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HomeMy WebLinkAboutCCP 07-10-2000 . . . IFiILE CITY OF ARDEN HILLS 4364 WEST ROUND LAKE ROAD ARDEN HILLS, MN 55112-5794 AGENDA CITY COUNCIL MEETING, CITY HALL MONDAY, JULY 10, 2000, 7:30 P.M. City Philosophy To provide a basic and neeessary scope of quality services through the innovative and purposeful use of resources. 7:30P.M. 1. Call to Order 7:30 P.M. 2. Approval of Meeting Agenda 7:30 P.M. 3. Approval of Minutes a. June 12, 2000 Regular Council Meeting b. June 19,2000 Council Worksession c. June 26, 2000 Regular Council 7:35 P.M. 4. Consent Calendar Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar fonnat. There will be no separate discussion of these items, unless a Council member so requests. in which event. the item will be removed from the general order of business and considered separately in its normal sequence on the agenda a. Claims and Payroll b. Probationary Appointment, Intern, Daniel C. Gorder c. 2000 Sealcoat Bids 7:40 P.M. 5. Public Comments This is an opportunity for citizens to bring to the Council's attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each ,person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation. PHONE: 1651) 633-5676 0 FAX 1651) 633-7839 ..."-,, i'l J:e; ':J.' AGENDA - PAGE TWO CITY COUNCIL MEETING, CITY HALL MONDAY, JULY 10, 2000, 7:30 P.M. 7:45 P.M. 8:15 P.M. 8:30 P.M. 8:45 P.M. 6. Unfinished and New Business a. Planning Cases 1. Case #00-14, 3491 Lake Johanna Blvd., Variance, Mertensotto b. City Events Task Force Recommendations c. Lake Johanna Volunteer Fire Department, Proposed 2001 Operating Budget and Capital Improvement Plan 7. Administrator Comments a. Ramsey County Sheriff's Department, National Night Out b. Pavement Management Program (PMP), 2000, 2002, 2004 8. Council Comments and Committee Liaison Activity Reports 9. Adjonrn The above times may vary depending upon length of issue discussion. . . . .11/ " . . . JUL-07-2000 11:06 BRW 612 373 ~~P.01/02 '1/1V(7/CFb . ~~~GAOUPCOMMNY --I-hru ytizrr C fit 76- . MEMORANDUM BRW Thresher Squ"", 100 Third S<rccl South Minn""P"li., MN SS41S Phone; (612) 370-0700 Fax: (612) 370-1318 To: Joe LyncbJArden Hills City Administrator File: 37951-012-0101 37951-009-0101 From: Gregory S. Brown Arden Hills City Engineer Date: July 6, 2000 Subject: Pavement Management Program Alternative Plan The following is a summary of the proposed alternatives for future pavement management programs within the City. "Plan A" Ingerson Neighborhood Reconstruction ($1.600,000) Public Hearing January, 2000 (completed) Pinal Design Period September, 2000 - January 200 I Bidding/Contract Award March - April, 2001 Construction May - September, 2001 "Plan B" Edgewater Neighborhood Reconstruction ($575,000) Initial Neighborhood Meeting August, 2000 Feasibility Study September, 2000 Public Hearing October, 2000 Final Design Period October, 2000 - January 2001 BiddingfContract Award March - April, 2001 Construction May - August, 2001 612 373 b::>"":> I ........... -- JUL-07-2000 11:06 BRW . Mr. Joe Lynch July 6, 2000 . Page 2 "Plan C" Rehabilitation Project (Mill and Overlay, ReclllIIlation etc.) ($250 - 400,000) * Areas to be detcrmined following PCI survey of remainder of City * Most likely area located NE of Karth Lake. lnilial Neighborhood Meeting September, 2000 Feasibility Study October, 2000 Public Heating JanUaI)',2OO1 Final Design period JanuaI)' - March 2001 Bidding/Contract Award April- May, 2001 ConstrUction June, 2001- August 2001 ~an D" Ridgewood Neighborhood ReconstrUction ($800,000) (Half of the neighborhood) lnitial Neighborhood Meeting August/September, 2000 Feasibility Study November, 2000 Public Hearing JanuaI)', 2001 Final Design Period JanuaI)' - April 2001 Bidding/Contract Award May - June, 2001 ConstrUction July. 2001- October 2001 I would recommend that the neighborhOOd meetings for all three "plans" be held to determine public interest in thc projects and to ide1ltify any further issues related to the project areas. Iflngerson or Edgewater neighborhoods proceed during 2001, Plan C will be proposed for 2002 and the 2003 PMP would include either the EdgE'water or Ridgewood neighborhood depending on the outcome of neighborhood meetings. . cc: Nick LandweTIBRW Dwayne Stafford! ATClen Hills . TOTAL P.02 07/07/00 FRI 09:04 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT . . "t!:J ....~ City of Arden Hills *$*$***************** $$$ TX REPORT $$$ ********************* 2860 7637060891 07/07 09:03 00'38 2 OK 07/07/00 FRI 09:05 FAX 6126337839 . . TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT City of Arden Hills ~001 ********************* ... TX REPORT ... ********************* 2861 2279371 07/07 09:04 00'38 2 OK 07/07/00 FRI 09:06 FAX 6126337839 . . TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION lD ST. TIME USAGE T PGS. SENT RESULT CIty of Arden Hills 19J UUl ********************* $$* TX REPORT $** ********************* 2862 4821262 07/07 09:05 00'58 2 OK 07/07/00 FRI 09:08 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT . . City of Arden Hills 19JUU.L ********************* ..* TX REPORT ... ********************* 2863 6123701378 07/07 09:07 00'48 3 OK 07/07/00 FRI 09:10 FAX 6126337839 . . TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT City of Arden Hills I4J 001 ********************* *** TX REPORT *** ********************* 2864 6461220 07/07 09:08 01'52 3 OK 07/07/00 FRI 08:33 FAX 6126337839 TRANSMISSION OK TXlRX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT . . City of Arden Hills ~001 ********************* .** TX REPORT *** ********************* 2856 6286833 07/07 08:32 00'39 2 OK 07/07/00 FRI 08:03 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECT I ON ID ST, TIME USAGE T PGS. SENT RESULT . . City of Arden Hills ~001 ********************* ... TX REPORT ... ********************* 2852 6333846 07/07 08:02 01'15 2 OK 07/07/00 FRI 08:05 FAX 6126337839 . . TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT City of Arden Hills LgJ UUl ********************* *** TX REPORT *** ********************* 2853 4810551 07/07 08:04 00'36 2 OK 07/07/00 FRI 08:08 FAX 6126337839 C1ty of Arden H1lls ~001 *************************** *** ERROR TX REPORT *** *************************** TX FUNCTION WAS NOT COMPLETED TX/RX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT . . 2851 6124219511 07/07 08:08 00'00 o NG #018 07/07/00 FRI 08:37 FAX 6126337839 City of Arden Hills ~OOI *************************** *** ERROR TX REPORT *** *************************** TX FUNCTION WAS NOT COMPLETED TX/RX NO 2855 CONNECTION TEL 6124219511 CONNECTION ID ST. TIME 07/07 08:37 IISAGE T 00'00 PGS, SENT 0 RESULT NG #018 . . 1 ~ e e e D'F'..... ""."'. Pc,. F. T l' i' ~;'C~". . . "ttA CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL MEETING JUNE 12, 2000 6:30 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDERlROLL CALL Pursuant to due call and notice thereof, Mayor Dennis Probst called to order the regular City Couneil meeting at 6:30 p.m. Present: Mayor Dennis Probst, Councilmembers Beverly Aplikowski, David Grant, Gregg Larson, and Lois Rem. Absent: None. Also present were City Administrator, Joe Lynch; Public Works Direetor, Dwayne Stafford; City Accountant, Terrance Post; Parks & Recreation Director, Tom Moore; and Recording Seeretary, Mary Mullen. Mr. Post reviewed his memo to Mr. Lynch of June 8, which presented an overview of the City's preliminary Capital Improvement Plan (CIP), and a budget-planning calendar, which was endorsed at the Council's May 15 Worksession. He noted that the calendar called for a diseussion to be held at the June 19 Worksession. He added that due to a full agenda on June 19, 2000, the discussion was scheduled for tonight's meeting. Mr. Post stated that the memo reviews three (3) significant areas: Administration, Public Works, and Parks. He added that the memo eontains a schedule which reviews how these items will be funded within the operating budget for the year. Mr. Post stated that the fust significant item for review was construction of the City Hall facility. He noted that the majority of costs for this project were previously included in the budget for 2000, but due to delays in the project, more expenditures are expected in 2001. He added that the oecupancy date of the new facility will have operating budget ramifications, as current rental expenses of approximately $4,000 per month would be saved while the new facility would result in higher operating eosts. Mayor Probst stated that a higher pereentage of the City Hall projeet could be incurred in 2000 even with a late commencement of construction. Mr. Post stated that project eosts for budget inclusion eould be corrected as late as December, and sueh significant items will be apparent before the final budget and levy are submitted in Deeember. Mr. Post stated that the seeond signifieant item is construction of the proposed Public WorkslParks Maintenanee facility. He added that TKDA Architeets have been engaged to undertake a space needs study and have identified stand alone faeility costs at $3.4 million. He noted the CIP assumes the City will participate in the project jointly with Ramsey County, which should result in reduced costs. DL~AfT . ARDEN HILLS CITY COUNCIL - June 12,2000 2 Mr. Post stated that no speeific funding plan has been identified for this project, and a funding solution needs further discussion. . Mr. Grant clarified that the current rent on the City offices is $4,400 per month. Mr. Post stated that the third item for consideration is the construetion of monument signs on Highway 96 at 1-35W and the City Hall site. He added this item was included in the 2000 CIP, but has been pushed out to 2005 due to reconstruction of Highway 96 segment No. I (I-35W bridge to Highway 10). Mr. Post stated that the fourth item was land aequisition for completion of the City's street plan. He added costs associated to this will include land acquisition and easement costs. Mr. Post stated that the fifth item involves purehases made by the City on behalf of the Lake Johanna Volunteer Fire Department. He added the City will attempt to be the purchaser of capital items whenever possible rather than being billed by the Fire Department so the City will control bidding procedures. Councilmember Larson asked whether the City would hold title on equipment purehased on behalf of the Fire Department. Mr. Post stated that this would be the case for equipment purchases, adding that station improvements and maintenance would not fall into this category. Councilmember Larson stated that it should not be expected that all Fire Department capital expenses will be covered by City funds. e Councilmember Grant asked, with regard to street plan land acquisition, whether that refers specifically to land in the southeastern portion of the City. Mr. Post confirmed this. Mr. Post stated that the next area of significance is Public Works expenditures. He noted the first item is the Pavement Management Program which includes the Ingerson Neighborhood Project and the seeond phase of the West Round Lake Road project. He added that it would be unrealistic to assume that both projects could be handled simultaneously from a funding standpoint. Mr. Post stated the next item is the eonversion oflift stations to submersible pumps. He noted that a plan had been identified by the Publie Works staffto rebuild and convert existing lift stations to submersible pumps. He added that two (2) of the City's fourteen (14) stations have been converted, and the Ingerson Road lift station is next on the list as it is the highest risk lift station and the most significant in terms of flow and eriticality for other stations. Mr. Stafford stated that the Ingerson Road station handles the commercial and industrial areas near County Road B, as well as runoff from other stations. He added that the pump eonversion will be costly but the station is outdated and it is critieal within the system. Mayor Probst asked whether this area is televised. Mr. Stafford stated it was televised earlier this e year and heavy infiltration was identified. e e e ARDEN HILLS CITY COUNCIL - June 12, 2000 [i\ i:~;jQ ~'r'" , . ,... ~ ,!'~""'L ~ 3 Mr. Post stated that due to the high cost of this lift station conversion, a delayed schedule of conversion phases might be considered. Councilmember Larson asked whether the larger commercial operations might be dumping storm water. Mr. Stafford stated he has been suspicious of one area, but Staff will have a clearer picture when the televising inspection program results are analyzed. Mr. Post stated that the next area of significance is the City's parks. He added that Staff, in cooperation with the Parks & Recreation Committee, is supportive of preparing a long-range strategic park plan with respect to replacement of facilities. Councilmember Larson stated that, in his opinion, it is a good idea to review the City's parks system and identifY small parks that could be eliminated and the funds used to enhance other existing parks. Mayor Probst stated that demographics may have changed in certain areas and the existing park facilities no longer meet the neighborhood's demands. Councilmember Rem asked whether the Comprehensive Plan included a maintenance schedule for play areas. Mr. Post stated there was a play structure replacement schedule. Councilmember Rem asked whether all parks are on designated park land. She noted that there had been a similar controversy over parkland near Arden Manor. Councilmember Grant asked how the Parks & Recreation Committee received the strategic park plan idea. Mr. Moore stated the committee expressed unanimous approval of the plan. Mr. Post stated that the final item of significance is the replacement of the City's tanker truck. He added this is an costly, specialized piece of equipment. He noted the City's existing tanker truck needs extensive repair. Mr. Post stated, in conclusion, that the last page of his memo represents a summary of the 2001 budget process. He noted the postponement of two (2) major projects: the Ingerson neighborhood project and construction of City Hall have thus far had the most dramatic impact on the 2000 Budget. Mayor Probst stated, with regard to leveling expenditures, that some funds can not be spent in increments. He asked if expenditures could be leveled out so that the grand total is not warped by the two (2) building projects. Councilmember Larson asked whether the tanker truck cost might be shared with another community. Mr. Stafford stated that the truck is used every day in the winter to flood rinks, and most days in the spring, summer and fall to water trees and gardens. Councilmember Grant asked whether the residential water meter replacement program was still estimated at $50,000 for replacements in 2001. Mr. Post stated that the total project is estimated at $450,000, and will not be completed based on the current pace of meter installation. ARDEN HILLS C1TY COUNC1L - June 12,2000 DfO t!.. F' T .