HomeMy WebLinkAboutCCP 04-19-1999
.
--
.
1i'''"''T~Zji:'~q'''t::''<~)'~',''~t~1~~,'i':~~'~~'''4S
.,~~
CITY OF ARDEN HILLS
4384 WEST ROUND LAKE ROAD
ARDEN HillS, MN 55112-5794
AGENDA
CITY COUNCIL WORKSESSION
CITY HALL
MONDAY, APRIL 19, 1999,4:45 P.M.
4:45 P,M.
1.
CaD to Order
4:45 P.M.
2.
Discussion Items
a. 1999 Committee Structure and Appointment Process
b. Road Re-rating Program (BRW)
c. Residential Water Meter Discussion
d. City Hall Update
e, National Night Out
7:15 P.M.
3.
Miscellaneous Items
7:30 P.M.
4.
Adjourn
The above times may vary depending upon length of issue discussion.
PHONE: [6121633.5676 · FAX [6121633-7839
...--~,~,--':~-- '-~~'~.T'7")\'l,r', j~:::-:~'""T""'""~"-~'7!:"o; -"
~. .
.
Tentative April Meetin!!: Schedule Tentative Mav Meetin.. 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.
April 7 Planning Commission 7:30 P.M, May 5 Planning Commission 7:30 P,M.
April 12 Council Meeting 7:30 P.M. May 10 Council Meeting 7:30 P.M.
April 15 Finance Committee 7:30 P.M. May 17 Council W orksession 4:45 P.M.
April 15 Public Safety 7:30 P.M. May 18 Parks & Recreation 7:00 P.M.
Commission Commission
April 19 Business Relations 4:00 P.M, May 19 Business Development 8:00 A.M.
Committee Committee
April 19 Council Worksession 4:45 P.M. May 20 Finance Committee 7:30 P.M.
April 2 I Business Development 8:00 A.M, May 20 Public Safety 7:30 P.M.
Committee Commission 7:00 P.M. e
April 26 Economic Development 7:00 P.M. May 24 Economic Development
Authority Authority
April 26 Council Meeting 7:30 P,M. May 24 Council Meeting 7:30 P.M.
April 27 Parks & Recreation 7:00 P.M. May 25 Parks & Recreatiou 7:00 P.M,
Commission Commission
April 28 Newsletter Committee 6:00 P.M. May 26 I-35W Corridor 5:30 P,M.
Coalitiou Board Meeting
May 26 Newsletter Committee 6:00 P.M.
.
.
I.
.
II.
III.
.
~~
l.{(I't('1r ~,~
ARDEN HILLS STREET MAINTENANCE PROGRAM
1999 RERATING DISCUSSION POINTS
ARDEN HILLS CITY COUNCIL WORKSESSION
MONDAY, APRIL 19, 1999
Scope of Field Review
A, BRW staff will physically walk all streets located within the designated review
area and document their condition in accordance with the PCI rating system. A
general judgement of type and intensity of traffic on the roadway will be noted
such as low, medium, high, residential, commercial, truck as well as
pedestrianlbike frequency of use. Street width and segment lengths will be
measured, Photos will be taken as appropriate.
Any visible problems with utilities will be noted such as leaning hydrants, unsafe
hydrant locations, valves and manholes not properly set in streets, catchbasin
alignment/operation, etc.
Recommended Field Review Boundaries:
* Streets south of the CP Railroad Right of Way
* Streets west of Old Highway 10 between 1-694 and the CP Rail Right of
Way
Remaining City streets tend to be younger and not very likely to need
reconstruction at this time.
Streets reconstructed since 1995 proposed to get cursory review only (at problem
areas as appropriate).
B.
C,
*
D.
Scope of Office Review
A. BR W staff will review as-builts of all streets within the designated coverage area
and note age, material, size ofwatermain, sanitary sewer and storm sewer.
Pertinent notes from sanitary sewer televising will be added to database.
B. City will provide BRW maintenance history as applicable on streets within the
revIew area.
C. BRW staffwill cross referenee field review notes from the 1998 "ditch walks"
and incorporate into the database as applicable.
