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Home My WebLink AboutCCP 10-14-2003 " Mayor: Beverly Aplikowski Councilmembers: David Grant Brenda Holden Gregg Larson Lois Rem ~ ~HILLS Arden Hills City Council REGULAR MEETING Tuesday, October 14, 2003 (NOTE DAY CHANGE) 1245 w. Highway 96 Arden HiDs, Minnesota 55112 651.634.5120 www.ci.arden-hills.mn.us City Vision A strong conununity that values our unique environment, our fiscal soundness, and our tradition as a desirable ci io which to live, work, and la . Agenda City Council Meeting Convenes 7:00 PM Call to Order PLEDGE OF ALLEGIANCE I. APPROVAL OF AGENDA 2. APPROVAL OF MINUTES A. September 29, 2003 Council Meeting 3. CONSENT CALENDAR A. Claims and Payroll B. Authorize to Advertise for Bids: Booster Station 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 format. There will be no separate discussion of these items, unless a Council Member so requests, in which event, the item will be removed from the general order of busioess and considered separately io its normal sequence on the agenda. Public Inquiries/Informational 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 iodividuals 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. 4. PUBLIC INQUIRIES/INFORMATIONAL A. S. PUBLIC HEARINGS: None . Ie..- Arden Hills City Council Agenda October 14,2003 Page 2 , 1 6. COMMUNITY DEVELOPMENT 7. FINANCE Aaron Parrish Aaron Parrish A. Authorize Purchase of Office Equipment: Folder 8. OPERATIONS & MAINTENANCE A. Perry Park Improvements B. Replacement of Trench Box Thomas J. Moore Nick Landwer Thomas J. Moore Michelle Wolfe 9. ADMINISTRATION A. Assessment Policy Task Force B. Planning Commission Vacancy CITY COUNCIL REPORTS A. Councilmember Holden B. Councilmember Larson C. Councilmember Rem D. Councilmember Grant E. Mayor Aplikowski ADJOURN !!pcomine Meetines and Events Monday October 20 Council Work Session Council 4:45 p.m. Chambers Tuesday October 21 Neighborhood Meeting Mounds View 7:30 p.m. - Precinct 3 Senior High School - Forum Monday October 27 Council Meeting Council 7:00 p.m. Chambers Tuesday October 28 Neighborhood Meeting City Hall 7:30 p.m. - Precinct 4 Wednesday October 29 Parks, Trails and Council 7:00 p.rn. Recreation Committee Chambers Wednesday October 29 Newsletter Committee City Hall 5:30 p.m. Wednesday November 5 Planning Commission Council 7:00 p.m. Chambers Monday November 10 City Council Council 7:00 p.m. Chambers Tuesday November 11 Closed in Observance of CLOSED Veteran's Da Arden Hills City Council Agenda October 14, 2003 Page 3 Monday November 17 Council Work Session Council 4:45 p.m. Chambers Monday November 24 Council Meeting Council 7:00p.m. Chambers Thursday November 27 CLOSED - - - Thanks,giving Holiday Friday November 28 CLOSED- - - Thanks,giving Holiday Monday December 1 Truth in Taxation Council 6:30 p.rn. PUBLIC HEARING Chambers Wednesday December 3 Planning Commission Council 7:00 p.m. Chambers Monday December 8 Truth in Taxation Council 6:30 p.rn. PUBLIC HEARING Chambers (continuation date, if necessary Monday December 8 City Council Council 7:00 p.rn. Chambers Monday December 15 Council Work Session Council 4:45 p.m. Chambers Wednesday December 24 CLOSED - HOLIDAY - - Thursday December 25 CLOSED - HOLIDAY - - Monday December 29 City Council Council 7:00 p.rn. Chambers Wednesday December 31 CLOSED - New Year's - - Eve Day . . . . ~ ~HILLS MEETING MINUTES DRAFT CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING SEPTEMBER 29, 2003, 7:00 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 PLEDGE OF ALLEGIANCE CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Beverly Aplikowski called to order the Regular City Council Meeting at 7:02 p.m. Present: Mayor Beverly Aplikowski, Councilmembers David Grant, Lois Rem, and Brenda Holden. Absent: Councilmember Gregg Larson. Also present were City Administrator, Michelle Wolfe; Director of Community Services, Aaron Parrish; City Attorney, Jerry Filla; Operations and Maintenance Director, Thomas Moore; City Engineer, Greg Brown; City Planner, Pete Hellegers; and Recording Secretary, Kathleen Altman. 1. APPROVAL OF MEETING AGENDA Ms. Wolfe noted item number 3H under the Consent Calendar would be pulled from the agenda. MOTION: Councilmember Holden moved and Councilmember Rem seconded a motion to approve the meeting agenda as amended. The motion ~;. carried unanimously (4-0). 2. APPROVAL OF MINUTES A. September 8, 2003 Council Meeting B. September 15,2003 Work Session ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 29,2003 , 2 . Councihnember Grant requested the following changes: None Councihnember Holden requested the following changes: None Councilmember Rem requested the following changes: None Mayor Aplikowski requested the following changes: None Ms. Wolfe requested the following changes: None MOTION: Councilmember Rem moved and Councilmember Grant seconded a motion to approve the September 8, 2003 City Council Meeting Minutes and the September 15, 2003 Work Session Minutes as presented. The motion carried unanimously (4-0). 