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Home My WebLink AboutCCP 04-19-2004 ;, Mayor: Beverly Aplilulwsld .. ~HlLLS Arden Hills City Couneil WORK SESSION 1245W. BiPl!'a)' 96 ,~ BJIle,l\IllllMota "55'1u 651.634.5110 '""'4......'... ..rir.'. , CouBeil Members: David GraBt Brenda BoIdeJI Gregg LamlB Lois' Rem 4:45 p.m. MOllday,AprU 19, 2004 , Agenda 1. Cao to Order 2. Al!enda Jt"m.~ A. Nortlnl'est Y oUtlaud ll'amtIy Services PresentaDon B. TlF Bond Retanding Staff Mllyor of SJwrelrieWSaacly~_d New Brig1ttoftCo1lD~ ADDie BoffmltOD ' Marit Ruff, biers aDd~aDd MJlt1Ma SiddltJlli , Thomas Moore,GregB~".. MJlrtuza SidfUttui ' . . ThOlb;tS Mool'eud G~.~ Mlellelie Welfealld MurtflZlr SilWkpII MartuaSiddiqlli Aaron Parris' MlcbeUe W~. C, Pa\'emeat MuagemeBtFJve Year Project Schedule D. Old 10 Rail Bridge E. '2005 Bnclget Process ud CODBCII Priorities F. Credit Card1'raDhetiODS G, Pub,lic Expellditure PoIiey B. Assistant City Adminl$ttator POSitioB VacaBey I. Retreat FoUow Up MieItdleWOIfe 3, Couaril Reoorts A. CODncil Member HoIdeB , B. CouneD'Member Larson C. Council Member Rem . ' D, COBBeil MemberG....t E,Mayor ApUkowski . ,,;. tit . . ~ ~~HILLS MEMORANDUM DATE: Agenda Item 2.B April 12,2004 TO: Honorable Mayor and City Council FROM: Murtuza Siddiqui, Finance Director/Treasurer """~ SUBJECT: Bond Refunding BACKGROUND: In 1998, the City of Arden Hills issued $3,100,000 in General Obligation Tax Increment Bonds, Series 1998A. The bonds were issued for the purpose of financing for relocated 14th street improvements and Round Lake Road/Highway 96 intersection improvements in Tax Increment District NO.2. DISCUSSION: The above referenced bond carries an average interest cost of approximately 4.6%. With today' s low interest rates, refunding the existing bonds and replacing it with a lower interest bearing bonds, the City can realize a net cost savings in excess of $1 00,000 over the remaining life of the bonds. Mark Ruff of Ehlers & Associates, Inc, will make a presentation, outlining the benefits of refunding at this Work Session, Please see the attachments from Ehlers & Associates, Inc. RECOMMENDED ACTION: Staffrecommends that the Council consider the option of refunding Bond Series 1998A. ::J ~ ..... -0 c: o OJ -c c: CO at c: .- u c: CO c: q:: JJi VJ cP ~ .,... CJ e VJ , "1 VJ =~< = <= A~ C"'Q -= N VJ cP ~" ~ ~ ;3 "~:a <~r_' c.. .C ~ e Q. I ~ < t= .!.; == U = ~ .. " ~ tit . . ~." I WI".' (1) ~ I A,. VI V) .....1 . ~ '--'I C o "'" LW ro V) .. =-=1 ....., ro .s::; ~,--','" .". . . f7J ~ h.~ "C S ~.,~~ g ~ ~U ~U "=r .S .-' 8 ___ .s ~.:a~" = ~ - 'w .., jIiiii! Q.; ...., S ,. 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'"=' == ...." ... ~=:a ! ~_~ ;8$ (; ~! ~V1-= a<<~=; ~ ,"=,:3- ~ ; ~ ~ "==~,"=,~ ==a a<:>"~~~<>>" ;:: ~o =- == =- ~ (J V1 ~~, _~ " <>> '"=' q> <>>=;~~ ~Q.~~ ~ ~..., ~ ~n= ~:, ... ... ~.. '<iiiiN = ... .; <>> ; ,,0 . 0 = = (J.~ t (JO'O' .~=~; == ..~~ ,,~~-~ == - - rA cA. '-.Ii ~ U ,,~~ VJ, V'7 E:""""" jiiii" . . . City of Arden Hills, MN Proposed Crossover Refunding of $3,100,000 G.O. Tax Increment Bonds, Series 1998A Sources & Uses Dated 04/01/2004 I Delivered 04/01/2004 SOURCES OF FUNDS Par Amount of Bands .,$.~,.:I?5,0~Q()Q. TOTAL SOURCES $2,(75,000.00 USES OF FUNDS ~r?!_~_ ~~~~E~T~~~(,~.'p!,~~g_~~.~_,.(l..:.~99::11) Costs ofIssuance ~------------_.--- --- pcposit to Crossover Escrow Fund _~~1!ndingi\rtl0unt . 29.700,,00 35,000.00 TOTAL USES $2,47StOOO.OO . City of Arden Hills, MN Proposed Crossover Refunding of $3,100,000 G.O. Tax Increment Bonds, Series 1998A Debt Service Schedule Date Principal Coupon 04/0112004 OR/a 1/2004 02/01/2005 08/01/2005 02/01/2006 215,000.00 1.600% 08/01/2006 02/01/2007 220,000.00 2.000% 08/01/2007 02/01/2008 225,000.00 2.200% 08/01/2008 02/0 1/2009 230,000.00 2.500% 08/01/2009 02/0 1120 10 240.000.00 2.750% 08101/2010 02/01/2011 255,000,00.. 3.000% 08/01/2011 02/01/2012 260,000.00 3.125% 08/01/2012 02101/2013 265,000.00 3.250% 08/0112013 ----.-.-....,",..._.... .-.-................... 02/01/2014 275,000.00 3.500% 08/01/2014 02/01/2015 290,000.00 3.625% Total $2,475,000.00 Yield Statistics Bond Year Dollars Life Interest Total P+I Fiscal Total 23,221.67 23,22167 34,832.50 34,832.50 58,054.17 34.83250 34,832.50 34,832.50 249,83~50 284,665.00 33,112.50 33,112.50 33,112.50 253,112.50 286,225.00 30,912.50 30,912.50 30,912.50 255,912.50 286,825.00 28,437.50 28,437.50 28,437.50 258,437.50 286,875.00 25,562.50 25,562.50 25,562.50 265,562.50 291,125.00 22,262.50 22,262.50 22,26250 27.7,.26.2~Q n... 299,52500. 18,437.50 18,437.50 18,437.50 278,437.50 296,875.00 14,37500 14,375.00 14,375.00 279,375.00 293,750.00 10,068.75 . .. _lO,Q68!.5.. 10,068.75 285,068.75 295,137.50 5,25625 5,256.25 5,256.25 295,256.25 300,512.50 $504,569.17 $2,979,569.17 $16,357.50 6.609 Years Net Interest <;I?,s.~ (NIC) 'J)~~__~_~!e~~~_!..<:'~~~JJJ.g_ .,??~.~".Yj_~!_~"_fo!.;'\r~Ar~~_~__~.