HomeMy WebLinkAboutCCP 05-17-1999
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FILE
CITY OF ARDEN HILLS
4384 WEST ROUND lAKE ROAD
ARDEN HillS. MN 55112.5794
AGENDA
CITY COUNCIL WORKSESSION
CITY HALL
MONDAY, MAY 17,1999,4:45 P.M.
4:45 P.M.
4:45 P.M.
6:30 P.M.
7:00 P.M.
8:30 P.M.
1.
Call to Order
2.
Discussion Items
a. City Hall
. AudioNisual DesignlBudget Revisions
b. Morris Property Acquisition
c. Preliminary Budget Review
d. 1998 External Audit, Informal Preliminary Review (Formal
Presentation will be made at the May 24th regular Council
Meeting.)
3.
Miscellaneons Items
4.
1999 Committee Structure Overview
5.
Adjourn
The above times may vary depending upon length of issue discussion.
PHONE: (812) 833-5878 · FAX (812) 833-7839
Tentative M.v MeetinG Schedule
Meeting dates, times and locations are subject to change.
Please contact City Hall for the most current schedule.
May 5 Planning Commission 7:30 P.M.
May 10 Couucil Meetlug 7:30 P.M.
May 17 Couucil Worksessiou 4:45 P.M.
May 18 Parks & Recreation 7:00 P.M.
Committee
May 24 Ecouomic Development 7:00 P.M.
Authority
May 24 Council Meeting 7:30 P.M.
May 25 Parks & Recreation 7:00 P.M.
Committee
May 26 1-35W Corridor 5:30 P.M.
Coalition Board Meeting
May 26 Communication 6:00 PM.
Committee
Tentative June Meetiu" Selledule
Meeting dates, times and locations are subject to change.
Please contact City Hall for the most current schedule.
Jlj,De2 Planning Commission 7:30P.M.
Jnne 14 Council Meetiug 7:30 P.M.
Juue 21 Council Worksessiou 4:45 P.M.
June 22 Parlcs & Recreation 7:00 P.M.
Committee
June 28 Economic Development 7:00 P.M.
Authority
Juue 28 Council Meeting 7:30 P.M.
June 30 Communications 6:00 P.M.
Committee
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FAX
Date:
To:
May 14, 1999
Brian Fritsinger, City Manager
Company:
Fax:
City of Arden Hills
(651) 633-7839
From: Kate O'Reilly - Principal
Pages: 1 (including cover page)
Comments:
The following is a list of comparables we thought might be interesting for you to review in conjunction with the
technology budget that is currently under discussion.
City of Crystal, MN
Completed 1993
Technology hudget $180,000 (they had existing equipment)
City of Greenshoro, NC
Completed 1997
Technology budget $740,000 (this included a studio)
City of Rochester, MN
Completed 1994
Technology hudget $240,000
City of New Hope, MN
Completed 1991
Budget $280,000 (included some general construction items as well as technology)
City of Minnetonka, MN
Ongoing
1st phase upgrade completed in 1995
Technology budget for 1st phase upgrade $250,000
City of Eagan, MN
Completed 1995
Technology budget $250,000 (they had much existing equipment)
City of Plymouth, MN
Completed 1996
Technology budget $223,000
I look forward to seeing you Monday evening Brian. Our senior associate, Kyle Moorhead will also he with me. If
you wish to discuss any issues prior to the workshop, please call me.
ELECTRONIC INTERIORS, ING
C-onsiiTianis& Designers lncoq,orailngAdvaiicedETectron icTechriologles
40 MACKUBIN STREET
651.292.1035
infoCg}clectronic interiors. com
ST. PAUL, MINNESOTA 55102
651.292.1063 Fax
\vww. elec1Tonicinteriors. com
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CITY OF ARDEN HILLS
4364 WEST ROUND LAKE ROAD
ARDEN HILLS, MN 55112-5794
M~Y-13-99 01:05 PM
ADVISORY COMMITTEE, COMMISSION, TASK FORCE
APPLICATION FORM
ma..y b I let'll
A~ro_ 1>. ~!t.r: c.~a",
ADDRESS: l1L ~ GJJ CO,"V ~ f A.,.~~ ~ I t~ \ mlJ SS"l ~ L..
TELEPHONE;(H) 6~ l!6'J6-<.(O,c)5 (W) bl'l./ ~9 - WI I ~~. ). II
(FAX)6{~/-::ri~-nIT (E-Mail) cx4J@~. crt
ADVISORY COMMITTEES:
If you wish to be considered for more than one committee, please order in number of
preference. (There are no current openings on the Planning Commission.)
DATE:
NAME;
Communications Committee
.
Operations and Finance Committee
_ Parks and Recreation Committee
_ Planning Commission
TASK FORCES:
The City has created four (4) task forces for the 1999 calendar year. The City is cWTently
seeking members for the Maintenance Facility Task Force, and will be seeking members
for the remaining task forces during the fall, 1999.
Public WorkslParks Maintenance Facilities Task Force
City Events Task Force
_ Lake Quality and EnvirorunentaJ Task Force
Web Pnge Task Force
(continued)
.
:I~ONE ';::;'1 ;3:3-567S . FAX 11>51) 833.7839
MAY-13-99 01 :06 PM MN.FAMILY.CDUNCIL
612 789 8858
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WORK EXPERIENCE:
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CIVIC, PROFESSIONAL & COMMUNITY ACTIVITIES:
-=-r"~"''''~ -e-~.,... dt ?....ll.-c $.A..t.,./P"",U.~ ~ C............ :1.4.~
WHY DO YOU WANT TO BE ON AN ADVISORY COMMITTEE:
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c."J,. 1,.I..l<.l..\... u..i;~L... ;h ~s;...l...{. -.J..e.k .LcQ u(Q.. ;c..l')_
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WHAT SKILLS, STRENGTHS OR ABILITIES DO YOU BELIEVE YOU WILL
ADD TO THE COMMITTEE:
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ADDITIONAL COMMENTS:
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REFE dES (Ophonal)
JST.aI:Q.e Address Phone
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Please relwn this form to:
City HalllAtten: City Administrator
City of Arden Hills
4j64 West Round Lake Road
Arden Hills, MN 5!112
Telephone, (651) 633-5676 - Fax; (651) 633-7839
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61\/141
CITY OF ARDEN HILLS
4364 WEST ROUND LAKE ROAD
ARDEN HILLS, MN 55112-5794
RECEIVED
ADVISORY COMMITTEE, COMMISSION, TASK FORCE
APPLICATION FORM
MAY 1 4 1999
DATE:
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CITY OF ARDElI! HiU..S
NAME:
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TELEPHONE:(H) d)S~/ b~ 3.. /6ul (W)
(FAX)
(E-Mail)
ADVISORY COMMITTEES:
If you wish to be considered for more than one committee, please order in number of
preference. (There are no current openings on the Planning Commission.)
Communications Committee
~ Operations and Finance Committee
L- Parks and Recreation Committee
_ Planning Commission
TASK FORCES:
The City has created four (4) task forces for the 1999 calendar year. The City is currently
seeking members for the Maintenance Facility Task Force, and will be seeking members
for the remaining task forces during the fall, 1999.
2../ Public WorksIParks Maintenance Facilities Task Force
-
_ City Events Task Force
/
Lake Quality and Environmental Task Force
Web Page Task Force
(continued)
PHONE: (651) 633.5676 . FAX (651) 633.7839
WORK EXPERIENCE:
3n7 !c,. ;e! flU. (~L/">(<;".f. /?'y::-&c.J.J ),/e/,,;JH~bL/ (l;,.-fl,{:,dd'
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CIVIC, PROFESSIONAL & COMMUNITY ACTIVITIES:
,
f//;i/dl1'/ ~~2'/'~(';;~11/ fly. #<>:E, ,;;:1/1/='/.. i!Asr),.dy"-'O,ul; 4~/tt-;;,
WHY DO YOU WANT TO BE ON AN ADVISORY COMMITTEE:
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To (:0 i1-h// h4' .J-r.
Ph u r'UJwi.,'/7f" i
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WHAT SKILLS, STRENGTHS OR ABILITIES DO YOU BELIEVE YOU WILL
ADD TO THE COMMITTEE:
,I(/I/'''d;;'4f/il.!e i~ L/Ju(f2d 4;J/dWV t21?{~dYJ .J5"<;2{PI L..,/7/k.
if),)1/ /~. P,!) /11 I; ";/<;1116< hYJL'l Ide,?' 1- 11.#'1.1_;/07.1 ;!s-<;;si"J
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ADDITIONAL COMMENTS:
.
