explained that the City is buying this
pulverized dirt at $2.50 per yard and, if it were bought elsewhere, it would cost approximately
$10.00 per yard. He stated that the dirt would be used by the Parks and Recreation and Public
Works Departments.
With the power outage three weeks ago, Mayor Probst asked if the lift stations were able to keep
up with the use ofthe generator. Mr. Stafford stated that the lift stations were able to keep up
with the use of the City's and the City of Shore view's generator, however, there was one small
backup.
Mayor Probst stated that Roger Williams had been appointed to the Metropolitan Council. He
indicated that Mr. Williams is interested in attending the City Council meetings within his
jurisdiction, which is unusual.
Mayor Probst stated that information has not yet been received on whether or not other cities will
be willing to contribute to the Roseville Area High School to host the 63rd Annual National
Association of Student Councils Conference.
Mayor Probst stated that he had been frustrated over the past week by the information in the
newspaper about the extent to which the City of St. Paul thinks it can deal with local government
issues. He indicated that he would send correspondenee to Governor Ventura expressing this
frustration.
ARDEN HILLS CITY COUNCIL - APRIL 26,1999
DRAFT
20
With regard to the land transfer issue and Councilmember Larson's upcoming trip to Washington .
D.C., Councilmember Aplikowski stated that she did not believe it would make a difference for
Councilmember Larson to speak on behalf of the City. Councilmember Malone stated that
Congressman Vento had indicated that the process had been completed. He was reluctant to
press the issue so as not irritate anyone.
Councilmember Malone asked Mayor Probst if he had been able to contact General LeBlanc.
Mayor Probst stated that General LeBlanc was currently in Washington D.C. and he has not
returned any ofthe Mayor's calls. He left a request with the General's office that General
LeBlanc return his call when he returns to Minnesota on Wednesday. Mayor Probst indicated
that this was unusual behavior for General LeBlanc to not return his calls and he was trying not
to read too much into this.
Councilmember Larson asked ifhe should plan to stay one extra day in Washington D.C. He
agreed that it does not make sense to ask Congressman Vento to do anything, however, it would
bring attention to the City. He expressed concern that the City had not received a copy of the
land transfer documents. it would be preferable to see a copy of what is being signed as it has a
direct impact on the new City Hall project.
Mayor Probst stated the reason the City had not received a copy was because the City is not party
to the agreement and a copy was not asked for. He suggested that the Army National Guard be
asked for a copy of the agreement. Councilmember Larson concurred. .
Councilmember Aplikowski asked if staff had been in contact with the contractor for the City
Hall project regarding an extension to the start date. Mr. Fritsinger stated that the contractor
would not be contacted until staff has a better idea of the status of the land transfer.
Councilmember Aplikowski asked at what point in the timeline the project is. Mr. Fritsinger
stated that June 11, 1999 would be the end of the 90 days. He indicated that he would prefer to
wait a couple more weeks before approaching the contractor for an extension. This should allow
time to find out from the Army National Guard if the City Hall project can move forward without
the lease agreement being finalized.
Councilmember Larson asked, with the relationship that staff has with the Commander's
Representative, Mr. Mike Fix, why would the City have to ask for a copy of the land transfer
agreement. Mr. Fritsinger explained that it was due to protocol and the fact that the transfer is
being handled at a different level of the Army.
Mayor Probst asked staff if there had been any feedback regarding the lease agreement. Mr.
Fritsinger stated that there had been no feed back as of yet.
.
e
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D~<AFT
ARDEN HILLS CITY COUNCIL - APRlL 26, 1999
21
ADJOURN
MOTION:
Councilmember Malone moved and Councilmember Aplikowski seconded a
motion to adjourn the meeting at 10:00 p.m. The motion carried unanimously (5-
0).
Dennis Probst
Mayor
Brian Pritsinger
City Administrator
NOTICE OF MEETINGS
The next regular City Council meeting will be held Monday, May 10, 1999 at 7 :30 p.m. at the
Arden Hills Council chambers.
.
e
e
CITY OF ARDEN HILLS
ACCOUNTS PAY ABLE CLAIMS REPORT
TO BE APPROVED AT 05/10199 COUNCIL MEETING
CLAIMS PAID SINCE LAST COUNCIL MEETING (04126199)
'iQ4W& ,. '.~jlijjj1)f.i::
15830
15831
15832
15833
15834
15835
15836
15837
15838
15839
15840
15841
15842
15843
15844
04/27/99
04/27/99
04/27/99
04/27/99
04/27199
04/27/99
04/27/99
05/03/99
05/03/99
05/03/99
05103/99
05/03/99
05/04/99
05/04/99
05/04/99
PAGE 1 OF3
kb~MP.~t\ ?Uq)MM.~mH~HFHnY?~iJii:m:~tttm}
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.,.................
.....W.W.WMW.'...
::~:::::::~:::~'::::n;:;;::::;. ....
American Medical Securit
I.U.O.E. Local 49 - Frio e Benefit Fund
NCPERSGrou Life Insurance
Peon Racket S arts
Public Em 10 ees Retirement Association
leMA Retirement Trust - 457
State Ca ital Credit Union
A.NIB Pro e Co oration
eep Industries, Inc.
E-Z Rec clin
Nextel
Pitne Warks
Lake Coun Service Coo erative
Lake Coun Service Coo erative
Madden Resorts
791.82
6,300.00
45.00
183.12
3,068,36
1,757.58
5 153.45
4328.00
49.88
4714.00
118.53
465.00
23,047.13
3,419.34
432.10
Subtotal - Paid Claims
53,873.31
Paid Claims From Above -
53,873.31
Add Unpaid Claims, Page 3 of 3 -
150817.20
Total Accounts Payable Claims
for Council Approval, 04/26/99 ~
204,690.51
Note: Checks for unpaid claims totaling $79,252.38 were mailed
on April 27, 1999 after approval at the Apri126, 1999
Council Meeting. They were check numbers 15771 - 15829.
This sequence corresponds to unpaid temporary numbers
Tl - T59. Check numbers 15769 - 15770 were used for
alignment.
Ma Dentallnsurance
Insurance/June - Au ust
Ma Life Insurance - PERA
T eIUlis Balls 4 Cases
Third A ril Pa roll
Third A ril Pa 011
Third A ril Pa roll
Ma Rent & Gen 0 er Ex
Uniform Purchase
A rit Service
Cellular Service 4/19-5/18/99
Posta e - Meter
Health Insurance - Janu thrall h June 1999
COBRA - Janu - June 1999
Bean Dev Assac Conference - Rin ald
.uuIy_."pol'"_..d
CITY OF ARDEN HILLS
ACCOUNTS PAYABLE CLAIMS REPORT
TO BE APPROVED AT 05110/99 COUNCIL MEETING
PAGE20F3
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UNPAID CLAIMS REGISTER:
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.;.:.:.;."..;.:...,.,.....:...,:...,;.:
TOI 05/11/99 Accurate Press Inc, 118.00 Business Cards - T. Moore
T02 05/11/99 Aid Electric Service 301.10 L~ Fixture Installation
T03 05/11/99 Airtouch Cellular 110.60 Cellular Phones 4/21 - 5/20/99
T04 05/11/99 American Public Works Association 100.00 Annual Membershin Fee
T05 05/11/99 Animal Control Services Inc. 622.70 D~Cat Enforcement - AnTil
T06 05/11/99 Beisswem!:erts How-To Store 116.60 Amil Purchases
T07 05/11/99 Birrs Inc. 96.06 Portable Toilets - Perrv Park/Auction
T08 05/11/99 Boltman Jennifer 498.00 Dance Instructor
T09 05/11/99 Bnum LoAnn 240.00 Anfi! Cleanillo"- CH
TlO 05/11/99 BRW Inc. 21,435.03 Anril Emzineerin2 Services
Tl1 05/11/99 Burwell Linda 618.00 Dance Instructor
Tl2 05111/99 Catco Parts Service 80.05 Lill #5 - Drive Shall Ren-air
Tl3 05/11/99 eep Industries Inc. 187.44 Unifonn Purchases
TI4 05/11/99 Chamnlain Plannim!: Press Inc. 40.00 Plannine Conunission Joumal~l Yr.
Tl5 05/11/99 Cornorate Exnress 148.80 Office SunnlieslPaner
TI6 05/11/99 DCA,lnc. 85.00 COBRA Seminar - Stowell
TI7 05/11/99 Earl F. Anderson Inc. 213.35 St~ ~s/Parkino Si='
TI8 05/11/99 Electro Watclunan Inc. 239.63 City Halt - Alarm Service
TI9 05/11/99 Electronic Interiors Inc. I 910.25 Prof Services - New Citv-Hall
T20 05/11/99 Emerv-Catlin, Carolvn 33.00 Refund~Pre~tics
T21 05/11/99 Emooth Stacv 24.00 Refund-Run Jumn. Throw
T22 05/11/99 Forster, Connie 15.00 Refund.Fla. Football
T23 05/11/99 Frattallone's Hardware Inc. 43.61 Anril Purchases
T24 05/11/99 Gonher Sport 178.37 Com;:;act Electric Inflator
T25 05/11/99 Hoffman Carrie 27.00 Refund-Soccerff~Ball
T26 05/11/99 Indenendent School District #621 285.00 Cornouter Classes ~ Stowell
T27 05/11/99 Ives Konva A. 150.00 Refund-Wornen's Softball
T28 05/11/99 Kahat Kimberlv 25.00 Refund-PW T-Ball/Soccer
T29 05/11/99 Kath Auto Parts 348.98 ~ril Purchases
DO 05/11/99 K1uthe Marv 27.00 Refund-Soccerff -Ball
T31 05/11/99 Knutson, Beth 27.00 Refund-SoccerfT -Ball
D2 05/11/99 Konpsvik Linda 25.00 Refund-Soccerrr-Ball
D3 05/11199 Kristufek Gina 24.00 Refund-Run Jumn Throw
D4 05/11/99 Lillie Suburban Newsnaners 459.40 Ad-Summer HelnlLeeal Notices
D5 05/11/99 Lindhero, Kathrvn 27.00 Refund-SoccerlT -Ball
D6 05/11/99 Lovaas, Karen D. 24.00 Refund-BasebalUSoccer
T37 05/11/99 LTG Power Eauinment 33.36 Filters- Toro #43-2550
T38 05/11/99 Lvons Sonia 25.00 Refund-PW T-Ball/Soccer
D9 05/11/99 Mac Oueen Eauinment Inc 51.79 Latch Handle #201
II Subtotal- Unnaid Claims- 29,014,12 II
.
SUJdyI_~...1
.
e
e
e
CITY OF ARDEN HILLS
ACCOUNTS PAYABLE CLAIMS REPORT
TO BE APPROVED AT 05/]0199 COUNCIL MEETING
PAGE30F3
UNPAID CLAIMS REGISTER:
!lllti'i:lMiljjlCiili'ti'/. (Ii\MlilJilt ()t:6l\li'i:ltillil\I\ ::~r ... ......-..-.......... .;<.,.".,.:.;."........
,",W,",W. ::~:::::::::;~ :::~::::~:::::: ~::::~:~::: ::' ~:::: .....,...,'w...w,.
T40 05/11/99 Midwest Asnhalt Comoration 98.21 Road Renair Materials
T4t 05/11/99 MN D~artment of Health 23.00 Water Supply System Qnerator Renewal
T42 05/11/99 !v1N Denartrnent of Natural Resources 140.00 Fireann Safety
T43 05111/99 MRPA 720.00 Softball-USSSA Registration
T44 05111/99 Moran Tami 25.00 Refund-PW I-Ball/Soccer
T45 05/11/99 North Metro Insl"lection Inc. 744.00 Aori! Electrical Inspections
T46 05/11199 North Star Turf, Inc. 592.89 Field Paint & Soravers
T47 05/11199 Northern States Power COillnanv 4,385.11 Amil Service
T48 05/11199 Peloauin Mindv 24.00 Refimd-Run Jumn. Throw
T49 05/11199 Post Terrance 45.07 Mileage Reimbursement
T50 05/11/99 Price, Willie 27.00 Refund-Kids Soccer
T51 05/l1!99 ProD Rec & Rev - Revenue 1404.77 Anril Law EnforcementJM:isc Services
T52 05/11/99 Puckett Angela 27.00 Refund-Soccerff -Ball
T53 05/11199 Rent All Mirmesota Inc. 163.44 Eauioment Rental
T54 05111199 Rin2\'lald, Kevin 37.82 Milealle Reimbursement
T55 05111199 Roseville Citv of 110063.59 1 Q99 Water Purchase - 181 622 000 Gallons
T56 05/11 /99 Safetv-Kleen Comnration 106.23 DisDosal
T57 05/11/99 Scherer Brothers Lumber Co. 35.41 Stakes & Lath for Garden
T58 05/11/99 Serco Laboratories 339.00 Water Testin. 4/06/99
T59 05/11/99 Stafford Dwavne 382.10 Milea1!:e & Exnense Reimbursement
T60 05/11/99 Strand, Kristin 25.00 Refund-PeeWee T -Ball
T61 05/11/99 Timesaver Off-Site Secretarial 248.00 Recording Sec-CC-04/26/99
T62 05/11199 US West Communications 1140.22 Amil Phone Service
T63 05/11199 VanSickle Marv 25.00 Refund-PeeWee T-Balt
T64 05/11/99 Waste Management-Blaine 425.09 Waste Removal
T65 05111/99 West Weld 7.44 5 Arno Mini-Fuse
T66 05111199 Xerox Corooration 548.69 Mav Conier Lease
Subtotal, Page 3 of 3 - 121,803.08
Page 20f3 Brought Forward - 29014.12
Total Uonaid Claims 150,817,20
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CITY OF ARDEN HILLS
MEMORANDUM
DATE:
May 4, 1999
TO:
Brian Fritsinger, City Administrator
Terrance Post, City Accountant(1V
ABW A Lady Slipper Chapter, Charitable Gambling Premises Permit
Renewal Application (License No. B-03162-003)
FROM:
SUBJECT:
The two-year premises permit for the American Business Women's (ABW A) Lady Slipper
Chapter to conduct Class B gambling activity (i.e., paddlewheels, pull-tabs, tipboards) at
Flaherty's Arden Bowl will expire on July 31,1999. State Charitable Gambling Board
requirements are that Premises Permit renewal applications and supporting City resolutions be
reviewed and approved sixty (60) days prior to license expiration date.