~.~~!~.~~_. ~!J~~lE_s_iye Cost (AIC) 3.2662031% 3.2721624% - -- ---.~--'"-"'. 3.0661971% _.._.._.___...........m..m.....__.__...._____ 3.5192057% IRS Form 8038 Net Interest Cost ... ....-.-- ---._.-,....... _Vieighted Average Maturity 3.0846350% u_ _,____,._,.". ......................._.___ ___~__ 6.609 Years City of Arden HiIIs,MN Proposed Crossover Refunding of $3,100,000 G.O. Tax Increment Bonds, Series 1998A Debt Service Comparison Const Loan Fiscal Date Total P+I Pmt Existing D/S Net New D/S Old Net DIS Savi ngs Total 04/0 1/2004 08/01/2004 23,221.67 (23,221.67) 53,87250 53,87250 53,87250 02/01/2005 34,832.50 (2,404,832.50) 2,423,872.50 53,87250 53,87250 08/01/2005 34,832.50 34,832.50 53,87250 19,040.00 02/01/2006 249,832,50 249,83L5Q 238,87250 (10,960.00) 8,080.00 08101/2006 33,112.50 33,112.50 49,987.50 16,875.00 02/01/2007 253,112.50 253,112.50 244,987.50 (8,125.00) 8,750.00 08/01/2007 30,912.50 30,912.50 45,795.00 14,882.50 02/0112008 255,912.50 255,912.50 250,795.00 (5,117.50) 9,765.00 08/01/2008 u_28,43750 28,43J.,~0 41,336.25 12,89875 02/0112009 258,437.50 258,437.50 256,336.25 (2,101.25) 10,797.50 08/01/2009 25,562.50 25,562.50 36,552.50 10,990.00 02/01/2010 265,562.50 265,562.50 266,552.50 990.00 11,980.00 08/0112010 22,262.50 22,262.50 31,377.50 9,115.00 02/01/2011 277,26250 ........277,26L50... ... _22(;,~7.7"Q__ u(88500j _~.3~110.. ___________n__._ 08101/2011 18,437.50 18,437.50 25,742.50 7,305.00 02/01/2012 278,437.50 278,437.50 280,742.50 2,305.00 9,610.00 08/01/2012 14,375.00 14,375.00 19,813.75 5,438.75 02/01/2013 279.375.00 279,375.00 284,813.75 5,438.75 10,877.50 08/01/2013 10,.~6.8.J.~ 10,0(;.8.J.5......... .13,586.25 . 3,51J,50 _.__'.....___..o_.__'..n_ 02/01/2014 285,068.75 285,068.75 293,586.25 8,517.50 12,035.00 08/01/2014 5,256.25 5,256.25 7,006.25 1,750.00 02/0 1/20 15 295,256.25 295,256.25 302,006.25 6,750.00 8,500.00 Tolal $2,979,569.17 (2,428,054.17) $2,477,745.00 $3,029,260.00 $3,127,885.00 $98,625.00 PV Analysis Summary (Net to Net) Gross PV Debt Service Savings 80,620.37 Net PV Cashflow Contin~~1!~y_~~~g~Il;~,~t1~_ ~_(l_~!!~ Net Present Value Benefit },88218_ J.~:l,.~112.2.5... ~~_t PV_!:J:enefit I, $2,370,000 Refunded Principal _Net PV Benefit I $2,475,000 Refunding P.rinc~'~~'__M 3.566% 3.415% Refunding Bond Information ~~~_nding Dated Date Refunding Delivery Date 4/0112004 4/0 1/2004 . City of Arden Hills, MN $3,100,000 G.O. Tax Increment Bonds, Series 1998A Total Refunded Debt Service Date 08/01/2004 02/01/2005 08/01/2005 02101/2006 08/0 1/2006 02/01/2007 08/01/2007 02/01/2008 08/01/2008 02/01/2009 08/01/2009 02/0112010 08/01/2010 02/01/2011 08/0112011 02/0112012 08/01/2012 02/01/2013 08/01/2013 02/01/2014 08101/2014 02/01/2015 Total Principal Coupon Interest 53,872.50 53,872.50 53,872.50 4.200% 53,872.50 49,987.50 4.300% 49,987.50 45,795.00 4.350% 45,795.00 41,33625 _ _~:_1J~~~________'!.I}}_6~~~__ 36,552.50 4.500% 36,552.50 31,377.50 4.600% 31,377.50 185,000.00 195,000.00 205,000.00 215,000.00 230,000.00 245,000.00 255,000.00 4.650% 25,742.50 19,813.75 19,813.75 13,58625 .13,5862,5,..,. 7,006.25 7,006.25 $757,885.00 265,000.00 4.700% ...... ..280,00000 4.700% 295,00000 $2,370,000.00 4.750% Yield Statistics _~~!~_~~ ~ife Weighted A v~!.~g~.,!v1aturity (Par Basis) Refunding Bond Information _~_:i~,~~_~!:I_~._Q~~~~}?~~_______ Refunding Delivery Dale Total P+I Fiscal Total 53,872.50 53,872.50 107,745.00 53,872.50 238,872.50 292,745.00 49,987.50 244,987.50 294,975.00 45,795.00 250,795.00 296,590.00 41,336.25 . n25~,3.3625 n.... ,......217,672.50 36,552.50 266,552.50 303,105.00 31,377.50 276,377.50 307,755.00 280,742.50 306,485.00 19,813.75 284,813.75 304,627.50 13,586.25 ... .... ..,}93"586}5",. u3,07,17250, 7,006.25 302,006.25 309,012.50 $3,127,885.00 6.759 Years 6.759 Years 4.6187734% 4/01/2004 -------- -------- 4/01/2004 City of Arden Hills, MN Proposed Crossover Refunding of $3,100,000 G.O. Tax Increment Bonds, Series 1998A Crossover Escrow Fund Cashflow Cash Date Principal Rate Interest Recei pts Disbursements Balance 04/01/2004 0.62 0.62 08/01/2004 23,157.00 0.840% 65.01 23,222.01 23,221.67 0.96 02/01/2005 2,383,253.00 1.080% 21,578.54 2,404,831.54 2,404,832.50 Total $2,406,410.00 S21,643.55 $2,428,054,17 $2,428,054.17 Investment Parameters Iny~s_t_~l)Cnt Model [PV, Ole, Of Securities] Default investment Securities Bond Yield Cash Q~l?~~i!^^_ ~_.^^ '^' _'_._.__ ____________ _____ Cost of Tnvestments Purchased with Bond Pmceeds _._""""........m..........................."..............................._.__.............................u_...._.__ Total Cost oflnvestments 0.62 . 3,4()6,41.O,QQ }arget Cost of Inve'stments at bond yield A:ct~_~!p<?~_i_!~y_e_(?~_{J]_c:g~_!~.Y_~)_~~~_i!~~_g~ ___ _________ $2,367,605.34 . ... .....___.__.