~~.t~, . 4 Councilmember Larson stated that the budget process review spreadsheet did not carry voting .. machines over to the 5-year total. Mr. Post stated there has been some discussion under way ,., with regard to a purchase of all the machines by Ramsey County to be rebilled back to cities. He added this is still under review. Councilmember Grant asked how many computers and servers are represented in the budget increase. Mr. Post stated that most of the City offices' computers were purchased two years ago and are on a three-year cycle of replacement. He added that with the new City Hall facility, networking configurations might change dramatically. Mayor Probst asked which expenditures within the capital plan are supported by the levy. Mr. Post stated that the General Fund departments are supported in large part by the levy. He added, for instance, the City Hall project would not be supported by levy funds. Councilmember Larson asked what the average return for the City Hall project investment will be. Mr. Post stated the return will be approximately 5-1/2% to 6%. Councilmember Larson stated the net cost would be an additional 1 % or 1-1/2%. Councilmember Grant asked whether City staff anticipates using chip seal in connection with the Pavement Management Program. Mr. Post stated that the chip seal product will be used on 2000 Sealcoating Project streets and the results evaluated later. Mr. Lynch stated, from a staffing perspective, he would wish to see the position of Community e Development Director filled. He added that the functions for that position would be project coordination, management of technology, and management of consultants and contractors. He noted this person would oversee the Building Official and City Planner among other personnel. Mr. Lynch stated that another position to be filled is that of part-time Building Inspector. He added that Shoreview's Inspector will be unable to assist further in 2000 on a part-time basis, and the position should be filled. He noted that an intern or non-traditional employee classification might be considered. Mr. Lynch asked whether the Council had any feelings on a budget levy increase. Mayor Probst stated that his interpretation was an interest in seeing a 0% increase represented but accepting the possibility that 3% might be necessary. He added he was interested having an understanding of what a zero increase baseline would represent in operating costs. Councilmember Aplikowski stated that the City can not maintain a 0% increase and expect to accomplish anything. She added she would favor a 3% levy increase rather than no increase out of principle Councilmember Rem stated that an expectation of how much the City will have by the end of the year will affect a levy increase vote. She added that a 0% increase would mean dropping items from the Council's agenda. e e e e ARDEN HILLS CITY COUNCIL - June 12,2000 D;Rj~Fr 5 Councilmember Larson stated that he would wish to see a 0% budget increase, adding he believes the exercise is worthwhile. He added he could accept a 3% increase, but he would like to try to maintain a 0% increase, and then make a decision. Councilmember Grant asked whether" zero increase" represents a level budget. Councilmember Larson stated that zero represents last year's dollar levy. Mayor Probst stated that, for the community, a 3% levy increase is a small amount. Mr. Post stated that 3% represents about $59,000. Councilmember Grant stated that the budget can not stay level forever, but needs to be increased. He added it may be a worthwhile exercise but an increase will eventually be necessary. Mayor Probst stated that he would wish to pursue the Community Development Director position to identifY functions that the community should address, and organize around those functions. Councilmember Aplikowski stated that an internship for the part-time Building Inspector was an attractive prospect. She added a retired person might be considered. She noted an Intern might be inexperienced. Mr. Lynch stated that, with regard to the Community Development Director position, an individual to fulfill that need is already on staff. He noted that Mr. Post has been with the City for many years and is familiar with its many properties. He added that the position will be involved in health insurance costs, personnel policies, and staff communication as well as property development. Mayor Probst stated that he believes significant activity on the TCAAP property is to be expected, as well as the Gateway area and involvement in the I-35W Corridor Coalition. He added that the City has not historically been actively involved in community development. Councilmember Aplikowski stated that community development will be a management rather than marketing style. She added that she believes Mr. Lynch's suggestion would work well. RECESS The Council held a brief recess which commenced at 7:35 p.m. RECONVENE FOR REGULAR MEETING AGENDA Mayor Probst reconvened the Council meeting at 7:39 p.m. ADOPT AGENDA MOTION: Councilmember Aplikowski moved and Councilmember Grant seconded a motion to adopt the agenda for the June 12,2000, regular City Council meeting, as submitted. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL - June 12, 2000 DRAFT 6 APPROVAL OF MINUTES e A. May 30, 2000 Closed Executive Session B. May 30, 2000 Regular Council Meeting Councilmember Larson requested the following changes: On page 6, 4th paragraph, 2nd line, replace "wince" with "since". On page 10, 3rd paragraph, insert a period after "project" before "Mr. Post". Councilmember Rem requested the following change: On page 4, 2nd paragraph under Item E, 2nd line, replace "Staff has not indicated any problems with the request" with "Staff had concerns about the proper response to the request". MOTION: Councilmember Aplikowski moved and Councilmember Rem seconded a motion to approve the meeting minutes, as amended. The motion carried unanimously (5-0). CONSENT CALENDAR A. B. C. Claims and Payroll Resolution #00-18, Resolution Adopting an Employee Drug and Alcohol Policy Ingerson Park Play Structure Replacement Equipment, Authorization to Purchase e MOTION: Councilmember Larson moved and Counci1member Aplikowski seconded a motion to approve the Consent Calendar and authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). PUBLIC COMMENTS Mayor Probst invited those present to come forward and address the Council on any items not already on the agenda. There were no public comments. UNFINISHED AND NEW BUSINESS A. Vactor Hose Purchase, Authorization to Purchase Mr. Stafford stated that the City purchased a new sewer maintenance machine in 1999 which has the capability of flushing out sewer mains with its high power jetting hose, and vacuuming debris out of manholes. He added that the Public Works Department wishes to purchase additional suction hose to remove sand deltas which form around storm sewer outlets where they empty into lakes, streams and ponds. e e e e DRAfl ARDEN HILLS CITY COUNCIL - June 12,2000 7 Mr. Stafford stated the City wishes to purchase 75-100 feet of the hose at $50 per foot. He added that funds for this would come from the City's Sanitary Sewer Utility Fund and Stormwater Management Fund. He noted this would be a good investment, and recommended that the Council approve the purchase. MOTION: Councilmember Grant moved and Councilmember Aplikowski seconded a motion to authorize expenditure of approximately $3,000 on additional suction hose and fittings for the City's Vactor Maintenance Machine. The motion carried unanimously (5-0). B. Proposed Public Works /Parks Maintenance Facility, Appointment of Task Force to Study Feasibility of Joint Maintenance Facility Mr. Lynch stated that City staff is requesting the Council's consideration of approval of appointments to a task force to study the feasibility of a joint maintenance facility with Ramsey County. He added that the task force would include Councilmember Grant, Mr. Stafford, and Mr. Moore, as well as himself, and would be in communication with Ramsey County Commissioners and staff. Mayor Probst stated that he had hoped a member of the Operations & Finance Committee would be included on the task force. He added that it might be helpful for someone from that group to review the financial plans. He requested that the Council and City staff consider such an appointment. Councilmember Rem stated she is Liaison to the Operations & Finance Committee, adding that a request for participation on the task force has not been made of that group. She asked whether she should communicate the request at their next meeting. Councilmember Aplikowski stated, in her opinion, it is wise for a task force to meet with the County at this time. She added it may be a good idea to appoint the people noted by City staff for practical purposes. Councilmember Grant stated he would also like to see an Operations & Finance Committee member on the task force. He added it would provide for a good mixture of staff and residents. He noted it might not be necessary to choose the person at tonight's meeting. Mayor Probst stated that the Operations & Finance Committee members were passionate about this issue, and it may be counter-productive to open the task force to anyone wishing to volunteer. Councilmember Aplikowski stated the Council is exploring the path of a joint venture. Mayor Probst stated the task force represents more than an exploration, and a decision must be made quickly. Councilmember Aplikowski stated that a stand-alone study would not have been necessary if the path were clear. She added the Council should review numbers and plans before making a decision. Mr. Post stated that a stand-alone needs study was conducted to establish a baseline. Councilmember Grant stated the purpose of the proposed task force is to study feasibility. ARDEN HILLS CITY COUNCIL - June 12, 2000 DRAFT 8 Mayor Probst stated that the Council was wrestling with semantics, adding the issue is the e appointment of a task force. He reiterated his wish to appoint someone from the Operations & Finance Committee. Councilmember Aplikowski stated that a seat could be left open for a future appointment from that committee. Councilmember Larson stated he supports the appointment of the task force as proposed by City staff. He added that, after that group holds its initial discussion, an Operations & Finance Committee member could be invited to participate. He noted the appointment does not need to be immediate. MOTION: Councilmember Larson moved and Councilmember Aplikowski seconded a motion to approve appointment of a Task Force to study feasibility of Joint Maintenance Facility. The motion carried unanimously (5-0). ADMINISTRATOR COMMENTS Mr. Lynch stated he had no comments. COUNCIL COMMENTS Councilmember Grant stated that the Ingerson neighborhood group met on June 6 to review road improvements. He added that the City Engineer presented possible locations for rain gardens. .. He noted that some research would be necessary before that project would be possible, and the ,., group would draft a final recommendation for presentation to the Council in the coming months. Councilmember Grant stated that City staff might wish to give some consideration to the duration of the Ingerson group, and what actions need to be taken. Mayor Probst stated that work must commence by August or September at the latest. Councilmember Grant requested that Mr. Lynch work with the City Engineer to arrive at a commencement date to be communicated to the Ingerson group as soon as possible. Councilmember Grant stated that an alternative plan should be presented to the Ingerson group if the project is abandoned. Mayor Probst stated that the Council should have the opportunity to hear their recommendations, adding there is no guarantee of support from the Council. Councilmember Grant stated a schedule should be in place for such an instance. Councilmember Larson stated that the Ingerson group should be aware of the date by which the Council would wish their work as a task force to be completed. Councilmember Aplikowski stated their recommendations should be presented to the Council at the July 17 worksession. Councilmember Larson stated that it will be necessary for the lngerson group to produce supportive material for their recommendations, adding this will take time. He noted the group meets every two weeks. e e e e ARDEN HILLS CITY COUNCIL - June 12,2000 9 Mayor Probst stated that the Ingerson group should present their findings to the Council in July in the form of a draft set of recommendations. Councilmember Larson stated that the Water Quality Task Force will meet Tuesday June 13, after which they hope to have recommendations for presentation to the Council. Councilmember Larson stated the Planning Commission met June 7, and discussed several items. He noted that Mr. Chuck Mertensotto presented a proposed plan for his property that was denied on a 4-1 vote. He noted that Welsh Companies proposed seven (7) staff actions that could be taken without Council approval. He added that the Commission adopted three (3) items and tabled two (2) items, while the applicant withdrew two (2) items. Councilmember Larson noted there was a discussion of zoning ordinance amendments pertaining to dormitory buildings in residential neighborhoods, a public hearing for which will be held at their next meeting. He noted there was a discussion of a resolution to create a water tower site master plan, a draft of which would be discussed at their next meeting. Councilmember Aplikowski stated that the Metropolitan Council is holding breakfast meetings of which she has a schedule for the Council's review. Councilmember Aplikowski stated the League of Minnesota Cities is proposing a dues increase that will represent a small increase for the City. Councilmember Aplikowski stated she would provide a written report of the City Events Task Force meeting to Mr. Lynch. Councilmember Aplikowski stated that Councilmembers should turn their City Administrator reviews in to Mayor Probst or herself. Mayor Probst reiterated this request. Councilmember Rem stated that the RAB met June 6. She added they are compiling a 45-minute presentation which can be represented in various settings, which outlines a history of the arsenal and its clean-up. She noted the presentation is available for viewing and has been reviewed by regulators as well as the Army. Councilmember Rem stated she would attend the League of Minnesota Cities conference on Wednesday, June 14. Councilmember Rem stated the Northwest Youth and Family Services Board will meet Wednesday morning, and their bike ride fund-raiser will be held on Sunday. She added this is a big event for them. Councilmember Rem stated the Web Site Task Force will meet during the 3rd week of June. Mayor Probst stated he had received an invitation from HealthPartners to attend a Community Leaders Lunch at the