REFERENCES (Optional)
Name
Address
Phone
Please return this form to:
City Hall/Atten: City Administrator
City of Arden Hills
4364 West Round Lake Road
Arden Hills, MN 55112
Telephone: (651) 633-5676 - Fax: (651) 633-7839
.
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CITY OF ARDEN HILLS
4364 WEST ROUND LAKE ROAD
ARDEN HILLS, MN 55112-5794
ADVISORY COMMITTEE, COMMISSION, TASK FORCE
APPLICATION FORM
DATE:
/J/If 7- I/o /9J1C:
SidE 2/i4JG/2..
3 3 6 :3 fl) IJ <</1/ .1-,1;0 ;;;7
6/.;2. 907.. ?,f-5>-S-
NAME:
ADDRESS:
TELEPHONE:(H)
h?/639-/95~6
(W)
(FAX)
(E_Mail)2;/./I7BzJeSW.A/cJ. t4W"\
ADVISORY COMMITTEES:
If you wish to be considered for more than one committee, please order in number of
preference. (There are no current openings on the Planning Commission.)
Communications Committee
RECEIVED
MAY 1 4 1999
Cl1Y Of AKUi:N hillS
_ Operations and Finance Committee
/ Parks and Recreation Committee
,;l Planning Commission
TASK FORCES:
The City has created four (4) task forces for the 1999 calendar year. The City is currently
seeking members for the Maintenance Facility Task Force, and will be seeking members
for the remaining task forces during the fall, 1999.
Public Works/Parks Maintenance Facilities Task Force
_ City Events Task Force
3 Lake Quality and Environmental Task Force
-
_ Web Page TaskForce
(continued)
PHONE: (651)633-5676 . FAX (651) 633.7839
WORK EXPERIENCE:
(!dfYl. fJk/UL 0 jJ 6)ttJ-1''';1 f /J1lff"viffc7t...
.
CIVIC, PROFESSIONAL & COMMUNITY ACTIVITIES:
CflfttF f.fl{z</ ;n(frLS oh. ?UA{-ctLS /~M /it;1e /.fu/VI/fr"-I/r
,
WHY DO YOU WANT TO BE ON AN ADVISORY COMMITTEE:
(J..oY"Yl/A) (PVf'( / rJ tlDWt:-mJ; C C/(\('f.lt-lVm 1r6a/1 pJlVe./c5
.t;J.. JR-fnls ~ 'If,1l::r>.<.
WHAT SKILLS, STRENGTHS OR ABILITIES DO YOU BELIEVE YOU WILL
ADD TO THE COMMITTEE:
.fe {J {) -I"-c g Eb + .t: QJtrJ "
L.0Nf R./rft'1{ C<J II QJ::)W.s ~ <211r.
.
ADDITIONAL COMMENTS:
REFERENCES (Optional)
~
Address
Phone
Please return this form to:
City Hall/Atten: City Administrator
City of Arden Hills
4364 West Round Lake Road
Arden Hills, MN 55112
Telephone: (651) 633-5676 - Fax: (651) 633-7839
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CITY OF ARDEN HILLS
MEMORANDUM
DATE:
May 14, 1999
TO:
Mayor and City Council
FROM:
Terrance R. Post, City Accountant for
Brian Fritsinger, City Administrator
SUBJECT:
Administrator Comments for the May 17, 1999 Council Worksession
I. City Hall
. AudioNisual DesignlBudl!et Revisions
The City Council is asked to provide direction to City staff, design consultant and
architect on its final design for the AudioNisual components of the City Council
chambers.
2. Morris Property Acquisition
The City Council may wish to provide direction to staffregarding the possible acquisition of
the MorrislNaegele property located within the Gateway Business District.
3. Preliminary Budl!ct Review
City Staff will outline the proposed process (0 be used as part of the 2000 budget process.
The City Council should be prepared to provide feedback and/or direction on the calendar
and proposed process.
4. ] 998 External Audit, Informal Preliminary Review
Abdo, Abdo, Eick & Meyers will be in attendance to provide an informal preliminary review
of the 1998 External Audit and management letter.
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CITY OF ARDEN IDLLS
MEMORANDUM
DATE:
May 6, 1999
TO:
Mayor and City Council
Brian Fritsinger, City Administrato@
City Hall AudioNisuaI Program Budget
FROM:
SUBJECT:
Backl!round
Since last fall, the City has been working on the design of the audio/visual system
proposed for the new Council Chambers. The Council Subcommittee, City staff, and
architect have been working with Electronic Interiors to develop a system that meets the
needs of the community.
The City Council, in March and April of 1999, requested that the project scope and
budget be reduced. At the April 26, 1999 meeting, the City Council requested further
clarification of the proposed system, and a more detailed breakdown on how the project
could be reduced.
Staff has worked with Electronic Interiors to provide a more detailed description of the
system that was recommended as part ofthe $120,000 project budget. In addition, the
consultant has highlighted other methods to reduce the budget by eliminating certain
components that that were previously identified as elements of the system.
In addition, staff has provided a copy of the November 12, 1998 report prepared by
Electronic Interiors that described the initial recommendations. This report may provide
an additional description of the components ofthe project that will assist the Council.
ReQuested Action
The City Council is asked to provide direction on the proposed changes in the scope of
the program for audio/visual components at the new City Hall.
EEHu~
e FAX
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Date: May 10, 1999 Project Code: MNAR
Project: Arden Hills, MN City Council
Chambers Fax No:
To: Brian Fritsinger, City of Arden Hills
633-7839
Copy to:
From: Kyle Moorhead
Pages: 10 (including cover page)
Comments:
Attached is the revised budget estimate document. We are still considering this a DRAFT document.
Please review and comment on 1he very last page, Item Six: "Overhead Projection Only".
Original will:
Be sent by messenger or express delivery
Follow by mail
......Not be sent
ELECTRONIC INTERIORS, INC.
.Consultants & Designers Incorporating Advancedliiectronic Technologies
40 MACKUBIN STREET
651.292.1035
info@electronicinteriors.com
ST. PAUL, MINNESOTA 55102
651.292.1 063 fax
www.electronicinteriors.com
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Electronic Media
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Technology.
Budget Description
For the Arden Hills, Minnesota
City Council Chambers
DRAFT
May 10, 1999
Prepared by
Electronic Interiors, Inc.
40 Mackubin Street
St. Paul. Minnesota 55102
(651) 292.1035
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Document Introduction
This document was prepared to demonstrate in further detail the currently recommended
expenses related to your system. While this document is modular, the system is not.
Removing one of the budget figures will have drastic effects on the total system design as
all of these components work together schematically for a complete and operational
system. Value engineering can be accomplished using this document as a general guide
for the cost of each major component. Eliminating any component within this document
will require additional design work for a complete and operational system. We have
suggested that the quality of the equipment purchased should not be compromised. We
reco=end that the City purchase less equipment (eliminating features) rather than
sacrificing quality in order to obtain more features
Project History
We began this project with input form the Council Subcommittee and Brian Fritsinger
and from this input we created the Electronic Media Technology Upgrade
Recommendations & Planning Report dated November 12, 1998. This was based on
several meetings and a tour of other facilities in town. The report included a Preliminary
Budget Estimate section where the estimated budget was broken into several system
sections and totaled $234,550. This is an average cost that cities have spent.
We understood that this estimate was higher than the City would like to see and without
negotiating system performance too much (luxury items only) we were able to reduce the
cost to the $180,00 ball park. This was accomplished by actually designing the system in
order to define all of the individual components that are needed. After this effort, the
City gave us new direction to budget between $90,000 and $120,000. At this point, we
began cutting system performance quality, and user-friendly items, without cutting
features desired in the original design. We arrived at $119,000 and Dickson Stewart then
presented to the Council the document explaining the cuts and how we reduced the
system.
We understand that the City Council would like for us to start over with the budget and
design, adding components from scratch and building the system up from "nothing"
adding only the components needed to make a decent quality system that is functional
and usable. The following is an assemblage of the individual sub-system costs with brief
explanations of each.
Electronic Interiors, Inc
May 5, 1999
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Sou.nd System
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The sound system includes several essential components such as microphones, sound
processing and speakers. There are a total of thirteen (13) microphones. Seven (7)
microphones are required for coverage of council members, four (4) are required for
coverage of staff, one (1) microphone is required for the lectern and one (1) microphone
is required for the presentation area. The microphones are quality items and will provide
excellent sound reproduction for the cable cast audience as well as the live audience.