3. CONSENT CALENDAR . a. Claims and Payroll b. Payment #2: Lift Station Nos. 2 and 5 c. Payment #4: 2003 PMP d. Authorization to Purchase Council Chamber Equalizer e. PC#03-18: Insty-Prints Sign Standard Adjustment, Amending a Condition of Approval f. Resolution No. 03-61: Approving an Application for Authorization of an Exempt Gambling Permit for Trinity Lutheran g. Administration: Approve Recruiting Process for Finance Director, Organization Restructure, Amended Compensation Plan h. ,^.uthorize to ,\dvertise for Bids: Booster Station I. Resolution 03-62: Amending the Continuation J. Resolution 03-63: Recognizing Cathy Smithknect MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve the Consent Calendar as amended and to authorize execution of all necessary documents contained therein. The motion carried unanimously (4-0). . I . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 29,2003 3 4. PUBLIC INQUIRIES/INFORMATIONAL A. Lake Johanna Volunteer Fire Department 1. Firefighter Appreciation 11. Proclamation Fire Prevention Month Tim Boehlke, Fire Chief Lake Johanna Fire Department, stated this year was the Fire Department's 60th Anniversaty. He noted they were coming up on Fire Prevention week and they were having two open houses - one open house at Station 1 on New Brighton Road, and another open house at Station 3 on County Road I and Lexington Avenue on October 11, 2003, both beginning at 10:00 a.m. through 1 :00 p.m. 5. PUBLIC HEARINGS A. Karth LakeImnrovement District - Karth Lake Pumpinl! i. Resolution No. 03-60: Establishing the Lake Improvement District Mayor Aplikowski opened the public hearing at 7: 12 p.m. Mr. Parrish stated this Resolution created the Karth Lake Improvement District and adopted bBy-Laws for the district. He noted instead of adopting a uniform assessment of all properties, it would be necessary to levy taxes to each property within the Karth Lake Improvement District. B. Award Bid for Lift Station #7 and Karth Lake Pumpine: Mr. Brown stated bids were received and opened for Lift Station #7 Rehabilitation project on September 18, 2003. He indicated Jay Bros., Inc. had submitted the low bid with a total bid amount of $232,772.50. He indicated the low bid was approximately $35,000 (15%) more than the Engineer's estimate. He noted the Engineer had direct experience working with the low bidder and felt confident that Jay Bros., Inc. was capable for successfully completing the work included with this project. He stated based on review of the bids and subsequent discussion with the contractor, he felt that the bids represent reasonable costs for the work and a re-bid would not likely decrease the costs. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 29,2003 , 4 . Councilmember Holden asked if there was a way to put an end to the District in the future. Mr. Filla replied according to State law, if the City determined the District was no longer serving a public interest the District could be terminated. He also noted a citywide petition with 26 percent of the citizens requesting an end of the District could end the District. Ron Hagkull, 1289 Karth Lake Circle, stated the residents of the lake did not cause this issue and he believed it was due to inadequate planning in the 1 970s. He questioned the assignment of payment. He asked why only the lakeside owners should bear the 50 percent cost on an estimate that has increased almost 40 percent. He noted it seemed to him that the drainage district (the drainage area that contributed to this, both commercial and residential) should bear responsibility for this and he asked for a valid reason as to why it was just the lakeside owners. He noted it was not just the lakeside owners that caused the lake to rise. Frank Stodola, 1281 Karth Lake Circle, expressed concern how this item was . being assessed. He stated he believed all the people who contributed to this problem should pay for the solution, including other residents and businesses. Susan Johnson, 1220 Karth Lake Drive, stated she was excited that a solution was going to be taken for this problem. She noted better management of the lake levels and quality of the water would enhance the property values on the lake. She indicated while nobody wanted to pay for this, she believed this was a good solution. She noted the people living around the lake had the most to benefit from the lake's condition. Mayor Aplikowski closed the public hearing at 7:28 p.rn. Mayor Aplikowski asked if there were any advantage the District would benefit from other than this particular project. Mr. Filla stated the Lake District could have the authority to suggest other kinds of projects to the City also. Mr. Parrish stated the reason they had adopted the Lake District approach instead of assessing for drainage was because they would not meet the applicable tests and thresholds for assessing for drainage. He recognized the fact that the problem was . not exclusively caused by the residents along the lake and that was the reason the City was paying 50 percent of the cost of this project. . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 29,2003 5 Councihnember Grant asked if the City could be a member of the Lake Improvement District. Mr. Filla replied it could, but it would only have one vote, the same as the other residents. Councilmember Rem expressed concern regarding the higher cost estimate received. Mr. Parrish replied the costs had increased and the bids had come in higher. He noted the assessment would be based on the value of the home and not spread out equally among the residents. Mayor Aplikovvski asked if they went to a unit assessment with this, would they be closer to the $700.