St. Paul Radisson on June 21. He noted he will be out oftown but invited interested Councilmembers to attend. DRAfT ARDEN HILLS CITY COUNC1L - June 12,2000 10 Mayor Probst stated the Association of Metropolitan Municipalities (AMM) is looking for Policy e Committee members. He encouraged interested Councilmembers to apply. He added that Council endorsement can be arranged. Mayor Probst stated that the Northeast Suburban Chamber is meeting with cities. He added he has suggested that Mr. Lynch might attend. Mayor Probst stated that the l-35W Corridor Coalition is holding three (3) workshops to review consequences of build-out. He added the next workshop will be June 28 at 5:30 p.m. in the City of Roseville Council Chambers, and the final workshop will be held September 13 at the New Brighton Family Service Center. Mayor Probst stated that correspondence had been exchanged with regard to the Josephine East area. He added the letters offer some hope and the City is still on a path toward resolution. Mayor Probst stated he was interested to see Mr. Post's review of the City's levy process. He encouraged the Councilmembers to take a look at it. Mayor Probst stated he was discouraged to see LMC dues are increasing. Mayor Probst offered his congratulations to City staff, particularly Mr. Moore and Michelle Olson for the success of Day in the Park. e Mayor Probst stated that a resident in the Wyncrest neighborhood is requesting streetlights, adding there was no indication in the Council packet whether a response had been received. He requested that a member of staff review this matter and find out what the resident is requesting. Mr. Stafford stated the residents are interested in lights throughout the whole area which is possible but at the expense of the neighborhood. Councilmember Aplikowski stated that the issue was raised in 1993 at public safety meetings held by the Public Works Department. She added Leslie Goldsmith had a file with drawings and information. Mayor Probst stated this might be an issue for an upcoming worksession, unless the neighborhood is disinterested. Mayor Probst stated the City is awaiting a response from the Fire Marshal with regard to the fire sprinkler extension request for the Mounds View High School, deferred from the last Council meeting. Mayor Probst stated he would miss the June 19 Worksession, as he will be traveling. He added he has a few items for the agenda of that meeting. Mayor Probst stated, with regard to City Hall construction, he remains fully supportive of proceeding with the project, as well as with stone for the exterior of the building. He added he e . e e e ARDEN HILLS CITY COUNCIL - June 12,2000 DRAET 11 would like to see a window on the second floor to maximize flexibility for future utilization of the space. Councilmember Larson asked whether the request from the Lametti Homeowner's Association with regard to the speed limit on Old Snelling had been taken up again. He added this is a dangerous intersection with confusing speed limits. Mr. Stafford stated the County will require a speed study if the speed limit change is requested, which could result in an increase in the speed limit. He added the issue could be reviewed by the Operations Committee again. Councilmember Larson asked whether the speed study will take other factors along the roadway into consideration. He asked whether the City would pay for such a study. Mr. Stafford stated it is his assumption that the City would pay for the study. Councilmember Larson stated it seems worthwhile to have the study for future reference when similar requests are received on Old Snelling. Councilmember Aplikowski stated residents can petition directly to the County. Mr. Stafford stated the City receives many such requests and should have a standard policy. Councilmember Larson stated he would not wish residents to be referred to the County as it might seem the City is not responsive. Mayor Probst requested the Councilmembers' signatures on Girl Scout Proclamations. ADJOURN MOTION: Councilmember Grant moved and Councilmember Aplikowski seconded a motion to adjourn the meeting at 8:30 p.m. The motion carried unanimously (5-0). Dennis Probst Mayor Joe Lynch City Administrator NOTICE OF MEETINGS The next regular City Council meeting will be held Monday, June 26, 2000 at 7:30 p.m. at the Arden Hills Council chambers. ,. I . I DRAFT rl MEETING MINUTES CITY COUNCIL WORKSESSION MONDAY, JUNE 19,2000 4:45 P.M. - CITY HALL, 4364 WEST ROUND LAKE ROAD e CALL TO ORDER Acting Mayor, Gregg Larson called the meeting to order at 4:47 p.m. Those present included Councilmembers Beverly Aplikowski, David Grant and Lois Rem. Staff present included City Administrator, Joe Lynch; City Accountant, Terry Post; Public Works Director, Dwayne Stafford; Parks and Recreation Director, Tom Moore; Recreation Program Supervisor, Michelle Olson; Planner, Jennifer Chaput; and Recording Secretary, Sheila Stowell. Mayor Dennis Probst had previously informed Councilmembers of his inability to attend tonight's meeting due to a scheduling conflict. NEW CITY HALL FACILITY City Administrator Lynch introduced Peter Vesterholt and Jeanne Sterner of Architectural Alliance. Acting Mayor Larson reviewed a staff memorandum dated May 25, 2000, itemizing the construction base bid and Alternates for Council consideration. e Discussion ensued regarding each Alternate as follows: Alternate B was for construction of a left-hand turn lane off Highway 96, in the amount of $16,000. After discussion, it was the consensus of those City Councilmembers present to include Alternate B as part of the construction bid. Alternates No.2 and 3 consisted of variations of window styles for the second floor, at a cost of $16,000 and $25,000 respectively. After discussion, it was the consensus of those City Councilmembers present to include Alternate No.3 as part of the construction bid. Alternate No. A consisted of installation of a twelve inch (12") watermain from Hamline Avenue to City Hall, to accommodate future cross connections to the City of Shoreview for emergency purposes. e Public Works Director Stafford reported that he and City Administrator Lynch had met with representatives of the City of Shoreview regarding this option, but the City of Shoreview did not express any interest, due to the apparent prohibitive cost of tunneling under Lexington A venue. Without the cost sharing ofthe City of Shoreview, a twelve-inch line would not be feasible for Arden Hills to pursue. Mr. Stafford stated that a six inch (6") line would be sufficient for City Hall purposes, but installation of an eight inch (8") line would allow for future expansion, and potential cross-connection to our own line. Mr. Stafford , ARDEN HILLS CITY COUNCIL WORKSESSION _ JUNE 19,2000 DRAFT recommended installation of the eight-inch (8") line in conjunction with the City Hall infrastructure construction. e After discussion, it was the consensus of those City Councilmembers present to authorize installation of an eight-inch (8") water line as part of the construction bid. The remaining discussion regarding City Hall construction consisted of Alternate No.1, allowing for a potential deduct of $315,000 for brick masonry, rather than stone masonry. Mr. Vesterholt and Ms. Sterner reviewed the two (2) options, advantages and disadvantages of stone and/or brick masonry. After extensive discussion of both options, budgetary concerns and aesthetics, it was the consensus of those City Councilmembers present to ratifY inclusion of the stone masonry, rather than the deduct for brick masonry as part of the construction bid. ELECTRONIC INTERIORS. INC.. REVISED BUDGET. NEW CITY HALL While it was anticipated that David Skoog, of Electronic Interiors, Inc., would be present to provide an overview of a revised electronic media technology budget description for the City Council Chambers at the new City Hall facility, he was not present. CITY LOGO DESIGN CHANGE PROCESS e City Administrator Lynch introduced the City logo design change process to coincide with Parks and Recreation Guide scheduled for August printing and fall publication; and whether the City Council wished to pursue a short-term or long-term process. City Administrator Lynch introduced Mr. Derrek Hames, 1839 V enus Avenue, who had expressed an interest in volunteering his expertise in developing a new logo for the City. Mr. Hames also serves on the City Events Task Force, currently planning the City's Fiftieth Anniversary celebration for 2001. Acting Mayor Larson expressed the appreciation of the City Council and residents for Mr. Hames generosity and community spirit in offering his services. It was the consensus of the City Council to have Mr. Hames continue with the design process, and further discussion ensued regarding the design process. Mr. Hames requested clarification as to whether the Council wished to drive the process or appoint a committee to do so. Mr. Hames was asked to prepare three options for the Council to consider at their July 17, 2000 Worksession, at which time further consideration would be given as to the design process, and incorporating the new logo with the City Events Task Force proposed activities and supplies (i.e., banners). e e e e DRAFT ARDEN HILLS CITY COUNCIL WORKSESSION - JUNE 19,2000 3 Staff was directed to provide those items requested by Mr. Hames for further design of sample logos. CITY POLICY DISCUSSION, MOWING OF CITY/COUNTY RIGHTS-OF-WAY (R-O- WI Public Works Director Stafford and Parks and Recreation Director Moore reviewed a joint staff memorandum dated June 5, 2000 and photographic documentation regarding boulevard mowing and preferred Council policy, related to complaints received by staff from residents to provide this service. Staff reviewed various options on whether or not to mow City boulevard property; number of times to perform the service; those areas appropriate for grooming and those that are wetland or natural areas; assistance in performing the duties for Ramsey County boulevards; and potential use of manpower and/or equipment with the City ofRoseville through the Joint Powers Agreement (JPA); outsourcing options; or additional part-time, seasonal staffing. Discussion included those issues of safety, aesthetics and budgetary implications; and use of the City's newsletter to provide public information. Staff was directed to attempt to provide the service once per year, or as needed depending on the grooming required, to keep the brush growth in check on City Rights-of- Way; discontinue, at staffs discretion, performing maintenance on Ramsey County boulevards; and research performing this service with neighboring communities; as well as outsource options. INDYKIEWICZ PARCEL City Administrator Lynch stated that the Minnesota Department of Transportation (MnDOT) was finalizing the right-of-way transfer from the State to the City, therefore allowing the City to combine the remnant parcels into a four (4) acre site and begin formal marketing of the former Indykiewicz parcel. Marketing and Zoning Considerations City Accountant Post sought Council direction on the type of development preferred on the site and various advantages and disadvantages of the site. Other issues discussed included market potential and sale considerations; impacts of the pending Highway 96/1 0 interchange and unknown final designs at this time; uncertainty of the I-35W bridge reconstruction; pending reimbursement of intersection improvement costs to the City from Ramsey County; location of pond; pending development at the southern section ofthe Gateway Business District; availability of one (1) liquor license in the City; and the status of the Tax Increment Financing (TIF) District which expires in 2014. ARDEN HILLS CITY COUNCIL WORKSESSION - JUNE 19, 2000 DRAfT It was the consensus of the City Council that staff continue with the legal process A for combining the parcel; seek the maximum return on the City's investment in .... the property; research various uses for the site prior to marketing; provide that information to the City Council at a future Worksession for determination of the desired use, then market the property to interested parties. It was suggested to staff to review the LexingtonIFox Study prepared by Sanders, Wacker, Bergly, Inc. in 1998 for the Business Development Committee's review. 2001 BUDGET ISSUES Lake Johanna Volunteer Fire Department (LJVFD) Proposed Five Year Capital Improvement Plan (CIP) and Proposed 2001 Operatinl! Budl!et Dave Schreier, Fire Chief and Paul DeLaForest, Treasurer for LJVFD respectively, were in attendance to answer questions of the Council and staff regarding the proposed five year CIP and proposed 2001 Operating Budget for the department. City Accountant Post requested clarification of the reasoning for allocation of expenses per fire station, suggesting that the department may want to consider a per capita basis, rather than equal division of expenses between the four (4) stations. Treasurer DeLaForest suggested that this item could be discussed with the Joint Fire Board to see if changes were preferred. Mr. Post also requested clarification of the relationship, actuarial annual funding requirement, and percentage split between cities and the state contributions between the City's pension contribution to the department, and the State Fire Relief Aid payment to the same organization. Mr. DeLaForest suggested that the Relief Association would need to answer those specific questions, and volunteered to have representatives of the Relief Association available for the next Joint Fire Board meeting. e Acting Mayor Larson, who also serves as one of the City representatives on the Joint Fire Board and the Relief Association, suggested that this topic be discussed as part of next year's budget discussion for the Fire Board to obtain input from all parties. Mr. Post requested clarification of several line item expense categories: maps, refreshments, technology, and events. Chief Schreier and Mr. DeLaF orest responded to each category. Mr. Post volunteered the Geographic Information System (GIS) capabilities available at most cities for the department's use, rather than duplicating map purchases from other sources. Mr. Schreier stated that he would alert the department's map committee. Mr. DeLaForest stated that the "events" category covered expenses related to the department's family events; the "refreshments" category referred to supplies kept e e e e ARDEN HILLS CITY COUNCIL WORKSESSION - JUNE 19, 2000 DRAFT available for fire fighters (i.e., high energy snacks and beverages for rehydrating the fire fighters); and the "technology" category covered "Fire House" software upgrades at Station No.3, Microsoft Suite 97 at each station, and included software upgrades and maintenance, along with ongoing hardware replacements. Other items discussed included the hiring of a part-time code enforcement official (Thierry Chevallier) to do inspections of commercial