The applicant has submitted the following documentation in support of the renewal application:
(a)
A completed State of Minnesota Premises Permit renewal application form
(Exhibit A);
(b)
A Lease Agreement for pull tab aetivity at a permitted premises (LG221) signed
by Lessor, Daniel P. Flaherty (Exhibit B); and
(e) Paid the $100.00 permit investigation fee.
In addition, staff has obtained background checks for all individuals with check signing authority
of the charitable gambling organization and noted no irregularities.
A review of compliance with ordinance fifty percent (50%) trade area spending requirements for
the twenty-four (24) month period from April, 1997 to March, 1999 has resulted in a finding that
the organization has met this City requirement by expending a higher percentage in the trade
area (Exhibit C). The organization's charitable donation by-laws are also provided for additional
information (Exhibit D).
The organization's Gambling Manager, Marilyn Damman, has been invited to the Council
meeting to address any questions Council may have of this charitable gambling organization.
Recommendation
Staff recommends that the City Council consider approving Resolution #99-14, "A Resolution
Approving ABWA Class B Charitable Gambling Premises Permit Renewal Application at
Flaherty's Arden Bowl," at the May 10, 1999 regular Council meeting,
t
STATE OF MINNESOTA
RAMSEY COUNTY
CITY OF ARDEN HILLS
.
RESOLUTION NO, 99-14
A RESOLUTION REQUESTING APPROVAL OF
CHARITABLE GAMBLING PREMISES PERMIT APPLICATION
FOR ABW A LADY SLIPPER CHAPTER AT FLAHERTY'S ARDEN BOWL
WHEREAS, the City has received a renewal premises permit application from the ABW A Lady
Slipper Chapter for Class B charitable gambling activity at Flaherty's Arden Bowl, Inc. located at
1273 West County Road E; and
WHEREAS, all City licensing and fee requirements have been met as required by City
Ordinance,
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Arden Hills,
Minnesota:
That the City of Arden Hills hereby agrees to approve the premises permit renewal
application for ABW A Lady Slipper Chapter for Class B licensed charitable gambling
activity to be located at Flaherty's Arden Bowl, Inc., 1273 West County Road E, Arden .
Hills, Minnesota, for a period from August 1, 1999 to July 31, 2001.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS
THIS 10th DAY OF MAY, 1999,
DENNIS PROBST, MAYOR
ATTEST:
BRIAN FRITSINGER, CITY ADMINISTRATOR
e
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:a'st
STATE OF MINNESOTA
GAMBLING CORTROL BOARD
PREMISBS PBRMIT RBNm\!AL APPLICATION
IFOR BOARD USB
I AMT PAID
I CHECK NO,
\ DATE
ONLY I
I
I
I
PR PRINTED:
SE NUMBER: B-03l62-003
EFFECTIVE DATE: 08/01/97
EXPIRATION DATE: 07/31/99
lAME OF ORGANIZATION: American Business Womens Chapt Lady Slipper Roseville
GAMBLING PRIlMISBS INFORMATION
rAME OF ESTABLISHMENT WHERE GAMBLING WILL BE CONDUCTED
'lahertys Arden Bowl
.273 W Co Rd B
~den Hills 55112
~UNTY Ramsey IS THE PREMISES LOCATED WITHIN THE CITY LIMITS?: Y
LBSSOR INFORMATION
lOES YOUR ORGANIZATION OWN THIS SITE?: No
:F NO, LIST THE LESSOR:
'lahertys Arden Bowl Inc
l273 W Co Rd B
~den Hills MN 55112
lAME OF PROPERTY OWNER (WHEN NOT LESSOR) :
o
AMOUNT PAID FOR RENT PER MONTH: 1000
AMOUNT PAID PER OCCASION: 0
FEET PER MONTH:
FEET PER OCCASION:
28
BINGO ACTIVITY
lINGO IS CONDUCTED ON THIS PREMISES: No IF YES, REFER TO INSTRUCTIONS FOR REQUIRED ATTACHMENT
L525 Alameda St &
~t Paul MN 55117
P Damman
Route 4 Box. 86
Pine City MN 55063
STORAGB ADDRESS
BANK INFORMATION
~orwest Bank Minnesota
L220 W CO Rd B
~den Hills MN 55112
lAMBLING BANK ACCOUNT NUMBER: 3528255745
ON THB LINES PROVIDBD BBLOW LIST THE NAME, ADDRESS AND TITLE OF AT LEAST TWO PERSONS
P.UTHORIZED TO SIGN CHECKS AND MAKE DEPOSITS AND WITHDRAWALS FOR THE GAMBLING ACCOUNT,
rilE ORGANIZATION'S TREASURER MAY NOT HANDLE GAMBLING FUNDS.
Debra Burchett 632 Redwood Lane New Brighton MN 55112
\ .
President
~ .' .
Sharon Sibell
5043 Madison NE
Mpls. MN 55421
Gamblinq Manaqer
Asst" 'Manaqer
Marlyn Damman
2700 N Dale #208 Roseville MN 55113
--
(BB SURE TO COMPLETE THB REVERSB SIDB OF THIS APPLICATION)
THIS FORM WILL BE MADE AVAILABLE IN ALTERNATIVE FORMAT (I,E, LARGE PRINT, BRAILLE) UPON REQUEST
&~~,-,- A.
vt
-/
<1-
- v-.
.
ACKNOWLEDGMENT
:lAMBL:ING PREM:ISES AUTHOR:IZAT:ION _....A
[ HEREBY G:IVE CONSENT TO LOCAL LAW ENFORCEMENT OFFICERS, THE GAMBLING CONTROL BOARD, OR AG~-_
JF THE BOARD, OR THE COMMISSIONER OF REVENUE OR PUBLIC SAFETY, OR AGENTS OF THE COMMISSIONERS,
ro ENTER THE PREMISES TO ENFORCE THE LAW.
BANK RECORDS :INFORMAT:ION
rHE GAMBLING CONTROL BOARD IS AUTHORIZED TO INSPECT THE BANK RECORDS OF THE GAMBLING ACCOUNT
i'lHENEVER NECESSARY TO FULFILL REQUIREMENTS OF CURRENT GAMBLING RULES AND STATUTES.
I DECLARB THAT:
I HAVE READ THIS APPLICATION AND ALL INFORMATION SUBMITTED TO THE GAMBLING CONTROL BOARD;
ALL INFORMATION IS TRUE, ACCURATE AND COMPLETE;;
ALL OTHER REQUIRED INFORMATION HAS BEEN FULLY DISCLOSED;
I AM THE CHIEF EXECUTIVE OFFICER OF THE ORGANIZATION;
I ASSUME FULL RESPONSIBILITY FOR THE FAIR AND LAWFUL OPERATION OF ALL GAMBLING
ACTIVITIES TO BE CONDUCTED;
I WILL FAMILIARIZE MYSELF WITH THE LAWS OF MINNESOTA GOVERNING LAWFUL GAMBLING AND RULES
OF THE GAMBLING CONTROL BOARD AND AGREE, IF ISSUED A PREMISES PERMIT, TO ABIDE THOSE LAWS
AND RULES, INCLUDING AMENDMENTS TO THEM;
ANY CHANGES IN APPLICATION INFORMATION WILL BE SUBMITTED TO THE GAMBLING CONTROL BOARD AND
LOCAL UNIT OF GOVERNMENT WITHIN TEN DAYS OF THE CHANGE;
I UNDERSTAND THAT FAILURE TO PROVIDE REQUIRED INFORMATION OR PROVIDING FALSE OR MISLEADING
INFORMATION MAY RESULT IN THE DENIAL OR REVOCATION OF THE PREMISES PERMIT,
----DATE
IfIGNATURE OF CHIBrBXECUTIVB-OnICBR
e
LOCAL GOVERNMENT ACKNOWLEDGMENT
~, THE CITY. MUST SIGN THIS APPLICATION IF THE GAMBLING PREMISES IS LOCATED WITHIN CITY
LIMITS.
2. THE COUNTY.. AND TOWNSHIp.. MUST SIGN THIS APPLICATION IF THE GAMBLING PREMISES IS
LOCATED WITHIN A TOWNSHIP.
3. FOR TOWNSHIPS THAT ARE UNORGANIZED OR UNINCORPORATED, THE COUNTY" IS REQUIRED TO ATTACH
A LETTER TO THIS APPLICATION INDICATING THE TOWNSHIPS STATUS,
4. THE LOCAL UNIT OF GOVERNMENT (CITY OR COUNTY) MUST PASS A RESOLUTION SPECIFICALLY
APPROVING OR DENYING THIS APPLICATION.
5, A COPY OF THE LOCAL UNIT OF GOVERNMENT'S RESOLUTION APPROVING THIS APPLICATION MUST BE
ATTACHED TO THIS APPLICATION.
6. IF THIS APPLICATION IS DENIED BY THE LOCAL UNIT OF GOVERNMENT, IT SHOULD NOT BE SUBMITTED
TO THE GAMBLING CONTROL BOARD,
TOWNSHIP:
BY SIGNATURE BELOW, THE TOWNSHIP ACKNOWLEDGES THAT THE ORGANIZATION IS APPLYING FOR A
PREMISES PERMIT WITHIN TOWNSHIP LIMITS,
C:ITY. OR COUNTY..
TOWNSH:IP..
CITY OR COUNTY NAME
uti lJr ;}fU6V HILLJ
TOWNSHIP NAME
F PERSON ~EIV
SIGNATURE OF PERSON RECEIVING APPLICATION
TIT~rr T4u"'!JwdL
TITLE
DATE RECEIVED
CHECKLIST FOR REQUIRBD ATTACHMENTS
TO: GAMBLING CONTROL BOARD
W COUNTY RD B - SUITE 300 S
ROSKVYLLK. MN SS~13
f
~~1~'l ~ - 'IL.
.
Minnesota Lawful Gambling
Lease for Pull-Tab, Paddlewheel, Tipboard, and/or Raffle Activity - LG221
'-
Name of legal Owner of Premises Street Address City Zip Daytime Phone
Flahertys Arden Bowl Inc. 1273 W Cty Rd E Arden HillS 5ji1l2
Name of lessor Street Address City Zip Daytime Phone
(If same as legal owner, write in "SAME")
F1ahellavs Arden Bowl 1273 W Cty Road E Arden Hills ( 651 )633-1777
Name of leased Premises Street Address City Zip Daytime Phone
Flahertvs Arden Bowl 1273 li Co Road E Arlien Hills 551 (1.2 651) 633-1777
Name of lessee (name of organization leasing the premises) GCB license no. of organization Daytime Phone
Ladv Slinner Chanter ABWA A-03162 651 )481-0672
e
Rent Information
. Total rent cannot exceed $1,000 per month for all
non-bingo activity for this premises.
. For bingo activity, use lease form LG222.
. For pull-tab dispensing machines, use lease form
LG223.
. An organization may not pay rent to itself or to
any of its affiliates for space used for the conduct
of lawful gambling.
Rent to be paid per month $ 1000.00
(If no rent is to be paid, indicate-o-)
feet by feet for a total of square feet.
feet by feet for a total of square feet.
feet by feet for a total of square feet.
feet by feet for a total of square feet.
feet by feet for a total of square feet.
Combined total square feet.
.
Sketch and Dimensions of Leased Area
Sketch: For all areas being leased for the conduct
of gambling and storage of gambling product at this
premises, attach a sketch (drawing) showing: (1) the
leasedarea(s}, an~he-dimensjon .
Dimensions
The leased areas are:
Storage
Storage
Lawful Gambling Activity
Type of gambling activity that will be conducted at this gambling premises. Check all that apply.
-L... Paddlewheels
Term of Lease
The term of this lease agreement will be concurrent with
the premises permit issued by the Gambling Control
Board, unless terminated sooner by mutual consent of
the lessor and lessee.
-x---P u II-Tabs
-X...-Raffles --X- Tipboards
Amended Lease Only
If this is an amended lease showing changes occur-
ring during the term of the current premises permit,
write in the date that the changes will be effective
---1---1_. Both parties that signed the lease
must initial and date all changes.
.
Questions on this form should be directed to the licensing
Section of the Gambling Control Board (Board) at 651-639-
4000. This publication will be made available in alternative
format (i.e. large print, Braille) upon request. Hearing impaired
individuals using a TTY may call the Minnesota Relay Service
at 1-800-627-3529 and ask to place a call to 651-639-4000.
The information requested on this form will become public
information when received by the Board, and will be used to
determine your compliance with Minnesota statutes and rules
govemin9 lawful gambling activities.