$800 originally estimated. Mr. Filla replied the County would spread this out based on market value. He noted it could not be assessed equally per residence. MOTION: Councilmember Rem moved and Councilmember Grant seconded a motion to approve Resolution No. 03"60: Establishing the Karth Lake Improvement District and adopting the Board By-Laws. The motion carried unanimously (4-0). Councilmember Rem again expressed concern about the expense of the project and the increased estimated cost. She noted she was uncomfortable approving this increased cost. She asked if the residents had seen these increased costs. Mr. Parrish stated the residents had been notified that the approach to assessments would be different. He noted the residents were informed they could call the City for the cost estimate for their property. Councilmember Rem asked how much more had the City's contribution gone up. Mr. Parrish stated the City's contribution went from $35,000 to $56,000. Councilmember Holden noted she had not heard that the residents did not want the Karth Lake pumping project done and she encouraged the City not to take the pumping project from this proposal. Councilmember Grant agreed with Councilmember Holden. He stated he believed the issues were over financing. Mr. Filla noted the By-Laws gave the Council options as to how to finance the cost of this project. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 29, 2003 6 . Mayor Aplikowski asked if Council wanted to drop the lift station from this project. She stated she personally did not see a reason why they would want to do this. Councilmember Holden asked how much time the City had to respond if Lift Station 7 failed. Mr. Moore replied they had 33 minutes to respond if it failed. He noted they had just televised that line and found a major blockage. He recommended immediate replacement of this Lift Station for environmental safety reasons. Mayor Aplikowski asked what the possibility would be of the City putting in another $5,000.00 into the project to lower the resident's cost. Mr. Filla replied the City could finance a higher portion of this project. Councilmember Holden stated the City could pick up some of the administrative cost and only assess for the bid estimate. She stated the residents of the lake were benefiting from this project. . Mayor Aplikowski noted it was not the homeowners or this Council that created this problem, but she believed it needed to get fixed. CounciImember Grant stated he wanted the City to pick up all of the administrative cost and not charge this back to the residents. He noted the City may also be willing pay 60 percent of the cost of this project because the City owned a large portion of land. He stated the residents would then be paying 40 percent, and not 50 percent. Mr. Parrish noted in the preliminary 2004 budget, the City was nearly running at a deficit within the Storm Management Fund. However, if the Council was interested in increasing the funding, they could do an inter-fund loan. He noted this fund had the lowest fund balance and ran the potential for running a deficit in future years. Councilmember Grant stated it was his intent to make a fair decision and not base it on a fund balance. He indicated a ten percent increase would not deplete the fund. He noted there were ways of funding, and the Council would need to . discuss this in the future, but Council's decision should not be based on a fund balance. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 29, 2003 7 . Mayor Aplikowski stated Council did not need to make a decision tonight on the cost the City would contribute and she directed staff to come up with some cost estimates taking out the administrative costs and possibly increasing the City's contribution. She noted they needed to take more time to look at this more carefully. MOTION: Councilmember Rem moved and Councilmember Holden seconded a motion to award the bid for Lift Station #7 and Karth Lake Pumping to Jay Bros., Inc. in the amount of $232,772.50. The motion carried unanimously (4-0). Mr. Parrish noted this would come back to Council with the funding information at the October Work Session. 6. COMMUNITY SERVICES . A. Ordinance 341: Extendin2; the Moratorium on the Construction of Boathouses Mr. Rellegers stated the Council had previously approved a moratorium on the construction of boathouses. Currently, staff was working on modifying the Zoning Ordinance, incorporating and including the Shoreland Ordinance into the Zoning Ordinance, which should eliminate any conflicting language between the two ordinances. He noted, however, that the Zoning Ordinance revisions would not be ready for adoption until sometime later this year. He indicated the moratorium would expire on October 16, 2003 unless the Council took action. He recorrnnended a six-month extension of a development moratorium on the construction of boathouses. Councilmember Rem requested the actual six-month date be placed III the Ordinance under the duration ofthe moratorium. MOTION: Councilmember Grant moved and Councilmember Rem seconded a motion to approve a six (6) month moratorium on the construction of . boathouses as amended. The motion carried unanimously (4-0). ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 29,2003 8 . B. Onlinanee 345: RezoniBf Certain Properties from an R 2 Zone to a NB Zone Seeond Readinf C. Plannin!!: Case No. 03-22: Noltin!!: Variance Mr. Hellegers stated applicants were requesting a variance of 36.96 feet from the front yard setback, a variance of 5 feet from the current side yard setback for accessory buildings, and a variance to Section 6, A, 3 which states that no accessory structure shall be nearer the front lot line than what was the required front setback. He indicated the variance would allow the applicant to construct a new two-car garage in approximately the same location as the existing two-car garage. He noted the Planning Commission had recommended approval of the variance with conditions. Councilmember Holden asked if this proposal was for a larger two-car garage. Mr. Hellegers noted this was correct. He indicated the neighbors in the area had supported this proposal. . MOTION: Councilmember Rem moved and Councilmember Grant seconded a motion to Planning Case No. 03-22, Earl and Judith Nolting, 336 Lake Johanna Boulevard Variance (Zoning Ordinance) with conditions as noted in staffs September 29,2003 report. The motion carried unanimously (4-0). D. Plannin!!: Case No. 03-23: Guidant Site Plan Review Parkin!!: Ramp #1 Mr. Hellegers eXplained applicant was requesting approval of a Site Plan Review for Parking Ramp #1. He indicated the Planning Commission had recommended approval of this site plan with conditions as noted in staffs September 29, 2003 report. Councilmember Holden expressed concern about both visual and noise buffering. Mr. Hellegers replied the grow wall would not buffer noise, but would be visually appealing. He noted trees would buffer the noise. Councilmember Grant stated he was not impressed with the grow wall concept . because of Minnesota's limited growing season. He stated he believed the grow wall could be a secondary screening method used. He indicated he wanted a . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 29, 2003 9 solution that would truly provide a visual and noise screening year round. He suggested coniferous trees be planted also. Mr. Hellegers replied applicant was open to the suggestion of removing the grow wall on the west and south side and placing trees in its place. Council member Grant indicated the citizens in the City did not like it when trees were cut down and noted good screening year round was a very important element in order for Guidant to be a good neighbor. John Larson, RSP Architects, summarized the proposed ramp for Council. He stated they would like to sit down with City staff and a landscape architect they had hired to discuss the landscaping plan. He indicated they would do the best job they could to preserve the mature oak trees in the area. Chris Anderson, 1361 West Floral Drive, expressed concern about the landscaping and screening. She indicated she was a landscape designer and had offered to give assistance to Guidant free of charge regarding landscaping and screening. She presented an example of a proposed landscape plan. She noted a growing screen was not appropriate for this area as a screening method. MOTION: Councilmember Grant moved and Councilmember Rem seconded a motion to approve Planning Case No. 03-23: Guidant Site Plan Review Parking Ramp #1 with the conditions as noted in staffs September 29,2003 report. The motion carried unanimously (4-0). E. Plannin2 Case No. 03-25: Guidant Master PUD Amendment for Buildin2 N Addition Mr. Hellegers explained applicant was requesting approval of a second amendment to the previously approved Master Plan Planned Unit Development (PUD). He noted the Planning Commission had recommended approval of this PUD Amendment with conditions as noted in staffs September 29, 2003 report. MOTION: Councilmember Grant moved and Councilmember Rem seconded a motion to Planning Case No. 03-25: Guidant Master PUD (second) Amendment for Building N Addition subject to the conditions as noted in staffs September 29, 2003 report. The motion carried unanimously (4-0). ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 29,2003 10 . F. Plannin!! Case No. 03.24: Guidant Site Plan Review Buildin!! N Addition Mr. Rellegers eXplained applicant was requesting approval of a Site Plan Review for Building N (formerly the Friskies Building). He indicated the Planning Commission recortnnended approval of this Site Plan Review with conditions as noted in staffs September 29,2003 report. Judd Brasch, RSP Architects and Project Architect, surtnnarized the proposed Building N Addition. He indicated the new addition would not exceed the current building height. He noted they would provide additional landscaping to screen the area from the residential area. He stated they would like to start construction as Soon as possible with anticipated move in late spring. Mr. Brasch stated they were more than willing to work with the residents regarding their concerns and noted the new roof top additions would be moved as . far away from the residents as possible. MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to recommend approval of Planning Case No. 03-24, Guidant Corporation, 4100 North Hamline Avenue, Site Plan Review Building N Addition subject to the conditions as noted in staffs September 29, 2003 report. The motion carried unanimously (4-0). 