buildings; budget-averaging over several years for utilities and telephone services; and the category of "engineering services" being for vehicle maintenance. Chief Schreier commented on the status of planning and cost implications to cities regarding a permanent Fire Chief, and that the firm of Brimeyer and PDl were being used for anticipated bylaw changes. The potential hire had been divided into three phases: Phase I - communication; Phase 11 changes to the bylaws and creation of a job description; and Phase III actually advertising for candidates. Phase I had already been initiated, with the Fire Department covering that initial cost, and further discussions and cost implications being discussed at the Joint Fire Board level. It was clarified that term of Fire Chief Schreier expired in March of2002, and the department would like to have a permanent replacement in place by then. LAKE JOSEPHINE EAST. LLC - CITY PROCESS City Administrator Lynch introduced a letter dated June 15,2000 from City Attorney Filla as part of the Council packet regarding the Shoreline Drive public right-of-way. Mr. Lynch advised Councilmembers of a subsequent letter had been sent to the Lake Josephine East, LLC from property owners, Wesslund and Rushenberg, seeking further clarification on the actual square footage of the parcel being considered for the easement. Mr. Lynch also informed Councilmembers that the attorney for the Bachmann property had contacted him, which is currently in trust, affirming that the Bachmanns' were not in favor of a through street. Mr. Lynch reviewed the suggested action plan, process and timeframe provided in Mr. Filla's letter. Mr. Post provided information regarding a Quick Take option, not addressed by Mr. Filla. Councilmember Rem pointed out the conflicting deadlines outlined in the original Planning Case, and within the Developer's Agreement, and suggested that more time be allowed for the developer and property owners to negotiate. Acting Mayor Larson expressed concern regarding whether the parties were negotiating in good faith. Other items of discussion included who would be responsible for legal costs incurred for the condemnation process; developer funds held in escrow, and how much would be recoverable to the City; and possible Chapter 429 assessments for road improvements. ARDEN HILLS CITY COUNCIL WORKSESSION - JUNE 19,2000 DRAFT Acting Mayor Larson recognized those property owners in attendance at the meeting, and opened the meeting for their comments. e Dee Rushenberg, 3168 Shoreline Lane, stated that the neighborhood had, in 1993, been vehemently opposed to putting a street through, and that it was the understanding of property owners that cul-de-sacs were going to be installed. Ms. Rushenberg stated that she does not share the opinion that the easement area in front of her home is in fact a street, but that there had existed a "gentleman's agreement" to allow the City access to it's lift station. Ms. Rushenberg further stated that she feels the driveway (street) is owned by her and her neighbor, Mr. Robert Wesslund, and feels that there needs to be a determination made about the actual amount of property in question. Ms. Rushenberg stated that the property owners had appreciated Mr. Lynch serving as a mediator between the parties. Robert Wesslund, 3167 Shoreline Lane, stated that he feels he should receive a fair market value for the property, and that seemed to be in dispute between the property owners and developers. Further discussion took place regarding the zoning of the property and its non- conforming status; the date of the Subdivision approval by the City Council (May of 1999); and the extensive discussion by the City at that time, regarding the intent of the City to develop the road, and connect both sections of road, and that the cul-de-sac was temporary . e After further discussion, it was the consensus of the City Council to direct staff to allow the process to continue, with City Administrator Lynch offering to continue to serve as mediator between the developers and property owners. Property owners were strongly encouraged to continue resolution to avoid condemnation proceedings. It was the consensus of the City Council that a definitive settlement needed to be reached by August of 2001 at the latest, to avoid condemnation proceedings. COUNCIL COMMENTS Bev Aplikowski Councilmember Aplikowski referred the Councilmembers to a letter included in the packet regarding the City's support for the New Brighton District Court facility being continued. Staff was directed to prepare a letter of support on behalf of the City Council. Councilmember Aplikowski briefly shared information from the League of Minnesota Cities annual conference entitled, "Building Quality Communities." e . e e e ARDEN HILLS CITY COUNCIL WORKSESSION - JUNE 19,2000 U~AFT 7 Grel!l!: Larson Councilmember Larson referenced the letter received from a concerned citizen regarding the abandoned car near Floral Park. Staff was directed to look into the matter. Lois Rem Councilmember Rem made a brief reference to the Day in the Park event. David Grant Councilmember Grant had no comments at this time. STAFF COMMENTS Mr. Moore again thanked Councilmembers and staff for their attendance and participation at the annual Day in the Park. Mr. Stafford referred to a proposed speed study to be conducted on Old Snelling Avenue. Staff was directed to provide additional information for the Council's next meeting for adoption of a resolution requesting such a study along the entire length of Old Snelling. Mr. Stafford reported on his most recent discussions with Ramsey County representative, Tim Mayasich, regarding a proposed joint maintenance facility. Mr. Mayasich reported that the County's stand-alone space needs study won't be presented to the Ramsey County Board of Commissioners until July. Therefore, there would be no need to begin task force meetings prior to that presentation. ADJOURN MOTION: Councilmember Grant moved and Councilmember Rem seconded a motion to adjourn the meeting at 8:00 p.m. The motion carried unanimously (4- 0). , I , .\ , e e D, Tn I'~" ' ': ;~~ 'i~7/f K _~\ ~?lal .~ f! ii;l -~ ff~-''t\ tJ ti CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL MEETING JUNE 26, 2000 7:30 p.M. _ ARDEN HILLS CITY COUNCIL CHAMBERS - - \"'""""'" .ru' ~I1 ond n'"" \bo"'" M'yO' Donn" ."b" "I1oJ '" ,"'a (ho ",guW City Council meeting at 7:30 p.m. ~ALL TO ORDERfROLL CALL Present: M'yO' Do,"", ""b", Co"",,,,,,,,,b'" B"aly Ap\~,~k, """d Gron' Gregg Larson, and Lois Rem. ^"" p"""' wo" Cily Ad",'n""''"'' Joe Ly"b; Ci<y A"'un"'" T ",on" p,on p~'" & """""" Di""'"' Toro Moo"; C'Iy Pl.una, Jomifa ""p,t; nod R"o,ding SecretarY, Mary Mullen. Absent: None. W Lynob ,,,,oJ' ",,;,oJ "onda boil been "",,,,,,d 'ro",oJ",ly ,nO' '" (h' _'0' ~b'ob in",doJ "" oiIdi"" .f!"'" 5 d, R~' lullOO #00-24, "I"'''' '" , m\nO' ",biI""'OO fO' (h, Arden Manor Park property . ,wOPT AGENDA MOTION: c'OOo"""m,,"' Gron' "',"'" ond C"""",,,,""' Aplik'~'" -- ' ""noo w oiI"p' "" "onda fO' lb' J_ 26, '000, "gul" e'ly C,uncil ""cting, '" amended. The motion carried unanimously (5-0). CONSENT CALENDAR A. Claims and Payroll B. planning Consultant Proposals C. Mounds 'VieW High School, Fire Suppression Request D. ,,,,,lulloO '00-23, _,," fO' Miun""'" DO'""""'" .fTn","",,,,non (Mnron " Conduct a Speed Study on Old Highway 10 and Snelling Avenue MOTION: c.,,,'Im'ro,,"' I$",n m'wo! ond C.ooo"",,,,,,", Gron' """do!' m""oo '" 'W"'o ,b' Coo"n' C,k- ond ",bn"'" ,,,,,,,,'on nf ,II 0-"" ,"",""on" contained therein. The motion carried unanimously (5-0). ,,"y" pmn' ,,,,;trd (h'" p"""' " "roo fm'''''' ond odd"" th< Cooooil 00 ony """" "'" already on the agenda. PUBLIC COMMENTS e There were no public comments. !lNFINISIIED AND NEW BVSINES~ ARDEN HILLS CITY COUNCIL _ June 26, 2000 ~r t II 2 A. Planning Cases , I. C", #OO"Th. 1887 '" 1987 G",w.y B""..",. PI",,,, V,it n.v"',m,,, (PUD) Amendment, Welsh Companies e s"'" ,~, haw"",, 'bility ~ "pmw i"igrufi"", 'fum.". S"'" "" 'dd", , fow i/em, '" ili, H. "'I,w Om, w= ,,' ""''"'' by ili, ""H,,,, H,w,~". "".p,,,,w k,,," haw""".", ili'm '" th, p,. S"'ff w"" ",'"'' ili, rigb' "m,~, m,,,",,,,, ''''''''' " """'" f,_ application with public hearing, if Warranted. Th, pI""'i,. C"'",i.i" b'~d th, "'l"." II,,,;, Ap'il 5, 2000 m"ha. A' th" tim,. Om req,,,, w" "'''''' p"",,,, fu,th" i"""""b" ""m th, 'ppH""",. A I"" w" "bmi"'d by Om 'ppH""", "d b""" by ili, PI""'i'g Commi,." " ili'tr },,, 7. 2000 m~",.. M,. Chap" ~,I,i"" th" th, "pli""", i, req'''"'g 10 m,,,1Y ili, "".iog PI""", Um' Do~"'pm'", " "'I,w f" ,"'" ""row" of .HM 'fie= f", bo'b /987 ,,' 1887 G.""",y B,,,, "",. Tb,,, W<>" b" f,,,,, iJ dim,,,,, " 'ig, ",""'" wb, 're, rn '''5"",,, '" Om ""'''i" ,f ili, b,ilill" ,,, " th, <W~rn"ili Pun .",,,110,,, ",m,,-,. Trn,y wm", lil, '" '''''"'''"m 'We "'I'wi,. '"'" 'P",,,,,, "fth,",= m""'m, ",odin"",, ''"l''... 1. 11" I,,,,",. 'ml .." ", ~'"" ,,, b.w oJ""",,, ""b", 'ml """" '"""" than 15 by 15 feet in size. e 2. Tb, """'"'b" ,f ,,"W.i, romp,,, pl"f,,,,,, wiili ili, '''illb" Iha,,, ~"ri" ."'g, is pennitted on the platfonn areas. 3. The i"",,,,",, of wi'd,,,, """0'1=,,,,,,,, 'xi, '''~ " I". " ili, '''<(0)" '" affect the aesthetic value of the building, lighting, and pedestrian traffic. 4. I'="ipg ilie pore""'g, '" ili, "I,w.bl, ,m" b'il'~", "''', f""'g, f'''~b property. 6. Modifications to the exterior light plan. 5. '"",,Ui'g Ib, """"00 "'" repl~,""",,, ""pi" of'dd,"_ _'g '"",,,, 7. MOdifications to the exterior storage requirements of the plan. M,. Cb""" '"'ed "" ili, PI",,,,,, C"''''i''i'""""""" 'ppm,,,, 'fik"" I. 2 ""03 fin", 'h, .b,,, Ii" f" thi, pl_g ,,,,. Sh, .dded "" Ib, ""pli=, wiilidrew Ib, req"" f" '/em, 6 ,,' 7. ,,' hem, 4 "'" 5 h." bre, "bl" "d m'"p"'d In th, "'~ PI"""'g C"'",pi,"" meeting as Planning Case #00-17c. e . e e e !':'(~ ~ ARDEN HILLS CITY COUNCIL - June 26, 2000 3 Mayor Probst asked whether a definite number of additional dock doors was specified in the request. Ms. Chaput stated the additional doors would be reviewed as requested. Councilmember Aplikowski expressed her surprise that the Planning Commission was willing to approve the three items in question since they have been particular in the past with regard to tying up loose ends. Councilmember Larson stated the issue has been discussed at length at recent Planning Commission meetings he has attended. He noted the Council has expressed its concern that the development does not resemble what was originally intended. He added he is troubled by items being added to the parking lots at the site which were never intended there. Councilmember Larson stated he recognizes the need to attract and accommodate tenants. He noted that if such items are added, additional screening should be required or wingwalls should be extended. Councilmember Larson stated the Planning Commission had received little guidance from the building owners with regard to these possibilities. Ms. Donna Becker, a representative of Welsh Companies, stated that her company reviews each request individually in light of the original planning process, and they feel they are in compliance with what was intended. She added that if exterior storage is requested, Planning Commission approval would be required, and potential tenants are advised of this possibility. Ms. Becker stated she does not see the building as negative in appearance. She added that the exterior doors are for emergency purposes, and enlarged doors and ramps are a necessity for the use of the facilities. Councilmember Larson stated that the addition of ramps at the rear of the building is more troubling to him. Ms. Becker stated that only one tenant has a drive-in ramp. She added that her company wishes to work with City staff to meet their tenant's needs. Councilmember Larson stated he is comfortable with items I and 3, but not item 2, unless City staff has an understanding that some Councilmembers are concerned about permanent ramps at the rear of the development. Ms. Chaput stated that if the Council is not comfortable with that item, she would recommend removing it from the PUD Amendment and returning it to the Planning Commission for further review. Mayor Probst stated that there had been extensive initial discussion with regard to the design of the development and the importance of screening public streets from the loading dock areas. He added that a change in the original plans makes some of the docks a lot more visible than what was originally intended. He noted that if the Council had been aware that additional items would be required on the property, additional screening would have been required. Mayor Probst stated that the Council would wish the building's owner to be successful in the community, but added he would wish some empathy in terms of the changes occurring on the property. ARDEN HILLS CITY COUNCIL - June 26, 2000 4 , Ms. Becker asked whether necessary screening could be determined at City staff level, as part of the process of determining what additional items are acceptable. She added her company is e simply trying to reduce the amount of time that the process takes. Mayor Probst stated he is comfortable allowing City staff to make screening determinations. Councilmember Grant asked whether items 4 and 5, which were tabled, will come back before the Council. Ms. Chaput confirmed that the items will be presented to the Council at the July 31 regular meeting. Mr. Larson stated he would hope that City staff remains sensitive to the views expressed by the Council with regard to proposals for ramps and what additional screening might be requested in return. Mayor Probst stated he is comfortable that the additional screening requirement should be an item for staff review. He asked whether this should be more explicit in the approval. Ms. Chaput suggested that the addition of such language would be appropriate for referral by future staff. Councilmember Larson stated it might be appropriate to add to the approval that staff could include conditions regarding screening. Mr. Lynch noted that this should state "including but not limited to landscaping". MOTION: Councilmember Aplikowski moved and Councilmember Grant seconded a motion to approve Planning Case #00-17b, Planned Unit Development (PUD) Amendment for the properties at 1887 and 1987 Gateway Boulevard, with the following additional statement: e "City staff reserves the right to attach conditions regarding screening including, but not limited to, landscaping." The motion carried unanimously (5-0). 2. Case #00-14, 3491 Lake Johanna Boulevard, Variance, Mertensotto Ms. Chaput stated that the applicant was not present at the meeting. Mr. Lynch stated that questions might arise which would require the presence of the applicant or a representative of the applicant. He suggested the issue might be tabled again since it might not be fair to make a decision on a case when the applicant is not represented. He asked whether the case might be tabled. Ms. Chaput stated the applicant's 60 days had been waived. Mayor Probst stated he would wish to informally poll the council since it might not be an issue if the case were approved. Councilmember Aplikowski stated she is not in agreement with the Planning Commission as the house is in need of improvement and the applicant has tried to come up with other ideas. She e ARDEN HILLS CITY COUNCIL - June 26, 2000 ''<;',,".1 ~:_j.; '. ~ '-.'