Page 1 of2
1/99
Lease for Pull-Tab, Paddlewheel, Tipboard, and/or Raffle Activity - LG221
I LESSOR PROHIBITIONS I agents are found to be solely 4. The lessor shall not modify or
Management of Gambling responsible for any illegal gambling tenninate this lease in whole or in part a
ProhibIted conducted at that site that is due to the lessor's violation of the ..
prohibited by Minnesota Rules, part provisions listed on this lease.
7861.0050, subpart 1, or Minnesota
Statutes, section 609.75, unless the Arbitration Process
organization's agents responsible for The lessor agrees to arbitration when a
the illegal gambling activity are also violation of these lease provisions is
agents or employees of the lessor. alleged. The arbitrator shall be the CRG.
4. The lessor shall not modify or I
tenninate the lease in whole or in part ACCESS TO PERMITTED PREMISESI
because the organization reported to
a state or local law enforcement State of MInnesota and Law
authonty or the board the occurrence Enforcement
atthe site of illegal gambling activity The board and its agents, the
in which the organization did not commissioners of revenue and public
participate. safety and their agents, and law
Other Prohibitions enforceme~t personnel have access to
the permitted premises at any
1. The lessorwill not impose restnctions reasonable time during the business
on the or9anization with respect to hours of the lessor.
providers (distnbutors) of gambling- .
related equipment and services or in Orgamzation
the use of net profits for lawful The organization has access to the
purposes. pennitted premises dunng any time
2. The lessor the lessor's immediate reasonable and when nece~sary for the
family, and ~ny agents or employees comj.ucrofiawful -gamb1mtr on thlO
of the lessor will not require the premISeS.
organization to perfonn any action I I.
that would violate statute or rule. lESSOR RECORDS MAINTAINED
The lessor shall maintain a record of all
money received from the organization,
and make the record available to the
board and ~s agents, the commissioners
of revenue and public safety and their
agents upon demand. The record shall
be maintained fora panod of 3-1/2 years.
The owner of the premises or the lessor
will not manage the conduct of gambling
at the premises.
Participation as Players Prohibited
The lessor, the lessor's immediate family,
and any agents or gambling employees
of the lessor will not participate as players
in the conduct of lawful gambling on the
premises.
Illegal Gambling
1. The lessor is aware of the prohibition
against illegal gambling in Minnesota
Statutes, section 609.75, and the
penalties for illegal gambling
violations in Minnesota Rules, part
7861.0050, subpart 3.
2. To the best of the lessor's knowledge,
the lessor affinns that any and all
games or devices located on the
premises are not being used, and are
not-capable-<lf-~eiRg-used, in a
manner that violates the prohibnions
against illegal gambling in Minnesota
Statutes, section 609.75, and the
penalties for illegal gam!:lling
violations in Minnesota Rules, part
7861.0050, subpart 3.
3. Notwithstanding Minnesota Rules,
part 7861.0050, subp. 3, an
organization must continue making
rent payments, pursuant to the terms
of the lease, if the organization or its
~l~lf ~ ~ 4t!
~
.
.
--
3. If there is a dispute as to whether any
of these lease provisions have been
violated, the lease will remain in effect
pending a final detennination by the
Compliance Review Group (CRG) of
the Gambling Control Board.
OTHER OBLIGATIONS AND AGREEMENTS - Attachment
All obligations and agreements between the organization and the lessor are contained in or attached to this lease.
(Attach additional sheets if necessary. Any attachments to this lease must be dated and signed by both the lessor and
the lessee:)
Lad Sl i r C
maintenance of each month at rate of 8.50 an hour.
Check to be made out to Merle Williams Main enan e er
This lease is the total and only agreement between the lessor and the organization conducting lawful gambling activities
other than bingo and pull-tab dispensing devices. There is no other agreement and no other consideration required between
the parties as to the lawful gambling and other matters related to this tease. Any changes in this lease will be submitted to
the Gambling Control Board ten days pnor to the effecti'(8 date of the change.
Dani~l P Flah~rty
~
Signature of Organization Official (Lessee)
Date
.
J$-
Debra Burchett
Print Name and Title of Lessee
Page 2 of2
1/99
.
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1996 Upon the death of a chapter member or family meIIber (roother,
father, b.1sband or child) of a chapter member, a mamorial
gift of $25.00 shall be given to the family.
A&~" LAN SL,~PER.. O:l~
9:::IDI..1lFSHIP &: CHGARITABLE I:ONATION BY-LAWS
Mded 1997
The chapter will use the followin;d By-Laws for all donations.
1. That a minUImlIll of 70\ of all funds will go for scholarship!;.
2. That BO\ of the roms given for sCholarships go to
applicants who reside in the city (or the cities defined
accept~le area) that Lad,y Slipper runs charitable gaming
in.
3. That BO\ of the roms given as donations m..lst go to
orgahizations W:lO reside in the city (or the defined
acceptable area) that Lad,y Slipper operates charitable
gamin;d in. All oI'g'anizations m..lst be quali fied 501C3
orgahizations. .
The Irn:ned.iate Family is definad as a husban::L, wife, roother,
father, child .or siblings. A menpers immediate family is not
eligible for a sCholarship.
4.
5.
Chapter members are not allowed to vote on applications
suJ:mitted I:::!r a relative.
Donations to oI'g'anizations m..lst focus on education.
Donations will not be given for school trips or parties.
6.
7.
The maxirmnn am:>unt any scholarship recipient can. receive is
75\ of their tuition unless unanimously agreed upon I:::!r the
mercbers at teming the scholarship meeting.
.1
.,
II
.
CITY OF ARDEN HILLS
MEMORANDUM
FROM:
May 10, 1999
Mayor and City Council ./ /
Nancy Randall, Associa~r
DATE:
TO:
SUBJECT:
Planning Case 99-05, Site Plan Review
Bethel College, 3900 Bethel Drive
Request, The applicant is requesting approval of a site plan to allow for a parking lot
expansion at the Bethel College campus located at 3900 Bethel Drive. (Exhibit A),
.
Background, Bethel College is currently operating on a Special Use Permit (SUP)
which was issued in March of 1978 in Planning Case 78-05. In September 1980 the
Master Plan was amended to allow for site plan approval of those requests which are in
conformance with the Master Plan. The master plan was updated in 1996, Planning Case
96-29 and 96-26A (to be effective for a 10 year period ending with the 2006-2007 school
year).
Site Plan. The proposed parking lot is shown as tennis courts on the Master Plan which
was approved as part of Planning Case 96-26 (Exhibit B). Staff has determined the
parking lot to be similar in nature to the approved tennis courts. However, if the tennis
courts are to be relocated, either now or in the future, then this would require an
amendment to the master plan.
The proposed parking lot circulation appears to have several potential problem areas that
should be reviewed. As shown in Exhibit A 617, when parking in Area 1, traffic will
have to circulate to the rear of the parking Jot to exit. Area 2, may be difficult for vehicle
exiting the stall to see cars moving towards the exit. Area 3, may be confusing due to
vehicles entering from both directions. Vehicles backing out of Area 4 will be going
against traffic. Staff recommends the applicant review the circulation through out the
parking lot.
The Special Use Permit (78-05) states in condition (#9) that parking shall be provided as
follows:
a.
b.
c.
e d.
e.
Aparfn1ents - 1.5 spaeesper dwelhng unit,
Dormitories - .3 spaces per bed,
Non-Resident Student Parking - .5 spaces per off-campus student or .3 spaces
per seat oflargest assembly facility, whichever is greater,
Faculty and Staff - .75 spaces per member,
Athletic Facilities - .3 spaces per seat, and
Page 2
f. Spaces shall be reserved and a site (or sites) prepared for overflow parking. a
Such area need not be surfaced. ..
The applicant currently has a parking demand of 1,511 parking spaces and has 1,806
parking spaces on site. Therefore, the site contains sufficient parking spaces to meet the
minimum requirements of the Special Use Permit. However, students, visitors, and staff
have been having difficulty finding parking during peak times.
The College is taking several steps to reduce the parking problem besides adding the
parking lot. The following is a list of actions the college will be taking to reduce the
problem along with adding the parking lot.
. Freshmen will not be allowed to have cars on campus. For special needs a small
number of spaces will be allotted and available by appeal.
. Shuttle service will be expanded to allow for increased student needs.
. Car-pooling incentives are being implemented for faculty and staff.
. A vehicle registration fee, of $40 per semester, will be implemented for all
students. This registration fee, similar to that levied at other area schools, will be
used for purposes such as: increased shuttle service, lot security, and the
construction and maintenance of new and existing parking lots.
The applicant is proposing to add additional lighting. There currently is lighting along
the west side of the tennis courts for the trail. The applicant is proposing four (4) 400 .
watt high pressure sodium fixtures on 25 foot poles. Two are proposed on the east side
and two on the west side.
Deadline for Ageney Aetions. The City of Arden Hills received the completed
application for this request on March 26, 1999. Pursuant to Minnesota State Statute, the
City must act on this request by Tuesday, May 25, 1999 (60 days), unless the City
provides the petitioner with written reasons for an additional 60 day review period. The
additional review period would extend to Friday, July 23, 1999. The City may, with the
petitioners consent, extend the review period beyond the Friday, July 23,1999, date.
Reeommendation, The Planning Commission recommends approval of Planning Case
#99-05, Site Plan, to create additional parking subject to the following conditions:
1. lfthe relocation ofthe tennis courts is to be relocated on the Bethel Campus, under a
special use permit, an amendment to the Master Plan be acquired,
2. Review of the parking lot layout by the applicant's engineer, and either moditying
the parking lots design or supplying a statement that it can operate safely.
3. Compliance with the letter from Bethel College dated December 10, 1998.
4._Rice Cn:ek_\\Tatershed DistricJapjll'oval~___~_
5. Maintenance of the vegetative buffer on the west side of this parking lot in
accordance with the Shoreland Ordinance.
6. Compliance with the Lighting Standards of the Zoning Ordinance.
7, Confirmation that handicap spaces will be provided.
8. A finding that the grade of the roadway is acceptable.
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Updates. Staff received a letter from Mark Nagel (1459 Arden Oaks Drive) with
concerns about the relocation of the tennis courts. (Exhibit F)
The City Engineer, Greg Brown, has evaluated the original proposed parking lot plan and
forwarded concerns with the roadway slope and parking lot layout. (Exhibit C).
The applicant has revised their plan to accommodate some of the concerns with the
parking lot design, handicap parking, and roadway grade. (Exhibit D).
The proposed parking stalls are 9 feet by 16 feet. Section VI, F, 1, a states a individual
parking space shall be at least nine (9) feet in width and eighteen (18) feet in length.
Bethel College has an existing parking lot with a similar layout just south of Chalberg
Residence. (Exhibit B). Staff has taken several photographs of the parking lot and would
find that the layout functions safely. (Exhibit E). However, this lot is not used as heavily
as the proposed lot and several cars were parking beyond the markings.
The applicant is proposing have five (5) handicap parking stalls to the east side of there
parking lot. This lot is to primarily serve the new residence hall; however, the grade to
the residence hall does not create for easy access from this parking lot for handicapped
persons. There is handicap parking for the residence hall in another existing parking lot
to the west. The five stalls will however, serve the adjacent football stadium.
The roadway grade approaching the parking lot has been modified to a 7% grade from a
10% grade. The grade modification corresponds with the recommendation of the City
Engineer.
Planning Case 99-05 (Site Plan Review)
Bethel College, 3900 Bethel Drive
1000
,
o
1000 2000 3000 4000 5000 Feet
,
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E~h;t,;f A 17
BETHEL COLLEGE
& SEMINARY
Office of Physical Plant and Campus Planning
Bethel College & Seminary
3900 Bethel Drive, St. Paul, Minnesota 55112~6999
651-638-6200 fa" 651-638-6009
www.herhel.edu
March 26, 1999
Nancy 1. Randall
Associate Planner
City of Arden Hills
4363 W Round Lake Road
Arden Hills, MN 55112
Re: Planning Case 99-05, Site Plan Application
Per your letter of3/15/99 we are supplying the following information you requested:
I) Written statement in response to issue No. I;
* More parking is needed to support the parking requirements for our new dormitory
scheduled for occupancy in August, 1999. We initially thought we could supply parking
for this dormitory from our current West parking lot. With the increase in our student
population, especially the commuter students, our experience this year shows the need
for additional parking close to this facility. We do not see a significant increase in our
trips per day. The Seminary Village building 4061 currently being used for College
housing will return to married housing this Fall. Those students will be placed in the
new dorm as well as students currently commuting. The reduction in commuting
students as well as the moving of the students at the Village will off-set increases in trips
per day. Additionally parking restrictions and management plans (see attached
Community Announcement from the President dated 12/10/98) should help control the
trips per day. We are committed by our previous agreement to conduct a traffic study in
2002 to monitor our traffic.
* Additional parking for the future will be "incidental" in nature apart from the lot shown
on our approved Master Plan just North of the Seminary.
* We are hoping to relocate the tennis courts in the area West of our campus and Old
Snelling currently being considered for joint park development with the City. A location
just to the West of our current west parking lot is being considered as a possibility if the
development West of Old Snelling does notmateriali~-
* The construction parking in the location West of our current west parking lot will be
used only until approximately June I, 1999. At that time construction parking can take
place in the West lot. This area will be reseeded in the summer and returned for use as
an intramural field in the fall.
2) A landscaping plan is enclosed.
3) A lighting plan is enclosed.
4) A list of neighbors within 350 feet is enclosed.