Each microphone is around $300 for an estimated total cost of $3,900. This price
includes the microphone, shock mounts, wind screens, connectors, adapters and
installation.
The microphones are just a small part of the overall sound system. For a complete and
operational system, processors, amplifiers, and speakers are required. Sound processing
maintains the quality sound generated from the microphones and establishes a
well-balanced, quality sound for the live audience, council members, presenters as well as
the cable cast. The estimated sound processing equipment such as audio mixers,
equalizers, and signal distribution gear is $4,830.
Amplifiers are needed to power the speakers. Estimated amplifier cost: $1,200.
Speakers are required to hear, within the room, microphones, and presentation equipment
such as a VCR. Estimated speaker system cost: $750.
To meet ADA compliance an Assisted Listening System (ALS) is required for the
hearing impaired. Total ALS cost is $1,200. For audio transcription and public record of
the meeting, a cassette recorder is provided. The cassette recorder cost is $250.
Sound System Estimated Total; $1:Z,130
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Presentation Tools
Presentation tools are required for individuals to present to the council and televised
audience. These items include a document camera, laptop interface, and VCR.
Docmnents, photographs, blueprints, and 3D objects are presented using a document
camera. The recommended document camera is located in the ceiling. This camera has
the capacity to clearly reproduce text from a distance. The camera requires remote
control for zoom and focus as well as a powerful lens to be able to view the documents.
The estimated document camera cost is $7,400.
A computer connection is provided at the presentation lectern for easy interconnection for
individuals who wish to present computer based materials using their own laptops. A
personal computer, provided by the city, is also located at the presentation lectern.
Esfunated cost for equipment required for integration of the computer signals into the
presentation system totals $1,500.
An existing VCR will be relocated into the presentation lectern for viewing of videotape
presentations. Estimated cost of equipment required for integration of the VCR totals
$375.
Presentation Tools Estimated Total: $9,275
. Video Display
Presenters approach the council with a variety of materials to present. These materials
require video displays for viewing by the presenter, council members, staff, audience, and
the lobby. The most efficient way to cover a large space, such as the audience area, is by
using a rear screen projection system. The rear screen projection system will provide
easy viewing of presentation materials for the presenter, audience, staff, and presenter
locations. The most obvious item within this system is a video projector. The video
projector and lens for the projector is estimated to cost: $24,500.
The other key element to the rear screen system are the mirrors required for the projector
to display a large image within a small space. The estimated installed cost for the minors
is $2,800.
Council Members win have to turn to see the rear screen. Detailed information may
be difficult for the council to view. In other successful City chambers, we have placed
morritors on the dais for member viewing of presentation materials. Our original budget
estimate im;luded the dais monitors however, due to budget limitations, we have removed
the dais monitor feature from this project.
The lobby will be equipped with a 32" TV. This TV will display the access channel that
carries the City Console Meetings. Cabling and installation of this monitor are included
within the estimated price of $1,000.
.
Video Display Estimated Total: $28,300
Electrorric Interiors, Ine
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Video Processing
All of the user components such as computers, VCRs, etc connect to processing
equipment. It is this processing equipment that makes the system operational. The video
pJ:"ocessing section of the budget could easily be referenced as the "magic black box"
section. It includes components that are located in the equipment rack and are required
for a complete and operational system. Components like switchers, converters, and
distribution gear are all budgeted within this section. Estimated video processing cost js
$8,560.
Video Processing Estimated Total: $8,560
Cablecasting/ITV System
Cameras are required for citizens watching the cable cast. Two cameras are considered
minimum requirements to maintain a professional cable cast persona. The estimated cost
for a two-camera system is $23,600.
The control room operator will control the cameras with a camera controller. The
estimated camera controller cost is $2,170.
The control room operator is positioned in front of an equipment console. TIris console
holds the A V equipment required for the cablecast. The equipment console estimated
cost is $5,870.
Recording and playback of the council meetings will requiJ:"e the purchase of two new
SVHS VCRs. The estimated installed cost for the control room VCR system is $1,950.
Equipment is required to Interconnect all of the control room gear for a complete and
operational system. Components like switchers, monitors, converters, and distribution
gear are all budgeted within this section. Total estimated cablecast interconnection
equipment cost is $15,850.
A great video signal for the cable audience is only half of the battle, good sound is also
required. To achieve sound for the cable audience, a small, separate sound control system
is required. The estimated cost for this sound control system is $2,825.
A quality signal to the citizens watching the cable cast is largely the responsibility of the
Cable Company. There are only a few pieces of processing equipment that the City needs
to provide to ensure that a quality signal is available to the Cable Company for
distribution. This estimated processing equipment cost is $780.
Cablecasting/ITV System Estimated Total: $53,045
Electronic Interiors, Inc
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Control System
Presenters, Staff members and control room operators, require control of the system for
presentation and cable cast coverage. All of these controls are available with a small
touch screen panel, similar to an all-in-one remote control. The control system interprets
a simple one-button command from the user and controls several components. The
Control system has three major components, A control panel, processors and interfaces.
The control panel is the end user item or the big remote control and it is estimated to cost:
$2,800
Processors are the brains behind the control system. The processors are programmed
specifically for your media system and receive the commands from the touch panel
provide the appropriate commands to the media equipment. The estimated cost for
Control System processing is: $4,000
Interfaces are the links between the processor and the media equipment such as VCR's,
Projectors, etc. These links carry the control information from the processor to the media
equipment. The estimated cost for interfaces is: $1,100
Control System Estimated Total: $7,900
Electronic Interiors, Inc
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"i,~i.~!llil;miW,i~i~:;i,~.;~i;ii;iii.il~~~~~gii:;jEi~.~-;,:;'.mrlinff!~~~"h;::;ihml~!?jHl~JtEjj;jmi!i.i~ilWJ1mi1~,~j~!1!w:1H~t::"!::1~!1lfL!Hiill1!~!i:~J~1l!mlm~~i!i:r';':i~AAi~f,'fij~l~,~.,:,~i!#1!f.i~"'f~iilfIIf~l!!!~'.':'-=N""
Estimated Totals Summarized
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$12,130
$9,275
$28,300
$8,560
$53,045
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$7,900
$1l~21~
Sound System Estimated Total
Presentation Tools Estimated Total
Video Display Estimated Total
Vi.~eo Processing Estimated Total.
CablecastinglI.TV System E~timated Total
_S:.ontr~l System Estimated Total
ESTIMATED SYSTEM TOTAL
Additions / Alternates
Add Third Camera
The addition of a third camera expands the cable cast system to cover more than one
close-up shot at a time. Estimated additional cost: $11,780.
Add Bulletin Board svstem for cable audience .
This addition will offer the ability to post text onto the cable channel for informational
purposes. The estimated additional cost: $5,553.
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Further Cutback Options
ILtll~c:.ity is stilloutside a comfortable budget, we have outlined a few items that my be
consideredfui--furtlier-cut!:lacks-ftomtheeX1sting system-design a.slisted aoove;- .
Item One: Reduce Touch Panel
Reducing the touch panel or "Big Remote" will save about $800 and will reduce the
amount of control the staff and presenters have over the system.
Item Two: Less E:s:pensh'e Cameras
The current cameras maintain a quality that is acceptable for cable casting. Savings could
be achieved by reducing the cameras to a lower quality camera system. The result of this
reduction is a lower quality image to the televised audience. Estimated cost reduction of
the two-camera system would be around $4,000.
Item Three: Less Expensive Projector
Cost savings within the project could be achieved by reducing the quality of the large
screen projector. The result of these savings is a reduction in the screen brightness and.
image quality. The projector will not be able to use higher resolution computer
presentations such as CAD files and graphic presentations. The estimated cost reduction
by using a less expensive projector is $5,000.
Item Four: Less Expensive Rack Console Option
Cost savings can be achieved by using a simpler rack layout within the control room.
The result of this reduction would be essential pieces of equipment in the control room
being placed in awkward and potentially difficult locations for the operator. Also, some
equipment would not be mOlUlted at all and would simply be placed somewhere in the
control rOom. The estimated cost reduction by using a less expensive rack console is
$l,500.