Proposed Weighting/Analysis of Data
Each street within the review area will receive a numerical rating. The following is a
suggested weighting of the various factors to be considered:
a) Roadway Pavement PCI (scale 1 to 100) X 2,0 =
b) Roadway Traffic Level (low=O, med= -IS, high= -30)
c) Roadway Traffic Type (truck = -30, auto = 0)
d) Curb and Gutter, Catchbasins (present = 0, absent = -SO)
e) Low undrained areas present = -SO
f) Existing Hydrants out of alignment (each occurrence = -10)
g) Existing valves and manholes improperly set (each occurance = -5)
PAGE 1 OF 2
04/19/99 MON 08:13 FAX 6126337839
TRANSMISSION OK
TX/RX NO
CONNECTION TEL
CONNECTION In
ST, TIME
USAGE T
PGS, SENT
RESULT
.
.
CIty of Arden HIlls
141001
*********************
*** TX REPORT ***
*********************
3584
6286833
04/19 08:11
01'43
2
OK
04/19/99 MON 08:16 FAX 6126337839
TRANSMISSION OK
TX/RX NO
CONNECTION TEL
CONNECTION ID
ST. TIME
USAGE T
PGS. SENT
RESULT
.
.
City of Arden Hii1s
~001
*********************
*** TX REPORT ***
*********************
3587
4821262
04/19 08:15
00'47
2
OK
04/19/99 MON 08:19 FAX 6126337839
TRANSMISSION OK
TX/RX NO
CONNECTION TEL
CONNECTION ID
ST, TIME
USAGE T
PGS, SENT
RESULT
.
.
City of Arden Hills
141001
$$$$*****************
*** TX REPORT ***
*********************
3586
6333846
04119 08:18
01'15
2
OK
04/19/99 MON 08:17 FAX 6126337839
Ci~y of Arden Hills
@001
***************************
*** ERROR TX REPORT ***
***************************
TX FUNCTION WAS NOT COMPLETED
TX/RX NO
CONNECTION TEL
CONNECTION ID
ST, TIME
USAGE T
PGS, SENT
RESULT
.
.
3585
6339550
04119 08:17
00'25
1
04/19/99 MON 08:37 FAX 6126337839
City of Arden Hills
141001
***************************
*** ERROR TX REPORT ***
***************************
TX FUNCTION WAS NOT COMPLETED
TX/RX NO
CONNECTION TEL
CONNECTION ID
ST, TIME
USAGE T
PGS, SENT
RESULT
.
.
3588
6339550
04/19 08:37
00'33
o
e
e
-
CITY OF ARDEN IDLLS
MEMORANDUM
DATE:
April 16, 1999
TO:
Mayor and City Conneil
Brian Fritsinger, City AdministratoW
Administrator Comments for the April 19, 1999 Council
Worksession
FROM:
SUBJECT:
I. 1999 Committee Structure and Appointment Process
The City Council is asked to confirm the final changes to the 1999 Committee
structure and direct staff to prepare a final resolution for action at the April 26, 1999
City Council meeting.
This discussion is a follow up to the discussion held by the City Council at its Special
Worksessions of March 29, and AprilS, 1999.
2. Road Re-Ratine: Proe:ram (BRW'l
The City's consulting engineer, Greg Brown, may have additional information to
discuss related to the changes in our rating system for city streets. The city is in the
process of gearing up for the rating of city streets in order to begin preparations for
the 2000 Budget and related street improvements.
3. Residential Water Meter Discussion
Staff would like to discuss the status of the residential water meter replacement
program, and is looking for direction on how the City Council would like to proceed.
4. City HaD Update
The City Council may wish to discuss the status of the land transfer or lease
agreement for the new City Hall.
5. National Nie:ht Out
The City Council requested that this item be placed on the Worksession agenda for
discussion and possible direction for participation in the National Night Out program
this year.
""
'I
e
e
e
CITY OF ARDEN HILLS
MEMORANDUM
DATE:
April 15, 1999
TO:
Mayor and City Council
Brian Fritsinger, City Administrator~
FROM:
SUBJECT:
1999 Committees and Committee Structure
Backl!:round
The City Council met on April 5, 1999, to discuss the 1999 committee structure. At that
meeting, the City Council directed staff to summarize the final committee structure being
recommended by the City Council. This summary would include a list of committees, task
forces, descriptions and other relevant information. The City Council indicated it would like to
have one last review of this new structure at its April 19, 1999 Worksession meeting.
Pro nosed Committees
The City Council reached consensus on the following committees:
1. Planninll Commission
The purpose of this Commission is to advise the Council on all city land use planning
matters. Duties include the development and maintenance of the Arden Hills Comprehensive
Plan, carrying out procedures dictated by Minnesota Statutes, Section 462.351 - 462,365 and
City Code, review and investigation of various planning matters as directed by the City
Council, and making recommendations to the City Council.