____ . (38,8Q528) Yiel~__!o Receipt Yield for Arbitrage Purposes 1.0836132% 3.0661971 % State and Local Government Series (SLGS) rates for 1/12/2004 , . . ---A~HILLS MEMORANDUM DATE: Apri115,2004 Agenda Item 2,C TO: Honorable Mayor and City Council FROM: Murtuza Siddiqui, Finance Director/Treasurer """',S SUBJECT: PMP Funding BACKGROUND: The city engineers have prepared an analysis and projection for the up-coming projects through year 2010. I am eurrently in the process of reviewing and analyzing the finaneial data that was . provided by URS. DISCUSSION: In addition to reviewing the cost estimates provided by URS and the proposed revenue sourees to finanee the projects, I am also in the process ofreviewing our fund balances, future revenue streams and its potential usage for various PMP and other projects. As we look into the future for funding various projects, we have to take into aceount that there are no assuranees from the legislature that State Aid will continue long-term into the future, Additionally, cash flow has to be taken into account as well. At a future meeting, a discussion at the City Councillevel has to take plaee with regards to funding options. Bonding can be explored as an option to finance future projects. RECOMMENDED ACTION: Finance Director recommends that the Couneil review the proposed PMP projects on a philosophicallevel and to defer a final decision until detailed funding and eash flow projections have been identified/reviewed and agreed by the Council. . .J URS Agenda Item 2.C MEMORANDUM . Thresher Square 700 Third Street South Minneapolis, MN 55415 Phone: (6]2) 370-0700 Fax: (612)370-13783 To: Miehelle Wolfe/Arden Hills Copy: Tom Moore/Arden Hills Jim Perron/Arden Hills Nick LandwerfURS File: 37951 005 From: Greg Brown, PE 16 ~\ ~ Arden Hills City Engineer Date: Apri114,2004 Subject: Summary of Five Year CIP Scope Introduetion We have prepared a preliminary scope for the next five years of the City of Arden Hills Capital Improvements Program (CIP) for improvements associated with pavement management, trails watennain, sanitary sewer and storm water/drainage systems, The eapital improvements identified were developed through meetings and discussions with Jim Perron, Tom Moore, Niek Landwer and myself to prioritize the needs ofthe City in the upcoming five years, Funding for the improvements will be made from the respective utility funds except for the pavement improvements, Funding for pavement improvements program will be made through assessments, State Aid funds and City funding sourees, This mcmorandum is intended to outline the philosophy behind the Capital Improvements Program, assist with the discussion of the 2005 -2009 CIP and solicit council and staff comments on the proposed CIP scope. A quick reference summary and cost/funding spreadsheet are attaehed as well for Council's information, . A. Pavement Management Program The City is in the third year of its eurrent neighborhood based Pavement Management Program. URS completed the Pavement Condition Index (PCI) ratings for all streets within the City in 1999 and 2002 and is scheduled to resurvey the City in 2005. The PCI ratings along with drainage infrastructure condition, curb and gutter eondition, street width, water quality and utility eondition are used as factors in prioritizing the expenditure of funds for street and utility maintenance and reconstruction projects. The annualized budget for pavement and drainage improvements should be determined by considering the city infrastructure as a whole and eomparing the replacement life cyeles of pavements and other infrastructure with the current and anticipated availability of funds. The . following is a macro analysis of the current pavement infrastructure needs for the entire city for the purposes of determining what the annual PMP funding allocation should be, For the purposes of this analysis, we have made the following assumptions: C:\Documents and Settings\PangS\LocaJ Settings\Tempornry Internet Files\OLK27\5YearCLP Memo - 4-14-2004.doc . . . CIP Memorandum April 14, 2002 Page 2 . All streets currently not meeting standards (width, curb & gutter, drainage etc,) will require full reconstruction ($250.00/LF), · All streets with curb and gutter and storm sewer improvements would only require mill and overlay ($50.00/LF). · All City streets would be either reconstructed or overlayed over the next twenty years. . Streets will be sealcoated every seven to ten years. . Costs are in 2004 dollars, · Assumed life cycle of a street is . Reconstructed: Year 0 . Sealcoated Year 2-3 . Sealcoated Year 10 . Sealcoated Year 17 . 