Item Five: Redu..ed Cablecast Transitions
Cost savings can be achieved by reducing the cablecast transitions from being able to
"fade" between sources to doing only "cuts" between sources. The result is a choppy
presentation to the cable cast audience. The estimated cost saving by reducing the cable
cast transitions is $4,000.
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Item Sb:.:: Overhead Projection Only
As discussed during a council meeting with Dickson Stewart substantial cost savings
would be achieved by abandoning the current recommended presentation design and
simply installing an overhead projection system. This would involve eliminating the
recommended presentation, video display, and video processing modules and reducing
the control module by an estimated $5,000.
The result would be a system like what exists today. It is important to know that the
cablecast cameras will not be able to present a clean picture of the overhead screen to the
cablecast audience. Reducing .the budget modules described above will result in
estimated cost savings of $51,135.
The new pull-down overhead screen would be added to the architectural section of the
project. The estimated installed price for a simple pull down screen is $2,700.
Add an overhead projector: $700.
Incorporating Item Six would result in an estimated cost reduction of $47,735.
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RECEIVED
MAY 1 2 1999
CITY OF ARDEN HILLS
Electronic Media Technology
Upgrade Recommendations &
Planning Report
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For the City of Arden Hills, Minnesota
Council Chamber
November 12, 1998
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Prepared by:
Electronic Interiors, Inc.
40 Mackubin Street
St. Pau~ Minnesota 55102
(651) 292-1035
BACKGROUND & OWR.-yIlDW
BACKGROUND
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Electronic Interiors, Inc. was commissioned by the City of Arden Hills to create this report in
order to discover ways in which the City can include technology in its new Council Chamber
space for better fimctionality and improved communications.
Current plans to construct a new Chamber combined with recent requests for higher technology
tools and an increasing expectation from the public to produce a more professional atmosphere
have, in part, led to this study.
GOALS
The gool of this study is to accomplish one primary task:
I. Set forth a recommended plan of action that takes into account budget necesSities
combined with the goal of presenting a design path that accomplishes appropriate media
technology implementation.
OVERVIEW OF SITE CONDITIONS
The Council Chamber will be relocated to a new space. The meeting style will of course
remain, SO the current meeting culture can be used as a guide to the requirements in the new
space.
Plans are currently underway to design a new COWlcil Chamber. This ground level space is
nearly square, and the architect has planned on designing the roool with a slightly cwved dais
configw"lllion. The biggest challenge filcing the media system design will be the ability to
produce a video display scheme to oover the andience and staff areas. This scheme will have to
take into consideration the size of the room and the ambient natural light that will enter the
space through windows behind the audience area.
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Dais, staff tables, lectern, and furniture placements have not been completely finalized as of this
date, but this report will attempt to provide one possible solution for the placement of these
elements.
From the surveys received, it appears that the City prefers a lectern location at the side of the
Chamber. This location allows the audience to view the presenter more easily, and the location
suggests a more informal meeting style, which the Council prefers. The architect is currently
showing a center lectern for oral presentations and a side lectern for media assisted presentation
from the public or staff.
The staff that participates in the meetings will be seated (in chairs) along the side of the
audience near the front of the dais. Tables may possibly be added to accommodate
microphones and notes. Staff in this area will move to a presentation lectern to present. The
main dais will be raised above the main floor and is likely to be a continuous, built-in, curved
type of design.
The lobby area ootside this entry should be equipped with additional Chamber SOWld and
perhaps a built in video monitor for overflow and bulletin board information.
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DESIGN APPROACH
The following major designs are recommended for improvement of the meetings when the Chamber is
relocated to the new space. Not all enhancements are listed here, but the major components are
reviewed. A complete technology redesign would incorporate many more features, too numerous to
mention here.
Design Solutions: Council Presentation
Presentation Elements
35mm Slides: In discussing the need for 35mm slides, it is a fact that current 35mm telecines
(live slide to video converters) will never be able to reproduce slides at the same resolution as
direct optical 35mm projection. However, should slides be required in this space, it will be
necessary to display (at least in the near future) in the American NTSC broadcast standard
format in order to provide multiple display locations. Because of this problem, and because the
City rarely uses the format, there will be a goo) to use no 35mm slides as a media. Currently,
the most obvious substitute for this format is computer-based graphics in the form of TIFF and
other graphic funnat files. Fortunately the City is not using a great deal of slides. Because of
this, it is likely that the 35mm telecine will not be included in the design.
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Graphics Camera: This camera would essentially
replace the ubiquitous easel, the most common funn
of presentation most cities use. This camera shoots
paper, Mylar, and even transparencies. This camera
also converts the live image to the NTSC format, in
which form it can be broadcast directly. The most
important advantage to this technology is that it can
cope with a very simple and old-fashioned medium -
- paper. If the staff and visiting presenters can
render their presentation materials to tw()o
dimensional artwork, text on paper, or another flat
medium, it can be successfully displayed for the
camera to reproduce.
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Figure I - Typical Overhead Document
Camera Image
To best utilize the camera, we recommend locating
the camera above the presentation lectern centered perpendicularly over the materials "target"
area. This camera can be located in a specially designed portion of the ceiling. The lectern
should then be designed to provide for a fairly large, Wlencwnbered area for mateHals
placement. The advantage of this location is that a presenter can point to, or mark on, the
presentation materials during the presentation. The camera will, of course, pick up this activity
as well as provide fur a more complete and Wlderstandable presentation. Even Councils and
Boards that are planning all-new installations are providing for the camera, despite very
sophisticated computer networks and graphic interfaces.
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DESIGN ,ApPROACH
Computer Source: By fur the most exciting area of presentation technology is coming to us
from the microcomputer (pcs as well as Macintosh) field. Increasing resolution, improved
software, and fust graphic processors are all making this the choice for the future demands of
graphic presentation requirements. This Council Chamber should be designed to take full
advantage of this technology. The first step in this process is to dedicate a computer to the job
of Council Chamber presentations. Our recommendation is not to rely solely 011 portable
computers for this task, since this requires a physical hookup and, in many cases, special video
signal alignment between different !)pes of brands. This is often last-minute work, and greatly
increases the chance that something will not perfonn as required. It is best to dedicate a very
fust machine with access to a fairly large storage device to the Council Chamber. A keyboard
and mouse can be placed in the presentation lectern for control of the computer. Pre-made
presentations can be brought in via diskette oc back-up tape, or more commonly, throogh a
LAN hookup or via modem. With the addition of the new CPU and some interfuces, the
system can be improved dramatically. A new portable computer connection will also be
provided, in the event that someone must (or prefers to) bring in a portable computer or has an
incompatible file format.
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General Constrnction Impact on Presentation Elements
1. Presentation lectern:
. Will require additional power and low voltage raceway
. Fixed in place and much wider than normal 'ecterns
. Designed for standing or sitting use, either in a chair or wheelchair, likely to be a single
low level (30" countertop) or have an electric lift
. Microphone(s) to be provided on this unit requiring a cutout or connector
. Some type of flush-mounted control panel will be provided, requiring a cutout
. Equipment cabinet should be provided with lockable pocket doors below. Pullout
keyboard drawer and mouse pad area to be designed. Materials target area on top to be
provided with a clear area yet to be determined (materials area to line up with overhead
graphics camera).
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2. Visitor/oral presentation lectern:
. This second lectern may be opposite the presentation lectern or directly in front of the
dais and support only ADA access and/or a microphone for oral presentations only.
3. Overhead cavity (over the presentation lectern) for camern with power and low voltage
raceway to Control Room..' .
4. Rigid metallic raceway, flexible conduit, and open raceway will be required at various
locations for media signals near isolated devices (for example, ceiling cameras). Most
conduits will be designed in a "star" configuration from a backboard in the Control Room.
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Presentation Displays
DESIGN ApPR.OACH
Another aspect of the presentation system that must be addressed, and the major issue fucing
the physical space, are the in-Council Chamber displays. We propose a rear-screen display as a
result of the area to be covered, the ambient light conditions and the professional impact of this
display technology. The rear-screen design may take up some additional floor space, but this
simplifies the design of the ceiling in the Chambers if front screen pr<!iection were to be used.
The rear-screen projection room can also be used as a minor storage room, as long as objects
are not placed in the light path of the projector.
This approach provides a quality projection image and dedicates the screen display for audience
and staff use exclusively. This new screen would be designed for the new digital television
(DTV) aspect ratio. This funnat will come into wide use by 2004. The current image size
standard (NTSC) will not fill the entire screen width provided, resulting in a vertical black
cohunn of each end of the picture. This will change and the entire screen will be filled when
DTV is implemented in a few years. In the meantime, vertical cover panels on the ends of the
screen can be added that will easily remove in the near future. This will give the image a
professional appearance Wltil the transition is made.