2. Communications Committee
The Communications Committee will be primarily responsible for the reporting, writing, and
editing of the monthly newsletter publication. This committee will be expanded to review
and recommend action on other areas of city communication including a look into the areas
of cable TV and the City logo.
3. Parks & Recreation Committee
The Parks and Recreation Committee will work to provide a comprehensive, well-maintained
system of parks, trails, facilities and open spaces. In addition they will work to provide a
balanced and organized program of affordable recreational activities.
4. Onerations and Finance Committee
The City Operations Committee will provide recommendations on a variety of subjects, such
as public works, public safety and finance that affect the City. Areas of involvement may
range from reviewing requests for signs; parking ordinances, community policing, long term
police and fire protection services, assessment policy, rubbish hauling, water sourcing, etc...
....
Memorandum - 1999 Committees/Committee Structure
Page Two
April 15, 1999
e
In addition, the City will continue to utilize its Economic Development Authority for
development activities within the community. The EDA will not be expanded or changed at the
current time.
In terms of the Human Rights appointment of Sushila Shah, the Council was supportive of her
continuing in this scaled down role, but had no interest in appointing a new committee or task
force. Councilmember Rem will discuss some of the relevant issues with Ms, Shah and report
back to the City Council.
What Task Forces did the City Council Create?
The City Council agreed to create four task forces in 1999. Those task forces are:
. Water Duality Task Force - This task force would address the long-term improvements
necessary to improve the water quality within the City of Arden Hills and potentially with
neighboring communities.
. Web Site Task Force - This task force will work on the development and maintenance of a
city web page.
e
. Public WorkslParks Maintenance Facility Task Force - This task force will work on the
various aspects of planning for the proposed public works/maintenance facility.
. City Events Task Force - This task force will work on several community events including:
Day in the Park, Town Hall Meeting, 50-Year anniversary and volunteer recognition.
The City will create the Public Works/Parks Maintenance Facility Task Force now and will wait
until later this year to create the remaining three,
Liaisons to the Committees and Task Forces
. Planninl!
Paul Malone
Nancy Randall & Kevin Ringwald
. Parks & Reereation
Lois Rem
Tom Moore/Future Program Supervisor
. Communications
Gregg Larson
Brian Fritsinger/Sheila Stowell
e
.~
e
Memorandum - 1999 Committees/Committee Structure
Page Three
April 15, 1999
. Ooerations
Beverly Ap1ikowski
Terry Post/ Dwayne Stafford
. Maintenance Facilitv
Paul Malone
Brian FritsingerlDwayne Stafford
. Water Oualitv
Gregg Larson
Kevin RingwaldlNancy Randall
. Events
Beverly Aplikowski
Brian FritsingerlTom Moore
. Web Site
Lois Rem
e Kevin RingwaldlNancy RandalllBrian Fritsinger
Committee Structure Items
During the discussion regarding the restructuring of the committees, the City Council clarified
several items including Council Liaison role, term limits, staff role, role of committee, number of
members, number of excused absences, service on multiple committees, and application
process/forms.
. Role of Council Liaison/Council
The primary role of the Council Liaison is to represent/clarify Council positions on issues,
provide feedback to the committee based on the goals of the City Council, and report back to
the full City Council any relevant issues of discussion. Council members should provide an
overview on how the city operates. Councilmembers should not take an active part in
discussions, or involve themselves in anyway which may bias the committee on any issue.
The City Council would provide, at an annual orientation session, an overview (i.e.,
govemment background, operations, etc.); and its prioritized goals and specific charge to
each City committee, and then the Council Liaisons would take on an advisory or observation
status.
e
.,
Memorandum - 1999 Committees/Committee Structure
Page Four
Apri11S,1999
e
. Term Limits
Term limits will not be used for any of the committees or commissions. The Council did
clarify that committee chairpersons will not be allowed to serve a term greater than two
consecutive years.
. Staff Role
The primary role of staff is to provide background information to the committees, and to keep
the committee focused on the prioritized goals as outlined by the City Council. Staff or the
Council Liaison would take any recommendations of the committee and forward them to the
City Council.
Staff would prepare all meeting agenda packets and mail them, based on the direction of the
committee chairperson. Staff should provide any background information it has available to
assist with the discussion of agenda items. Concerns discussed were the current erratic
meeting minutes available to the Council on the activities of its committees.