7. OPERATIONS & MAINTENANCE None. 8. ADMINISTRATION A. Ramsev County IT Study Ms. Wolfe explained she had attended a recent meeting sponsored by Ramsey County regarding the Business Information and Technology Initiative. She noted Ramsey County was providing a senior staff member to serve as project manager, and would cover the costs of the study. Participating partners would have no up- front costs, other than staff time. She stated it was her recommendation that the . . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 29, 2003 11 City participate so it was represented and have some say in the final outcome. She mdicated if at any time staff was not comfortable with the direction of the study, if it was taking up too much staff time, or if any other concerns arise, they would report to Council and re-evaluate the participation level. MOTION: Councilmember Rem moved and Councilmember Holden seconded a motion to authorize City staff to participate in the Ramsey County Business Information and Technology Initiative. The motion carried unanimously (4-0). CITY COUNCIL REPORTS Ms. Wolfe - None. Councilmember Holden - Stated the Newsletter Committee was meeting on .yVcdm~sday, October I at 5:30 p.m. She asked for a status update the Cummings Park hockey rink and the educational trip to Glenview, Illinois Naval Base. Ms. Wolfe stated she had drafted a letter regarding the hockey rink indicating the information had not changed and they were not sure what would happen with the hockey rink for the upcoming season. She indicated they were waiting for final designs and weather could also be a factor. Mr. Moore replied until the building was actually built, he did not know what type of a rink they would be able to put in, but they would have some type of an ice rink in that area, in the future. Mr. Parrish stated with respect to the educational trip to Glenview, Illinois Naval Base, the trip would allow Council to see a well-designed concept for military reuse. He stated if they wanted to see a high-quality redevelopment, this would be a great opportunity to do that. He indicated there were no legal issues regarding this lTip and two Councilmembers could attend this trip without violating the open meeting laws. Councilmember Holden noted the City was not paying for this trip. She expressed concern about whether Councilmembers should attend. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 29,2003 12 . Councilmember Rem - Stated she would be absent from the first neighborhood meeting. She stated she was willing to pass up the Glenview, Illinois trip to allow two other Councilmembers to take the trip. Councilmernber Grant - Stated he believed the development team could present the trip by some other means, other than having the Council go to Glenview, Illinois. He noted he was willing to forego the trip so two other Councilmembers could attend. He stated the Parks, Trails and Recreation Committee had recently met and had looked at the proposed shelter for Perry Park. Mayor Aplikowski - Asked staff into looking into either moving the podium in the Council Chamber closer to the presentation screen, or obtaining a wireless microphone. She requested staff prepare a letter of commendation to the principal at Mounds View High School for the three students who had perfect SAT test scores. With respect to the Glenview trip, November 7 was the best date for her. She asked staff to look into the possibility of adding crosswalk signs at Tony Schmidt Park. She reminded residents that on the first Wednesday of each month . she was in her City office from 4:00 to 7:00 p.m. Mr. Parrish reminded the Council that the next Council meeting would be on Tuesday, October 14 and not on Monday, October 13 due to the holiday. Mayor Aplikowski adjourned the Regular City Council Meeting at 10:02 p.rn. Beverly Aplikowski Mayor Michelle Wolfe City Administrator NOTICE OF MEETINGS The next Council Meeting will be held Tuesday, October 14,2003 at 7:00 p.rn. in the Arden Hills Council Chambers. . . . . ~ ~ EN HILLS MEMORANDUM DATE: TO: FROM: SUBJECT: October 8, 2003 Agenda Item 3.A Mayor Beverly Aplikowski Councilmember David Grant Councilmember Brenda Holden CounciJrnember Gregg Larson Councilmember Lois Rem Sandy Berres, Finance & Human Resources Assistant "3? Claims & Payroll Attached: Claims Payroll for periods: (09/20/03-10/03/03) . . . ~ EN HILLS MEMORANDUM DATE: TO: FROM: SUBJECT: October 8, 2003 Agenda Item 3.A Mayor Beverly Aplikowski Councihnember David Grant Councihnember Brenda Holden Councihnember Gregg Larson Councilmember Lois Rem Sandy Berres, Finance & Human Resources Assistant $ Claims & Payroll Attached: Claims Payroll for periods: (09/20/03-10/03/03) I . . . '""' ~~ ;;:0 . ~ ~&. . . 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Co Co ~ ~ ~ r.-i: i:~: N ~. ~ w ~ ~ '" 0 0 0 \0:.: .. Co " " ~':': 00 0 0 o ~ o ." 