The dais area will be served with the addition of small video/data monitors, with one monitor at
each seat position.
All ofthe small monitors will offer high quality graphic aisplays for both NTSC and computer-
based materials. Since these are built into the millwock, it will be necessary to specially design
portions of dais and staff desks. New 15" LCD type monitors will be used. It will be necessary
to update these displays to the new DTV ratio at a later date. Adequate millwork spacing will
be let! for this change, to be made in about two to six years. These monitors will also allow
each Council member to use the monitor for data monitoring from a connected laptop as an
option. Display from other sources, such as point to point electronic comments will also be
possible in the future with this type of monitor location.
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General Construction Impact from Presentation DisplayS and Audio
1. Design of a floor plan that includes a new rear-projection room
and access.
2. If necessary, add a kiosk on the outside wall to house a large
monitor to cover the audience or staff areas outside the usable
display path of the projection screen.
3. Design ofOais:
. The main dais will feature small (15") video/data monitors at
each seating position. The main dais will be designed
specifically to accommodate local laptops, although they
could be used on an ad hoc basis as Council or staff desires.
. Each seat at the main dais area will have a cutout or location
for a new gooseneck microphone.
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Figure 2 - Monitor in
Dais
Figure 3 -
Microphone
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DESIGN APPROACH
4. Additional design requirements at staff desks:
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. There is a need to locate the audio transcriber at a staff desk location
. The City Manager and Clerk should have a built in computer, keyboard, mouse, and
monitor connected to the building LAN built into the staff desks
. Each seat at the staff desk(s) will have a cutout or location for a new gooseneck
microphone.
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Design Solutions: Control
Presenter Control:
It will be appropriate to provide a single, integrated, intelligent control system for use by any
presenter. With today's technology, this control can be wireless, which allows presentation
control from anywhere in the
Council Chamber. However, since
the lectern will be fixed, and since
the staff presents from the same lAOID'lN1131FACEA.A
lectern, it will be more cost effective
and reliable to provide a wired lAOID' (BY CJIHRS) .
remote control, flush mounted in
the lectern.
A second control panel that is
wireless will also be provided as to
be used as a back up and "co-pilot"
station. This will normally reside
at the City Manager or Mayor's locati
control over all presentation functions.
MI~
r1MA>QMUM OCClMENTTARCE AREA 24" X36~
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A.DA ACCESSJ
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Figure 4 - Typical Presentation Lectern Plan View
These newer control systems are "intelligent," meaning they are able to take several pre-
programmed steps based on one button push. For example, if a presenter wishes to playa VHS
tape, and presses the "PLAY" button on an integrated remote control panel, the system can be
programmed so that it will not only put the VCR into the play mode, but will also make sure
that the video/data projector is iumed on and displaying the VCR signal, and not the camera or
computer signals. This intelligent integration greatly reduces the interference of the control
system into the meeting. Many other intelligent programming choices are possible with the
right design specifications.
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DESIGN ApPROACH
Controls and Displays Mav Include:
I. Local microphone mute
2. Graphics camera zoom and focus
3. Basic motion controls for VCR
4. "NEXT" button that will be software
configured on an as-needed basis to
forward a computer presentation
(computer graphics), or to operate some
other piece of equipment
5. Presentation source audio volume
6. Selection of image to monitors and/or
video! data projectors
7. Room lighting control (if special
dimming systems are implemented by
the Electrical Engineer) Figure 5 - Touch-activated Control Panel
8. Drape control (if power operable drapes
are included in the building).
Even though the presentation tools themselves will be'located in the main COlillcil Chamber
area, control and manipulation of the tools will be done normally at the control panel. Some
presentation systems control will be possible from the Control Room that will be staffed during
meetings that are broadcast., but this is not the primary function of a Control Room Operator
and is really not necessary.
General Constructinn Impact from Control Svstems
All locations:
. The presentation lectern location should have a connection for the primary control
panel. A cutout is required.
. Additional conduit and raceway capacity for additional control wiring needed.
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As far as lighting needs are concerned, current
camera technology is able to produce high quality
images with a relative low level of lighting.
However, it is necessary to still provide an
adequate level of lighting, at the correct color
temperature and at the proper angle. The angle of
light to the Council is very important whether
cable coverage exists or not. It is the angle of light
that provides the stage-like impression that is
important for furmal meetings. To accomplish
this, it will be necessary to design special lighting
in the space at the ceiling in front of the dais area.
This lighting can be masked by the architect's design in an additional ceiling detail.
Design Solutions: Cable TV Coverage
Cable TV Coverage:
The City will provide an audio and video feed to
the cable carrier for live (or previously recorded)
coverage of Council meetings. Appropriate
locations for cameras and a small control room
will be identified now. Rough-ins for these
opening and basic provisions such as power and
conduit will be provided. It is envisioned that 3
coverage camera locations will be needed for the
current room configuration. Two cameras will be
located on either side of the exterior windows
facing the dais to cover the right and left flanks.
The third coverage camera will be located behind
the dais. hopefully imbedded in a wall segment, to
cover the lectern presenters.
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General Construction Impact on Cable TV Covera!!e
DESIGN }\PPRQ.i\CH
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Figure 6 - Remotely Operated Camera
for Cablecasting
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Figure 7 - Typical Cablecasting Control
Room
I. If cameras and pan/tilt heads are not left exposed, there would be an addition of flush
mount camera/pan/tilt housing and glass just in soffits around the perimeter of the room
for the coverage cameras.'
2. Special directional lighting can be accomplished with a high frequency of wall wash or
spot type incandescent light fixtures in an array in front of the dais area.
3. The control room will need a telephone style backboard and additional power locations on
the backboard. A window from the control room to the Chamber is no~ required.
Request to Speak Svstem:
The City feels that this system is not needed.
Speaker Timer:
There has been no request for this type of system, but can be included should the City request it
during review of this Program. It would be feasible to build this into the presentation system
and request to speak system.
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DESIGN APPROACH
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General Construction Imnact on Speaker Timer
This would only have impact on a position at the lectern where a small pair of lights would be
needed, likely mounted on a single gang, flush-mounted plate.
Security Systems:
We recommend that a silent buzzer be located at the Mayor and City Manager positions that
sends a signal to the City Police Department. This would be outside the scope of the Electronic
Media Systems and should be added on the electrical contract documents by the Electrical
Engineer if the City is interested in the feature.
Voting Systems:
There has been no request fur this type of system, but it can be included should the City request
it during review of this Program. An electrooic voting system can be integrated into the
presentation system in order to provide a video display of the voting motions and results. This
display can be shown to the in-room audience and electronically cablecast. Printed results can
be kept fur the official vote r=d. A toteboard in the Chamber is not required with this type of
system.
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DESIGN ApPROACH
i.-::overage cameras on
pan/tilt bases in ceiling
soflt (typ ot 2)
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Approximate boundary of
r optimum screen viewoblity
Equip rack
Tower PC
PROJECTION ROOM
&~t~ORf --J/'
-4--1~//
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Built-in display
monitors (typ of 4)
,[/' 0
~i;;J~O- - J___
(yOOOO 8 0(5)
I 00 O~
o O~A\
O{)D 1'1 Presentation
f!J N n lectern v:",
" (jJ /0' )JOV 0 M,e (typ)~
// wOt/OOO ~
/( "I;J8CJd'88
,~~'i -t:z0 6J 8
W Video/data ~r 0 -
If; t V
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.'i/ CONTROL
..il 3-boy ..! A-,ROOM
;;/ operator~~"'''''-!
'/1 console
j~ C9
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Flot faced rear
projection screen
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MECH.4NICAL
COAT / STORAGE
MAYOR/
COUNCIL OFFICE
Figure 8 _ Preliminary Chambers Electronic Media Scheme
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PRELIMINARY BUDGET ESTIMATE
PRELIMINARY BUDGET ESTIMATE
Budgets will be substantially developed in the next project-planning phase, and will most likely vary from
the items listed here. The following are preliminary budget estimates prior to any itemization calculations
or design research. Estimates include only out-of-pocket media equipment and installation labor; no
millwork, electrical, or other general construction costs (such as built-in projection screen glass) are
included. Although individual system items are listed below, the costs are based on reusing some of the
existing equipment:
Basic Sound Systems Include:
. Nine (dais and lecterns) gooseneck type microphones without mute switches, plus four (staft)
with mute switches
. Automatic mixing system
. New in-ceiling sound reinforcement loudspeakers
. RF type, ADA compliant, listening assistance system
. Amplifiers, equalizers and level controllers for audio presentation, transcription, or
cablecasting
. No wireless microphone system
. Four channel audio transcriber.