2" Overlay Year 20-22 . Sealcoated Year 24-25 · Sealcoated Year 32 · Recycle bituminous surface (4:") Year 40 By the beginning of 2005 approximately 11 miles of city streets will not meet standards leaving approximately 19 miles of city streets in the overlay category. The following is a look at what the City's total needs will be over a 20 year period: A. Street Reconstruction: B. Street Overlay: C. Street Sealcoat Total: 20 year PMP budget Annualized Budget (2004 dollars) 11,0 miles *250$/LF*5,280LF 19,0 miles*50$/LF*5,280LF 60,0 miles*2.50$/LF*5.280LF =$14,520,000 = $ 5,016,000 =$ 792,000 $20,328,000 $1,016,400 Current Funding Summary The following is a summary of the current funding mechanisms in place for the City's PMP needs and the corresponding annual contributions for 20 years. The assessment contribution is based upon the current assessment policy which requires residential properties to contribute 50% of the benefit received from the improvement project. For this analysis we have assumed that assessments will contribute 50% of the reconstruction and overlay costs listed above. The City's general fund outlay of $200,000 per year is also assumed to occur over the twenty year period. A. General Fund Outlay $200,000*20 yr B. State Aid Funds $200,000*20yr C. Assessments 50%*(14,520,000+5,016,000) D, Storm Water Uti lily 150,000*20yr Tota120 ycar PMP Funding (2004 dollars) Annualized PMP Funding (2004 dollars) =$4,000,000 =$4,000,000 =$9,768,000 ~$3,OOO,000 $20,768,000 $ 1,038,400 CIP Memorandum Apri114,2002 Page 3 . The maero analysis indicates that current funding stream is adequate to fund the eurrent PMP needs. In addition to the funding stream, a substantial amount of capital reserves have been accumulated by the City as a result of low investments in the PMP from 1999-2002, The current audit will identify the exaet amount of funds eurrently in reserve and available to fund PMP improvements projects. Proposed PMP Improvements We have developed a proposed PMP Improvements Schedule (attached) to address sealcoating, overlay, drainage and reconstruction work throughout the City. The improvements projects are based upon the neighborhood approaeh as has been endorsed by the Couneil in the fall of 200 I, The proposed project scopes are within budget parameters outlined above and reflect a higher early investment in reconstruction to get ahead of the pavement failure curve, Our overall ranking of neighborhoods is similar to the priorities developed in 1999 and 2002 during previous reviews of the City's pavement and drainage infrastructure, Our basis for prioritizing neighborhoods involves the consideration of several faetors including: PCI values for neighborhood streets Condition/effectiveness of existing surface drainage system (or lack thereof) Condition of underground water and sanitary sewer utilities, need for dig-up repairs Whether neighborhood streets meet City standards . Whether neighborhood streets have eoncrete curb and gutter Opportunity for significant improvement of water quality of neighborhood runoff Available State Aid and City funding Emergency Issues County construction projects on adjacent roadways Major development/redevelopment projects Neighborhood petitions Opportunities to include planned trail improvements (per PTRC) with roadway Work Session The proposed CIP improvements including PMP, trails, watermain, sanitary sewer, and storm sewer for 2005 .-- 2009 will be presented to the Council for discussion and input at the worksession. The CIP will be revised as necessary following the Work Session and issued as a report in the near future. . . . . CIP Memorandum Apri114,2002 Page 3 The macro analysis indicates that current funding stream is adequate to fund the current PMP needs. In addition to the funding stream, a substantial amount of capital reserves have been accumulated by the City as a result of low investments in the PMP from 1999-2002. The eurrent audit will identify the exact amount of funds currently in reserve and available to fund PMP improvements projects. Proposed PMP Improvements We have developed a proposed PMP Improvements Schedule (attached) to address sealeoating, overlay, drainage and reconstruetion work throughout the City. The improvements projects are based upon the neighborhood approach as has been endorsed by the Council in the fall of 200 I. The proposed project scopes are within budget parameters outlined above and reflect a higher early investment in reconstruction to get ahead of the pavement failure curve, Our overall ranking of neighborhoods is similar to the priorities developed in 1999 and 2002 during previous reviews of the City's pavcment and drainage infrastructure. Our basis for prioritizing neighborhoods involves the consideration of several factors including: PCI values for neighborhood streets Condition/effectiveness of existing surface drainage system (or lack thereof) Condition of underground water and sanitary sewer utilities, necd for dig-up repairs Whether neighborhood streets meet City standards Whether neighborhood streets have eonerete curb and gutter Opportunity for significant improvement of water quality of neighborhood runoff Available State Aid and City funding Emergency Issues County construetion