5i c m z :t: ;= r- (J) to:!! -" ~ (J) .. -i ~o " 0 llld i'3111 ~m Of" ";'" ,,~ 2:1" .!;:!o r- r- n :I: m n ;>; '" o ~ m o ~ ~ o " '" "V ;0 .. ~ \ . CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 10/]4103 COUNCIL MEETING PAGE 1 0F3 . CLAIMS PAID SINCE LAST COUNCIL MEETING (09129/031 ;:;::O;[.i:tl!: ~Jf~~~;!DA'tii:! ','VENiiQj('>" "" """ '" '"", "" ,Y^,'il.i)\JN~,'.L, diiiiM~NtS' 24114 09/26103 MN DPnt of Natural Resources ]25.00 Firearm Safetv Certification 24115 09/26103 MN Mutual Life 203.]0 Life msurance 24116 09/26/03 p~ Cash 20.13 Pettv Cash Renlcnishment 24117 09/26/03 Health Partners 850.]7 Dental Insurance 24118 09/26103 Coverall of the Twin Cities ] ,238.60 CH-Cleaninl! Service 24119 09/30/03 Northern Escrow {Jav Bros.1 ] ] 8,499.67 Pay #2-I1ft #2 & Lift #5 24120 09/30103 leMA Retirement Trust-457 2,2]2.46 Sentember Pavml1s 24121 10101103 Amt Construction Camnan"", Inc. 323,323.60 Pay #3-2003 PMP 24122 10/02/03 Central Pension Fund 2,457.60 Sentember Pavmll 24123 10/02/03 Brenda Davitt 1,553.75 FinanccSvcs-717 -9/22/03 24124 10/02/03 Kinko's 541.62 Printini!/Conv Service 24125 10/02/03 Munic~l's 38.00 Fall Business Mtl!-YOUlll! 24126 10/02/03 Michelle Olson 105.00 MileaeeJExu. Reimbursement 9/19-9/29 24127 10/06103 Acclaim Benefits 145.83 Davcare Reimbursement 10/03 24128 10/06103 Affinihl Plus Federal Credit Union 3,888.87 First October Payroll 24129 10/06/03 Fortis Benefits 242.70 Short Term Disabilitv 24130 10/06103 Hill ~eakers 40.00 Toastmasters Membershin-AP & PH 24131 10/06/03 ICMA Retirement T11.lst-457 514.65 Emnlover Match-PH & PS 24132 10/06103 Lakes Countrv- Service Co~erative 7,891.92 Health Insurance 24133 10/07/03 Peterson Fram & Ber~an P A 7,223.68 Ammst Lel.!:aI Fees 24134 10/07103 URS Corn oration 13615.57 Anril EnPineerinv Fees Subtotal - Paid Claims 484,731.92 . Paid Claims From Above - 484,731.92 Add Unpaid Claims, Page 3- 76.195.32 Total Accounts Payable Claims for Council Approval, 10/14/03- S60927.24 Note: Checks for unpaid claims totaling $279,815.32 were mailed September 30, 2003 after approval at the September 29,2003 Council Meeting. They were check numbers 24051-24] 13. *Exp. Related to TCAAP Project. ..ool'f!o-o....po,.loW~...... . I . . . CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 10/14/03 COUNCIL MEETING PAGE20F3 UNPAID CLAIMS REGISTER: :<::l<'f ':' ':'~,,'nAtili't<Iffil'rDiiR<':' ",,"',',""',""',"",',""""""<"':':'1', )iJ\j'(jlmT:':I': :ctliliMltNts::::' .... ....... --- -- .-- ......... . .-.......... 24135 10/15/03 Accurate Press. Ine 1,375.99 NewsletterlEnve100es 24136 10/15/03 American Masonrv Restoration Com 110.50 Refund-Pennit #03-25 24137 10/15/03 Animal Control Services Ine 302,50 Dog/Cat Enforcement-September 24138 10/15/03 Aramark Uniform Service 35,06 CH-Rug Cleaning 24139 10/15/03 Architectural Alliance 123.30 CH~ProfessionaI Services 7/26-8/22 24140 10/15/03 Arden Hills Tire & Service Center 20,24 Tire Reoair-Protective InsDcction 24141 10/15/03 Berres, Sandra 298,80 Mileal2:c Reimbursement 2/02-9/30 24142 10/15/03 BFI of MN, Inc 287.05 Waste Removal-October 24143 10/15/03 Bitl's,Ine 477.77 Portable Toilets-September 24144 10/15/03 Construction Bulletin Magazine 313.04 Ad-Bids-Lift Station Rchab/Karth Lake 24145 10/15/03 Coroorate Express 640.86 Office Supplies 24146 10/15/03 Dahlro-cn Shardlow and Uban 12,758.67 '" TCAAP-ProfServices 7/27-9/27 24147 10/15/03 Ehlers and Associates 239.63 Ouick TIF Uo!!rade 24148 10/15/03 Fortis Benefits 53.73 lone: Tenn Disablilitv 24149 10/15/03 Frattallones Hardware, Ine 117.49 Sunnlies 24150 10/15/03 Gopher State One-Can 182.90 August Service 24151 10/15/03 Hvdro Supplv Comoanv 1,334.62 Water Meters 24152 10/15/03 I,O.S. CaDital 586.02 Additional COpy Charge 24153 10/15/03 leI Dulux Paint Centers 956.59 Field Markin!! Paint 24154 10/15/03 Insnec, Ine 875,98 Forensic Testine.-Citv Hall 24155 10/15/03 I,U.O.E. Local 49 240,00 Union Dues 24156 10/15/03 Kath Auto Parts 274.47 Supplies 24157 10/15/03 Lake Johanna Vol Fire Dent 23,898.00 Station I-Extraction Tools 24158 10/15/03 Lexington Floral, Inc 46.95 Floral Arrangement 24159 10/15/03 Lillie Suburban Newspapers 217.00 CAH~Thank You 24160 10/15/03 Man!Olis Comnanv 1,017.00 CH-Landseaoine: 24161 10/15/03 McGraw, Ravrnond 453,00 Tree Service 24162 10/15/03 Michael MiIlerllSN 616.00 Umnire Service 9/09-9/17 24163 10/15/03 Midwest Asphalt Com. 640.14 Road Reoair Materials 24164 10/15/03 Midwest Specialty EQuip Co. 105.00 Repair Security Gate 24165 10/15/03 MN Dent of Health 3,243.00 3003 Water Connect Fee 24166 10115/03 Moore, Thomas 232.93 MHealIe Reimbursement 8/27~9/25 24167 10/15/03 MTI DisttihutinlI Co. 1,265.53 TOTO Reoair-lmmrance Claim 24168 10/15/03 NCPERS Group Life Ins 60.00 October Life Insurance 24169 10/15/03 Nextel Communications 633.75 Cellular Phone Service Subtotal - Unpaid Claims - Pae:e 2 54,033.51 CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 10/14/03 COUNCIL MEETING PAGE3QF3 UNPAID CLAIMS REGISTER: ,"':{:l<:.Jl'A1~, ':', '" A>i>Mol!1\'!t' ,'F:t.OiliMIiN1il>'" ... 