Basic Presentation Assistance Systems Include:
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One high resolution 3CCD camera at ceiling to display items/graphics sources up to 36"x48"
One (S)VHS VCR source in lectern
One PentilUll type PC in lectern
One laptop connection (laptop not in budget)
One basic presentation system switching system
One video/data projector for display of selected sources with mirrors (screen not in media
budget)
One 33" video data monitor in lobby
Small monitors at dais area
Distribution amplifiers, switchers, etc.
Remote controls as supplied with VCR, projector, etc.
Control System Includes:
. Central processor
. Interfaces to devices and intelligent building elements
. One wired control panel at presentation lectern with limited control
. One wireless control panel for use by elected officials and/or staff
Voting System Includes:
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. Based on presentation system, allows for member voting via dais bunon
. Clerk or Recording Secretary control over roll call, motion tallies and vote lock-in
. Video display of results to audience - both at home and in Council Room
. Vote number counting
. Print out of record.
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PRELIMINARY BUDGET ESTIMATE
Basic Cable TV Coverage Systems Include:
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. Separate Control Room Operator's furniture
. Video and audio monitors
. Oscilloscopes
. Audio mixing desk
. Video switching desk
. Interface to cable company with switcher/monitor
. Three 3CCD cameras/lenses on remote control pan/tilt heads for Chamber coverage (based
on primary camera location recommendations)
. Electronic graphics title and bulletin board system
. Two (S)VHS VCRs for video/audio meeting transcription recording
. Automated playback VCRs with event controller for delayed playback of meetings or other
taped material.
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PJiU1LIMINARY BUDGET ESTIMATE
e Qty Cost Expense
Custom and Equipment Furniture
Racks 1 $ 800 $ 800
Plates 15 $ 125 $ 1,875
TOTAL $ 2,675
Sound System
Microphones 13 $ 300 $ 3,900
Wireless microphone 0 $ 740 $
Audio cassette transcriber 1 $ 3,800 $ 3,800
Automatic mixers 2 $ 1,200 $ 2,400
Processing chain 4 $ 500 $ 2,000
Amps 2 $ 600 $ 1,200
Loudspeakers 12 $ 100 $ 1,200
Assistive-Iistening system 1 $ 1,200 $ 1,200
TOTAL $ 15,700
Presentation Tools
VCR 1 $ 1,600 $ 1,600
Laptop interface 1 . $ 900 $ 900
Multimedia PC 1 $ 4,000 $ 4,000
Document camera 1 $ 8,000 $ 8,000
e Document camera lens 1 $ 4,500 $ 4,500
35mm slide-ta-video telecine 0 $ 4,200 $
Electronic whiteboard 0 $ 4.200 $
TOTAL $ 19,000
Video Display
Video data projector 1 $ 43,500 $ 43,500
Mirror systems 2 $ 1,500 $ 3,000
Small support monitors 10 $ 1,050 $ 10,500
Lectem monitor 2 $ 1,500 $ 3,000
33" CRT Video data monitor 1 $ 3,800 $ 3,800
42" Flat screen 0 $ 10,000 $
TOTAL $ 63,800
Video Processing
Multi-sync switcher 1 $ 4,300 $ 4,300
SVGA Switcher 1 $ 550 $ 550
SVGA DAs 3 $ 500 $ 1,500
1Ox1 NTSC switcher 1 $ 1,200 $ 1,200
4 x 1 Preview switcher 1 $ 350 $ 350
NTSC DAs 2 $ 350 $ 700
TOTAL $ 8,600
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PREI..:fMINARY BUDGET ESTIMATE
Qty Cost Expense
Cable CastingllTV System
Operator's rack system 1 $ 5,800 $ 5,800
Cameras 3 $ 6,200 $ 18,600
Lenses 3 $ 6,200 $ 18,600
CCUs 3 $ 2,400 $ 7,200
Panltilt heads 3 $ 1,900 $ 5,700
Pan/Tilt head control 3 $ 1,100 $ 3,300
Joystick system 1 $ 3,600 $ 3,600
Video monitors- color 6 $ 800 $ 4,800
Video monitors- B&W 6 $ 500 $ 3,000
SEG 1 $ 8,700 $ 8,700
Scopes 2 $ 2,000 $ 4,000
Character Generator 1 $ 4,400 $ 4,400
PC for Character Generator 1 $ 3,000 $ 3,000
Manual audio mixer 1 $ 1,500 $ 1,500
Audio switcher and monitor 1 $ 1,600 $ 1,600
Recording and delayed playback SVHS VCRs 2 $ 2,100 $ 4,200
Playback system 1 $ 3,500 $ 3,500
TOTAL $ 101,500
Control System
Processor 1 $ 1,800 $ 1,800
Wired touch panel 1 $ 2,800 $ 2,800
Wireless remote 1 $ 7,000 $ 7,000 e
Interface to IR devices 4 $ 100 $ 400
Interface to document camera 1 $ 500 $ 500
Interface to telecine 1 $ 500 $ 500
TOTAL $ 13,000
Request to Speak System & Speaker Timer
Processor 0 $ 1,200 $
Software and control 0 $ 800 $
Button panels 0 $ 325 $
Display and reset 0 $ 1,200 $
TOTAL $
Electronic Voting System
Software & programming 1 $ 6,200 $ 6,200
Printer 1 $ 600 $ 600
Button panels 7 $ 325 $ 2,275
Display interface 1 $ 1,200 $ 1,200
TOTAL $ 10,275
Total Estimate
$ 234,550
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PRELIMINARY SCHEDULE
e poSSmLE MILESTONE SCHEDULE
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.
Bid Issue (RFB)... ....... ......... .......................... ............... ... ......... ... ...... ........ ................ ..... September 9, 1999
Bid Opening...... .,. .... ...................... ........... .,. ......... ........... ....... .,. ........ ........................ ...... October 13, 1999
Anticipated Notice of Award ............................................................................................ October 20, 1999
Contractor at Site......................................................................................................... November 18, 1999
1st Walk Through/Punch List by Media Contractor.......................................................December 13, 1999
Mock-up Manual to Consultant.....................................................................................December 17, 1999
Substantial Completion..... ... .................... ......... ... ........ ......... ....... ... ........ ..... .............. ...December 22, 1999
2nd Walk Through With Owner/Punch List by Consultant............................................December 22, 1999
Beneficial Occupancy..... .., ...... ...... ..... ............ ... ...... .............................. .... ........ ... .............. January 4, 2000
Training......... .......... ............ ................................. ........................... ........ ....... ...... ............. January 4, 2000
Final Project Completion Sign-off / Start of Warranty and Guarantee............................... January 10,2000
Warranty Inspection / End of Warranty ............................................................................ January 10,2001
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CITY OF ARDEN HILLS
. MEMORANDUM
DATE:
May 17, 1999
TO:
Mayor and City Council
Kevin Ringwald, Assistant to tbe City Administrato~
Direction for development of Morris Communication property
FROM:
SUBJECT:
Requested Action
The City Council is being requested to provide direction to Staff on the development of the
Morris Communications property (a.k.a., Naegele Property).
Background
As you are aware, the City has been working on the redevelopment of the GBD for a number of
years. The first four building phases of the project are now complete. The redevelopment of the
keystone properties (Morris Communications, Vaughan, A TS Steel, and the MT Properties) now
lies ahead (Exhibit A). These properties are at the northeast corner ofInterstate 694 and 35W
and offer extremely high visibility to regional traffic. The City's previously stated vision for
these properties consists of a multi-story office building(s). To this end, the City has entered into
a development agreement with Morris Communications for the acquisition of real estate for road
purposes (Gateway Boulevard), construction of a regional storm pond, removal of two billboards
(on Interstate 35W), and the marketing of its remnant properties (Exhibit B). Additionally, the
City requested that its City Engineer (Greg Brown ofBRW, Inc.) prepare Plans and
Specifications for the improvement of Round Lake Road, south of the Indykiewicz property.