It was the consensus of Council that staff provide background information to the committees,
who then create their own agenda, work program, and complete all work with a resulting
formal recommendation or resolution for the City Council. Staff's role would be simply to .-
keep the committee focused on the prioritized goals outlined by Council, and ensure that a _
proper record of the actions of the committee were kept for Council information.
. Role of Committee/Commission
The City Council will appoint the Chairperson each year. Each committee should elect a
Vice-Chairperson and Secretary. It is the responsibility of the chairperson to work with staff
with each month to prepare the agenda for upcoming meetings. The committee would set its
agendas based on the prioritized goals of the City Council.
Preparation of committee minutes is primarily the responsibility of the committee members,
but both city staff and the Council Liaison should be prepared to take minutes if no one on
the committee is available to do so. The minutes can be concise, and need only include the
actual action or recommendation of each issue being discussed.
. Number of Members
The Planning Commission will have 7 members. Other committees will have between 7 and
9 members.
e
...
.
e
e
e
Memorandum - 1999 Committees/Committee Structure
Page Five
Apri115,1999
. Number of Unexcused Absences
The City will not establish any specific number of unexcused absences from
committee/commission meetings, The City will, as part of the appointment process,
communicate to members how important it is to attend all meetings.
. Service on MultiDle Committees
The City will be supportive of individuals who serve on multiple committees as long as they
are active and participating in the required activities of each committee.
What Process Should be Followed to Transition to the New Committee Structure?
The City Council agreed to follow the following schedule for transitioning to the new
committees and task forces.
. April19, 1999 Council Worksession -last informal review of new committee structure.
. April 26, 1999 Council Meeting - Adoption of formal resolution on new committee structure.
. April Committee Meetings - Council will verbalize the proposed changes to the committees.
. May 17, 1999 Council Worksession-An all committee meeting will be held to discuss
changes, present overview of city and to solicit interest in the new committees and task
forces.
. May 24,1999 Council Meeting - Appointment (or re-appointment) of individuals to all new
committees and task force.
The April committee meetings will be the last monthly meetings held by the current committees.
The City Council will inform the committees that they have until May 15, 1999 to complete any
outstanding projects they are working on. Those projects not completed will be shelved or
passed onto the new committees as appropriate.
Reauested Action
The City Council is asked to finalize changes to the 1999 committee structure, and direct staff to
proceed with the preparation of a formal resolution addressing the 1999 committee structure for
action at the April 26, 1999 City Council meeting.
...
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
e
RESOLUTION NO. 99-14
A RESOLUTION FORMALIZING
THE 1999 ARDEN HILLS COMMITTEE STRUCTURE
WHEREAS, the Arden Hills City Council has historically utilized the services of volunteers to
assist the City with a variety of projects; and
WHEREAS, these volunteers have primarily provided this assistance by serving on various city
committees, commissions or task forces; and
WHEREAS, the City Council has found the assistance provided by these committees,
commissions, and task forces to be of value to the City Council in its decision making process;
and
WHEREAS, the City Council has found the committees, commissions, and task forces to be an
integral part of the communication efforts with the citizens of Arden Hills; and
e
WHEREAS, the City Council has, for the past three years, investigated and considered the
restructuring of the volunteer committees, commissions and task forces utilized to assist the City
Council with the various priorities of the city.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills,
Minnesota that it has restructured its volunteer committees for the remainder of 1999 as
identified on the attached list,
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS
TIDS 26th DAY OF APRIL, 1999.
ATTEST:
DENNIS PROBST, MAYOR
BRIAN FRITSINGER, CITY ADMINISTRATOR
e
,.
e
Re: 1999 Arden Hills Committees
Dear :
I wanted to provide you with a brief written follow-up on the status of the committee re-
organization being discussed by the City Council. As a current committee member or an
individual who has expressed an interest in serving, this information should be helpful.
The City Council will be formalizing the following group of committees and task forces
for the remainder of 1999. The Council will most likely adopt this list at its Apri126,
1999 meeting.
Committees
Planning Commission
Communications Committee
Parks & Recreation Committee
Operations & Finance Committee
Task Forces
Public WorkslPark Maintenance Facility
City Events
Water Quality
City Web Page
The City Council intends to create the four committees and the Public WorkslPark
Maintenance Facility Task Force immediately. The remaining three (3) task forces will
not be formalized until later in 1999.
e
I have enclosed the mission statement and/or brief description of each of these
committees/task forces. The City Council will be holding a meeting on May 17, 1999 to
discuss the purpose of these committees and will be looking for individuals to serve. If
your schedule allows, please plan on attending this meeting,
The City Council appreciates your patience with the time it has taken to complete the
restructuring process and we look forward to working with you in the future. If you have
any questions, please feel free to contact me or any member of the Arden Hills City
Council.