\: i4 5 , added she is not against what he is offering and if the roadway came close to the structure in e future, it could be dealt with at that time. She stated she is in favor of the proposal. Councilmember Rem stated she agrees with Councilmember Aplikowski that the house would be improved by the addition and it makes sense to allow the changes to take place. She added that the existing foundations are above grade and are solid. Councilmember Grant stated he is in favor of the applicant's plans. He added Mr. Mertensotto wants to improve the property and has produced a few alternatives. He noted the house was in that location prior to the street being laid, and that makes the property nonconforming. He asked whether removal of the proposed structure could be made conditional upon the widening of the roadway. Ms. Chaput stated that once the addition is approved it is permitted to stay there until it is ripped down or destroyed as it is nonconforming and can not be reconstructed. Councilmember Larson expressed his support of the applicant's plans. He stated the house is in a prominent position in the city and any improvement is welcome given the condition of the house. He added that it is located across from a park that the County is extensively redeveloping. e Councilmember Larson noted that the proposed improvements will be constructed on existing footings, and will be constructed so as to be easily removed, if necessary. He stated that the lot's unique circumstances warrant a variance in this case. He reiterated his support of the request. Mayor Probst asked whether landscaping could be requested as a condition of approval. Mr. Lynch stated that is permissible. Mayor Probst expressed concem that a precedent might be set if approval was granted when no hardship was demonstrated. He stated a combination of the proposed improvements and additional landscaping might make a valuable distinction from other neighborhoods. Mayor Probst stated he is prepared to support the request. He added that if the applicant is willing to accept conditions with regard to additional landscaping, there might be a way to approve without creating a precedent. Mr. Lynch stated it is permissible for the Council to add conditions as they see fit. Councilmember Rem stated the applicant should be present to address the conditions. Mayor Probst agreed that would be fair. Councilmember Rem stated the addition is proposed over existing and visible foundations, which is more applicable than an addition proposed where there has been nothing in the past. Mayor Probst stated this is an historic house in the city which creates some additional interest in the case. e Councilmember Grant asked where additional screening would be recommended. Mayor Probst stated the garages behind the home tend to be visible from the roadway. Councilmember Grant D........ f''''' ;'.; 1-1" . v';;., \'. ;>MIl , j ~"" . ..ze;, , . ARDEN HILLS CITY COUNCIL - June 26, 2000 6 , stated that a request for additional screening at the rear ofthe property would be asking the applicant to make an improvement which is nowhere near the physical proximity of what he is .. requesting, at the front of the house. ,., Mayor Probst stated he is suggesting the possibility of adding some landscaping on site, and having the applicant look at strategic solutions. Councilmember Grant asked whether this would be a condition for approval. Mayor Probst stated that is a possibility. He reiterated that it would be appropriate to hold the issue over and have staff convey the Council's sentiments to Mr. Mertensotto for future discussion. MOTION: Councilmember Aplikowski moved and Councilmember Rem seconded a motion to table Planning Case #00-14, Variance (Corner Side Yard Setback), Chuck Mertensotto, 3491 Lake Johanna Boulevard, pending further discussion between City staff and applicant. The motion carried unanimously (5-0). B. New City Hall Facility Mr. Lynch stated there are a number of alternate items for Council approval with regard to the New City Hall facility. He added that the proposed second floor windows could be constructed similar in style to the windows planned for the northwest corner of the second floor, or the south side windows on the first floor. e Mr. Lynch stated that a 12" watermain from Hamline Avenue to the City Hall was planned, and the City of Shoreview is not interested in sharing the cost. He added that provision for a left- hand turn off Highway 96 into the City Hall should be reviewed. He noted the total approximate cost for these alternates is $73,000. Mr. Lynch stated that the Council should discuss whether or not to award bids. He noted that an apparent low bidder had been identified. Mr. Lynch stated that the audio visual component for Council chambers should be reviewed. He added that a budget proposal had been received from Electronic Interiors which reflects changes already discussed as well as reuse of the City's current system. He noted the revised budget is $165,125, and the Council had received a breakdown of items covered under this budget. Mr. Lynch stated the City Attorney expressed concern that a bid should not be awarded as the City has not received fee title for the property. He added that if the fee title is not obtained before the contract date, additional costs might be incurred if a bid is awarded. He recommended that the Council consider action with regard to the alternates in question, including the audio/visual budget, but not award the bid until the property fee title is received. Mayor Probst stated he was unable to attend the Council's last worksession, but expressed his .. support of the overall project. He suggested the Council take action on the alternates and budget ,., proposal from Electronic Interiors, but not take action on bids per staff recommendation. e e e ARDEN HILLS CITY COUNCIL - June 26, 2000 r~,~ L I; 7 Mayor Probst stated that he and Mr. Lynch have made numerous attempts over the past weeks to expedite the fee title process. He added that there has been a desire expressed to help the City find a way to gain right of entry and begin construction while the paperwork is being completed. He noted that he and Mr. Lynch are committed to continuing those conversations. Mayor Probst stated that the base contract price is good until 90 days from the date of bid. He stated he hopes the process will not take that long, but suggested that the Council should follow legal counsel and not proceed with awarding bids. Councilmember Larson asked whether the City did not accept the bid during the previous bid process. Mayor Probst stated the City had been under the impression that the transfer would happen, and the contractor extended the bid an additional 30-60 days beyond the original requirement. He added that when the timeline ran out, the City rejected the bids. Mayor Probst stated the Council could take action on alternates so the contractor is aware for planning purposes. He added the Council could act on the Electronic Interiors proposal. Councilmember Aplikowski stated that Mr. Lynch's memo of June 22 regarding the City Hall Construction Bids states that the proposed watermain is twelve inches, when in fact it is eight inches. She requested clarification. Mr. Lynch stated that on page three of the memo, in the last paragraph in the section pertaining to the watermain, he attempted to reflect the Council's discussion to authorize installation of an eight inch watermain. Mayor Probst stated that if the proposed project budget were adopted, the Council would do so without awarding the contract. Mr. Lynch stated that the proposed contract includes a deduction for masonry but does not reflect the discussion. Councilmember Aplikowski requested that the Electronic Interiors proposal be discussed before an action was taken by the Council. Mr. Lynch stated that Electronic Interiors was asked to review their original budget of $185,000 after the discussion at the Council's May worksession. He added the revised budget includes items discussed, such as reuse of the City's current system. He added the revised budget does not include their costs. Mayor Probst asked whether the revised budget includes the full system discussed by the Council. Mr. Lynch stated the full system is proposed, which includes rear projection, lobby television and sound system, various monitors including presentation table monitor, secondary portable control panel at staff table, and recording equipment inside the production room. Councilmember Larson asked for clarification with regard to Electronic Interior's consulting fees. Mr. Lynch stated they have been paid $1,800 to date, and their fee is a fixed price of approximately $30,000. He added this is a cost in addition to the budget proposal. Councilmember Larson stated he has not been supportive of spending this amount of money in the past, but he supports the proposed budget from Electronic Interiors. ARDEN HILLS CITY COUNCIL - June 26, 2000 D""'" P. F'"'T ~ . '" r'b.:*;' 1" \i tt'a ~',; ',d' L ";h If~ ~ 8 Councilmember Grant asked whether funding for the audio/visual component will be provided .. by the cable service franchise fee fund. Mr. Lynch confirmed this. ,., Councilmember Aplikowski stated she would hesitate before spending if money for this project is not allocated from such a fund. She added that the City's residents deserve the best technology which has not been provided lately and previously. Councilmember Rem stated the budget proposal does not even include the best technology, but funds have not been spent on communications for several years. She added, in her opinion, it is the least the City should be doing. Councilmember Aplikowski asked whether the proposed system will be sufficient for the future of the facility. Councilmember Grant stated a minimum amount of necessary funding was maintained to keep the system modular so future upgrades would be possible. Mayor Probst stated it will be a great system and far above what is currently in place. Councilmember Rem expressed concern that the amount of money proposed for the City Hall project is excessive in comparison with other things which the City needs, such as a new public works facility. Mayor Probst stated that it was originally believed, when the efforts for a new City Hall facility began, that the project could be completed for much less money than is currently under discussion. He added that the construction industry has changed considerably, and short of e redesigning the building and reducing the plans, there is little that can be done about the cost. He expressed his belief that it is a good value for the building being proposed, and it is a 50-year decision for the City. Mayor Probst stated that some residents had expressed concerns that the City should continue to lease a facility. He added it could quickly be demonstrated that this would not be cost effective. Mayor Probst stated that a City Hall facility is important as it provides a community with a sense of place and a notion of local government. He added he is a strong advocate of the project, and he will do everything in his power to ensure that construction proceeds in a timely manner. Councilmember Aplikowski stated, in her opinion, a smaller building could be constructed for less money. She added, however, the Council should do its best to ensure that the project is completed, and hopefully the fee title will come through soon. She noted the community's enthusiasm will lessen as the project lengthens. Councilmember Grant asked whether a financial analysis had been completed on the project. Mayor Probst stated that a formal cost evaluation had not been completed as the City has been in a cash position to pay for the building. Councilmember Larson expressed his support of the City Hall project, adding it will be a nice quality building which will be around for 50 years. He added that residents will take pride in the e e e e ARDEN HILLS CITY COUNCIL - June 26, 2000 If''',,,",, r~, "!.'" ~,.,I-.,.,..,.,;, {c" f..<.all a til ~c' ! ::\ j!j,_,.J'(i ~".(Jt,\:. ,,'~~ 9 building. He noted the City has been extremely conservative with money management over the years, adding it is time to spend some money. Councilmember Larson stated the facility looks to the future of the City and its development, which is reflected in its beautiful location on Arsenal property. Councilmember Grant stated the facility is modest and will be a long-term investment of which residents can be proud. He added, in his opinion, it has been designed appropriately. Councilmember Aplikowski stated the City has been attempting to begin construction for 3 years, and expressed hope that the project will begin soon. Mayor Probst stated the project has been on-going for almost 10 years on different levels of interest. Mr. Lynch advised that approval for the Electric Interiors alternates should be given separately to avoid the appearance that the bid has been awarded. Mayor Probst expressed disagreement, stating the revised budget should be discussed rather than identifYing specific acceptance of alternates. He added this would allow staff to give the contractor an idea of the direction the Council is taking. Mr. Lynch expressed concern that this might be misconstrued by the contractor or their legal representatives. He stated the Electronic Interiors alternates could be included in the approval, but would only be reflected in the total. Mayor Probst stated he would wish that the Council's intention be indicated at the time ofthe award, and the contractor be allowed to proceed with alternates. Mr. Lynch expressed agreement. MOTION: Councilmember Larson moved and Councilmember Aplikowski seconded a motion to approve the following alternates to the City Hall construction bid, representing a total project cost of$3,319,625 which does not include Alternate No. 1 and does not reflect awarding of bid for construction of City Hall: Alternate B - Construction of a Left Hand Turn Lane off Highway 96 (in the amount of$16,000) Alternates No.2 and 3 - Variations of Window Styles for the Second Floor (at a cost of$16,000 and $25,000 respectively) Alternate A - Installation of an Eight Inch (8") Watermain from Hamline Avenue to City Hall (In the amount of $16,000) Alternate No.1 - Allowing for stone masonry rather than brick Voting on the motion: Probst, Aplikowski, Grant and Larson voted aye. Rem voted nay (4-1). ARDEN HILLS CITY COUNCIL - June 26, 2000 C\r'l': fie, [r"'''\'!'' ..:" "'S. -c.. . ~~ ,,:,1'c"" "i!J\~"4>4t,~ B10 c. Parks & Recreation