Kevstone Properties
Property Acreage * Land Value * Building Value * Total Value *
Morris 18.572 acres $1,466,400 - $1.81/sf $0 $1,466,400
Vam,han 18.343 acres $142,200 - $0.18/sf $7,800 $150,000
ATS Steel 4.268 acres $184,900 - $1.00/sf $1,015,100 $1.200,000
MT ProDerties 2.168 acres $79,800 - $0.85/sf $0 $79,800
TOTAL 43.35] acres $1,873,300 - $0.99/sf $1,022,900 $2,896,200
. Information based on Ramsey County (Department of Property Records and Revenue) data, Deeember of 1998
The City Staff has been meeting off and on with representatives of Morris Communications. The
purpose of these meetings has been to identify and successfully market this property to an Office
user, per City Council direction. Morris Communications has hired real estate agents (Terry
Kingston - First Capital), appraisers (Bob Strachota - Shenehon Company), and attorneys (Gary
Gandrud - Faegre & Benson) to facilitate the sale to an acceptable user to the City and to Morris
Communications. To this point in time this efforts have not been successful in attracting an
office user to the site.
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Direction for development of Morris Communications property
Page Two
May 17, 1999
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Where are we at now?
Morris Communications, as their name implies, are not real estate developers. They are
approaching a point where they will be making a long-term decision on what to do with the
property. The professional representatives of Morris Communications have informed the City
that there appears to be three courses of action from their perspective:
I. Take the property off the market and forget about developing it;
2. Sell the property to a developer who wishes to do something less than office; or
3. Sell to the CitylEDA.
The professional representatives of Morris Communications have requested Staffto find out if
the City/EDA would interested in purchasing the site. They have also indicated to Staff that the
CitylEDA could purchase the site at a substantial discount from its estimated market value of
$1,466,400. The range of numbers for the property's acquisition that their real estate appraiser
previously provided Staff was in the $500,000 ($0.62/s1) to $600,000 ($0.74/s1) range.
Take the property off the Market
This scenario obviously has the lowest short term cost to the City. However, it would be
reasonable to assume that the long term development costs would be much higher given that the
City would no longer be dealing with a willing seller (ie., condemnation). Additionally, if a
developer did come forward to build an office building on this property the actual development
time would also be substantially be increased due to the time required to acquire an unwilling
seller. Lastly, from a developer's perspective having the budget and time unknowns related to
the acquisition of this property and possibly the A TS Steel property may be significant enough to
cause a developer to pass on doing a project on this site and move on to "easier" pastures.
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Sell to a Developer to do somethinl! besides Office
This scenario would obviously put the new owner desires at loggerheads with the City's stated
objectives (policy and ordinance) to place an office development on this property. The City
would be required to expend unknown amounts oftime and money, if the City wishes to
maintain its currently stated development objectives for this property.
Sell to the Citv/EDA
Short of finding an Office developer for the site, this scenario would appear to have the lowest
long term cost to the City. If the anticipated selling price is realized, then the City should be able
to recoup its investment with any user it could place on the site (ie., the properties to the north
generally sold for $1.30/sf to $2.25/s1). The City would be paying for an "opportunity cost" to
preserve its vision for the subject property and could wait until the market is ripe to implement
that vision and the current owner could go back to the communications business.
.
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Direction for development of Morris Communications property
Page Three
May 17, 1999
Budl!et Impact
The third option, "Sell to the City lED A," is the only one that has short-term cash implications.
Clearly the EDA is presently financially stretched, given the unforeseen requirements of having
to totally fund the Round Lake Road/Highway 96 intersection up front without County
participation. The 1998 bond proceeds are spent, TIF District No.2 (Round Lake Office) already
owes the PIR Fund $475,000 for soil correction and land writedown, and will probably borrow
an additional $600,000 on a short-term basis from the PIR Fund to satisfy the Forest Lake
Contracting, Inc. obligations. Future positive factors will include selling the remnant
Indykiewicz parcel, reimbursement from the County, and final building valuations on Welsh
Phases II - IV with resulting known tax increment.
In short, it appears that taking advantage ofthe Morris property acquisition opportunity in a
traditional manner would be difficult. However, if Morris is amenable to a longer installment
sale method, this approach may better match the EDA's repayment resources while still allowing
the EDA to take advantage of the purchase option.
Recommendation
None. Staff is requesting direction from the City Council on what direction they wish to proceed
with on the Morris Communications property.
cc:
Gary Gandrud, Faegre & Benson
.
Gateway Business District
Keystone Properties
.
Mlrris Communications
A
.
800
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3200
800
1600
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STATEMENT OF INTENT
1.0 Parties. This Statement of Intent is dated the ____ day
of , 1997, and represents the present
understanding of the City of Arden Hills, a Minnesota municipal
corporation ("City") and Morris Communication Corporation, a
Georgia corporation, it successors and assigns ("Morris").
2.0 Recitals.
A. Morris owns certain property located in the City ("Morris
Property") .
B. The Morris Property is adjacent to property owned by ATS .
Steel ("ATS steel Property").
C.
Both the Morris Property and the ATS Steel Property
in the City's Gateway Business Zoning District and
adjacent to an area which is being developed
redeveloped.
are
are
and
D. The__c:ity woullin IJke~_() em~ourage the development and
redevelopment of property within the Gateway Business
Zoning District consistent with the City' s vision for the
area.
3.0 statement of Intent.
A. The City agrees that it will make the
development/redevelopment rights for the ATS Steel
Property available to Morris for a period of
approximately two years ("Option Period") commencing on
the date hereof and terminating on December 31, 1999. It
is intended that during the Option Period, Morris will
have the right to submit to the City, or the City's
economic development authority, proposals for the
development of the Morris/ATS Steel Properties.
B. The Option Period may be ext~ndp.d for two additional one
year terms by providing the City with written notice at
least two (2) months prior to the end of the Option
Period or any extension thereof.
1. The first request for an Option extension shall be
submitted to the City along with a non-refundable
payment of $10,000.
2.
The second request for an Option extension shall be
submitted to the City along with a payment of
$20,000 plus interest earned thereon by the City
which amounts shall be refunded to Morris if
development of the Morris/ATS Steel Property
1
,
%
commences during the second extension period
pursuant to an approved contract for development ...
and/or redevelopment of such property. ,.,
C. Morris shall advise the City of its intent to exercise
its development rights within a sufficient time to permit
the City, or the City's Economic Development Authority,
as the City deems appropriate, to acquire the ATS Steel
Property by negotiation or other means as permitted by
law. It is intended that subject to the satisfaction of
all of the conditions in Section 3.0(D), the City will
use its best efforts to acquire the ATS Steel Property in
order to facilitate development plans submitted by Morris
which have been approved by the City.
D. The City's obligation to pursue the acquisition of the
ATS Property shall be contingent upon the following:
2.
1. Morris would present a development concept for the
Morris and ATS Steel Property consistent with the
City's development regulations and providing for a
development of such nature and quality as
..acceptable . to-the. ci-ty--in - its sole. discretion.
Continuing favorable tax increment financing
legislation in the State of Minnesota which will
allow the City to reimburse itself for all costs of
acquisition of the ATS Steel Property and all
related costs.
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3. A financial analysis indicating that tax increment
from the Morris/ATS Steel Property would be
sufficient to reimburse the city for all of its
costs relating to an approved Morris development
proposal amortized over a period of time not to
exceed the remaining life of the tax increment
financing district and allowing the City to meet
all the "but for" and other requirements relating
to the provision of tax increment financing in
connection with an improved Morris development
proposal.
4. A commitment from Morris or a Morris developer that
it will develop or redevelop the Morris/ATS Steel
Property as approved by the City. The commitment
shall be in the form of an agreement entered into
between the City or the City's economic development
authority, and Morris setting forth the terms and
conditions under which the parties would proceed
with the implementation of the approved Morris
Development proposal.
2
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Nothing herein shall prohibit ATS Steel from using or
otherwise developing its property consistent with the
City's regulations and agreements.
F. This is a non-binding statement of Intent.
E.
G. The City agrees that so long as this StatQment of Intent
remains in effect, it will not enter into any agreement
with ATS Steel or any other entity or person, that would
prevent or make it more difficult for Morris to obtain
the development rights provided for herein and will not
grant development rights in the Morris property to any
other person or entity.
H. In the event of a judicial determination that this
Statement of Intent or any paragraph thereof prohibits or
otherwise impairs the ability of ATS steel to develop or
use its property consistent with the City's regulations
and agreements, then this Statement of Intent or such
paragraph thereof shall be considered void.
