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Home My WebLink AboutCCP 10-16-2000 .. CITY OF ARDEN HILLS 4364 WEST ROUND LAKE ROAD ARDEN HILLS, MN 55112-5794 AGENDA CITY COUNCIL WORKSESSION CITY HALL MONDAY, OCTOBER 16, 2000, 4:45 P.M. 4:45 P.M. 1. Call to Order 4:45 P.M. 2. Quarterly Written Department Reports 5:00 P.M. 3. Derek Hames, Shikari Design, Inc., Logo Design 5:30 P.M. 4. Staff Discussion Items a. Finance Department . 2001 Budget Discussion . b. Public Works Department . Proposed Ordinance Amendment (Grease Traps) . Recycling Contract - Request for Proposals (RFP' s) . Proposed Improvements, Ingerson Lift Station c. Administration Department . AMM Legislative Policy Priorities (Council was copied these policies in the October 6, 2000 Non-Agenda mailing. We ask that you bring this copy to the meeting for discussion. If needed, please contact Sheila for a duplicate copy). 7:00 P.M. 5. Council Comments 7:30 P.M. 6. Adjourn The above times may vary depending upon length of issue discussion. A PHONE: (651)633-5676 . FAX (651) 633-7839 10112100 THI' 13: 55 FAX 6126337839 Ci ly of Arden Hills I4i 001 ********************* :1:** TX ImpORT :t=** 88$****************** ~ TllANSMI SSION OK TX/RX NO CONNECTION TEL CONNECTION LD ST. TIllE LSAGE T PGS, SENT RESULT 3733 6286833 10/12 13:55 00'26 1 OK . . 10/12100 THU 13: 57 FAX 6126337839 City of Arden Hills I4i 001 ********************* :j::j:* TX REPORT *:1;::,: ********************* r TRANS)!ISSION OK TXlRX NO CONNECT ION TEL CONNECTION ID ST. TIME USAGE T PGS. SE"iT RESLLT 3735 6333846 10/12 13:56 00'48 1 OK . . 10112/00 THU 13: 58 FAX 61263.17839 TRANSMISSION OK TX/RX "0 CONNECT! 0" TEL CO'\"ECT ION 10 ST, TIME LsAGE T PGS, SENT RESULT . . City of Arden Dills I4i 001 ********************* TX ImpORT *** ********************* 3736 4810551 10/12 13:58 00'24 1 OK 10112100 THl 13: 59 FAX 6126337839 TRANs)!IssION OK TX/RX NO CO'iNECTION TEL CONNECTION 10 sT, TIME USAGE T pes, SENT RESULT . . City of Arden Hills 14i00l ********************* *** TX REPORT *** ********************* 3737 4821262 10/12 13:58 00'30 1 OK 10112100 THlI 14: 02 FAX 6126337839 City of Arden Hills I4i 001 ************************888 :1::1:* EHROR TX REPORT **********ss*************** f TX FF"CTIO\ WAS NOT COMPLETED TX/RX NO CO"NECTION TEL CONNECT! ON ID sT, TIME USAGE T PGS, SENT RESULT 37.14 7637060891 10112 00'00 o NG 14: 02 #018 . . '- . . . CITY OF ARDEN HILLS MEMORANDUM DATE: Octobcr 12 2000 TO: .Joe Lynch, City Administrator ~ FROM: Tcrrance Post, City Accountant SUBJECT: Third Quarter 2000 Departmental Activity Report The following highlighted Finance Department third quarter 2000 activities: 1. Seasonal Projects . Second quarterly billing out in mid-July. Extraordinary amount of customer contact duc to residcntial water meter convcrsion project. . The 2001 Budget process is underway. Most cunent data and recent Council actions require itcrations. Preliminary Payable 2001 net lcvy increase adopted at 2.50% ($49,392). 2. Unique Proiects . Continuation of residential water mcter replacement project. During third quarter, approximately 1150 of the 1900 new meters/radio hcads werc installed. . Support was given to the Administrative Secretary in regards to election judge training and eloseout procedures for the Primary Election. . Provide input, as requested to the City Administrator regarding upcoming bargaining unit negotiations. . Senior Accounting Clerk Sandy Berres continued research and implementation efforts \vith the State of Minnesota Centrex telephone system. The City should be able to realize signi ficant future cost savings with this system. 