projects on adjacent roadways Major development/redevelopment projects Neighborhood petitions Opportunities to include planned trail improvements (per PTRC) with roadway Work Session The proposed CIP improvements including PMP, trails, watermain, sanitary sewer, and storm sewer for 2005 - 2009 will be presented to the Council for discussion and input at the worksession. The CIP will be revised as neeessary following the Work Session and issued as a report in the near future. Arden Hills 5 Year Proposed CIP Summary April 6, 2004 . General Notes Regarding CIP Summary: I. Items in italics represent items in the current CIP adopted by council in 2003 2. Items in bold represent proposed CIP items (many are the same as previous CIP) 3. All estimated project costs include eonstruction and engineering costs 4. All estimated project costs are in 2004 dollars 5. The 2003 and 2004 information is provided for reference, the five year CIP under consideration includes years 2005 -- 2009. 6. Individual adjustments to the CIP may have a "chain reaction" requiring adjustments to subsequent years I. Pavement Management Program 2003 . Ingerson Neighborhood Reconstruction - Complete . Karth Lake East neighborhood Mill and Overlay - Complete . Sealcoat Snelling/Hamline/Hwy IO/Hwy 96 Neighborhood-Complete · Vacation of Fernwood Avenue-Complete 2004 . Edgewater Neighborhood Reconstruction - In Progress . Reconstruct West Round Lake Road (based upon Chesapeake Development) - -7Slide to 2005 . 2005 · Ridgewood Neighborhood Reconstruction - move to 2009 . Pavement Rating of entire city (on 3 year cycle, last rating 2002) . Pavement rating of entire city . Estimated engineering staff cost: $10,000-$15,000 . Reconstruet Dunlap/Overlay Red Fox Grey Fox Commercial Area . Moved up from 2006 schedule . 70% Assessable (commercial rates) . State aid eligible . Estimated project cost: $1,500,000 . Recoustruct West Round Lake Road . Dependent upon development of Chesapeake site . 70% Assessable (eommercial rates) . Significant developer finaneial participation . State aid eligible . . . Estimated project cost: $1,500,000 · Sealcoat Edgewater, Ingerson, Karth Lake East, Cummings Park Drive . Estimated project eost: $50,000 . Moved from 2006 . 2006 · Mill and Overlay Brighton Way and Chatham Neighborhoods, reconstruct Thom Drive . Reconstruct Dunlap/Overlay Red Fox Grey Fox Commercial Roadways) (moved to 2005) · Sealcoat Ingerson and Edgewater Neighborhoods - (moved to 2005) · Mill and Overlay Brighton Way and Chatham Neighborhoods, Reconstruet Thorn Drive · Estimated project cost: $1,000,000 · NEW: Reconstruct Snelling Avenue (County Road E to TH 51) · Eligible for state aid · Opportunity to construet regional trail along roadway . Opportunity to downsize roadway to neighborhood feel · Fewer properties directly served by roadway than typieal · Potential to eontinue trail north along Old Highway 10 to CSAH 96 (state aid) · Estimated projeet cost $1,400,000 2007 · Glenhill neighborhood Reconstruction · Reconstruct Glenhill neighborhood · Cooperative project with Roseville . Opportunity to improve water quality for Lake Johanna . Estimated project cost $1,100,000 · Potential Snelling trail eonnection to Roseville (Lydia) · NEW: Sealcoat Red Fox/Grey Fox, Brighton Way, Chatham, Arden Oaks Neighborhoods + Snelling Avenue · Estimated project cost: $50,000 . 2008 · Mill and Overlay/Reconstruct Floral Neighborhood · Reconstruct Benton Way - Delay . Mill and Overlay Harriet Avenue - Delay . Sealcoat Karlh Lake East and Noble Neighborhoods - Karth done in 2005, delay Noble · NEW: Mill and OverlaylReeonstruct Floral Neighborhood · Estimated project eost: $1,100,000 2009 . Reeonstruct Ridgewood Neighborhood, OR . Estimated project cost: $1,410,000 . Reconstruct Glenarden Neighborhood, OR . Estimated project cost: $1,875,000 . Reconstruct Grant/Noble Neighborhood . Estimated project cost: $1,050,000 . NEW: Sealcoat Glenhill, Glenpaul, & Katie Lane Neighborhoods . Estimated project cost: $50,000 I f the Council adopts the proposed CIP for 2005 .- 2008 then the City Engineer recommends the Ridgewood Neighborhood be programmed for 2009. . . . . u. Parks and Recreation/Trail Improvements 2004 . County Road E Pedestrian Improvements . Estimated Project Cost: $220,000 · Cleveland Avenne Pedestrian Improvements · Estimated Project Cost: $45,000 2005 · West Round Lake Trail . Constructed in conjunction with Roadway Improvements . Easement Acquisition necessary . Estimated Project Cost: $120,000 2006 · Snelling Avenue Trail (TH 51 to CSAH 96) . Constructed in conjunction with Snelling Avenue PMP Improvements · Includes CP Rail erossing . State Aid Fund Eligible · Estimated Project Cost: $800,000 . . . Ill. Water Utility Improvements 2003 . Inspect South Water Tower- . Upgrade Booster Station - In Progress 2004 . Emergency Connection to Shoreview (at