Thank you for your consideration of this project.
Sincerely,
C~~
Craig ~~
Director of Campus Planning
attachment
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37
Community Announcement
An Internal Communication Bulletin from the President
PARKING COMMUNICATION
Over the last several months I have heard from countless numbers of students and employees about the
serious parking problem we are facing. Many of you have been late to class after having driven all
around the campus in search of a parking space. Visitors corning to the campus to speak in classes,
attend meetings, or visit students are unable to find a place to park during peak class times. Currently
there is a need for 40 to 60 additional spaces during this time.
I have asked my executive leadership team to look into this problem and identify some solutions. They
have researched other area colleges, consulted with administrators and student leaders, and gathered
feedback leading to the implementation of some new parking initiatives that will begin in the fall of
1999. We have struggled long and hard over this situation and think the following initiatives will help
relieve current problems.
.Freshmen will not be allowed to have cars on campus. For special needs a small number of
spaces will be allotted and available by appeal.
.The existing tennis courts, already being considered for relocation, will now be converted to a
parking lot that will provide 120 additional spaces. (New tennis courts will be built on one of
two identified locations.)
.Shuttle service will be expanded to allow for increased student needs.
.Car-pooling incentives are being implemented for faculty and staff.
. A vehicle registration fee of $40 per semester, will be implemented for all students. This
registration fee, similar to that levied at other area schools, will be used for purposes such as:
increased shuttle service, lot security, and the construction and maintenance of new and
existing parking lots.
We are confident that the above initiatives should help to relieve the current parking problems. I have
asked Bruce Kunkel, vice president for campus services, at extension 6431 and Judy Moseman, vice
president for student life, at extension 6300, to help answer questions or concerns related to these
initllitives. Following Interim, I Wll1Oehostifig an open meetingrmadministratorsiodialog with
students and the new parking initiatives will be one of the items on the agenda for that discussion time.
~I(~
Thursday, December 10, 1998
A Bulletin from the Office of Communications
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PLAN - NE\.J PAVEMENT LIMITS AND PA VEMENT ~ARKINGS
SCALE l' = 30'-0'
FIXTURE TYPE
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A (2) 400 \lATT HIGH PRESSUI!E SODIUM FlXTURES
ON 2S' PIL[ - PtllTDCELL CDNTRDLl.[D.
51 PAUL MINI JESOTi\
BETHEL COLLEGE
BODIEN HALL PARKING AREA.
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VILLAGE HOUSING
CHALBERG RESIDENCE
'D" '.
PARK1NG
\
HISTORIC CHAPEL
SEMINARY ACADEMIC
COMPLEX AND QUAD-
RANGLE ADDITIQN
PARKING
CAMPUS CENTER
COLLEGE HOUSING
COMPLEX
GATE
FA ADDITION/5)
GUARD HOUSE
CDLLEGESTUDENT
HOUSING
GATE
TENNIS COURTS
SOFTBALL FIELDS
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BASEBALL FtELD
SPORTS & RECRE.
A TtoN COMPLEX AND
ADDITION
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IN SPECIAL PERMIT
OR IN MASTER PLAN
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:.-' PRACTICE FIELD
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..--............ €' ~ AND CAMPUS STORAGE
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Approved t/2/97 with Planning Case 96-26
~oJeCI
S i-re:
DECEMBER 1996
BETHEL COLLEGE & SEMINARY
CAMPUS MASTER PLAN
ARDEN HILLS, MINNESOTA
EXISTING BUILDING _
PROPOSED eUIl..OlNG _
FREDERICK BENTZ I
MILD THOMPSON f
ROBERT R1ETOW,
INC,
PROP~ RO'..c:vvA...SCW.....j'VOI;YS
ANO:$IJI'FJlC(S
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.'BRW
.. . ADAMES"&. MOORE"GROUP"CiSM'PANY
MEMORANDUM
BRW
Thresher Square
700 South Third Street
Minneapolis, MN 55415
Phone: (612) 370-0700
Fax: (612) 370-1378
To:
Nancy Randall/Arden Hills
File:3 79510052001
From: Greg Brown
Date: April 20, 1999
Subject: Planning Case #99-05 (Bethel College)
I have reviewed the proposed parking lot construction on the Bethel Campus and have the following
comments:
.
Recommend that the access roadway to the parking lot be altered to reduce the slope, The
plan shows a 10% profile grade which is quite severe for a road ofthis nature especially
considering the future extension of the road to TH 51. The grading of the parking lot should
be altered to allow a lower entrance from the south by 2'-3 which would allow the roadway to
have a profile grade around 7%-8%,
.
Concur with the planning commission/City staff comments regarding the layout of some of the
parking stalls and the flow of the lot (noted as areas 1,2,3 and 4 in commission
correspondence), Suggest that the developer review the flow of the lot and make adjustments
as needed,
If you have any further questions please give me a call,
RECEIVED
APR 2 0 1999
OlY Of ARUUi t111.1.S
U:\WPDOCS\ARDENHILIPLANNING\BETHELOT.MEM
bhb:+ 'D Y<t
c:>
e Stanley Consultants INC.
A Stanley Groop Company
Enginet!ring, Environmental arK! Construction Servkes - Workiwide
April 16, 1999
Nancy Randall
Associate Planner
City of Arden Hills
4364 West Round Lake Road
Arden Hills,MN 55112-5794
Dear Ms, Randall:
Subject: Planning Case #99-05, Site Plan Review
The following responses are in regards to your letter to Craig Hjelle dated April 12, 1999:
e
2, Review of the parking lot layout by the applicant's engineer, and either modifying the parking
lots design or supplying a statement that it can operate safely,
Parking lot design was modified to account for the safety concerns of the city. Please refer to
the enclosed drawings,
7, Confirmation that handicap spaces will be provided.
5 handicap spaces were added to the east side of the parking lot. Please refer to the enclosed
drawings,
8, A finding that the grade of the roadway is acceptable.
The grade of the roadway wasflattenedfrom 10% to 7%. Please refer to the enclosed drawings,
If you have any further questions or comments, contact me at 612,797,5386,
Sincerely,
Stanley Consultants, Inc.
?JJ~~
Martin J. Weber, P,E.
Senior Civil Engineer
Enclosure(s): Revised Drawings
e
cc: Craig Hjelle
5775 Wayzata Boulevard, Suite 955 . Minneapolis, MN 55416-1235 . phone 612.546.3669 . fax 612.546.4279
email: info@stanleygroup.com . internet: www.stanleygroup.com
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OHESD 260 38 08
651 737 3069
04/0.L...: 99 09: 04 NOE, 172" qV01
'JIfh'lOlt F'
7671 0... (7/9
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M.- (..5 Co.
Ms. Nancy Randall
Associate Ptan,ner
City of Arden Hitls
~ ne#
Fa '(p~ I ".3
Dear Ms. Randall:
PhOMn-
&3C:, - S' .3
ra'F.1/.
Thank you for I;(lking tl1c time to explain proposed plans by B thel College to tum 6 t""ni,s courts into a
parking lot. Based on my underst.."nding of Ihe proposed proj ct, 1 would like 10 off"r the f"Howing
comments and concems: 1
I, 'The current Joeation. or the tennis courts seems w H placed adjacenllo the sporlS eomple" ""d
away from Ihe yj""" of the n.cighborhood. The al rnalive location on compus U,at was
outlined to me over the phone would place the n.. to"nis courts closer to the neighborhood,
Filling in low areas and laki,ng oul ]feeS 10 build ew <x>uTt:; seems more oXi"'nsivo than
simply refurbishing the existing ones. If new 0 must be buill, then place tl,em North and
East on campus where the noise and ll~U will n effect Ihe neighbQrhood Moving them
closer 10 my residence than they arc currcnlly w ld not be an accepWhle opti.on to me.
2. Bethel CoHege should try methods of alleviating he parking probJ.em prior to moving the
lcnnis courts" for e"ample, carpooling, shutuc bl sos from outlyi.ng lots, et al. These opti,ons
should be tried first to see if they work before the our1s are removed, A (railS poriation,
planning consultant could be hiDtd 10 look al way to use the .;<dsting parking better" the
cost could be paid from the savings of moving tll courts. In short> has everything been done
by the school to consi.der pa,rking solutions BEF RE removing the e"i.sting tenni.s coorts and
moving them ctos.r to the neighl:>orhood?
3. As for p'drking options, it s~ms Ihal areas Nortl and East on rhe campus MaSler Plan could
be considered with shuttle buses - Ihis woutd affi t the neighborhood less and cut dQwn on the
impact oflighting and traffic noise.
4, It also seems th.at removing lhe leD)Jjs courts in
Otd Snelling Road. Should the e"isting COllrts
Inew 10oa1i,Ol1 for tJlem?
eases the pressure La relocate them. acrQSs
removed before a decision i$ made 011 a
To SJ.lm, it seems that the tennis courts are appropriately pla adjacent to the sports complex. There are
other parking solutions that could be considered that wOllJ.d ssibJ.y negale th" need to relocate th,e tennis
courts without moving [hem potenti,any closer to the neigh rhood, l'ilUllly, no decision should be llliIde
on the application unlil the new location of the tennis court is known - it seems more options .xist to
solve the pa,rking problem, than relocating the courts. r res !fully requeSllhat the Planning
Commission and City Council consider these concerns prio to granting approval, Thank you for
providing" fomm for presenting my concerns and I apologi ~e for bcing unable to attend the meeting.
Sincerely.
~~~
1469 Arden Oaks Drh'e
\
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IIIBRW
Enm!III A DAMES & MOORE GROUP CO'M"PANY
MEMORANDUM
RECEIVED
MAY 0 5 1999
BRW
Thresher Square
700 Third Street South
Minneapolis, MN 55415
Phone: (612) 370-0700
Fax: (612) 370-1378
CITY OF ARDEN HILLS
To;
Brian Fritsinger ICity Administrator
File: 37951-008-8001
From: Gregory S, Brown
Arden Hills City Engineer
Date: May 5, 1999
Subject: Pay Estimate #1
West Round Lake Road Improvements Phase 1
Background
The City of Arden Hills awarded Forest Lake Contracting, Inc, of Forest Lake, Minnesota the
West Round Lake Road Improvements Phase 1 on March 8, 1999. Change Order #1 was
approved by the City Council on April 12, 1999 reducing the contract amount by $32,000,00
from $794,725,05 to $762,725,05.
Project Status
The Contractor has mobilized and placed the mobile field office. All the topsoil has been
removed from the pond location and the proposed road right of way and the Contractor has
begun to haul some of the topsoil material off site, Most of the tree removal for this project has
been completed, the house has been removed from the site and grading for the pond is
underway,
Recommendations
The Arden Hills City Engineer recommends the Council approve Pay Estimate #1 for Forest
Lake Contracting, Inc, of Forest Lake, Minnesota in the amount of$55,254.37, A retainage of
5% is being held for the project.
APPLICATION FOR PAYMENT
Bf\W COf1I
j city COpy _,
contractor CO",
Inspector CoPY
t
,
NO. 1
.
Project WEST ROUND LAKE ROAD IMPROVEMENTS PHASE I
CITY OF ARDEN HILLS
Owner CITY OF ARDEN HILLS
Owner's Project No. Engineer's File No. 37951-008-8001
Contractor FOREST LAKE CONTRACTING
Application Date 5/10/99 For Period Ending 4/30/99
--------------------------------------------------------------------
--------------------------------------------------------------------
STATEMENT OF WORK
Payment Due this Application
$ 794,725.05
$ -32,000.00
$ 762,725.05
$ 58,162.50
$ 0.00 .
$ 58,162.50
$ 2,908.13
$ 55,254,37
$ 0.00
$ 55,254.37
Original Contract Amount
Net Change By Contract Amendment
Contract Amount to Date
Total Amount of Work Completed to Date
Material Suitably Stored on Site but not
Incorporated into Work
Gross Amount Due to Date
Less 5.00% Retainage
Amount Due to Date
Less Previous Payments
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I hereby certify that all items and amounts shown are correct for the work completed to date. ~.
Contractor Forest Lake Contracting Tnc,
By e:6~ xf~
./
Date
5'-.5',9>
The work on this project and the application for payment have been reviewed and the amount shown is
recommended for payment.