3. Staffing Issues . Regular part-time employee Celine Syfko's hours will be increased from twenty (20) to thirty (30) hours per week effective October 2,2000. The additional ten (10) work hours will be funded by the City ofRoscville in a job-sharing situation. . . . CITY O}<" ARDEN HILLS MEMORANDUM DATE: October 12, 2000 TO: Joe Lynch, City Administrator FROM: Dave Scherbel, Building Official SUBJECT: Building Department Third Quarter Report for 2000 Report Third quarter for the year 2000 shows that the value of aU construction was $6,598,517.00. Total fees collected for the third quarter were $103,302.54. This compares with a total value of $3,265,713.00 for the third quarter last year with total fees coUected of $68,056.12. Notable Commercial Construction: Some of the larger commercial projects permitted in the City for the third quarter are; Guidant - adding on to their existing dining room, and updating there clean room in building C. Fair Isacc - remodeling the first floor of their oldest building at 4295 Lexington. MnDOl' - is doubling the size of there existing driver's exam building. Mounds View High School - have started work on the exterior site work and utilities for the new addition, including the athletic fields. Gateway Blvd. - The large office/warehouse buildings are nearing 100% occupancy with the new tenant additions of, Porous Media, Hood Flexible Packaging, Wilson /Somerville, and Sonic Air. Attached are the monthly totals of all-building, mechanical, plumbing, water, sewer, fire, electrical, and sign permits for the third quarter of 2000. Construction Permits Monthly Report - July 2000 Permit Typc # issued Fee State Sur. Sac Charge Valuation Building Commercial 0 0 0 0 0 Comm. 5 11,764.73 541.50 4,400.00 1,082,998.00 Remodel New Home 1 2,896.33 117.57 1,100.00 235,137.00 Residential 34 4,627.48 115.37 0 231,786,00 Remodel Other 10 313.00 5.00 o. 0 Total 50 19,601.54 779.44 5,500.00 1,549,921.00 Mcchanical Inspections Complcted Commercial 3 577.06 1.50 Building------m 70 Residcntial 17 1119.16 8.50 Mechanical----- 9 Total 20 1696.22 10.00 Plumbing Commercial 6 803.31 3,00 Plumbing------- 24 Water ------------ 2 Residential 5 575.00 2.50 Sewer ------------ 2 Total 11 1,378.31 5.50 Elcctrical Investigative---- 6 Commercial 6 2,042.00 3.00 Complaint------- 1 Residential 20 946.00 10.00 Total 26 2,988.00 13.00 Signs Sig)1s--------- 0 Total 4 200.00 2.00 Fire F ire---------- 4 Suppression Total 5 887.92 2.50 0 28,935.00 # Issued Fee's State Surcharge Sac Charge Valuation Total of all 116 26,751.99 812.44 5,500.00 above 1,549,921.00 . . . (Valuation does not include fIre permits) . . . . . . Construction I'ennits Monthly Report - August 2000 Permit Type # issu ed Fee State Sur. Sac Charge Valuation Building Commercial 0 0 0 0 0 Comm. 6 10,489.84 390.03 13,200,00 780,064.00 Remodel New Home 0 0 0 0 0 Residential 24 6,601.62 218,\7 0 436,336,00 Remodel Other 6 191.00 3.00 0 0 Total 36 17 ,28246 611.20 13,200.00 1,216,400.00 :vIechanical Inspections Completed Commercial 4 1,067.25 2.00 Bui1ding--m---- 60 Residential 10 536.76 5,00 Mechanica1----- 19 Total 14 1604.01 7.00 Plumbing Commercial 4 1,864.62 2.00 Plumbing------- 27 Residential 2 160.00 1.00 Total 6 2,024.62 3,00 Electrical Investigative---- 3 Commercial 13 1,031.50 6.50 Complaint------- 2 Residential 21 576.00 10.50 Total 34 1,607.50 17.00 Signs Signs--------- 0 Total 3 150.00 1.50 Fire Fire---------- 2 Suppression Total 7 2,090.55 3.50 0 91,714.00 # Issued Fee's State Surcharge Sac Cbarge Valuation Total of all above 100 24,759,14 643.2 13,200.00 1,216,400.00 (Valuation does not include fire permits) Construction Permits Monthly Report - September 2000 Permit Type # issued Fee State Sur. Sac Charge Valuation Building Commercial 0 0 0 0 0 Comm. 10 34,296.81 1,680.73 3,300.00 3,360,460,00 Remodel New Home 0 0 0 0 0 Residential 24 9,599.14 235.89 0 471,736.00 Remodel Other 5 155.00 2.50 0 0 Total 39 44,050.95 1,919.12 3,300.00 3,832,196.00 Mechanical Inspections Completed Commercial 6 2,242,70 3.00 Building _m_ ---- 81 Residential 15 1,089.J6 7.50 Mechanical----- 20 Total 21 3,331.86 10.50 Plumbing Commercial I 92.50 ,50 Plumbingm-m 21 Residential 4 750.00 2.00 Total 5 842.50 2.50 Electrical Investigative--- 2 Commercial 15 2,800,00 7.50 Complaint-m--- 3 Residential 16 520.00 8.00 Total 31 3,320.00 15.50 Signs Sig11S--------- 0 Total I 50.00 .50 Fire Fire--mm- I Suppression Total 4 196,10 2.00 0 4,715.00 # Issued Fee's State Surcharge Sac Charge Valuation Total of all above 101 51,791.41 1,950,12 3,300.00 3,832,196.00 . (ValllatlOn does not mclude fire penmts) . . . e CITY OF ARDEN HILLS MEMORANDUM DATE: October 10, 2000 FROM: Joe Lynch, City Administrator Thomas J. Moore, Parks and Recreation Director ~ { ~ TO: SUBJECT: Parks and Recreation Third Quarter Report Parks e . Trim work on trees! brush was completed on the entire Trail system. . A tree inventory was completed for the entire Park system. . New Soccer Fields were established at; Perry Park, Floral Park and Presbyterian Homes, . Blacktop projects were completed at; - Sampson Park- parking lot + trail connection - Freeway Park- driveway to the Hockey Rink - Perry Park- Wanninghouse entrance . Hockey Rinks were painted at Perry Park and Cummings Park. . Wanninghousc door locks were re-keyed onto a Master Key system, . All Swingsets and Basketball Poles were painted. . Rain Gage On! Off switch was installed on the Irragation System at Perry Park. . The Arden Hills Parks crew repaired the lire damage at the warminghouse at Cummings Park. . The following Boy Scout projects were completed at Crepeau Kature Preserve; _ Six -inch layer of wood chips placed on the trail system. - The Sportsman Bridge was repaired - Two wildlife Dams were constructed to improve habitat. . New Park Benches were installed at Crepeau Nature Preserve and at three tail locations. . Nine Park Bench Swings were reconditioned. Recreation e . The Fall Recreation Guide received a new design and fOlmat. . 20 Adult Softball teams participated in the Fall League. . Offered a total of 63 programs for the Summer Session, of which 19 were cancelled. This is a 70% success rate. Last year's success rate was 65%. . 706 people participated in the Summer Session programs. . The Fall Youth Soccer League has; 23 Teams, 277 participants and 45 coaches. . . . CITY 01<' ARDEN HILLS MEMORANDUM DATE: October 11, 2000 TO: Joe Lynch, City Administrator Jennifer Chaput, City Plauner ~ Third Quarter Report FROM: SUBJECT: Planninl! Cases The Community Development Department has reviewed cight Planning Cases in the third quarter of2000. This is an increase over the samc time period in 1999 when seven Planning Cases were rcviewed. A summary of planning cases for this qUalter, comparing 2000 to 1999, is as follows: 2000 l Request # Apprqved # Withdrawn I /I ben\vd I - PUD (including Amendments) 1 o 10 . Ordinance Amendments 0 : :--=1 Site Plan Review 1 Snecial Use Permit (including Amendments) 0 .0 2 Variancc 1 I 3 I 0 , 1999 Request ~ # Approved ! # WIthdrawn I # De~iedj PUD (including Amendments) . 1 o 0 Ordinance Amendments 1 0 0 Site Plan Review 0 0 0 .J , Special Use Pemlit (including Amendments) 1 0 0 i Variance 1 ,0 i 0 I During this quarter, the Planning Commission has put a lot of effort into reviewing certain sections of the Zoning Ordinance and proposing amendments to the City CounciL Although these were not passed during this quarter, they will be addressed by the City Council in the last quarter of2000. Sil!.n Permits The Community Development Department has received and approved five temporary sign penuits and four permanent sign permits during the third quarter of 2000. During this samc time period in 1999, there were no tcmporary sign permit applications and seven pem1anent sign permit applications, all approved. . Code Enforcement Code enforcement is dcalt with on a complaint basis within the City. Complaints are taken by both thc Building Inspector and the City Planner, depending on the nature of the complaint. During this past quarter, the majority of complaints have focussed on the following issues: grass trimming and noxious weeds; exterior storage; inoperable or unlicensed vehicles; the number of RVs on a property; home businesses; the number of people in a single family home (both related and unrelated) and the number of associated vehicles. The Planning Commission will continue to discuss Zoning Ordinance amendments specifically related to the definition of' family and regulations of vehieles per home in a second public hearing in November. Their recommendation will bc heard by the City Council at the end of that month. If adopted, this will help to address one of the more common enforcement issues that the City faces. Preliminarv Planninl! Commission 'Vork