Department, Authorization for Comprehensive Plan e Mr. Moore stated the City will be approaching its 50th Anniversary and there has never been a comprehensive study of the City's parks, recreation facilities, open spaces and trail systems. There currently is no long range planning tool in place for staff, the City Council, or Parks and Recreation Committee members to refer to. This study will look at the development of the park system to date, evaluate how well it is meeting the needs of the community, and define future development needs. A 10-year Capital1mprovement Plan (CIP) will be developed for incorporation to the City wide CIP. This project will take 12-18 months to complete. The concept of a Comprehensive Parks and Recreation Plan was presented to the Parks and Recreation Committee at the Tuesday, April 25 meeting. The City's Administrator, Accountant, and Parks & Recreation Director made the presentation. The Committee voted unanimously to support a Comprehensive Plan. The Committee also voted unanimously to present the concept of a Comprehensive Parks and Recreation Plan to the Council for approval. Anticipated cost ofthe Plan is $60,000. The City Accountant is recommending that the funding of the project be through the Community Services Fund. Mr. Moore stated that Staff recommends that the City Council approve funding ofa Comprehensive Parks and Recreation Plan at a cost not to exceed $60,000, and that the cost of this project be funded through the Community Services Fund. e Councilmember Larson asked how a cost of $60,000 was determined. Mr. Moore stated that recent studies done in New Brighton and Long Lake were reviewed and compared, and Joe Ingram ofIngram Associates was consulted. Councilmember Rem expressed her support ofthe study, stating it will give a better sense of the City's park system. She added there had been some discussion with regard to using parklands for other purposes, such as drainage ponds. She noted it would be helpful to have a thorough study of the parklands. Councilmember Grant stated the City's parks are a great resource for its residents to enjoy. He added the Council should endeavor to keep them in good shape. He noted that such a plan could help to maximize park use. Councilmember Aplikowski asked whether such a study had been completed under the previous Parks & Recreation Director. Mr. Moore stated this study will be comprehensive, will take into consideration current and future use, and will include polls of residents, park users, City staff, City Council, and neighborhood groups. He added the City has not undergone such a study in its 50-year history. Mr. Post stated Councilmember Aplikowski was referring to parks replacement schedules attached to the City's Comprehensive Plan update. He added that Mr. Moore's proposal is more comprehensive and refers to overall future parks use. Councilmember Aplikowski stated the timing is not right for her. e I ARDEN HILLS CITY COUNC1L - June 26, 2000 DRA"fJ e Councilmember Larson stated he thinks the plan proposal is a good idea, adding he hopes that amenities in surrounding communities will be taken into consideration. Councilmember Grant stated he thinks the plan makes good sense as it will establish a capital improvement program to meet the City's parks needs from a strategic perspective. He added the City's residents enjoy its rural feel. He expressed his support of the plan. MOTION: Councilmember Grant moved and Councilmember Rem seconded a motion to approve funding of a Comprehensive Parks and Recreation Plan at a cost not to exceed $60,000, and the cost be covered under the Community Services Fund. The motion carried unanimously (5-0). D. Resolution #00-24, Resolution Relating to a Minor Subdivision for the Arden Manor Park Property Mr. Post apologized for the unexpected appearance of the resolution as it was added to the evening's agenda only lately. He stated that staffis attempting to get the deed for the Arden Manor Park property recorded in the City's name prior to June 30, 2000, after which date the City will be liable for property taxes for the first half of2000. Mr. Post stated that staff requested that the easement property be deeded to the City in exchange e for being excluded from special assessments for drainage improvements in the park. Mr. Post stated that staff is recommending the Council's approval of Resolution #00-24, relating to a minor subdivision for the Arden Manor Park property. Councilmember Larson asked whether the property would be platted in the future. Mr. Post stated he is unsure in terms of the ultimate resolution of the future of the property. Councilmember Larson stated that if platting is normally required, the resolution as written indicates that future platting will not be necessary. He suggested the resolution might be changed to specifY or imply the eventual intention of the City to have the property platted. Mr. Post agreed. MOTION: Councilmember Aplikowski moved and Councilmember Larson seconded a motion to approve Resolution #00-24, relating to a minor subdivision for the Arden Manor Park property, with the following amendment: Under Item C, after "without the necessity of platting the property" insert "in advance of recording of deed." The motion carried unanimously (5-0). e ARDEN HILLS CITY COUNClL - June 26, 2000 12 , ADMINISTRATOR COMMENTS Mr. Lynch stated that staff have processed applications for internships for code enforcement assistants. He added the process should be completed by the end of the week, including background investigations and offer. He noted an intern will hopefully be starting after the July 4th weekend. e Mr. Lynch stated the recodification process should be ready for the Council's review at their July worksession, after which Council's comments will be incorporated and a public hearing will be scheduled in August. COUNCIL COMMENTS Councilmember Grant stated the Ingerson task force met 2 weeks ago to review the city's assessment policy. He added the meeting included a history and interpretation of the policy. He noted the City Engineer presented 3 alternatives for the lake access at the bottom ofIngerson Road, an area of concern to the residents as neighborhood property would be devalued by use of that association property. Mayor Probst asked whether the group had indicated when the Council could expect a response from them. Councilmember Grant stated they had not indicated, when a recommendation was forthcoming. Councilmember Larson stated this needs to be discussed, as the group is in agreement that they want to have their report ready soon. e Councilmember Grant stated the Parks & Recreation Committee met recently and discussed the proposed park plan. Councilmember Larson stated that Hamline A venue is closed at the Ingerson Avenue intersection. Councilmember Larson stated the Water Quality Task Force met recently to complete their report which needs some editorial work. He added it will be presented to the Council when it is completed. He noted the City newsletter will highlight the Task Force's work in an upcoming issue. Councilmember ApIikowski stated the Ingerson group should be given a date for completion of their work to provide them with some closure. Mayor Probst stated it has been his understanding that the City will move forward and initiate some activity with or without the neighborhood's input after a certain length oftime. Mr. Lynch stated the City Engineer was preparing a recommendation on a schedule to be followed ifthe Ingerson project will be addressed in 2001, or alternatively, a schedule for the next area to be addressed. He added it was his understanding after the Council's last workshop e e e e ARDEN HILLS CITY COUNC1L - June 26,2000 DRAFT 13 that they expected a report from the Ingerson group by the July 31 regular meeting for action at the August 14 regular meeting. Mr. Lynch stated the City Engineer's report will include a timetable, which could be requested before the Ingerson group's next meeting. Councilmember Grant stated the group had considered July 6 for its next meeting date. Mr. Lynch stated that Mr. Stafford believes that is the next meeting date. Councilmember Aplikowski stated the newsletter committee met on Wednesday June 21, and the events committee met while she was out of town, adding she would provide an update at the Council's next meeting. Mayor Probst stated that committee budgets should be taken into consideration when reviewing the City's budget and levy. Councilmember Rem stated the Northwest Youth and Family Services' bike ride day was held Sunday, June 25, and was a big fund-raiser for them. Mayor Probst stated the 35W Corridor Coalition's 2nd workshop in the buildout study process will be held Wednesday, June 28, from 5:30-9:00 p.m. at the Roseville City Hall. He invited interested councilmembers to attend. He added a lunch is scheduled that day for City Managers and Mayors with Bill Hudnut of the Urban Land lnstitute. He noted he will be unable to attend. Mayor Probst stated a meeting was held recently involving representatives of Ramsey County, the Department of Transportation and Joseph Strauss on behalf of the 35W Corridor Coalition. He added a proposal is being prepared to review all the interchanges in the area: I-35W/Hwy. 96, Hwy 10/Hwy 96, I-35W/Hwy 10, I-694/Hwy 10, and Snelling Avenue/I-694. He stated they wish to work with the Coalition on its buildout study. Council member Larson stated he would wish to see traffic increase on the less used ramps at the I-694/I-35W interchange. Mayor Probst stated the Department of Transportation is moving away from major arterial roads toward boulevards which are more livable. ADJOURN MOTION: Councilmember Larson moved and Councilmember Aplikowski seconded a motion to adjourn the meeting at 9:24 p.m. The motion carried unanimously (5- 0). Dennis Probst Mayor Joe Lynch City Administrator ARDEN HILLS CITY COUNCIL - June 26, 2000 DRAFT NOTICE OF MEETINGS The next regular City Council meeting will be held Monday, July 10, 2000 at 7:30 p.m. at the Arden Hills Council chambers. 14 e e e . . . > . CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 07/10/00 COUNCIL MEETING CLAIMS PAID SI"ICE LAST COUNCIL MEETING 106126100\ PAGE I OF3 t'tl'litWt:>;<iKiiAllr: 17895 17896 17897 17898 17899 17900 17901 17902 17903 17904 17905 17906 06/23100 06/28/00 06/28/00 06/29/00 07/01/00 07/0 1/00 07/01/00 07/0 1/00 07/0 1/00 07/05/00 07/05/00 07/05/00 Diamond T Ranch Met Council Environmental Services :MN State Treasurer Geek S uad AJvfB Pro e Co oration bZ Rec clin Affini Plus Federal Credit Union leMA Retirement Trust - 457 Public Em 10 ees Retirement Association DCA, Inc. ~FSA De artmcnt NCPERS Grou Life Insurance O'Le Rvan 51.00 6534,00 1,255,51 413.00 4,378,00 4,714,00 4,141.69 1,694,)3 3,105,29 340,00 45,00 320,00 Subtotal - Paid Claims 26,991.82 Paid Claims From Above - 26.991.82 Add Unpaid Claims, Page 3 of 3 w 88.18697 Total Accounts Payable Claims for Council Approval, 07/10100- 115,178.79 Note: Checks for unpaid claims totaling $113,466.03 wefe mailed on June 27, 2000 after approval at the J line 26, 2000 Council Meeting. They were check numbers 17830 - 17894 This sequence corresponds to unpaid temporary numbers Tl -1"65. Check numbers 17828-17829wereusedfor alignment. Frida Field Tri 6/23/00 SAC Char es-Febru & March Buildin Pennit Surchar e 1 00 PC Network Su oft Jul Rent & Gen 0 er Ex enses lune Service First Jut Pa 'roll First lut Pa roll First Jul Pa roll Da care Reimbursement 6/30/00 PERA Life - Jul PR #15-Pa roll Advance ..nd;'i"'""""payahl"clni,,,1 . . . CITY OF ARDEN HILLS ACCOUNTS PAY ABLE CLAIMS REPORT TO BE APPROVED AT 07/10/00 COUNCIL MEETING PAGE 2 OF 3 UNPAID CLAIMS REGISTER: :'tiltliktif: ,t',XM6i.J",t': ~ TOl 07111/00 A&L SUDerior Uua!ity Sod 7,67 6 Rolls Sod-Sewer Cleaning Repair 1'02 07111100 Animal Control Services Inc. 460,58 Do2lCat Enforcement-June 1'03 07111/00 AT&T 9758 Lone: Distance 1'04 07111/00 Beisswenger's How-To Store 15.46 Perrv Park Water Fountain-Parts 1'05 07/11100 Bell, Fred 100.00 Unifonn Cleaning Allowance-2000 1'06 07111/00 Berres, Sandra 8,78 Mileage Reimbursement 1'07 07111/00 Champlain Planning Press 45,00 Planning Camm Journal. I Yr SubscriDtion 1'08 07111/00 Corporate Express 580,73 Office SUDolies/Copy Paper 1'09 07111/00 D~Rock Center 5852 Cement TlO 07/11100 Dale Sorensen COffinany 800,00 Refund-Permit #00-03 (Water Hvdrant) Tll 07111/00 Deloitte & Touche 99,00 ABC Technologies SCTIlLnar-T.Post Tl2 071 ll/OO Diemer, Chris 72.15 Mileal2:c Reimbursement 1'13 07111100 DocuVoice Communications 158.30 CH- Voicemail-710 1-7/31100 T14 07111/00 Frevbemer Scott 100,00 Uniform Cleaning Allowance.2000 1'15 07111100 Glenwood Ing!cwood 23.76 Snrinl!water-Citv Hall Tl6 07/11100 Gopher S DOr! 166.25 Portable 1st Aid KitsIT -Ball Equioment 1'17 07111I00 Grainger, Inc. 321.16 Wall Water Fountain.Perry Park Tl8 071 ll/OO Head Lites Comoration 276,25 Vis.Mat Shirts & Pants (6) Safctv TI9 07/11100 Hvdro Supply Co. 23,087.45 Residential Meter Install & U ol!rades # 15 & # 16 T20 07111100 LU.O,E, Loca149 175,00 June Payroll Deductions T21 07111100 Kinko's 105.44 Certification Warning 1'22 07/11100 Lillie Suburban Newsoapers 287,28 Public Notice-Water Report T23 07111I00 McDonald Battery Co. 63,85 315-1000 Battery 1'24 07111100 McKinnev, Mike 100,00 Uniform Cleaninl! Allowance.2000 1'25 07111100 Michael's 30.39 Plav9"found Supplies 1'26 07111100 Midwest Asohalt Corporation 794,34 Road Reoair Materials 1'27 07111100 Minnesota GFOA 230,00 2000 Annual Conference 1'28 07/11100 Minnesota Taxpayers Assoc. 40,00 Annual Meetinl!-T. Post 1'29 07111100 Moonev, Joseph 100,00 Uniform Cleaning Allowance-2000 no 07111100 Natale's Caffe 73.49 W orksession 6/19100 1'31 07111100 Perron, James 100,00 Unifonn Cleaning AUowance.2000 n2 07/11100 Post, Terrance 38,18 MileaoelExocnse Reimbursement T33 07/11100 Purchase Power 465,00 Postal!c-Meter 134 07111100 Radisson Arrow\-vood 200,22 MGFOA Conf-Post-9120-9122100 n5 07111100 Ramsev Count I 55435,51 Julv Law Enforcement/June Fuel Purchase n6 07/11100 Reed, Fred 100,00 Uniform CleanmQ AHowance-2000 1'37 07/11/00 Saxe, Stephen 100,00 Uniform Cleaning Allowance.2000 n8 07111100 5chlfskv, Mike 100,00 Uniform Cleaning Allowance.2000 II Total. Unpaid Claims --- 85,017.34 II _""dyl'<<""'''poy,bki,hum'l . . . CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 07/IO/OO COUNCIL MEETING UNPAID CLAIMS REGISTER: PAGE30F3 1'1>1>10 f:",jjAr~ T39 T40 T41 T42 T43 T44 T45 T46 T47 T48 07/11/00 07/11100 07/11100 07/11100 07111100 07/11100 07/11100 07111100 07/11100 07/11/00 Stafford, Dwa ne Su er Sitter Truck Utilities Mf Co. United Business Machines United Rentals US West Communications Verizon Wireless Waste Mana emenl-Blaine Winkel, David Xerox Co oration 34.46 519,20 9,39 81.39 8,09 1,665,21 100,11 375,78 100,00 276,00 Subtotal, Page 3 of 3 - Pa e 2 of 3 Brou ht Fonvard . Total Un aid Claims --- 3.169,63 85017,34 88,186.97 Milea c Reimbursement First Aid Manual'Resource Guide Box Sera er.John Deere HP Printer Re air White Markin Paint Phone Service Cellular Phones Waste Removal Unitonn Cleanin Allowance-2000 Ma Base Char e ,.""