By
APPROVED FOR PAYMENT
Owner City of Arden Hills
Date
By Date
(Name and Title)
5 - ~-'11
APPLICATION FOR PARTIAL PAYMENT
WEST ROUND LAKE ROAD IMPROVEMENTS PHASE I t
CITY OF ARDEN HILLS
~. 5/0_
-
BRW File: 37951-005-2301
/ Page: 1
Seq. Nol Unit Contract Contract To Date To Date
MnDot No Item Unit Price Quantity Amount Quantity Amount
-------- ------------------------ ------- ---...------ --------- ----------- --------- -----------
Bid Schedule: A - ROADWAY
1 MOBILIZATION LS 20000.00 1.00 20000.00 1. 00 20000,00
2021,501
2 MOBILE FIELD OFFICE LS 4000.00 1.00 4000.00 1. 00 4000.00
2031,501 TYPE D
3 CLEARING TREE 40.00 92 .00 3680.00 92.00 3680,00
2101,502
4 GRUBBING TREE 15,00 92,00 1380,00 92.00 1380,00
2101. 507
5 BUILDING REMOVAL LS 17000.00 1. 00 17000.00 1. 00 17000,00
2103.501
6 REMOVE CONCRETE MEDIAN m2 11,00 35.00 385,00 0.00 eo
2104,501
7 REMOVE PIPE CULVERTS m 22,00 30.00 660,00 0.00 0,00
2104.501 (CMP, RCP)
8 REMOVE PAVEMENT m2 1. 60 2364.00 3782,40 0.00 0.00
2104.503 (BITUMINOUS)
9 SAWING CONCRETE MEDIAN m 15,00 5,00 75,00 0.00 0,00
2104.511
10 SAWING BITUMINOUS m 3,50 150.00 525.00 0,00 0.00
2104,511 PAVEMENT
11 SALVAGE AND REINSTALL EA 600,00 1,00 600.00 0,00 0.00
2104,523 BENCH AND SIGN (BUS STOP)
12 REMOVE FENCE m 2,00 190.00 380,00 200,00 400,00
2104,501
13 SALVAGE EXISTING SIGNS, EA 25,00 6,00 150,00 0,00 0,00
2104,523 POSTS, AND MAILBOXES
14 COMMON EXCAVATION m3 5,00 19000.00 95000,00 482,00 2410,00
2105,501 e
15 SUBGRADE EXCAVATION m3 8,00 1500,00 12000.00 0,00 0,00
2105,507
4
e
WEST
APPLICATION FOR PARTIAL PAYMENT
ROUND LAKE ROAD IMPROVEMENTS PHASE I
CITY OF ARDEN HILLS
BRW File: 3795l-005-230l
Seq, No/
MnDot No Item
l6
2l05.522
SELECT GRANULAR BORROW
(CV) (p)
l7 ROCK CONSTRUCTION
2l05,60l ENTRANCE
l8 AGGREGATE BASE CLASS 5
22ll,503 lOOt CRUSHED LIMEROCK
19
22ll,503
20
2331. 514
2l
233l,5l0
.2
AGGREGATE BASE CLASS 5
lOOt CRUSHED LIMEROCK
(CV) (P)
TYPE 3l BASE COURSE
MIXTURE
TYPE 4l BINDER COURSE
MIXTURE
TYPE 4l WEARING COURSE
233l,508 MIXTURE
23 BITUMINOUS MATERIAL FOR
2357,502 TACK COAT
24 CONCRETE CURB & GUTTER
253l,50l DESIGN B6l8
25 lOOmm CONCRETE WALK
2521. SOl
26 75mm BITUMINOUS TRAIL
2521. 5ll
27 WIRE FENCE DESIGN
2557,603 l.2V-9322
28 TEMPORARY CONSTRUCTION
2557,603 FENCE
29 MODULAR BLOCK RETAINING
24ll. 603 WALL
.~,50l
BITUMINOUS CURB
Unit
Unit
Price
Contract
Quantity
Contract
Amount
To Date
Quantity
5/05/99
Page: 2
To Date
Amount
m3
ll.OO 2l50,OO 23650,00 0,00 0,00
EA
800,00
t
l4,50
m3
27,00
t
28.00
t
28,00
t
30,00
L
0,35
m
24,00
m2
24,00
m2
l7,OO
m
36,00
m
4,50
m2
l80,OO
m
lO.OO
2,00
250,00
l575,OO
745,00
665.00
745,00
2l25,OO
995.00
420,00
600,00
190,OO
l65,OO
50,00
llO,OO
l600.00
3625.00
42525.00
20860,00
l8620,OO
22350,00
743.75
23880,00
l0080.00
l0200,OO
6840,00
742.50
9000,00
llOO.OO
0.00
0,00
0,00
0.00
0,00
0.00
0.00
0,00
0.00
0,00
0,00
69,00
0,00
0.00
0,00
0,00
0,00
0,00
0,00
0,00
0,00
0,00
0,00
0,00
0,00
3l0.50
0.00
0.00
APPLICATION FOR PARTIAL PAYMENT
WEST ROUND LAKE ROAD IHPROVI!MI!NTS PHASE I .
CITY OF ARDEN HILLS
BRW File: 37951-005-2301 5/0_
/ Page: 3
Seq, No/ Unit Contract Contract To Date To Date
MnDot No Item Unit Price Quantity Amount Quantity Amount
-------- ------------------------ ------- ---------- --------- ----------- --------- -----------
31 SODDING W/I00mm TOPSOIL m2 2,40 3600,00 8640,00 0,00 0.00
2575,501
32 BALE CHECKS EA 6,00 100,00 600.00 0.00 0,00
2573,501
33 SILT FENCE m 7,00 260.00 1820,00 256.00 1792,00
2573.502
34 STREET SWEEPER (WITH HR 80,00 15.00 1200.00 0.00 0,00
2123,601 PICK UP BROOM)
35 TRAFFIC CONTROL LS 4000,00 1. 00 4000.00 0.00 0,00
2563,604
36 TEMPORARY SIGNAL SYSTEM SIGSYS 52000.00 1. 00 52000,00 0,00 0,00
2565.616
37 PAVEMENT MESSAGE EA 50,00 6,00 300,00 0,00 _0
2564,602 (RIGHT/LEFT ARROW)
38 F&I SIGN PANEL, TYPE C m2 205.00 17.25 3536,25 0.00 0,00
2564,531
39 100mm DOUBLE SOLID LINE m 3,22 210,00 676,20 0.00 0,00
2564,603 YELLOW PAINT
40 100mm SOLID LINE m 1.61 75.00 120,75 0,00 0,00
2564.603 YELLOW PAINT
41 100mm SOLID LINE m 1. 58 480,00 758,40 0.00 0,00
2564,603 WHITE PAINT
42 600mm SOLID LINE m 4,92 15,00 73,80 0,00 0,00
2564,603 WHITE PAINT
43 PAVEMENT MARKING m 1.50 200,00 300,00 0,00 0,00
2102.501 REMOVAL
44 SEED MIXTURE 200 ha 8000,00 1.26 10080,00 0,00 0,00
2575.501
45 CONCRETE MEDIAN NOSE m2 100,00 12,00 1200,00 0,00 _0
2531. 602
"
APPLICATION FOR PARTIAL PAYMENT
WEST ROUND LAKE ROAD IMPROVEMENTS PHASE I
CITY OF ARDEN HILLS
.
BRW File: 37951-005-2301
Seg. No/
MnDot No Item
46 200mm CONCRETE DRIVEWAY
2531,507 PAVEMENT
Unit
m2
Bid Schedule: B - STORM SEWER IMPROVEMENTS
1
2105,502
CLEARING
2
2105,502
GRUBBING
3
2105,507
COMMON EXCAVATION
4
2573.300
SEED MIXTURE 250
.5
2575.523
WOOD FIBER BLANKET
6 CONSTRUCT CATCH BASIN
2506,511 (600mm X 900 mm)
7 375mm RCP CL 5
2503,541
8 525mm RCP CL 3
2503,541
9 600mm RCP
2503,541
10 900mm RCP CL 3
2503.541
11 600mm APRON W/TRASH
2501,515 GUARD
TREE
TREE
m3
ha
m2
m
m
m
m
m
EA
12 525mm APRON W/TRASH GUARD EA
2501.515
_~,515
900mm APRON
W/TRASH GUARD
EA
/
Unit
Price
50,00
40,00
15,00
5.00
10000.00
2.50
425,00
72,00
85,00
85.00
165,00
1100,00
950.00
2000.00
Contract
Quantity
45,00
115.00
115,00
24296,00
0,50
4730.00
6.40
83.00
55,00
31,00
165,00
1. 00
2,00
1.00
Contract
Amount
2250,00
To Date
Quantity
0,00
Subtotal: $
4600.00
1725,00
121480,00
5000.00
11825.00
2720,00
5976,00
4675,00
2635,00
27225.00
1100.00
1900,00
2000,00
158,00
58,00
0,00
0.00
0,00
0.00
0.00
0,00
0,00
0,00
0,00
0.00
0,00
5/05/99
Page: 4
To Date
Amount
0,00
50,972,50
6320,00
870,00
0,00
0.00
0,00
0.00
0,00
0,00
0,00
0,00
0.00
0,00
0,00
APPLICATION I'OR PARTIAL PAYMENT
WEST ROUND LAKE ROAD IMPROVEMENTS PHASE I
CITY 01' ARDEN HILLS
BRW File: 37951-005-2301
Seq, No/
MnDot No Item
Unit
Unit
Price
Contract
Quantity
Contract
Amount
To Date
Quantity
.
5/0_
Page: 5
To Date
Amount
14 OUTLET CONTROL STRUCTURE EA 4400.00 1,00 4400.00 0,00 0,00
2506,501
15 INSTALL INFILTRATION
2506,602 SHIELD (CATCH BASIN)
16 INSTALL INFILTRATION
2S06,602 SHIELD (MANHOLE)
17 100mm PERFORATED PVC/HDPE m
2502,541 PIPE DRAIN
18 CL-III RIPRAP
2511. 501
19 CONSTRUCT MHCB
2506,511 (1200 DIA,)
20 CONSTRUCT MHCB
2506.511 (1800 DIA,)
21 FURNISH AND INSTALL
2506.521 CASTINGS
Bid Schedule: C - SANITARY SEWER
1 200mm PVC PIPE SEWER
2503,601 SDR 35
2 200mm PVC PLUG
2503.602
3 CONNECT TO EXISTING
2506,602 MANHOLE
4 RECONSTRUCT MANHOLE
2506,601
5 INSTALL INFILTRATION
2506,602 SHIELD (MANHOLE)
6 ADJUST MANHOLE
2506,601
EA
225,00
EA
150.00
18.00
m3
80.00
m
550,00
m
875.00
EA
260,00
m
32,00
EA
50.00
EA
400.00
m
525,00
EA
150,00
EA
175,00
5,00
12.00
200,00
25.00
13 .00
11.00
18.00
40.00
1.00
1. 00
3,00
4.00
4.00
1125.00
1800.00
3600,00
2000,00
7150,00
9625,00
4680.00
0,00
0.00
0.00
0.00
0,00
0,00
0,00
Subtotal: $
1280.00
50.00
400,00
1575,00
600.00
700,00
0.00
0.00
0.00
0,00
0,00
0,00
Subtotal:
0,00
0,00
0,00
0,00
0.00
.0
0,00
7,190,00
0.00
0,00
0,00
0,00
0,00
_0
$ 0,00
APPLICATION FOR PARTIAL PAYMENT
WEST ROUND LAKE ROAD IMPROVEMENTS PHASE I
CITY OF ARDEN HILLS
e
BRW File: 37951-005-2301
./
Seq, NO/
MnDot No Item
Unit
Unit
Price
Bid Schedule: D - WATERMAIN
1 SALVAGE HYDRANT EA
2104.523
400,00
2 ABANDON 200mm WATERMAIN m
2104,525
2.50
3 REMOVE 200mm WATERMAIN m
2104,501
12,00
4 SALVAGE GATE VALVE EA
2104,523
175,00
5 200mm GATE VALVE AND BOX EA
2504.602
300,00
_:,603
80,00
300mm WATERMAIN DIP CL 52 m
7
2504,603
200mm WATERMAIN DIP CL 52 m
75.00
8 CONNECT TO EXISTING
2504,602 WATERMAIN
EA
175.00
9 300mm GATE VALVE AND BOX EA
2504,602
1300,00
10 200mm DIP PIPE PLUG EA
2504,602
60,00
11 300mm DIP PIPE PLUG EA
2504,602
90,00
12 DIP FITTING KG
2504.602
4,50
13 HYDRANT W/GATE VALVE EA
2504,602
2000,00
14 100mm INSULATION m2
_04,605
Bid schedule: A (ADD+/DEDUCT-)
20,00
Contract
Quantity
3,00
310,00
90.00
3.00
3,00
310,00
30,00
2.00
2,00
1. 00
2,00
1450.00
2,00
24.00
Contract
Amount
1200.00
775.00
1080.00
525,00
900.00
24800.00
2250,00
350,00
To Date
Quantity
0,00
0.00
0.00
0,00
0,00
0.00
0,00
0.00
2600,00 0.00
60,00 0,00
180.00 0.00
6525.00 0.00
4000,00 0.00
480,00 0.00
Subtotal: $
5/05/99
Page: 6
To Date
Amount
0,00
0,00
0,00
0,00
0,00
0.00
0,00
0,00
0.00
O,OC
O,OC
O.OC
O,OC
O,OC
O,OC
BRW File: 37951-005-2301
Seq. Nol
MnDot No Item
WEST
APPLICATION FOR PARTIAL PAYMENT
ROUND LAKE ROAD IMPROVEMENTS PHASE I
CITY OF ARDEN HILLS
Unit
Unit
Price
Contract
Quantity
Contract
Amount
To Date
Quantity
5/0.
Page: 7
To Date
Amount
-------- ------------------------ ------- ---~------ --------- ----------- --------- -----------
1 TOPSOIL EXCAVATION m3 1,60 20000,00 32000.00 0,00 0:00
2105.507
Bid Schedule: B - LANDSCAPING
1 FALL GOLD ASH
2571,502 63mm CAL, B&B
2 SWAMP WHITE OAK
2571,502 63mm CAL, B&B
3 AMUR MAPLE
2571,503 3m HT., B&B
4 JAPANESE TREE LILAC
2571.503 3m HT" B&B
5 BLACK HILLS SPRUCE
2571,501 2,5m HT" B&B
6 COLORADO GREEN SPRUCE
2571,504 2,5m HT., B&B
7 RED TWIGGED DOGWOOD
2571. 505 1m B&B
8 BLACK PUSSY WILLOW
2571,505 762m CaNT.