Victoria) - half completed in 2003 with Cummings Park Drive, remainder to he completed in 2005 with Ramsey County Improvements . Emergency Connection to Shoreview (at Victoria) - half completed in 2003 with Cummings Park Drive, remainder to be eompleted in 2005 with Ramsey County Improvements . Valve and hydrant replacement with Edgewater PMP 2005 . Upgrade 8" watermain to 12" along West Round Lake Road - To be done in conjunction with West Round Lake Road reconstruction ($300,000) . Repaint South Water Tower . estimated cost of$365,000 . Valve and Hydrant replacement in conjunction with PMP . estimated cost $50,000 . Emergency Conneetion to Shoreview with Ramsey County Improvements . estimated Cost: $11 0,000 . Upgrade 8" watermain to 12" along West Round Lake Road- To be done in eonjunction with West Round Lake Road reconstruetion . estimated cost: $150,000 . Repaint South Water Tower . estimated eost of $500,000 . Valve and Hydrant replaeement in conjunction with PMP . estimated cost $50,000 . 2006 - 2009 . Valve and Hydrant replacement in conjunction with PMP work . Estimated cost of $5 0,000 per year . Valve and Hydrant replacement in conjunetion with PMP work . Estimated cost of $50,000 per year . . IV. . . Sanitary Utility Improvements 2003 . Test & Seal, lining throughout Edgewater Neighborhood-moved to 2004 · Reconstruct Lift Station #5 - completed . Repair Pipe Sag near South Water Tower - completed by city staff 2004 . Test & Seal south ofl694 (especially clay pipe) - completed in 2003 . Purchase SCADA system - in progress 2005 . Reconstruct Lift Station #7 - completed in 2004 · Reconstruct Lift Station #4 · NEW: Reconstruet Lift Stations #9, #13 in conjunetion with #4 - add to SCADA . Estimated project cost of $300,000 2006 · Test & Seal South of 1694 . Test & Seal, Reline Sewers south ofI 694 · Budget cost of$200,000 2007 . Reconstruct Lift Station #2-completed in 2003 · NEW: Test & Seal, Reline Sewers City wide . Budget cost of $200,000 2008 · NEW: Reeonstruct Lift Stations #1, #11, #12 - add to SCADA · Estimated project cost of $300,000 2009 · Test and Seal, Reline Sewers City wide based upon televising from O&M · Budget cost of$200,000 . V. Storm Water Utility 2003 . Ponding/Drainage Improvements in Ingerson Neighborhood-completed . Drainage Improvements in Karth Lake East- completed . SWPPP Activities - completed 2004 . Ponding/Drainage Improvements in Edgewater Neighborhood-in progress . Miscellaneous Drainage Improvements - Citywide (50K) - Drop . SWPPP Activities - In progress 2005-2009 . PMP Drainage Improvements . Estimated annual eost of $200,000 . Annual SWPPP Activities . Estimated annual cost of$15,000 . . . . . ~ /f\~ HILLS MEMORANDUM DATE: Agenda Item 2.D Apri115,2004 TO: Mayor and Council Michelle Wolfe, City Administrator ;'x,('0IrL FROM: Thomas J. Moore; Director of Operations & Maintenance r~ lV' SUBJECT: Old 10 Railroad Bridge/Trail Underpass BACKGROUND Staff has received requests from the PTRC and residents to look into the possibility of establishing a trail underpass for the Old 10 Railroad Bridge, located south of the Bethel College campus. Staff requested a cost estimate from the City's Engineer, Greg Brown, to study this possibility. The PTRC is in support of this possible study. The PTRC would like to recommend that the funds for this study come out of the Park Fund, COST ESTIMATE URS' cost estimate to undertake this study is $2,740, The breakdown is as follows: Position Structural Engineer Civil Engineer Photo rendering Hourlv Rate 8 hours at $90/hr 20 hours at $65/hr 8 hours at $65/hr Total Cost $720 $1,300 $720 .REOUESTED COUNCIL ACTION Provide feedback on this possible study and if a consensus is reached, then to proceed, Staff will then present this item at the next Council meeting. . . . .. / ~ ~HILLS MEMORANDUM DATE: April 14,2004 Agenda Item 2.E TO: Honorable Mayor and City Council FROM: Murtuza Siddiqui, Finance Director/Treasurer ._~ SUBJECT: 2005 Budget Process and Priorities BACKGROUND: It's about this time of the year, City Council and staff commences the budgeting process for the next fiscal year. In late January 2004, the City Council and the management team participated in a retreat to review and prioritize goals and projects for the current year as well as planning for the future. DISCUSSION: A tentative budget ealendar has been prepared that outlines the proposed process and a timeline for when certain actions need to be taken by both the Council and the staff. In addition to this calendar, ineluded is the list of factors that will influence the 2005 budget. In mid June, a speeial work session is planned that will be specifically dedicated to budgeting. The Council and staff will prepare a draft budget based on the outeome of the January's retreat and the direction provided by the Council at the Apri119'h Work Session, A budget is a planning and