~','U"'"""'> 1"'~..bl~"I"""1 . 'ii 0 0 ~ 0 0 ~ 0 0 0 0 ~ 0 0 N 0 0 '~ <0 0 .; <0 <0 " 0 <0 ;; I ~ - ~ ~ .. 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" <t: CO - .. !!:."- eo eo ;:;: eo ;:;: eo C OJ f- < C '" lC U OJ :J: U is eo c; ...J'" ...J<i; ~S >-eo ~~ >-<i; ...Jeo ~~ "" I- " rn ~ tl: ._ -0) LL_ rn ...J ...J :i: z w C tl: <C LL o >- I- <3 ..~ ..#l ..ii( ~ III :~ z: ~ :~ :~ >WI' .~. " . . @ @ g ai il ai 000 ~ H n~ " " " ~ g g g 8 g ~ N 0 ~ 8 ~ M ~gfig;:::;t~.,.~:::"~~ ~~g;f,;J~:Z~!;;~ q:!~[::~~~~"" ,.,.., '" ."..". \0 N N N N ~ 'I g~1 ~ v 0' ,...; f""i ~ M ~ g S-\ g g g ~ ;!2 ~ ~ g ~ ~ :r;;: ~~g~~~~~~g~~S:~ '" - <- NON '" 0 0 ~ <- ~ ......... -s " E L?.:c ~ '" ~~ .~ .~ ~ ~ ] a o;S"2 @" ~o..~~~:<~~.J^E 5f~':~~~^_n!=1'l) "2 "'..0.: 'l) '" .. "" ... ". o ...:.: c 0 [3 .S ~ ;g ,'\ ;: ~ ~ r~ .... ~ 0 <<:l ,-,~;;>......,-,ClU::::" ... ~ <- ("'1l.r10000 00000'00 OQ OQ 0\ 0\ 0-0-. 0-. 'T"Ot"T"""""""i" ~ go ;j:l t:t r: t! t!;:!;'! ..,.. ~ '" t- 00 :;; "'T :; :; :;; r- r- r- r- r- e e e CITY OF ARDEN HILLS MEMORANDUM DATE: June 29, 2000 TO: Joseph P. Lynch, City Administrator FROM: Jennifer Chaput, City Planner ~ SUBJECT: Intern Appointment Backl!round With the increased workload in the Community Development Department a position for a seasonal Intern was advertised. Staff evaluated eight applications and interviewed three applicants for the position. . After completion of the appropriate background, criminal and reference checks, staff has offered the position to Daniel C. Gorder. Mr. Gorder has accepted the position and will be joining the staff at the City of Arden Hills on July 5, 2000. Dan is a recent graduate ofthe University ofNortb Dakota with a Master of Public Administration degree. Recommendation Section 19-5 of Arden Hills Municipal Code states that the City Council shall make all appointments to municipal service. As a result, the City Council is asked to make the formal appointment ofMr. Gorder effective July 5, 2000. e e e .BRW Bf'i:Ulllt.lt A DAMES & MOORE GROUP COMPANY Thresher Square 700 Third Street South Minneapolis, Minnesota 55415 6123700700 Tel 612370 1378 Fax v.rww.brwinc.com July 6, 2000 Mr. Joe Lynch City Administrator City of Arden Hills 4364 West Round Lake Road Arden Hills, MN 55112 RE: 2000 Seal Coating Project Dear Mr. Lynch: Bids were received and opened for the above-referenced project on June 29, 2000. Three bids were received and the low bid was from Allied Blacktop in the amount of $40,562.50. All bids included a j 0% bond as required by the Project Manual and were verified &s correct. The bid outcome is &s .follows: I 2 3 Allied Blacktop Asphalt Surface Technologies Corp Pearson Bros., Inc. $40,562.50 $40,625.00 $44,937.00 The Engineer's Estimate for the work is $57,000.00. The substantial difference between the Engineers Estimate and the actual bid prices can be attributed to a very competitive bidding market and the fact that city crews performed the crack sealing of the roadways and will complete the sweeping of the excess aggregate after the seal coating. The City has had very positive experience with Allied Blacktop in the past and we are confident that the Contractor is able to complete the work satisfactorily. The City Engineer, therefore, recommends the award of the 2000 Seal Coating Project to Allied Blacktop for the total amount of $40,562.50. Due to the fact that $60,000 was budgeted for seal coating this year the Council may consider adding the seal coating of Lake Johanna Fire Station No. I and the Trinity Lutheran Church (Hazelnut Park) parking lots to the contract. BRW estimates this additional work to cost approximately $10,000.00. Offices Worldwide .BRW .em:.UI~ A DAMES & NOORE GROUP COMPANY e Mr. Joe Lynch July 6, 2000 Page 2 The project schedule outlined below is based upon award by the City Council on July 10, 2000. A ward Contract Begin Construction Complete Construction July 10, 2000 July 17, 2000 September 15. 2000 Please call me at (612) 373-6479 if you have any questions or need additional information. Sincerely, /~ cc; Dwayne Stafford/Arden Hills Teny Post/Arden Hills Nick Landwer/BRW Mark LynchIBRW e File 37951-017-0101 BIDREC,WPD e .. , Planning Case #00-14, Corner Side Yard Setback Variance Chuck Mertensotto, 3491 Lake Johanna Blvd. .. . . . ....... ---.- -.. . r ..._ - 300 , o 300 600 Feet , (l) Illn..,7-,nnn nA: 1 R~III 1= rnlll-k'NnY rnllJ:~1 AI n'!loA ~~ (, I ?-{p ~ C" 1(O-tarw Mer.f~G"ttb !\...) fb X CJl r- ::scr LQO! n U 7" o -, r-+ n 0 ::r- CT ~~1 A~' R~~~ T-~AR P nn,lnn, ,-7A~ o e , ... . ~ r '" o 5'-0' ~ r !\...) C !\...) . >< X CO CO '-- "! r I C'O re q - 0... (Jl ~ 0 r- (Jl -, n c.n ...J ,- '" . ~ I '" - . . CITY OF ARDEN HILLS MEMORANDUM DATE: June 8, 2000 TO: Mayor and City Council FROM: Jennifer Chaput, City Planner SUBJECT: Planning Case #00-14, Variance (Corner Side Yard Setback) Chuck Mertensotto, 3491 Lake Johanna Blvd. Request The request by the applicant is for a variance from the corner side yard setback requirements (12 feet proposed when 40 feet is required) for a porch addition on a single-family lot zoned R-2 (Exhibit A). Back1!round The applicant made application for a corner side yard setback variance tha.t car.i1e before the Planning Commission in March of this year. At that time, his plan showed a porch on the rear and side of the property (Exhibit B). This proposal was for a porch of approximately 4' x 17' on the southeast side and 8' x 14' on the northeast side. The Planning Commission made a recommendation that the variance for a corner side yard variance (7 feet where 40 is required) be approved with the condition that the 8' x 14'proposed construction on the northeast side of the house be eliminated. This application and recommendation went to the Council meeting on March 13, 2000 at which time it was tabled. At that time, the drawings were being modified by the applicant. The sixty day time period was extended on this application and then waived by the applicant at the May 8, 2000 City Council meeting. New plans were also provided at this meeting. Therefore, since the original variance request had been modified, the applicant went back to the Planning Commission for review of the proposal. In the new proposal, the applicant took into consideration the Planning Commission's recommendation to eliminate the 8' x 14' section of the porch on the side of the house. However, it was not completely eliminated and an area of 11'-6" x 2' -8" continues to remain on the northeast side of the house. In addition to this change, the southeast portion of the porch was enlarged to approximately 7' x 14' in the new plans. Findinl!s - Corner Side Yard Setback Variance Staff concludes that the following factors relate to the requested variance: 1. Circumstances Uniaue to the Prooertv: The house currently is 15.37 feet (where 40 feet is required) from the easement line. The house was built (moved) prior to the current setback restrictions. It appears at one time (due to some existing footings) there was a porch approximately 5 by 8 feet in front of the door. However, the original porch are was nonconforming and when it was removed, it lost its nonconforming rights and can not be rebuilt, per Section IX (1) of the Zoning Ordinance. e 2. Variance not greater than necessary: The original variance was reduced on the northeast side of the structure by reducing the 8 x 14 foot section to 2' x 11'. The proposed 2' encroachment is permitted into a required setback area (up to 3' as long as the encroachment does not bring the structure closer than 6' to the property line) per Section VI (C) 2 (a) of the Zoning Ordinance. However, this variance was increased on the southeast of the structure at the same time that it was reduced on the northeast side. Deadline for Al!encv Actions The City of Arden Hills received the completed application for this request on January 31, 2000. Pursuant to Minnesota State Statute, the City provided the petitioner with written reasons for an additional 60-day review period on March 31, 2000. The additional review period was extended to Monday, May 29, 2000. On May 8, 2000, the applicant waived the sixty-day review period Lastly, if the City denies the petitioners request, "...it must state in writing the reasons for the denial at the time that it denies the request". Note: Zoning Ordinance Section VIII, E, 4, states no application which has been denied wholly or in part shall be resubmitted for a period of six (6) months from the date of said order of denial. . Updates: Mr. Mertensotto will not be able to be present at the City Council meeting. He intends to send his architect to represent him. Options 1. Recommend approval as submitted. 2. Recommend approval with conditions. 3. Recommend denial with reasons for denial. 4. Table for additional information. Recommendation The Planning Commission recommends denial of Planning Case #00-14, a corner side yard setback variance (12 feet where 40 is required) for a porch addition at 3491 Lake Johanna Blvd., based on the following findings: 1. The applicant was unable to demonstrate that any possible alternative solutions to the proposed construction had been fully investigated; and 2. The approval of the variance would not improve the existing nonconformity. . 2 , . , 'j -. . . , ( D D - 1: 5~~~ RECEIVED t-><tt1171-r A Y0 MAY 0 8 2000 CITY OF ARDEN HILLS L_ , ! -- ( I B -.' ' B -. D ..=.' ~ ~_.~- ..., ' I --..::.::.;.-- ~. 1/ '-! ' e e -- .hli .'-,L . N . .. I N -. \I) L.. aJ OJ \J QJ -1 ro x N -. 'Jlif .o-.€ . .... .I ..... ' ,~ . If' r- .::':,)J"",\;, 'I' /\,1--. I,.j,/,,/, ''',' / /,", ./ ,/)t ;/ /./, / '\(///'ci'./ ",' X/ Y;';I\ ~<:;~)~~if,;:,' ~ri<:/'.; <:/.x,o;/;< /' ' >. .:' ," r. .~ T. .' Y'7l" :.::;~~~;~()( ,::<; :/ /.,'~:::<:-<~", -,.,t:,.,c-:..,,_.. . :. '-~"J!'_/ ~ .~ r!!l.... -"1\ . . -'-.,' ,~.". . .,"!J '-W-.,... '"" J / ,', "'-. "~~' .,' , " ".7'1,~j.yj/ .,j' " 'c. " ".".,'"i'/"y/ , ,,', . '/1"" f " "'" "'. . \/;/././'l, y ", ..~. 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" , 9 e CITY OF ARDEN HILLS MEMORANDUM DATE: July 5, 2000 SUBJECT: Mayor and City Councilmembers Joe Lynch, City Administrator ~uq City Events Task Force TO: FROM: At their June 14,2000 regular meeting, the City Events Task Force did agree on a title for the Fiftieth Anniversary Celebration of the incorporation of the City of Arden Hills. At this time, they would like to bring forward a recommendation to name the event, "A Golden Celebration." Along with the title, the group will continue to work on a logo for the Fiftieth Anniversary Event, and hope to bring that to you shortly. Previously, the group had discussed a date for that event. A preliminary suggestion was made, but follow up was needed to determine that the park facilities and property was available. At this time, the City Events Task Force would like to bring forward a recommendation that the Fiftieth Anniversary celebration of the City of Arden Hills, as well as the 2001 Day in the Park event be e held on Saturday, June 23, 2001 at Tony Schmidt Park. At this time, not a lot of details are available on what types of events and activities will be occurring that day, but they hope to bring that forward to you shortly. Also, the Task Force has discussed a preliminary budget for the event and related activities. As previously mentioned in a non-agenda packet, a preliminary cost estimate for the printing, editing, and publication of a book recapturing the history of the City of Arden Hills, is proposed at $15,000. A portion of this will go to pay Mr. Gene Skiba, who has agreed to compile and edit information for assembly into the book. It has been discussed that potential sales of the book may generate some revenue offsets to the expenditures, but the general consensus of the group is that this will not pay the entire cost for the assembly and publication of the book. In addition, the group has preliminarily put together an estimated budget of $35,000 for the remaining portion of the special events and Day in the Park activities on that date. At this time, the City Events Task Force would like to bring forward a recommendation that the preliminary budget for the Fiftieth Anniversary celebration and the 2001Day in the Park event of $50,000 be approved. The group would like to discuss whether the City feels it should contribute any funding toward this event and if so, how much. e Memorandum, City Events Task Force Recommendations Page Two July 5, 2000 The City Events Task Force does have a fundraising arm, and they are currently determining ways to solicit funds from businesses, corporations, and individuals within Arden Hills to help completely defray all expenses. If the fundraising is successful, any budgeted amount the City of Arden Hills felt was appropriate may be able to go toward the fundraising dinner that has been discussed as one of the activities to hold during the course of the Fiftieth Anniversary year. There has been discussion about a dinner being held in early fall of2001, perhaps to help celebrate the grand opening of the new City Hall, and to serve as a fundraising activity for both an offset to the Fiftieth Anniversary celebration, and to serve as an ongoing event to recognize those people involved in volunteer activities with the City of Arden Hills. As well, discussion has been held on recognizing those businesses, corporations and individuals that step forward with donations for the Fiftieth Anniversary celebration. cc: City Events Task Force File e e e 1 ~-~ e CITY OF ARDEN HILLS MEMORANDUM DATE: July 5, 2000 FROM: Mayor and City Councilmembers Joe Lynch, City Administrator J1f4U?f TO: SUBJECT: Fire Board Recommendations 2001 Bnd2et At their regularly scheduled meeting on June 22, 2000, the Joint Fire Board, consisting of the Cities of Arden Hills, North Oaks and Shoreview, did discuss and review the proposed 2001 Operating Budget, and the 2001 Capital Improvement Plan Budget, for the Lake Johanna Volunteer Fire Department (LJVFD). At this time, they are bringing forward a recommendation to each respective City Council to approve both the 2001 Operating Budget, and the 2001 Capital Improvement Plan (CIP) Budget as presented. The Operating and CIP budgets are enclosed for your review. The proposed increase to the City of Arden Hills is 1.7% on the 2001 Operating Budget. The total budget amount proposed is e $177,084.38. The CIP Budget for 2001 is $7,000. This is to sealcoat the parking lot at Fire Station No. 1. A recommendation will go back to the Chief to have this be bid as part of the City sealcoat project for 2000. Due to the price quoted, staff believes we can complete this project and sealcoat Hazelnut Park parking lot, as well as the designated streets for under the budgeted amount for 2000. Full-Time Fire Chief Process As a part of the June 21, 2000 Fire Board Agenda, a