24170 10/15103 Oriental Tradinl:!: Comuanv 215.18 Surmlies-HaUoween 24171 10/15/03 Pace Analytical 339.00 Water Testing 24172 10/15/03 Purchase Power 1,423.00 Postage.Meter 24173 10/15/03 Ramsey County 8,283.77 Hwv 96 Utility Upgrade 24174 10/15103 S&S Worldwide 183,17 Supplies~Halloween 24175 10/15/03 Skyhawks 554.80 Snorts Academv 7/14-8/01 24176 10/15103 Snellinl:!: Collision Service 3,257.87 Truck #107-Reoair 24177 10/15/03 Soencer Fane Britt & Browne 4,953.46 '" TeAAP-Legal Fees 24178 10/15/03 SteDoingstone Theatre 295.00 Drama Classes 24179 10115/03 T.A. Schifskv & Sons 31.79 Asphalt 24]80 10/15/03 Target Stores 24.73 Cookies 24181 10/15/03 Tessman Seed Company 1,986.06 PesticideIFertilizer 24182 10/15103 TimeSaver Off-Site Secretarial 530.38 Recordine: SecretarY 24183 10/15/03 United Rentals 83.60 Barricade Rental Subtotal, Page 3 of3 22,161.81 Subtotal, Pae:c 2 of 3 54033.51 Total Unpaid Claims- 76 195.32 ~p"yobloI<I.;",,1 \ . . . . . . URS Agenda Item 3.B MEMORANDUM 1hresher Square 700 Third Street South Minneapolis, MN 554] 5 Phone: (612) 370-0700 Fax: (612) 370-1378 To: Ms. Michelle Wolfe! City of Arden Hills Copy: Nick LandwerlURS Tom Moore!AH File: 37951-026-1001 From: Greg Brown r.s:"Q>1 Arden Hills City Engineer vo ~ Date: October 8, 2003 Subject: Booster Pump Station Authorization for Advertisement for Bids Backl!round The City Engineer is currently completing final construction plans and specifications for the rehabilitation of the City's booster pump station located next to the south water tower. The pumping station is used to insure that adequate pressure is available in the city's water system to keep areas in the northern part of the City served via the north water tower. The existing pump station was constructed in 1968 and has not received any major rehabilitation work over its 35 year lifetime. This project is in the Water Utility CIP for 2003. The major components ofthe project include the replacement of two 50 horsepower pumps, replacement of a natural gas auxilliary generator with a diesel generator, new interior lighting and heating and the replacement of a 7 foot double door with a 10 foot garage door for improved access. Replacement of the existing l6'XI6' garage door on the south water tower will be bid as an alternate with the project as it is in very poor condition. The 2003 budget for pump station rehabilitation is $325,000. The current estimated construction cost for the improvement is $255,000 (including the water tower door). Total project cost including engineering and administration is estimated at $306,000 which is $19,000 under the budget provided in the CIP. The project will be funded entirely by the City Water Utility Fund. Recommendation The City Engineer recommends that Council authorize the advertisement for construction bids for the Booster Pump Station Rehabilitation Project. PROJECTS\ARDENHIL\37951\GENERAL\Documents\Agenda Memo 10~14~03ltem 3Bdoc ..... -....... . ~ ~H1LI.S MEMORANDUM DATE: October 9, 2003 Agenda Item 7.A TO: Mayor and Council FROM: Aaron Parrish, Director of Community Development / Asst. City Admin. (ii) SUBJECT: Authorization to Purchase Paper Folder ENCLOSURES: 1. Specifications for Recommended Folder Overview For a number of reasons, staff would like to pursue the acquisition of a paper folding machine. These reasons include the following: . ~ First and foremost, the acquisition of a paper folder would help improve the efficiency of our utility billing operation. As Council is aware, we are in the process of converting the utility billings function from our DOS based BDS system to our Windows based Springbrook software package. As part of the conversion, we will begin printing our bills on our copier or laser printer. By buying a paper folder, we will not have to fold approximately 1000 bills per month. The perforating feature will also save money by not requiring the purchase of special perforated paper. ~ With and increased emphasis on communication and neighborhood involvement, we have sent out significantly more mailings this year than we have in the past. For example, all hearings associated with Guidant, the Maintenance Facility, or Highway 96 were mailed to over 800 residents as opposed to the standard of approximately 350 feet. ~ Overall, by purchasing a folding machine it would allow staff time to be utilized more effectively. For example, it is estimated that 28 hours of staff time went into preparing and distributing notices for the current round of neighborhood meetings. It is estimated that this could be reduced to approximately 14 hours with the recommended folding machine. The specifications for the machine that staff has reviewed and would recommend is attached for your review. Since there is a strong possibility that we would not purchase this piece of equipment if we were not converting to the new financial software, I would propose that this expenditure be funded equally out of the water and sewer enterprise funds. Requested Action . Authorize staff to purchase a paper folder in an amount not to exceed $3000 \\Earth\Planning\Technology\10-08_03 Memo to Council. Paper Foldcr.doc ~ -- . . . I Cli 0 :5! - ::J ;:, Cl <( Cl " "0 :;; Q) ~ '0 Q) ~ LL LL 'tI L . 0 ::J r:: ~ 0 0 I '" ... ~ - "" ::J t.) l:! 0 .;:: ~ ... lL U u. LL '" Ql e z ~ ~ J: a c. U 0 II') e E ;: ~ 0 ". u U III j;: ... 15. " u. 