Plan, 2001 During the past quarter, the Planning Commission has bccn working on putting together a work plan for the upcoming year. Although the list may be cxcessive for what they are able to accomplish within one year, it is important to note that these issues need to be addressed. The following table is a draft of what the Planning Commission has identificd as priOlities for 2001. Greater detail will be provided at thc end of 2000 when a finalized draft is presented to the City Council. . Proposed Project Jan Feb Mar Apr May June July Aug Sept Oct Nov Dee Right of Way Ordinance Antenna Ordinance Sign Ordinance Lakeshore Setbacks - Administrative Approvals! I -- Variances Codification Revie\" (incorporation into zoning) - - Property Maintenance Code (dependent on I35W Coalition) . 2 . CITY OF ARDEN HILLS MEMORA='lDUM DATE: October 12, 2000 FROM: Joe Lynch, City Administrator Dwayne Stafford, Public Works Director)S', Public Works - Third Quarter Update TO: SUBJECT: Streets . 2000 Sealcoating The City used a different aggregate this year in the sealcoating application. To date the feedback on the Dresser Chip Seal has been favorable. With bids coming in below the engineers estimate, the parking lot at Trinity Lutheran Church, used by patrons of Hazelnut Park, was also sealcoated, as was the Lake Johanna Firc Station #1101. . . Round Lake Road Staff met with Forest Lake Contracting on Monday, October 10, 2000, and once again explained that the hump and dip on the southbound lane was not acceptable. Forest Lake Contracting has agreed to make appropriate repairs in the near future. . 2000/2001 Street Proiect Having tabled this project, Council needs to provide guidance to staff on how they wish LO proceed with any future projects. . Street Striping The County has informed the City that they no longer will provide the message painting service that includes turn arrows, crosswalk and stop bars on the roadways. The City will have to look elsewhere for this service. The County will continue providing straight-line road striping if desired. Sewers . Televising Sewer televising that began earlier this year is now completed. The City Engineer is evalLlating the videos to determine what type of maintenance or repair is needed. Significant problems were identified in segments of pipe near the Ingerson Road/Hamline A venue Lift Station. . Public Works Third Quarter Update Page Two October 12, 2000 . . Lift Station #8 This station identified previously as the City's busiest station, and the next station to be refurbished, is cunently in the design stage. The City Engineer expects plans and specifications to be complete by November. . Grease Ordinance The Public Works Director has prepared a new city ordinance related to grease traps that the City Attorney, Jerry Filla, has reviewed. Council will be asked to consider this ordinance for adoption at a future meeting. Water Utility . Meter Replacement Upgrade Approximately 1900 of the City's 2350 water meters have now been replaced. The City has received numerous complaints related to the installers not keeping appointments. However, after a series of meetings between staff and the contractor these complaints have been reduced substantially, . Sump Pump Inspections The sump pump inspections have rcsulted in the identification of several hundred illegal hookups. Most people are making corrcctions and about fifty have been reinspected and passed to date. . . Old Highwav 10 Water Main Project This project was awarded to Dave Perkins Contracting of Elk River, and is expected to start within the next few weeks. A preconstruction conference was held on October 4'\ with attendees from Perkins, Utilities, City Engineer and Staff. The contractor expects to complete the project by the first of December, except for restoration (sodding, seeding etc.), which probably won't be possihle until spring. At this meeting staffrelays their expectations to the contractor with quality of work, communication and resident concerns as the City's highest priorities. . Citv Hall Utilities The utility contractor will complete the water main that serves the new City Hall