discussion was held about the status of the full-time Chief process. Fire Chief Schreier updated the Fire Board on the decision by the LJVFD to proceed with a Phase 1 and Phase II process, with the Brimeyer Group. Phase I and Phase II, as well as the other phases of the process, are enclosed for your review. At this time, the Fire Board is bringing forward a recommendation to have you approve and authorize the LJVFD to move ahead with Phase I and Phase II with the Brimeyer Group, at a cost not to exceed $4,000 plus expenses for Phase I, which is the data gathering phase; and not to exceed $2,000 plus expenses for Phase II, which is development and assessment of options for organizational structure. . ~ The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS e May 30, 2000 Fifty South Ninth Avenue Suite 101 Hopkins, MN 55343 Mr. Paul Bergmann Lake Johanna Fire District c/o Foresight Logic , 4663 Chatsworth St., # 10 1 Shoreview, MN 55126 Dear Paul: Thank you for the opportunity to assist the Lake Johanna Fire District in an organizational study and, potentially, in the recruitment and selection of a Fire Chief. Enclosed is our revised proposal which further outlines our process and addresses our fees and expenses. Responsibility for the assignment will be under the direction of James Brimeyer assisted by the staff of The Brimeyer Group. Additionally, Richard Setter of Setter & Associates, L.L.C. will be assisting us in the process. Biographical information for The Brimeyer Group and Mr. Setter and cHent references were previously submitted. . Our Understandin~ of Your Assi~nment The Lake Johanna Fire District is a non-profit organization serving the Cities of Shoreview, Arden Hills, and North Oaks on a contractual basis. The District operates out of four fire stations. The staff of 60 is comprised entirely of active volunteers and includes a Chief, Deputy Chief, four District Chiefs, a Secretary and Treasurer. The District is under the direction of an eight-member Board, which includes the Chiefs, Secretary, and Treasurer. Conversations about hiring a full-time, paid Fire Chief have recently taken place and resulted in a positive informal vote. The Board understands that such a hire will require changes to be made in the by-laws and are subject to the approval of the membership. Our Anoroach to Your Assi~nment The Brimeyer Group would expect to evaluate the organization in order to determine organization needs and to identify leadership positions. We would examine options for organizational and reporting structure. We would develop procedures to transItion me- organization, over a one to three year period, which would eventually bring the organization to , the ideal, preferred system. This process would also serve to define the ultimate leadership structure, including the recruitment and selection of a Fire Chief. . (612) 945-0246 . fax (612) 945-0102 -\. e e e Page Two Lake Johanna Fire District Fire Chief Proposal PHASE I - Data Gathering Objectives: * Assess situation by: Reviewing existing documents Meeting with relevant stakeholders to determine their perspective on the current situation, their expectations, and their preferred future for fire/emergency services Methodology: * Review existing available information (bylaws, articles of incorporation, pertinent meeting minutes, etc.) * Meet individually with Boardmembers, City Managers, Mayors, and key decision makers. * Meet in group meetings with department members, City Councils, other interested parties., * Prepare and present summary of findings and recommend next steps. Timeframe: 40 to 60 hours over 30 to 60 days. Fee: .......................................... $4,000 plus expenses. Expenses: The Brimeyer Group will bill expenses directly related to the assignment. Necessary expenses include travel, meals and lodging, long distance telephone, printing, and administrative expenses (copies, postage, courier). ~ Page Three Lake Johanna Fire District Fire Chief Proposal e PHASE II Objective: * Determine preferred structure for the organization. Determine options for organizational structure during the transition phase. Determine changes needed in by-laws. Determine changes needed (if any) in arrangement with contracting cities. * * * Methodology: * Based on Summary of Findings of Phase I and further discussions with Boardmembers, develop and assess options for organizational structure and leadership. Discuss options with: - the membership - leadership of contracting cities - other interested parties Begin implementation process of preferred options. e * * TimeCrame: 10 to 20 hours over 30 days. Fee: .............................,............ $2,000 plus expenses. PHASE III. Fire Chief Recruitment/Selection ....... $14,000 plus $2-3,000 expenses * Develop Position Profile Announce position/recruit candidates Screen candidates Present candidate report/select finalists Background, Reference Check Interviews - select finalist * * * * * We will submit a detailed proposal upon request. It " e e e Page Four Lake Johanna Fire District Fire Chief Proposal PHASE IV. - (Optional) .............................. $1,000 plus expenses Establish ultimate organizational structure ModifY, as needed, relationship with contracting entities (Joint Powers Agreement) Other items. Hourly rate for additional tasks: $145 per hour. We very much look forward to working with the Lake Johanna Fire District in what must be considered a most challenging and exciting effort. Very truly yours, James Brimeyer President , The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS e James L. Brimeyer President Fifty South Ninth Avenue Suite 101 Hopkins. MN 55343 After twenty years in public sector management, Jim Brimeyer began his career in Executive Search in July, 1988. He has condl,lcted executive search assignments for City Managers, City Administrators, and senior level management positions, and has worked with non-profit organizations, semi-public agencies and private sector companies that have a relationship with municipalities, counties and other public sector agencies. Some representative examples of sear,ches include: * City of Minneapolis - City Coordinator, Budget Director, and Communications Director * North Suburban Cable Commission and Access Corporation - Executive Director * City of Red Wing, MN - Council Administrator * Centennial Fire District, MN - Fire Chief * City of Hopkins, MN -City Manager, Police Chief * Consolidated Public Service Answering Point - Center Administrator * City of Elk River, MN - Economic Development Director * City of Mankato, MN - City Manager * City of Minnetonka, MN - City Engineer * Environmental Consulting Firm - Director of Engineering * City of Charles City, IA - City Manager * Rice County, MN - County Administrator * St. Cloud Housing and Redevelopment Authority - Executive Director * City of Minnetrista, MN - Council Administrator * Elk River Municipal Utilities, MN - General Manager * City of Baxter, MN - Manager of Public Services * City of Brookings, SD - City Manager e In addition to the executive search assignments, Jim serves as a facilitator for public and private sector organizations for strategic planning, team building and goal setting activities at both a policy-making and administrative staff level. Previously, Jim served four cities: three as a City Manager including his last position as City Manager of St. Louis Park, Minnesota (population 45,000). He also served in Worthington, Ohio and Wood Dale, Illinois. He began his career as As~istant City Manager in Park Ridge, Illinois after obtaining a Master's Degree in Public Administration from Northern Illinois University. He received a B.A. Degree from Loras College in Dubuque, Iowa. Jim is a member of the International City Management Association, the Minnesota City Management Association, the National Forum for Black Public Administrators, and the Minnesota Municipal Utilities Association. He is active in community activities including the TwinWest Chamber of Commerce and is Past President of the St. Louis Park Rotary Club and the St. Louis Park Rotary Foundation. He serves on the Boards of two Twin Cities-based companies. In January, 2000 he began his second four-year term as City Council Member at-large in St. Louis Park, Minnesota. e (612) 945-0246 . fax (612) 945-0102 '~ .. e e e The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS Filly South Ninth Avenue Suite 101 Hopkins, MN 55343 Richard W. Setter Richard Setter has 26 years experience as a chief law enforcement officer with a broad emphasis on public safety issues. His most recent position was as Police Chief for the City of Minnetonka, Minnesota. Since his retirement in 1999, he has used his management experience as a public and private sector consultant. He continues to focus on developing effective personnel selection and appointment procedures. During his public career, Richard, served in a variety of senior executive positions at the federal, state, county, and local levels of government. He has used his professional skills to develop organizations through improved personnel selection, training and team building. His leadership and professional experience provide a proactive approach to problem solving. Richard has taught public policy in the Minnesota State University system at the graduate and undergraduate level for 23 years. Sample topics include: Developing Public and Private Partnerships, Customer Services vs. ,Customer Satisfaction, Working Effectively with Your City Manager/Council/Police Civil Service Commission, Professional and Organizational Development, Labor Contract Management, Supervision and Conflict Resolution, Managing Organizational Change, Financial Management, and Administrative Investigative Procedures. Examples of his professional associations include: F.B.I. National Academy; Past President, F .B.I. Leadership Executive Development Program; Chairman, Minnesota Peace Officers Standards and Training Board (p.O.S.T.); Police Executive Research Foundation (p.E.R.F.); Suburban Chapter of the N.A.A.C.P.; Rotary International (paul Harris Fellow); Boy Scouts of America (Silver Beaver and Youth Services awards); recognition for Outstanding Professional Achievement from the City of St. Louis Park, City of Minnetonka, Minnesota State College and University System (MNSCU); State of Minnesota and the Congress of the United States. Richard is a licensed, insured, bonded, private investigator and has participated and consulted in a variety of organizational and individual assessments. These efforts have assisted clients in developing risk management skills, enhancing organizational integrity, improving personnel selection, investigative practices, and perfecting effective employee/management labor relations. (612) 945-0246 . fl\x (612) 945-0102 f ; Jim Brimeyer . Comments From References Contacted: . Elk River . Owattonna . Roseville . Hopkins Comments: . Were very happy with Brimeyer. Have used him for 4 positions and in strategic planning. . Committee members have used Brimeyer in their own businesses (e.g., Bank). . "He will make sure you don't get suckered." . Have used him for strategic planning. Too many war stories; should have listened more. . Have used him for hiring a dispatch center coordinator. Excellent listener. Did an excellent job. Assembled a complete package. . Have used him in the city and have worked with him elsewhere. Has many contacts. Has web presence. Has always been a positive experience. Flexible format. "Best in Minnesota.1I e e e e e N crtJ ~ - ~ lJlJ..\ 00 RAMSEY COUNTY SHERIFF'S DEPARTMENT CRIME PREVENTION UNIT MEMO To: Cmdr. Luey From: Dep T. Gulden Date: June 21, 2000 Ref: National Night Out Preparation The 17th annual National Night Out celebration on Tuesday August 15t is rapidly approaching. I am sending out letters this week requesting that all Neighborhood Watches register their block parties by July 18th. The night of the 18th, the captains are invited to the Patrol Station to pick up their host T-shirt and National Night Out posters and door hangars. Hopefully, by July 20th I can have a list of all the block parties broken down by community to distribute to the city administrators and local fire departments to coordinate their itineraries. I am in the process of preparing news releases to the community newspapers to promote NNO. White Bear Township has an article in Town Life Magazine, which will be out next week. Several Deputies from our unit will be pulled from their assignments that day to visit the various block parties. The block party lists will also be given to the area squads in hopes that they can visit some of the parties when they are not on calls. The cities of Gem Lake and North Oaks do not have any Neighborhood Watches, so most likely they will not have any block parties on National Night Out. The city of North Oaks may benefit by having a city party on NNO or another designated night. Oakdale has a very successful NNO party for its residents every year. This may be possible later this summer or NNO 2001. ./ ( JUL-06-2000 08:35 BRW 612 373 6526 P.01/02 . .~!~-,- MEMORANDUM RRW Thresher Sq=e 700 Third Street South MUnneapolis.~ 55415 Phooe; (612) 37D-0700 p"", (612) 370-1378 To: Joe Lynch/Arden Hills City Administrator File: 37951-012-0101 37951-009-0101 From: Gregory S. Brown Arden Hills City Engineer Date: July 6, 2000 Subject: Pll'Vement Management Program Alternative Plan e The following is a summary of the proposed alternatives for future pavement management programs within the City presuming that the Inge,rson neighborhood project does not mOve forward. "Plan B" Edgewater Neighborhood Reconstruction ($575,000) Initial Neighborhood Meeting August, 2000 Feasibility Study September, 2000 Public Hearing October, 2000 Final Design Period October, 2000 - January 2001 Bidding/Contract Award March - April, 2001 Construction May - AuguSt, 2001 "PlanC" Rehabilitation Project (Mill and Overlay, Reclamation etc.) ($250 - 400,000) * Areas to be deterrnined following PCl survey of remainder of City " Most likely area located NE of Karth Lake. Initial Neighborhood Meeting September, 2000 Feasibility Study October, 2000 Public Hearing January, 2001 Final Design Period January - March 2001 Bidding/Contract Award April- May, 2001 Construction June. 2001- August 2001 e JUL-06-2000 08:36 BRW 612 373 6526 P.02/02 Mr. Joe Lynch July 6,2000 Page 2 "PIan D" Ridgewood Neighborhood Reconstruction ($800,000) (Half of the neighborhood) Initial Neighborhood Meeting September, 2000 Feasibility Study November. 2000 Public Hearing January, 2001 Final Design Period January - April 2001 Bidding/Contract Award May - June, 2001 ConstrUction July, 2001- October 2001 I would recommend that the neighborhood meetings for all three "plans" be held to determine public interest in the projects and to identify any further issues related to the project areas. cc: Nick LandwerfBRW Dwayne Stafford/Arden Hills tit e e TOTAL P.02