forecasting document that provides a road map for the future. The purpose of the special work session and this exereise is to for both the Council and the management team to become more familiar with the various revenue streams as well as on-going operating expenditures and/or any special one-time expenditure. This will also serve as a good opportunity to understand various funds and its uses. To start a discussion on this topic, staff has identified a number of factors that will influence the 2005 Budget. The factors, to name a few, are identified as follows: .. Memo 2005 Preliminary Budget Memo 2 , , . Implementation ofthe Labor/Union contract . Employee step and COLA increases . Increase in employee benefits eosts (health and dental) . Implementation of on-line credit card system . Replacement of two trucks . Replace trailer . Replace two trail signages . Monument signs (2) . Fire capital upgrades . General hardware upgrades . Review the fiscal feasibility of the future PMP plans . Implementation costs associated with Document Imaging . On-going City Hall building issues/repairs . Levy limits . RECOMMENDED ACTION: Staff is seeking direction from the Council as it starts the 2005 Budgeting process. . . . Due Date/Deadline ~. ~_HILLS City of Arden Hills 2005 Budget Calendar Description of Task/Item March/April Develop Budget Templates April - 3rd week April - 3rd week May - 2nd week May - 4th week June -1st week June - 3rd week July - 2nd week August -1st week September .tember September November November - 2nd week December - 1st week December - 2nd week December - 2nd week . Discuss Budgets process and issues with the Council Distribute electronic budget worksheets to department directors Completed "draft" operating and capital budget worksheets due from each department to Finance Departments heads discuss} as a management team, their proposed budgets, including changes to service levels, revenues, strategic opportunities and challenges, etc. Balancing and re-alignment of budgets as needed "Preliminary Budget Overview" - presentation to the City Council (special work session) City Administrator's recommended 2005 Budget distributed to the City Council Final Review of the Proposed 2005 Budget by the Council (special work session) City Council adopts the proposed (maximum) 2005 property tax levy. Certify date for public (TNT) hearing and continuation hearing (if necessary) to county The proposed (maximum) 2005 property tax levy certified to the county County delivers parcel specific notices of proposed property taxes to each property owner Publish notice of TNT Hearing in official newspaper within City, Conduct TNT Hearing. Date is pending notification from the county. City council adopts final 2005 Budget and 2005 Property Tax Levy Certify final adopted 2005 property tax levy to the county auditor. \\Earth\Finance\Finance Director\2005 Budget\2005 Budget Calander . . . ~ ~HILLS MEMORANDUM DATE: Apri112,2004 Agenda Item 2.F TO: Honorable Mayor and City Council FROM: Murtuza Siddiqui, Finance Director/Treasurer "'N)~ SUBJECT: Credit Card Aceeptanee BACKGROUND: Currently, the City of Arden Hills does not accept credit card payments for its services, Services that can be paid by eredit card include permit fees, licenses, utility payments, fines, sports recreation registration, etc. Over the past year, the City has received a number of inquiries from the residents and contraetors encouraging us to aecept credit card payments. DISCUSSION: Credit cards are accepted by most eities in the metro area, but the type of services they accept payments for vary from city to eity. There are two methods of accepting credit card payments. The first method is the Over the Counter method where a card is either swiped through a crcdit card machine or the information is manually inputted when it is provided over the telephone or through some other means. The second method of accepting eredit card is on-line, hnplemerttation of the credit card acceptance is a two step or phase projeet. Phase I (Over the Counter Method) The first method as outlined above is fairly straight forward to implement. There is a one time set up fee of approximately $800. However, there is an on-going per transaction fee associated with the usage. Each time a credit card payment is accepted, a service fee is charged by the eredit card company. This charge will vary anywhere between 1.8 and 2.8 percent ofthe eharged amount depending upon the type of entry. Lower charges are applied if a card is physically swiped through the machine as opposed to manually inputting the eard number. The credit card Memo Credit Card Acceptance 2 eompany charges a higher fee for manual input due to risk factors. There is a minimum monthly usage fee of $25. . Staff estimates that initially 15 to 20 percent of the revenue normally received by checks will be through credit