CORPORATION
BY:
~
lis ITS:
BY:
ITS:
mAtfP,. -
b/ah/oorris.in4
3
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CITY OF ARDEN HILLS
MEMORANDUM
DATE:
May 10, 1999
TO:
Mayor and City Council
Brian Fritsinger, City Administrator ~@
2000 Budget Process
FROM:
SUBJECT:
With the 1999 Retreat completed, it is now time to start outlining the issues and preparing for the
2000 Budget. The following are some initial thoughts on the 2000 Budget process.
Budl!:et Calendar
Attached, the City Council will find the proposed 2000 Budget planning calendar. This
document is intended to plan for all upcoming meetings and hearings related to the 2000 Budget.
Please let me know if you would like the calendar amended to include any additional budget
hearings.
Five Year Capital Improvement Prol!ram
The second budget related document is the 1999-2003 Capital Improvement Plan (CIP). The
draft 2000 - 2004 CIP will be presented at the June 21,1999 Worksession.
2000 Budl!:et Tarl!et/Parameters
To begin preparation for the 2000 Budget, staff has historically received some preliminary
direction from the Council in the area of percentage increase or areas/projects which should, or
should not, be considered as part of the budget. In considering these parameters, the Council
should also be aware of the following items:
. City net levy increases for 1999 and 1998 have been 3.20% and 1.91 %
respectively
. Local 49 contract includes 3% salary and $lO/month insurance increases
. Sheriff proposed increase of 4.57% for 2000
. 2000 is an election year
. Any operational increases related to new City Hall facilities
. With the legislative session not yet ended, final outcomes regarding levy limit
limitations, C/I class rate reductions, and HACA aid are problematic at this time,
but will impact year 2000 budget discussions.
Recommended Action
The City Council is asked to discuss the 2000 Budget process and provide guidelines for the CIP
and budget.
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CITY OF ARDEN HILLS
MEMORANDUM
DATE:
May 10, 1999
TO:
Mayor and City Council
Department Heads
Brian Fritsinger, City Administrator I7Ji)
Terrance Post, City Accountant ~
FROM:
SUBJECT:
2000 Budget Planning Calendar
As in past years, the first review ofthe Preliminary 2000 Budget will occur at the May Council
Worksession. Each department, to prepare for the 2000 Budget, should use the following calendar.
Tentative 2000 Bud!!et Plannin!! Calendar
Date
May 17,1999
Plannin!! Process Item
*Review and Incorporate Council Priorities into 2000 planning
*Council/Staff discuss parameters/Target budget
*Review Schedule
June 21, 1999
"Develop Preliminary 2000 - 2004 CIP/StaffinglEDAlGBD
"Baseline Budget reviewed
July 19, 1999
"First cut of proposed budget
"Finalize 2000 - 2004 CIP
August 16, 1999
"Second cut of budget with input from July meeting
August 30, 1999
"ModifY budget as required from August meeting
September 13, 1999
"Council Adopts Preliminary Levy and adopts proposed budget;
the Preliminary Levy is certified to County
November 15, 1999
"Budget update/Preview Truth-in-Taxation (TNT) Materials
*"On or Around
December 1, 1999
"TNT Public Hearing
""December 13, 1999
"Council Adopts Final Levy and 2000 Budget
December 29, 1999
"The Final Levy is certified to County
**
Dates for the Truth-in-Taxation meetings are dependent upon other jurisdictions' scheduled hearing dates and any changes made to
the process by the Minnesota State Legislature.
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AGENDA
CITY OF ARDEN HILLS
ADVISORY COMMITTEE ORGANIZATIONAL MEETING
MAY 17, 1999 -7:00 P.M.
1. Welcome and Introductions
. Mayor Probst
. City CounciImembers
. Staff
. Committee ApplicantslParticipants
2. Review of Committee Reorganization
. Mayor Probst
3. Request for Participation
. Mayor Probst
4. Closing Remarks/Questions
4-
e
e
e
MAY-11-1999 12:29
May 11. 1999
Sheila:
please let Brian know t at
new communications comm'tte
May 17 meetinq.
1: also know that
Elwood caldwell want to
other members will show
Thanks. Sheila.
sek
sta
up
lan to stay with the
I will be at the
ho can't attend) and
n. Hopefully. the
t the meetinq.
~
Sue schroeder
Chairperson, Newsletter Co i tee
6124829727
P.02
TOTAL P.02
. "",,'"
e
-
12:34 FAX 6~2 422 2940
HOFFMAN
Ig] 0021002
CITY OF ARDEN HILLS
4364 WEST ROUND LAKE ROAD
ARDEN HILLS, MN 55112-5794
ADVISORY COMMITTEE, COMMISSION, TASK FORCE
APPLICATION FORM
,t/')1~ 7, I q ~ '1
NAME: . .f\-. c ~+or-l 2;"" /VI.-e.r 1'-'1 '-~
ADDRESS: '3 I 'i 1.U'1,J r t-.d.'j ~
TELEPHONE:(H)hs7-b33~.31'1 'J_
(FAX)!2 (Jo-y d). - ;;.. '7'10
DATE:
p..... >-v--e .
(W)f>I2. - l/::z. 2.- -.,;). 7;;J. '7
(E-Mail) C JL7~,J 2..1/YI ""e..-,....,NJ @....-
kO~,c/,-\...,J 0.../ 11.J"l.. ~cO"1
z.. Parks and Recreation Committee
Planning Commission
TASK FORCES:
The City has created four (4) task forces for the 1999 calendar year. The City is currently
.seeking members for the Maintenance Facility Task Force, and will be seeking members
for the remaining task forces during the fall, 1999.
~ Public Works/Parks Maintenance Facilities Task Force
City Events Task Force
_ Lake Quality and Environmental Task Force
_ Web Page Task Force
(continued)
PHONE: (651) 633-5676 . FAX (651) 633-7839
05/11/99 12:33 FAX 612 422 2940
HOFFMAN
I4J 001/002 .
woRK: EXPERIENCE: e
,J,p ~ P 10 J Lt. d- P u.. ('1.J''LfJ-51 ,./ 7 - w ~ r t:... L<.-? I \vv-.
J,.Q...~r-<tJ -2rLtjlJa.cu--s 0,,( ~ r1.x<Jofr"Jr o~ JCJ<.iJp40J.t.Js
CIVIC, P;ROFESSIONAL & COMMUNITY ACTIVITIES:
((0..$1 C hA tv a..IIIJ U I 1...<2.- cllLJT ');) ,S,r t c.--1- <;'7'U-J 1 '<t-- a..{) U IS,,"
C-o,..,.,......Tt"....- LM~'uJ.eIs (/1e.W :5ct.<>oIS
WHY DO yOU WANT TO BE ON AN ADVISORY COMMITTEE:
_ l (.,.; Wp Co~""l"J",. ~ r.e.q~-1~ sd f')':=' /J..rll.e)
I-L~ /1 s .o.....s "'- Cj"f'e>...;;r f 10-..,8. ~ ~ .
WHAT SKILLS, STRENGTHS OR ABILITIES DO YOU BELIEVE YOU WILL
ADD TO THE COMMITTEE:
() ^JJ~ ':>blts p.-vh1o,^", &1<,/'4 Lk<>- C;Q~~"'iu../
~.l{) 107'" ~J!t1'MMp.d--2~r; J,fl~.J;,jlj h.~ I..U~"/e
ADDITIONAL COMMENTS:
~ \.,." ilQ-rLll ~~:::f :....... "'-"-u r.e~" ~~ ~ "'--..::.
(-:0'1.:'- no _f -tv <;;:;Jb'P-- ~~ r~ ,,~~:t;. .r L.J""":.<" ~
REFERENCES (Optional)
~ Address Phone
....
\DM
CLl",J H2.... ,-r-
Y.,c.5 ~ r o-.J
M.p .A--D,J So n-o
13t3W'-t,.k-tJq.lZ.-Pr. 639-03 t..r
\ 3'S:CU'1,JCre'~fCI ~ 38- '1 'l3!
\ 3oSLUl-frJri-,fCje.-Pr-. C:,33- ?Jd-.?S
~
~~
Please return this form to:
City Hall/Atten: City Administrator
City of Arden Hills
4364 West Round Lake Road
Arden Hills, MN 55112
Telephone: (651) 633-5676 - Fax: (651) 633-7839
-