beforc the groundbreaking ceremonies on Tuesday, October 17, 2000. Facilities . Thc new roof has been installed on the Parks/Public Works Garage. The City Building Inspector, Dave Scherbel, has prepared a list of minor conections to be made before the City accepts the proj eel. . . Public Works Third Quarter Review Page Three October 12, 2000 Equipment . Minor recalls have occurrcd on three ofthe City's vehicles and all equipment is currently in excellent condition. . The City's sewcr rodding machine, which has been used very little, will be placed in the State's Surplus Auction on November 4th New attachments for the Vactor/Jettor machine have made the old style sewer rodder obsolete. Personnel . .lames Perron, the Public Works Foreman, injured his shoulder last month while lifting a cast iron manhole casting on County Road E. He and others were adjusting the height on the 200-pound castings for the County overlay ofthe roadway, Jim had surgery on Monday, October 9th, and is home recuperating now. He is expected to return to work in about three weeks, performing only foreman duties. . :\liscellaueous In House Activities . Ongoing mainline sewer cleaning . Performed annual watermain flushing, including exercising of all 523 firc hydrants. . Repair of sewer mainline at cOlmection of 1492 Alden Place . Completed fall street sweeping . Adjusted all City manholes and watervalves on County Road E and County Road 10 to compensate for County overlay project . Prepared all City streetlights on County Road E for reinforcement and painted the reinforcing done by others . Repaired broken force main (sewer) on Karth Lake Road Public Works Director Activities . Worked with City Attorney on garbage ordinance adopted by the City Council . Established resident recycling rates for 2001 . Prepared resolutions and necessary paperwork for seeking Score Grant monies from the County ($19,418) . Significant work on water meter project and sump pump inspections . Safety training for Parks and Public Works employees . Union contract issues . Discussions with Roseville on possible persolmel and equipment sharing . Budget issues . Significant work on 2000/2001 Street Improvement Project i.e.: recommendations for Feasibility Report, verifying assessment role, preparation of Public Hearing Notices to newspaper and affected residents etc. . . . . CITY OF ARDEN HILLS MEMORANDUM DATE: October 12 2000 TO: Joe Lynch, City Administrator Tcrrancc Post, City Accountant @!!J 2001 Budget Discussion FROM: SUBJECT: Background The City Council decision to abandon the targeted (at least for budgeting purposes) 2001 Pavement Management Program (PMP) project raises budgetary issues of how to react to this decision. 2000 BudgetILevv The adopted 2000 Budget assumed that a $2,243,200 Ingerson neighborhood reconstruction improvement project would be undertaken. When it became apparent that the proposed project would not commence in 2000, a sealcoating project was substituted. The Payable 2000 levy assumed a funding level of $189,000 for the proposed Ingerson neighborhood project. It was assumed that the unspent funds iTom 1999 (the delayed West Round Lake Road Phase II project) would be combined with tlle unspent funds fl'Om2000 ($189,000 less $41,000 is street maintenance department sealcoating costs) to fund the proposed Ingerson neighborhood projection 2001. 2001 Preliminarv BudgetILcvv The PMP assumptions driving the 2001 preliminary budget are as follows: I. The City would undertake neighborhood reconstruction projects on a biannual cycle commencing in 2001 (Ingerson neighborhood). The funding for the next reconstruction project in 2003 would be from tax levy in 2001 and 2002. 2. The City would undertake sealcoating/overlay projects on non-reconstruction years commencing in 2001. 3. The City would attempt to "smooth out" the levy impact of the "sealcoat" vs. "reconstruction" years by averaging the total estimated two year costs. Specifically, the preliminary 2001 budget assumed a Street Maintenance Department need of $198,450 ($189,000 in 2000 * 1.05). Memorandum, 2001 Budget Discussion Page Two October 12,2000 o bserva tio ns/Ou estions 1. \Vhat is the linkage between the proposed Payable 2001 levy and the City Council's PMP policy? 