TREE
275,00
TREE
325,00
TREE
275.00
TREE
300,00
TREE
320.00
TREE
350,00
SHRUB
40,00
SHRUB
40,00
9 FEESEYS FORM RIBBON GRASS PLT
2571,507 2-YR #1 CaNT,
10 IRRIGATION SYSTEM
0000.000
10,00
LS
4500,00
Bid schedule: C - MEDIAN PAVER BRICKS
1 BRICK PAVERS
2521. 610
2 100mm CONCRETE WALK
2521. 501
m2
75,00
m2
20,80
38,00
18.00
9,00
12,00
13,00
7.00
30,00
32,00
620,00
1. 00
180,00
-180,00
Subtotal: $
10450.00
5850,00
2475,00
3600.00
4160.00
2450,00
1200,00
1280,00
6200.00
4500.00
0.00
0,00
0,00
0,00
0,00
0.00
0,00
0,00
0.00
0.00
Subtotal: $
13500,00
-3744.00
0,00
0,00
Subtotal: $
Grand Total: $
0,00
0,00
0,00
0,00
0,00
.0
0,00
0,00
0,00
0,00
0.00
0,00
0,00
eoc
O,OC
58,162,5C
.
.
.
.BRW
.. . ADAMES&MOi:::iRE-GRWOOMPANY
RECEIVED
MEMORANDUM
MAY 0 5 1999
BRW
Thresher Square
700 South Third Street
Minneapolis, MN 55415
Phone: (612) 370-0700
Fax: (6]2)370-1378
CITY OF ARDEN HILLS
To:
Brian Fritsinger/City Administrator
File: 37951 005 6001
From:
Gregory S. Brown
Arden Hills City Engineer
Date:
May 5,1999
Subject: Drainage Survey and Report
Background
BRW and the Public Works Director have completed a comprehensive, city wide drainage
survey, The survey was performed to document existing and potential problem areas and
develop a scope of work for future maintenance activities, The report provides an overview of
existing drainage ways within the city, highlights areas that need maintenance, provides
estimated budget costs for the maintenance work and lays out a schedule, The report also details
potential locations for regional pond construction throughout the City to help improve the water
quality of City lakes and wetlands, The newly formed Water Quality Task Force is expected to
provide further direction regarding the construction of regional ponds within the City, A detailed
graphical map illustrating City lakes, wetlands and storm drainage infrastructure along with the
recommended maintenance work is attached to the report,
Recommendation
The Arden Hills City Engineer recommends that the Council accept the Drainage Survey and
Report and direct staff to begin preparing plans and specifications for the 1999 Drainage
Improvement Project.
U:\WPDOCS\ARDENmLIPUBLICWK\STORM\REPORT.MEM
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I 37951005
CITY OF FILE
ARDEN HILLS
DRAINAGE REPORT
COMPREHENSIVE DRAINAGE SURVEY
MAINTENANCE PLAN AND
PONDING RECOMMENDATIONS
MAY, 1999
DrM
0-
THRESHER SQUARE
700 THIRD STREET SOUTH
MINNEAPOLIS. MN 55415
(612)370-0700 (TEL)
(612)370-1378 (FAX)
e
BRW
GROUP
A DAMES & MOORE GROUP COMPANY
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COMPREHENSIVE DRAINANGE SURVEY
MAINTENANCE PLAN AND
REGIONAL PONDING CONSIDERATIONS
FOR
THE CITY OF ARDEN HILLS
RAMSEY COUNTY, MINNESOTA
MAY 1999
BRW, INC,
700 Third Street South
Minneapolis, Minnesota 55415
I hereby certify that this plan, specification
or report was prepared by me or under my
direct supervision and that I am a duly
Registered Professional Engineer under the
laws of the State Minnesota Statutes
Section 3 .02 to 326.16
Date:
3/"191
/
File :37951-005-6001
Reg, No,: 22814
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TABLE OF CONTENTS
INTRODUCTION ........,..........,....,..,.....,.."...,......,....,.........,..............,..,.........................,.......,...." 2
OVERVIEW OF CITY DRAINAGE PATTERNS"..""",.,."""".",.""."""""""",.." ,.3
AREAS OF CONCERNISUGGESTED REPAIRS, ...., .........,..,..,.. ............,..... ......,... ..,5
TABLE 1.1 (IDENTIFIED DRAINAGE ISSUES)
ESTIMATED COSTS ..........,.,..,....,........"....,....,........,....,.,............,...."........,....,,..,....................,.8
PROJECT SCHEDULE"",.""""".".".,.."."".,..,.,."",."""".."",.""""."""'.".".""",,.','.,",.",..."" 9
REGIONAL POND CONSIDERATIONS ,..,....,..........,......,....,.."...,...."........"..,..............,........ 10
TABLE 1,2 (PROPOSED FUTURE STORM WATER TREATMENT PONDS)
SUMMARY """"""".,."",.".,."..'",.",..",.".,.".,..",.",...,'.,..,.""".."""".""",.."".".",.""""".,."" 11
APPENDIX:
A, PHOTO OF INGERSON ROAD
B, ARDEN HILLS COMPREHENSIVE DRAINAGE MAP
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INTRODUCTION
BRW Inc" in conjunction with the Public Works Director have completed a comprehensive, city
wide drainage survey, The goals of the survey are to investigate and map as necessary existing
drainage ways throughout the city, identify existing and potential problem areas and determine
repair priorities and a maintenance program to address them. Prior to this study and report, the
City did not have an up-to-date detailed inventory of drainage infrastructure including drainage
subwatersheds, existing storm sewer, natural wetlands, lakes, ditches, culverts and ponds and
their interaction,
Because of its hilly terrain and numerous lakes and wetlands, Arden Hills has an extensive
collection of natural and manmade drainage ways, The entire city lies within the Rice Creek
Watershed District and is subject to the policies of that organization with respect to storm water
management,
The purpose of this report is to generate a masterplan documenting existing drainage ways and
drainage infrastructure while identifying problem areas as well. This report also recommends
possible measures which could be taken by the City to address the problem areas, Potential storm
water detention/retention pond locations are also identified in this report. The purpose of
detention/retention ponds is to increase the water quality ofthe of storm water runoff and to
minimize discharge rates ofthe storm water into the receiving waters,
The Arden Hills Public Works Director and BRW conducted the field survey throughout the
summer and fall of 1998, The field survey included meetings with residents who have expressed
specific drainage concerns, weekly "ditch" walks to see first-hand the condition of existing
ditches, ponds, culverts etc. Sections of the city were selected and "walked" until all the city
drainage ways were surveyed and existing and potential drainage problems were identified, The
TCAAP property was not included in this survey, BRW then compiled notes from the field
survey, utilized as-built plans when available and generated a drainage system masterplan map
illustrating the existing storm drainage infrastructure in the City and highlighting the problem
areas encountered in the field survey,
Included with this report is a comprehensive drainage map that shows drainage areas, lakes,
ponds, wetlands and drainage ways throughout the City, The map also includes the existing
municipal storm water system and some Ramsey County and MnDOT drainage culverts,
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OVERVIEW OF CITY DRAINAGE PATTERNS
The City's watersheds are centered around its major lakes which are in turn connected to each
other by large wetland complexes, ditches or drainage ways,
The Round Lake District generally includes the areas between Old Highway 10 and 1-35W north
ofI-694, The Arden Manor Mobile Home Park and portions ofTCAAP also drain into Round
Lake. The majority ofthe Gateway Business District does not drain to Round Lake but is routed
to a new storm water treatment pond between the Minnesota Commercial Railroad property and
13th St, NE, This pond discharges into the MnDOT drainage system along I-35W which drains
into Long Lake in New Brighton, A storm water treatment pond is currently under construction
at the north end ofthe Gateway Business District which will treat runoff from West Round Lake
Road, Highway 96 (after reconstruction), the Nott Company property and the 4 acre parcel
created from the purchase of the Indykiewicz property, This pond will discharge into Round
Lake,
Round Lake overflows to the southeast into a ditch along Old Highway 10 which empties into
Valentine Lake, Valentine Lake also receives a large portion of City drainage from a
geographical area roughly bordered by County Road E to the South, Lexington Avenue to the
East, Old Highway 10 to the west and a line approximately 300 feet south of Highway 96 to the
north. Valentine Lake also receives runoff from the Valentine Hills area to the west of Old
Highway 10 centered on Valentine Lake Road,
Valentine Lake overflows to the west under Old Highway 10 just north of McCracken Lane into
a ditch and wetland complex which extends along County Road E2 and heads north until it
leaves the City limits at a weir located near the Valentine Lake Road bridge over 1-35W, This
drainage enters Long Lake in New Brighton via the I-35W drainage system,
Lake Josephine receives runoff from the adjacent lake properties and the neighborhoods around
Ingerson Road and Edgewater Avenue extending to Lexington Avenue, A good portion of Lake
Josephine is located within the boundaries of the City of Roseville which also generates the
majority of runoff entering this lake,
Lake Johanna receives a very large amount of runoff from Roseville to the south via Little
Johanna Lake as well as the overflow from Lake Josephine, In addition, Lake Johanna receives
runoff from Arden Hills neighborhoods bordered by New Brighton Road to the west, Lexington
Avenue to the east and County Road E/Lake Johanna Blvd, to the north. Lake Johanna
overflows into the wetland complex located in the Ramsey County open space between County
Road E and County Road E2 where it joins up with the overflow from Valentine Lake to proceed
towards Long Lake,
Karth Lake is a land-locked body of water with a relatively small tributary watershed located in
the Cities of Arden Hills and Shoreview, Some high-water conditions have existed on Karth
Lake in the past however a permanent means to regulate the lake level was considered and
rejected by the adjacent landowners,
Sunfish Lake overflows into Marsden Lake, which drains directly to Rice Creek via a drainage
way located within the TCAAP site, The existing properties fronting Highway 96 between
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Keithson Drive and Lexington A venue generally drain to Sunfish Lake or Marsden Lake, The
ongoing reconstruction of Highway 96 includes collecting and treating storm runoff in regional
treatment ponds located along the roadway corridor, A regional pond is proposed in the
northwest corner of Hamline Avenue and Highway 96, which will outlet into Sunfish Lake.
Rice Creek enters the City east ofI-35W at County Road I in the TCAAP site and meanders
south to County Road H where it leaves the City heading west into Moundsview.
The city also contains numerous small wetlands and several mamnade drainage ponds, some of
which appear as natural water bodies today, As a general rule the neighborhoods located north
ofI-694 have comprehensive storm sewer systems with curb and gutter, catch basins and piping
which drain to man-made drainage ponds, ditches or natural wetlands prior to entering the lakes
in the area, The commercial areas between Trunk Highway 51 and Lexington Avenue generally
also have comprehensive drainage systems often including storm water treatment ponds prior to
discharging into the public ditches or natural wetlands,
The neighborhoods surrounding Lake Johanna and Lake Josephine generally do not have
comprehensive storm sewer systems with treatment ponds therefor a large percentage of runoff
in these neighborhoods enters the Lakes with little or no treatment currently. Most existing
storm sewer systems discharge directly into the two lakes or area wetlands.
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AREAS OF CONCERN/SUGGESTED REPAIRS
Considering the extensive drainage system in the city relatively few problem areas were
encountered during the field survey, Most of the drainage ways and wetland areas are in
locations where problems caused by potential flooding are relatively low in severity. The
majority of drainage ways are in ravines or channels, which are well below the elevation of any
development or roadways, The vast majority of problems discovered are minor in nature and
consist of replacing culvert end aprons, removing debris or sediment from culverts, etc, A few
cases would involve a significant investment on the part of the city to remedy or keep in
functioning order. The following are short descriptions ofthe more significant problem areas
encountered during the survey,
McClung Drive
Problem
The primary area of concern is a ditch that runs behind McClung Drive and Colleen Avenue, A
resident at 1519 McClung drive has called the city reporting that the ditch has flooded numerous
times in the last few years, The resident has stated that when the creek floods the water
inundates their backyard and has come to within a foot of entering their walkout basement. The
flooding can be attributed to a few reasons:
*
The walkout basement elevation is low compared to the creek bed and the backyard grade
from the walkout to the creek is nearly flat.
*
The ditch bed behind the house up to the culvert outlet approximately 100 yards down stream
is flat. As a result of the flat slope, flow velocity in the ditch bed is slow causing sediment to
build-up, which fills in the stream channel.
*
The steep hill on the north side of the creek (Royal Hills Drive/Arden Vista Court) is lacking
in vegetation, which tends to slow down storm water runoff flows.
This ditch was cleaned by city crews a few years ago and has silted in and new vegetation has
developed in the channel. The vegetation and sediment also acts to slow down storm water
runoff flow rates,
Potential Mitigation Measures
* The primary mitigation measure is to clean the channel of sediment and debris to increase
flow through the section. The inlet and outlet of the downstream culvert should also be
cleaned out to maximize the flow capacity ofthe culvert. The steep slope on the north side
of the channel should be stabilized to eliminate slope erosion and reduce the amount of
sediment flow into the creek, It is likely that a periodic cleaning of this ditch will always be
needed to maintain its usefulness,
*
Small check dams with stilling basins could be built along the ditch upstream of the problem
area, The stilling basins would be constructed to hold more water upstream and reduce the
flow through the area of the stream in question, This measure would require multiple stilling
basins,
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*
Another possible mitigation measure for this problem is to line the channel with concrete or
other solid material which would promote better flow through the section that floods, This
alternative would be very expensive and the channel would still require periodic maintenance
to remove sediment and debris,
All proposed mitigation measures would create a large disturbed area as a result of the
excavation as well as just accessing the ditch behind the houses, A more detailed review of the
tributary drainage area, ditch grades/sections and yard contours will be required prior to
generating a construction contract for the work. The cost estimate included in this report
assumes ditch excavation in the vicinity of 1519 McClung Drive and restoration associated with
the work. Improvements upstream are not included in the estimate.