Sincerely,
Brian Fritsinger
City Administrator
e
1
.,
",'I
tit
.
e
CITY OF ARDEN mLLS
MEMORANDUM
DATE:
April 15, 1999
TO:
Brian Fritsinger, City Administrator
"),,~
Dwayne Stafford, Public Works Director V
Residential Water Meter Replacement
FROM:
SUBJECT:
Backl!:round
The Public Works Department had identified the majority of the city's water meters as being
older than their usefullife prior to 1992, and in need of replacement. The City Council approved
replacement of the commercial/industrial (CIl) meters in 1997, and this work was accomplished
in 1997 and early 1998 using Badger brand water meters with radio read technology, thus cutting
reading time for one (I) person from a week to two (2) hours.
When Council approved the CIl meter replacement, staff indicated Council would be asked to
approve the replacement of the residential meters following the successful completion of the CIl
meter replacement, and the satisfactory operation of the system that now has 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.
Meter ODtions
Council may recall that there are three (3) types of reading devices that attach to meters:
1. Remote Reader
This is the reader in use today on 99% of the City's residential meters. Attached
to the standard water meter is a pulse generator that sends an electrical pulse by
wires to a remote located display unit. This unit is typically located on the side or
rear of homes. These were the reading devices installed with the original meters,
starting back in the early 1960's. Today's cost for each installed new meter and
remote is approximately $150.
2.
Radio Read
This unit is mounted directly on the meter, and powered by a battery which will
last approximately ten (10) years, The meter reading person interrogates this
meter with a hand-held interrogator, At the reader's command, the interrogator
wakes up the radio read meter and receives data from the meter, stores it with
other meter readings, then downloads the reading into the utility billing software
at City Hall.
r
.
"
Memorandum, Residential Water Meter Replacement
Page Two
Apri115, 1999
e
Readings are typically taken from the meter reader's vehicle while on the street.
The cost for each installed water meter with radio read capabilities is
approximately $250.
Public Works employees have installed approximately 15 of these units at
residences where access has been a persistent problem, (i. e., fences, dogs, etc.)
3. Phone Read
This meter is connected directly to a customer's phone line. The billing software
automatically calls the meter at pre-programmed times and interrogates the meter.
The installed cost of this technology is about equivalent to radio read costs ($250
per unit). However, more problems are resulting in phone read systems and some
cities (i. e., Minneapolis and Mounds View) have already converted some phone
reads to radio or manual read systems.
Renlacement Costs
The City currently has approximately 2,350 residential meters and replacement costs are
estimated at $250 per installed meter, using radio read meters, The Public Works Director a
recommends that a replacement contract include installation, due to the high number of units, .,
plus the likelihood of most installations needing to be done after regular working hours or on
weekends.
If Badger Meter provides the best proposal for the meter replacement, the City could realize
savings, as approximately ten percent (10%) of the 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 funded by the meter permit fee, which is based on 120% of the City's actual costs as
per code.
If a replacement/upgrade project were initiated, staff would recommend the project be spread
over a two (2) year period, as batteries for the radio transmitters will need replacement in
approximately ten (10) years. This replacement could then be accomplished over a similar time
period by City staff, or by outsourcing. Meters installed first would be in the southern portions
of the City, as those meters are the oldest and would require more maintenance.
Cost Justification for Radio Read
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 read technology:
.
.'
e
e
e
Memorandum, Residential Water Meter Replacement
Page Three
April15, 1999
I. Currently, it costs the City an average of240 man hours at $25.82 per hour
(including overhead and benefits), 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, resulting in a 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 forty (40) meters
(1.5%) are identified for accuracy problems. These could consist of misreads
(obvious readings registering too high or too low); 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 twelve (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.
Recommendation
Having considered the various options, costs and benefits, staff recommends the following:
I. The City initiate a contract to replace water meters in the southern half of the City
with new radio read models in 1999-2000, AJ!, an alternate to that contract, a bid
would be taken to replace the north half of the City with radio read meters in the
year 2000-2001. This may reflect some savings to the City.
2.
Included with the initial (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.
Memorandum, Residential Water Meter Replacement
Page Four
April 15, 1999
They also plan on replacing defective valves on both sides of their current water
meters, necessitating the removal of the existing meter,)
The City Council is asked to provide input regarding this recommendation.
.
"
e
e
e