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URS AGENDA ITEM a.A Thresher Square 700 Third Street South Minneapolis, MN 55415 Phone: (612) 370-0700 Fax: (612) 370-1378 To: Michelle Wolfe City of Arden Hills Copy: Tom Moore/AH Greg BrownlURS Matt HarderlURS File: 37951-005-8001 From: Gregory S. Brown, P.E. ~'b I evf Date: October 8, 2003 Subject: Perry Park Ball Field hnprovements Bids were solicited from three Contractors for the Perry Park Ball Field hnprovements Project. This project includes improving handicap accessibility to Fields #1 and #2 by adding a retaining wall, paved ramps and installing a fence railing. In addition, this project will remove the berm in the middle ofField #1 center field and correct existing drainage problems between the two fields. The bid results are as follows: Thomas and Sons Construction Jay Bros., Inc. SUllfam Construction. Inc. Average Price $42,698.75 $45,735.00 $65.575.00 $51,336.25 These prices reflect a competitive bidding environment and the average price is within 3% of the Engineer's Estimated price of $50,000.00. The work is included in the 2003 CIP budget for $50,000. We have worked with Thomas and Sons on other projects and we feel that they are capable of successfully completing this work. The City Engineer recommends the City Council authorize Staff to execute a purchase order with Thomas and Sons Construction for the Perry Park Ball Field hnprovements in the amount of$42,698.75. . . . ~ ~HlLLS MEMORANDUM DATE: Agenda Item8.B October 8, 2003 TO: Mayor Aplikowski Councilmember Grant Councilmember Holden Councilmember Larson Councilmember Rem I Thomas J. Moore, Director of Operations & Maintenanc:W lYf' FROM: SUBJECT: Replacement of the Stolen Safety Trench Box Backl!round On August 24, 2003, the OSHA mandated Safety Trench Box was stolen from the Operations and Maintenance Building. The Safety Trench Box, used in the repair of water and sanitary sewer lines, is installed into a trench to protect 0 & M employees from cave-ins. A report was immediately filed with Ramsey County Sheriff and the League of Minnesota Cities Insurance Trust (LMCIT). The LMCIT has informed staff that this particular item was not listed as an insured item under the City's Policy, thus no reimbursement for the loss will occur. Budl!et The Safety Trench Box was scheduled for replacement in the 2004 CIP. Staff secured three bids for the replacement of the stolen Safety Trench Box. The low bidder was United Rentals located in the City of Roseville. The total cost, including sales tax and freight, is $9,270. Funding for the purchase would be provided equally from the Water and Sanitary Sewer Enterprise Funds. As of August 31,2003, the balance for the Water Fund was $1,437,189.86 and the Sanitary Sewer Fund was $1,167,184.41. Recommendations Staff recommends the purchase of a Hydra Shield Safety Trench Box from United Rentals at a cost not to exceed $9,270. Staff further recommends that the funding of this purchase be split equally between the Water and Sanitary Sewer Enterprise Funds. . . . ~ ~HILLS MEMORANDUM DATE: Agenda Item 9.A. October 8, 2003 TO: Honorable Mayor and City Council Michelle Wolfe, City Administrator ~~ Discuss and Provide Direction Regarding Establishment of an Assessment Policy Task Force FROM: SUBJECT: Overview: One of the goals established by the Council at the March 2003 retreat was to form an Assessment Policy Task Force. This task force would review the existing policy and recommend changes, or even an entirely new policy. City staff proceeded to advertise for potential task force members. Unfortunately, only one resident indicated interest in the task force. At that time, staff prepared a proposal for a new assessment policy. This was presented to Council last spring. Council directed that the process be put on hold and re-evaluated in the fall. Options: Now that fall has arrived, this subject is before you for consideration. Options for proceeding are outlined below, and others may exist. I. Do not proceed with task force and maintain existing policy. 2. Do not proceed with task force and re-evaluate staff proposal. 3. Advertise and promote the formation of the task force. 4. Assign to an existing committee for comment and review. Requested Action: Provide direction to staff as to how to proceed regarding establishment of an assessment policy task force. \\Earth\Admin\City Administrator\Memo\2003\10-07-03 Memo to Council- Assessment Policy.doc . ~ /]'\~ HILLS MEMORANDUM DATE: October 9,2003 Agenda Item 9.B. TO: Mayor and Council FROM: Aaron Parrish, Director of Community Development / Asst. City Admin. (jV SUBJECT: Planning Commission Vacancy Overview A vacancy on the Planning Commission was created with the resignation of Cathy Smithknect. As such, it is necessary to solicit and interview applicants for the position. Since reappointment of the entire Planning Commission for 2004 is coming up, staff asked current Planning Commissioners whether or not they are interested in being reappointed for 2004. At this point, I have heard back from four out of five and all have ~dicated they would like to be reappointed. I will report back what I hear regarding the final 'WCommissioner's interest in being reappointed at the meeting. Similar to what has been done in the past, it is anticipated that interviews would take place at a regular or special work session. Requested Action 1. Authorize recruitment to fill the existing Planning Commission vacancy. . \\Earth\Planning\Planning Commission\PC Miscellaneous\Memo\10-Q8-Q3 Memo 10 Council - Vacancy and 2004 Appointments.doc Silseth, Pang 4om: nt: 0: Subject: ~ October 20 2003.doc (87 K8) Silseth, Pang Thursday, October 16, 2003 2:25 PM Timesaver; Bulletin: CTV15; Focus News; Gammell, Ken; Pioneer Press (Allen Powell); Ramsey Co, Sherriff's; Startribune W orksession Agenda for 10/20/03 Pang Silseth Office Support Specialist City of Arden Hills Phone: 651.634.5120 Fax: 651.634.5137 Website: www_ci.arden-hills_mn.us . . 1