Siems Court
Problem
Storm water runoff from Ridgewood Court over tops the bituminous curb at the end of the cul-
de-sac and flows through the backyard of the residence at 3520 Siems Court, Although no
severe erosion has taken place the resident states that they are unable to plant a garden, trees etc,
on the slope because the plantings will wash away, Currently there is an improvised drain on the
end of the Ridgewood Court that is undersized and unable to handle storm runoff, There is an
existing catch basin located near the bottom of the slope that drains under Arden Place directly to
Lake Johanna, The catch basin and outlet were apparently installed in 1991 or 1992 according to
drawings reviewed by BRW,
Potential Mitigation Measures
* A catch basin could be constructed at the end of Ridgewood Court and piped to the existing
catch basin located near the bottom of the hill. A curb would also have to be constructed to
direct runoff from Ridgewood Court, into the proposed catch basin, This solution would
likely require a drainage easement in the resident's yard as well as the property at 1653
Arden Place, for installation and maintenance of the pipe,
*
The problem could also be addressed by the incorporation of storm sewer facilities in the
neighborhood as a part of future roadway reconstruction. This approach would allow the
City to construct a catchbasin at the end of Ridge wood Court as necessary but would allow
several other options for routing of the drainage pipe possibly to a regional ponding site next
to Lift Station #3 or to the wetland east of Ridgewood Road,
The first measure may be cheaper initially however it would direct more runoff from City streets
directly into Lake Johanna, which is an undesirable in terms oflake water quality, The
reconstruction schedule of Arden Place, Siems Court and Ridgewood Court will be determined
as a part ofthe comprehensive street condition review to be accomplished this spring,
The cost estimate included in this report reflects the first potential mitigation measure describe
above,
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Karth Lake Inlet
Problem
Stilling basins were installed a few years ago in a ravine on the south end of the lake that enters
into Karth Lake, In many cases the stilling basins, constructed of rip rap, are beginning to silt-in
and are clogging the culvert outlets, A corrugated metal drop manhole at the end of this drainage
system is being washed out as a result of the last stilling basin running over and from runoff from
the nearby bituminous pathway.
Potential Mitigation Measures
* The stilling basins should be cleaned out to ensure that they are functioning properly and that
the outlets operate at the proper flow capacity,
*
Rip rap or vegetation to prevent additional scouring can be used to stabilize the slope around
the drop manhole,
*
Some reconstruction of the structures may be necessary as well,
Ingerson Road
Problem
Ingerson Road has a history of frequent flooding, Because the street is relatively flat and there is
no curb and gutter or ditches to direct the runoff, water has a tendency to pond in the street and
adjacent yards,
Potential Mitigation Measures
* Ingerson Road is in poor condition and is a priority candidate for street reconstruction,
Ingerson Road would be constructed with an urban pavement section, which would include
curb and gutter and storm sewer.
* Because Ingerson drains directly into Lake Josephine, a storm water retention pond should be
considered for any reconstruction project to improve runoff water quality and control runoff
flow rates into Lake Josephine,
The existing poor drainage condition of Ingerson Road will be factored into the priority ranking
system for reconstruction as a part ofthe comprehensive street condition review scheduled for
spring of 1999, The cost table does not include costs for mitigating the Ingerson Road condition
as it is assumed that the costs would be borne as a part of a street reconstruction project.
Summary Table 1.1 "Identified Drainage Issues" lists the drainage issues identified during the
field survey, This table describes the identified problem, its location, maintenance responsibility,
maintenance priority and an estimated maintenance cost. Table 1,1 also includes the drainage
issues identified above as well as the lesser problem areas around the City,
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ESTIMATED COST
Preliminary construction cost estimates have been prepared for the maintenance issues identified
in this report and are listed in Summary Table 1.1 "Identified Drainage Issues", Costs listed
in table I assume that the work would be performed by a contractor and that several jobs would
be combined into each contract in order to economize overhead costs and mobilization. A few of
the minor jobs would best be accomplished by City forces as time permits which would likely
result in some savings to the City over the estimated costs shown in the table, The work could
also be included in future street reconstruction projects in order to save contractor mobilization
costs,
A preliminary breakdown of the cost estimates shown in Table 1.1 for the McClung Drive,
Siems Court and Karth Lake problem areas are shown below, Costs shown below and in Table
1.1 include a 10% contingency cost and 26% for administrative costs, Administrative costs
include engineering, planning, legal, fiscal and City staff expenses,
McClung Drive (Ditch Cleaning Measure Only)
Item Unit Unit Price
Mobilization LS $ 1,000.00
Ditch/Culvert Cleaning CY $ 12,00
Wood Fiber Blanket SY $ 2,00
Seeding SY $ 0,50
Sodding SY $ 5,00
10% Contingency
Total
26% Administration
Total Estimated Cost (McClung Drive)
Siems Court
Item
Mobilization
Catch basins
12" RCP Storm Sewer
Seeding
Sodding
Unit
LS
EA
LF
SY
SY
Unit Price
$ 1,000,00
$ 2,000.00
$ 50,00
$ 0,50
$ 5,00
10% Contingency
Total
26% Administration
Total Estimated Cost (Siems Conrt)
8
Ouantitv
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625
3,000
1,500
800
Ouantitv
1
2
220
1,000
900
Total Amount
$ 1,000,00
$ 7,500,00
$ 6,000,00
$ 750,00
$ 4,000,00
$ 2,000,00
$ 21,250,00
$ 5.525.00
$ 26,775.00
Total Amount
$ 1,000.00
$ 4,000,00
$ 11,000,00
$ 500,00
$ 4,500,00
$ 2,1 00,00
$ 23,100,00
$ 6.000,00
$ 29,100.00
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Karth Lake
Item
Mobilization
Ditch/Culvert Cleaning
Culvert Repair
Seeding
Slope Stabilization
Structure Reconstruction
Unit
LS
CY
LF
SY
LS
LS
Unit Price
$ 1,000.00
$ 12.00
$ 20,00
$ 0.50
$ 6,000,00
$ 5,000.00
10% Contingency
Total
26% Administration
Total Estimated Cost (Karth Lake)
PROJECT SCHEDULE
Ouantitv
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350
80
1,000
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Total Amount
$ 1,000,00
$ 4,200,00
$ 1,600,00
$ 500,00
$ 6,000,00
$ 5,000,00
$ 1.800,00
$ 20,100,00
$ 5,200,00
$ 25,300.00
The City has budgeted $50,000,00 for 1999 and 2000 and $25,000,00 per year after that to
address these storm drainage issues, If the Council elects to proceed with the projects, the City
Engineer will prepare a bid package of work to be accomplished in 1999 in accordance with the
budget. The total amount of work identified as a part of this field review is approximately
$175,000,00, Based upon the proposed City budgets, the work identified in this report could be
completed in five years, Table 1,1 has the problems ranked as High, Medium and Low which
can be used as a guide in scheduling the work priority for City forces-accomplished items and
bid package groupings for contracts to be let. Geographical location and estimated cost will also
be used to determine which projects are accomplished first.
9
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REGIONAL POND CONSIDERA nONS
Potential locations of regional detention ponds have also been considered as part of this project.
Regional ponds can help to increase storm water runoff quality and control discharge rates into
receiving waters such as streams, ditches, wetlands and lakes, Detention ponds are designed to
trap sediment and pollutants in runoff water, Oil and grease skimmers are also included along
with weirs and orifices to control discharge volumes, The Rice Creek Watershed district
requires the treatment of storm water runoff from all new construction projects and
reconstruction projects when possible. The City to date has constructed a number of storm water
treatment ponds most recently in the Gateway Business District. Typically, storm water
detention/retention ponds are the most economical and efficient way to remove pollutants from
storm water runoff. In areas of limited land availability sump manholes and grit chambers have
been used as well to improve water quality,
The regional ponds would vary in size depending on the runoff area and type of land use, The
regional ponds identified on the masterplan would typically require 1 to 2 acres ofland and cost
between $50,000 and $200,000 each to construct. The construction costs are dependent on the
size ofthe pond and site preparation and earthwork required in constructing each particular pond,
This price range does not include property acquisition costs, In several cases the pond
construction could be included in a road construction or reconstruction project in conjunction
with the construction of a storm sewer system,
In the City of Arden Hills 1998 Comprehensive Plan, lake characteristics were listed for all the
lakes within the city. Water quality for each lake was quantified using the Trophic State Index
(TSI), Based upon recommendations from the Minnesota Pollution Control Agency: a TSI less
than 59 is swimmable, a TSI between 60-65 partially supports swimming and a TSI greater than
65 does not support swimming, The TSI for the lakes within Arden Hills are as follows:
Lake
Lake Johanna
Lake Josephine
Karth Lake
Little Johanna
Round Lake
Sunfish Lake
Valentine Lake
Trophic State Index (TSI)
55
57
65
Unknown
58
Unknown
58
Swimmable
Yes
Yes
No
Unknown
YesIMarginal
Unknown
YesIMarginal
The City is currently in the process of establishing a Water Quality Task Force, which will be
charged with developing systematic means to determine the health of the above lakes and
recommend measures to be taken in order to improve the health of the lakes, The task force
recommendations will playa major role in determining which regional ponds would be the most
effective and therefor assist with setting priorities on pond construction and associated roadway
reconstruction,
Table 1.2 "Proposed Futnre Storm Water Treatment Pond Locations" lists the possible
storm water ponds as shown on the masterplan and indicates approximate drainage areas, pond
sizes, the receiving waters from the pond and potential means of construction.
10
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SUMMARY
The City of Arden Hills includes a significant system of interconnected natural water bodies and
a manmade drainage infrastructure system consisting of ditches, ponds, storm sewer piping and
culverts, The field review of these systems indicated that very few significant problem areas
exist within the City that need immediate attention, There was no indication of property
(structure) damage occurring as a result of substandard drainage infrastructure in the City. Two
nuisance problem areas were identified by residents living along McClung Drive and Siems
Court and potential mitigation measures have been suggested and estimated for these two
instances,
The majority of items encountered in the survey are minor in nature and could be accomplished
over time by City forces or grouped into bid packages to be let to contractors or added to larger
public works contracts such as future street reconstruction programs, The City has budgeted
$50,000,00 for drainage improvement work for the fiscal years 1999 and 2000 with an annual
budget of$25,000,OO per year beginning in fiscal year 2001. Based upon our survey, the City
Engineer feels that this budget will be adequate to address the problem areas identified in this
report the next five years while providing for future repairs and maintenance which will be
needed on the system, The funding may be better appropriated on a biannual basis for
contracting purposes which would allow for greater economy of scale in assembling work
packages to be let ($50,000,00 per biennium),
The report also considered possible regional pond sites throughout the City, The intent of
identifying the pond sites at this time is to include them as considerations when reconstructing
streets and storm sewers in the future, Some pond sites are more independent than others
relative to when they could be constructed, Some of the ponds shown are only possible to build
by utilizing a portion of existing wetland areas or by acquiring private property, The Rice Creek
Watershed District has allowed the construction of storm water ponds with some wetland
impacts in the past under the philosophy that the water quality improvements realized through
the storm water pond outweigh the wetland area "sacrificed", The Council should consider
whether a portion of the City Storm Water Utility fund should be budgeted for potential future
storm water regional pond construction, The City Engineer also recommends that the City
collect additional water quality data in existing lakes and major wetlands and streams for
prioritizing of water quality ponding improvements through the Water Quality Task Force,
11
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INGERSON ROAD
MARCH 30,
FLOODING
1998
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ARDEN HILLS LIES WITHIN
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CREEK WATERSHED
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PROPOSED pm~D
LOCA TION
BRW
THRESHER SQUARE
700 lHlRD STREET SOUTH
MINNEAPOLIS. MN 55415
(612)370~-0700 (TEL)
(612)370-1378 (FAX)
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A DAMES & MOORE GROUP COMPANY
NOVEMBER, 1998
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CITY OF ARDEN HILLS
MEMORANDUM
DATE:
April 29, 1999
TO:
Brian Fritsinger, City Administrator
Dwayne Stafford, Public Works Director 1)
Sewer Maintenance Machine
FROM:
SUBJECT:
Backl!.round
The need for a sewer vacuum machine was identified by the City of Arden Hills when the
current Director came on board in 1995,
This truck-mounted machine is designed to vacuum sludge and debris from sewer manholes as
lines are cleaned, while returning liquids back into the system, Currently, Public Works
employees insert a shop-made screen in the downstream manhole while cleaning lines, This
screen collects sand and debris that is then removed by hand, Beyond the physical aspects of this
type of work, OSHA classifies any entry into a manhole or lift station as a "confined space
entry," To legally perform this entry, the following steps must be taken:
. Confined space entry permit must be filled out;
. Air quality tests must be continuously performed;
. Blowers must be provided to circulate fresh air;
. An additional "spotter" person must be present while any worker is in a
confined space,
The vacuum machine eliminates most personnel entries into a confined space area,
Other Machine Uses
There are currently four (4) grit chamber manholes in place in the City's stormsewer system,
These chambers collect the sand and debris washed into the stormsewer, thus reducing the
amount that enters our lakes and streams, The need for more grit chambers will likely occur as
more streets are reconstructed with curb and gutter and stormsewer, and room for sediment
ponds is not available, To this point, the grit chambers have been cleaned with demonstration
vacuum equipment.