2. Is the current proposed 200 I - 2005 Capital Plan still relevant with regards to programmed PMP activities? 3. The City of Arden Hills must begin compliance with the provisions of Governmental Accounting Standards Board (GAS B) Pronouncement No, 34 for the 2003 fiscal year. For budgeting purposes, compliance actually begins in 2002. Among the many compliance responsibilities contained within the pronouncement are disclosure requirements, including Management Discussion and Analysis as a required element of the financial statements and significantly increased reporting of capital assets and infrastructure. The reader of financial statements presented under GASB 34 will rathcr easily be able to asccrtain the level of deferrcd maintenance in regards to infrastructure assets and management's expectations and performance of its custodial responsibilities in relationship to the infrastructure investment. However the City Council chooses to re-examine the PMP policy, there should be some consideration to the GASB 34 implementation timing requirements. e e . NAME: CITY: e AMM POLICY PRIORITIES (2001) Please review the following list (Jf priorities submitted by each of the AMM's four policy committees and indicate the top jive priority policies you think the AMM should focus its time and resources on during the 2001 Legislative Session. Fax comoleted form to: 651-281-1299. I-A (1 = highest priority; 5 = lowest priority) Levy Limits (Revenue) I-B/C Local Aid (Revenue) I-K 1-0 Class Rate Tax System (Revenue) Public Employees Retirement Association (PERA) Under-Funding (Revenue) lI-A Mandates & Local Authority (General Legislation) III-D Minnesota Housing Finance Agency (MHF A) Program & Appropriations (Housing & Economic Development) 1I1-H e IlI-J IlI-K IV-F IV-K Economic Development Responsibilities (Housing & Economic Development) Development Tools (Housing & Economic Development) Workforce Development (Housing & Economic Development) Local Plan Implementation (Metropolitan Agencies) Metropolitan Council: Method to Select Members (Metropolitan Agencies) JV-N Water Supply (Metropolitan Agencies) IV-O Regional Wastewater (Sewer) Treatment Systems (Metropolitan Agencies) V-A Transportation Funding (Transportation) V -B Regional Transit System (Transportation) V-C Metro Transit Property Tax (Transportation) V-G Motion Jmaging Recording System (M.I.R.S.): Traffic Law Compliance (Transp.) e Other: Association of Metropolitan Municipalities (AMM) 145 University Ave, TV., St. Paul, MN 55103 I Phone: 651-215-4000 I Fax: 651-281-1299 Email: amm@amm145.org .- A~~o(iation of Metropolitan Muni(ipalitie~ Date: Time: Where: Cost: Od. 4, 2000 2000 Policy. Adoption Meeting Thursday, Nov. 9, 2000 5-7 pm. League of Minnesota Cities Building (LMC) 145 University Ave. W St. Paul, MN 55103 FREEl! The Policy Adoption Meeting is one of two major meetings the Association of Metropolitan Municipalities (AMM) holds each year for YOU -- the membership. All mayors, councilmembers, managers and administrators, as well as city staff are a welcome to attend .. This year; we will again have a more compad meeting format A 45-minute social featuring light hors d'oeuvres will begin at 5 p.m., followed by the business meet- ing from 5:45-7 p.m. There is NO charge to attend the social and/or meeting. This is your opportunity to debate and adopt the AMM's 2001 Legislative Policies and to determine the top priority issues the AMM will spend much of its time and resources on during the 2001 Legislative Session. Cities are encouraged to send more than one representative to contribute to the policy discussion. Please RS. v.P. by calling Laurie Jennings at 651-215-4000 by Friday, Nov. 3. Vote on the AMM's 2001 Legislative Policies. Determine AMM's 2001 lobbying priorities. Network with your metropolitan peers. e 145 University Ave, W I St, Paul, NN 55 tOJ I Phone: 65t -2/5-4000 I Fax: 65/-28/-/299 I Email.' amm@amm/45,org This flyer has been mailed to all ANN mayors, councilmembers and managers/administrators.