During water main, sewer main and force main repairs, other cities use their vacuum machines to
draw the saturated soils away from the area to be repaired, This allows the dry soils to be
returned and compacted in the repair excavation, When all the soils are excavated with a
backhoe, often the entire excavation is hauled away and replaced with dry, compactable material.
Memorandum, Sewer Maintenance Machine
Page Two
April 29, 1999
,
.
Another use that may be realized, where access is possible, is the ability to remove some of the
deltas forming at stormsewer outlets into various lakes, ponds and streams, Vacuum machines
have the ability to draw the delta material directly into the truck, eliminating the need for a
backhoe, dump truck scenario, with little restoration required,
Machine Suppliers
Staff has looked at three (3) different brands of sewer vacuum machines, and is most confident
with the Vactor brand of machine, Vactor is by far the largest manufacturer of this equipment in
the United States, and currently has the State of Minnesota contract to provide vacuum machines
to members of the State of Minnesota Cooperative Purchasing Venture,
The specifications are available for review by the City Council if so desired,
State of Minnesota Coooerative Purchasinl! Al!reement
The State of Minnesota employs specification writers who author specifications for nearly all
major state purchases, The state asked that suppliers bid on the prescribed equipment, and
include pricing for common options (i,e" automatic transmission, strobe lights, etc.. ,), Members
of the State of Minnesota Cooperative Purchasing Agreement, such as Arden Hills, pay $350 per
year in dues, which allows them the benefits of the State's buying power and proven
specifications, Purchases made under this agreement also meet state bidding requirements for e
purchases over $25,000, thus eliminating the hassle of preparing specifications and advertising
for bids, and the chance of ending up with an unknown product by taking the lowest bid,
Machine Costs
There are basically two sizes of machines with typical prices ranging from $120,000 to
$250,000, For example, the City of Mounds View has a Vactor brand machine that cost
$190,000 in 1993,
Due to the substantial amount of the City's sewer mains located on easements and not accessible
by any truck, and the City's size, staff believes the City would do well with one of the smaller
units. Staff has reviewed available options for the unit, and the total cost for the recommended
Sewer Vactor is:
Total Price
. $138,664,00 machine cost, plus
. 9.013.16 sales tax
$147,677.16
Staff had budgeted $145,000 for the vacuum machine for purchase in 1999, Costs for the
machine, plus the additional $2,677.16 would be paid for from sewer funds,
e
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Memorandum, Sewer Maintenance Machine
Page Three
April 29, 1999
Recommendation
The Public Works Director recommends that the City Council authorize staff to purchase one (I)
Vactor brand sewer maintenance machine, per specifications, through the State of Minnesota
Cooperative Purchasing Venture at a total cost not to exceed $147,677,16,
I,
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CITY OF ARDEN HILLS
MEMORANDUM
DATE:
May 3, 1999
TO:
Brian Fritsinger, City Administrator
Dwayne Stafford, Public Works Director ~
Ramsey County Highway 96/West Round Lake Road,
Signal Maintenance Agreement
FROM:
SUBJECT:
Backl!:round
As part of the County reconstruction plan for Highway 96, signalization of the Highway
96/West Round Lake Road intersection was not included, County officials had indicated
signalization could be introduced, however, at Arden Hills' expense, as warrants for
signalizations have not been met at the present time, As a result of increased traffic from
the Gateway Development to-date, and more traffic expected as development continues,
the City included signalization with streetlights for that intersection as part of the West
Round Lake Road, Phase I improvement project.
County Request
Ramsey County Public Works has asked that the City enter into an agreement with the
County whereby the City provides the installation of the traffic control signals and signs,
at the City's cost. The County, upon completion of the installation, will then take
ownership and maintain the signals and signs, The City will retain responsibility for
maintenance and electricity costs for the streetlights, and electricity costs only for the
signals,
Attached is a copy of the agreement, which appears consistent with previous maintenance
agreements.
Recommendation
Staff recommends Council authorize the Mayor and City Administrator to execute
Agreement No, 99002 with Ramsey County, relating to the installation and maintenance
of traffic signals, streetlights and signs at the Highway 96/West Round Lake Road
intersection,
-
~
RAMSEY COUNlY
Depar1ment of Public Works
Paul L. Kirkwold, P.E" Director and County Engineer
ADMINISTRATION/LAND SURVEY
50 West Kellogg Blvd" Suite 910
St. Paul, MN 55102. (651) 266-2600. Fax 266.2615
E-mail: PublicWorks@pw.co.ramsey.mn.us
ENGINEERING/OPERATIONS _
3377 N, Rice Street .
Shoreview, MN 55126
(651) 484-9104 . Fax 482-5232
RECEIVED
APR 2 6 1999
CITY OF ARDEN HILLS
Memorandum
DATE: April 22, 1999
TO: Brian Fritzinger - City of Arden Hills
FROM: Daniel Soler - Ramsey coun~
RE: Agreement 99002
.
Enclosed for signature are four (4) originals of Agreement 99002 between
Ramsey County and the City of Arden Hills, Agreement 96002 covers cost
participation and maintenance responsibilities for the traffic signal at the
intersection of Highway 96 and Round Lake Road West. This traffic signal was
designed by the City of Arden Hills and is to be installed by the City as part of the
reconstruction of Round Lake Road West.
Please present this agreement to the City Council for approval. Please have all
four originals of the agreement signed and returned to me upon execution, I will
then forward this on to the County Board of Commissioners for approval. I will
forward a fully executed copy to you upon approval by the Ramsey County
Board, If you have any questions or need any additional information please give
me a call at 482-5209,
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MlnnellOta's FIrst Home Rule County
printed on rocyUled paper w1lh a minimum or l~ poM.conlUlllel' OO1I.i8nt
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AGREEMENT FOR INSTALLATION AND
MAINTENANCE OF TRAFFIC CONTROL SIGNALS
AGREEMENT NO. 99002
RECEIVED
APR 26 1999
CITY OF ARDEN HILLS
THIS AGREEMENT, made and entered into by and between the County of Ramsey,
Department of Public Works, hereinafter referred to as the "County," and the City of Arden Hills
hereinafter referred to as the "City" for the installation and maintenance of a traffic control signal
system with street lights and signs at the intersection of Highway 96 and Round Lake Road West;
WITNESSETH:
WHEREAS, the County has determined that there is justification and it is in the public's best
interest to install traffic control signals with street lights and signs on Highway 96 (County State Aid
Highway No.96) and Round Lake Road West; and
WHEREAS, the County and the City will participate in the installation, maintenance and
operation of said traffic control signals with street lights and signs as hereinafter set forth,
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:
~
1. The City shall install or cause the installation of said traffic control signals with street
lights and signs on Highway 96 at Round Lake Road West.
2, The County shall furnish vehicle and pedestrian indications for the project at no cost to
the City, All remaining construction costs including engineering and inspection to complete the
construction of said traffic control signals with street lights and signs will be at the City's cost and
expense.
3, The City shall install or cause the installation of an adequate electric power supply to the
service pad including any necessary extensions of power lines. Upon completion of the traffic control
signals with street lights and signs, necessary electrical power for their operation shall be at the cost
and expense of the City, In accordance with the Policy for lighting County Roadways, County Board
Resolution 78-1394, the City shall maintain and pay energy costs of the integral street light.
4, Upon completion of the work contemplated in paragraph I hereof, the County shall own,
maintain and keep in repair the traffic control signal and signs including relamping cleaning and
painting at its expense,
5, All timing and related adjustments of the traffic control signals shall be determined by
the County through its Traffic Engineer, and no changes shall be made to these adjustments without
the approval of the County.
99002 - 1
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6, In the event that the signal system is removed for any reason from the aforementioned
intersection, the physical equipment shall become the property of the County, excluding County
furnished materials, subject to a prorated credit to the City based on a ten (10) year life expectancy.
Such credit to be made on the basis of the County's policy for Traffic Signal Systems, County Board
Resolution 81-1001, which represents two thirds (66,67) percent of the total cost to construct the
traffic signal, In the event that the County elects to return such equipment to the City within said ten
(10) year period, the equipment shall become the property of the City and no credit to be made to
either party, Any equipment or materials furnished to the project by the County shall be excluded
from this prorated credit and returned to its owner.
7, Participation of the parties hereto shall not be considered as fulfilling any requirements in
future construction, upgrading and revisions of any type to the traffic signal at this location. Future
work will be in accordance with the policy for Traffic Control Signal Systems or subsequent
revisions thereto, County Board Resolution 81-1001.
8. Any and all persons engaged in the maintenance work to performed by the County shall
not be considered employees of the City, and any and all claims that may arise under the Worker's _
Compensation Act of this State on behalf of those employees so engaged, and any and all claims _
made by any third party as a consequence of any negligent act or omission on the part of those
employees so engaged on any of the work contemplated herein shall not be the obligation and
responsibility of the City,
9, The City and the County agree to indemnifY each other and hold each other harmless
from any and all claims, causes of action, lawsuits, judgments, charges, demands, costs and expenses
including, but not limited to, interest involved therein and attorneys' fees and costs and expenses
connected therewith, arising out of or resulting from the failure of the City or County to satisfY the
provisions of this agreement or for damages caused to third parties as a result of the manner in which
the appropriate City or the County perform or fail to perform duties imposed on the City or the
County by the terms of this agreement. Nothing herein shall constitute a waiver by any party of any
limitations ofliability provided by Minnesota Statutes Chapter 466 or other applicable law.
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99002 - 2
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IN WITNESS WHEREOF, the parties have hereunto affixed their signatures,
CITY OF ARDEN HILLS, MINNESOTA
In presence of
By:
Its:
By:
Its:
Date:
COUNTY OF RAMSEY
Approved as to Form:
fjt~~y
Date: I-llt-z.../.., '7
I t
Attest:
Date: ~ - J '"3 .9 9
99002 - 3
By:
Chairperson
Board of County Commissioners
By:
Chief Clerk - County Board
Date:
k: L frJ =>-- ~
Ram~ty Budgeting & Accounting
Date:
'1-jq-"l'7
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CITY OF ARDEN HILLS
MEMORANDUM
DATE:
May 6, 1999
TO:
Mayor and City Council n"\
Brian Fritsinger, City Administrat~
County Road F Pedestrian Trail
FROM:
SUBJECT:
Requested Action
The City Council is asked to provide direction as to the completion of plans and
specifications for the County Road F Trail project.
Backl!:round
In 1998, the City applied for a grant from the Cooperative Trails Grant Program
sponsored by the Minnesota Department of Natural Resources, This grant was to be used
for the construction of a section of trail along County Road F, between Hamline and
Lexington Avenues, In addition, the trail would be constructed north along Hamline
Avenue to connect with the City's existing trail.
The City was awarded a grant of $50,000 to partially fund the total project cost that was
estimated at approximately $115,000, The City has until April 15, 2000 to complete the
project,
What is the status ofthe vroiect?
In January 1999, the City Council authorized the City Engineer to proceed with the
preparation of plans and specifications for the construction of the pedestrian trail. One of
the key determinations to be considered was whether the trail should be constructed on
the north or south side of County Road F, The determining factor was expected to be the
pending construction of a signal at the intersection of County Road F and Hamline
Avenue by the Minnesota Department of Transportation (MnDOT),
One other issue to keep in mind is that at the time of the application to the State, the City
had jurisdictional control over County Road F. The City subsequently turned back
County Road F to Ramsey County, As a result, the City would need to obtain
authorization from Ramsey County in order to construct the trail along both County Road
F and Hamline Avenue,
During the month of April, staff held a meeting with MnDOT and Ramsey County
officials to discuss not only the potential signalization of the intersection, but also
MnDOT's design for improvements being proposed to the 1-694 area. At this meeting, it
became obvious to City staff that the improvements being proposed in this area might
have a significant impact on the proposed trail.
,
Memorandum, County Road F Pedestrian Trail
Page Two
May 6, 1999
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What improvements are beinl! proposed bv Ramsev County andlor MnDOT?
At this time, Ramsey County does not have any plans for improvements to County Road
F or the Hamline Avenue intersection, However, MnDOT will be making a decision on
the signalization of this intersection in 1999, The improvements to 1-694 are currently
scheduled for 2004, but will most likely be delayed due to design and funding issues,
While MnDOT does not have a specific design completed for this area, it did share some
of its options for the various improvements that could be made, It was the consensus of
staff and Ramsey County officials that, at such time when MnDOT completed its
improvements, County Road F would most likely need additional improvements; such as
widening. With the trail to be constructed immediately behind the curb, any widening
would require the trail to be removed,
Has the Parks and Recreation Committee Discussed the issue?
The Parks and Recreation Committee discussed this issue briefly at its April meeting and
unanimously recommended the City proceed with the project. It was the opinion of the
Committee that neither Ramsey County or MnDOT have a record of completing projects
in a timely manner and that even if the improvements were completed by the State or
County in 2004, it would allow for the trail to be used for 5 years, In addition to the
timing issue, the Committee fmds the area to be highly used by pedestrians and the need
to improve pedestrian safety is significant.
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Recommendation
The Parks and Recreation Committee recommends that the City proceed with the
completion of plans and specifications and construct the project as proposed in 1999,
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