cards. Based on this estimated percentage, the City may colleet $500,000 to $660,000 at an annual cost of$12,500 to $16,500 to the City, Visa and MasterCard agreements prohibit eharging a credit eard customer a fee for using the credit card, therefore, the service fee charged by the credit eard company cannot be passed on to the user as such. As a result of this rule, or as a courtesy, cities contacted do not charge a fee to the users of the eredit eard, This rule does not apply to transactions conducted over the internet. If the Council is eoncerned about transactional costs of implementing this system, an option to consider would be to adjust the overall fee structure, Another option to consider is to start offering this service on a limited basis, Either have a dollar limit on the transaction, sueh as not to exceed $250 or be specifie about the services for which we accept the credit card. This implementation strategy would enable us to evaluate the entire process, including transactional costs as well as administrative effort to manage this system, Phase II (On-line Method) . The second method of accepting credit card is through the internet. Implementation of this system involves programming and/or purchase of new software, and may involve contracting with a third party to provide the service. Implementation of this system can cost somewhere between $15,000 to $25,000 plus on-going maintenanee and service charges, More in-depth research would have to be condueted, Some of the larger sized cities have implemented this system for limited usage, The most common usage is for Utility payments and Reereation Sports Program registration. This phase would require further research and discussion at a later date. Staff seeks guidance whether to proceed with research or to defer it to a future date. RECOMMENDED ACTION: Staff recommends that the Council consider implementation of eredit card acceptance as a two phase project. Phase I can be implemented first as a pilot program. Phase II would require further research and discussion at a later date. . t . . . ~ .--A~ HILLS MEMORANDUM DATE: Agenda Item 2. G. Apri114,2004 TO: Mayor and Council Michelle Wolfe, City Administrator Aaron Parrish, Assistant City Administrator @ FROM: SUBJECT: Public Purpose Expenditure Poliey ENCLOSURES; 1. Publie Purpose Expenditure Policy Draft #1 2. League of Minnesota Cities Memo BACKGROUND Approximately two years ago the Office of the State Auditor audited the City of Brooklyn Park and identified several legal compliance issues. The majority of the legal compliance issues revolved around whether certain expenditures did or did not serve a public purpose. Since cities are political subdivisions of the state, the perspective taken by the OSA is that cities are only allowed to do things expressly artieulated in state law, The legal discussion an implications of the Brooklyn Park audit are outlined on the attached memo prepared by the League of Minnesota Cities. To address the issues associated with the OSA's determinations, staff has prepared a pub lie purpose expenditure policy, This has been reviewed internally by the management team, In general, the policy does the following: I, Defines a public purpose expenditure 2, Outlines those activities that qualify as a public purpose including: a, Training and professional conferenees, b. Payment of work related expenses including travel, lodging, and meal expenses in connection with work assigmnents. c. Approved safety and health programs. d. Approved employee recognition program expenditures. e, Food and refreslunents associated with official Arden Hills functions, f, Appropriate eommunity and consumer outreach REQUESTED ACTION Provide input on the attached public purpose expenditure policy ~ ~~LLS . PUBLIC PURPOSE EXPENDITURE POLICY POLICY Pursuant to the statutes and laws of the State of Minnesota which permit and require the expenditure of public funds for pub lie purposes, the Arden Hills City Couneil believes it necessary and appropriate to provide assistance and guidanee to the officials, employees and representatives of Arden Hills to aid in the determination of when publie funds may be spent for a pub lie purpose. To provide that assistanee and guidance, the Arden Hills City Council adopted these public purpose guidelines for the establishment of operating policies and procedures and the appropriate expenditures of public funds, Based on these guidelines, the City Council authorizes the City Administrator, elected officials and appointed Department Directors to establish administrative polieies and procedures that are consistent with these guidelines and the adopted City policies which implement these guidelines. . Definition: A public purpose expenditure is one which relates to a lawful function or activity of the City of Arden Hills, its elected and appointed officials, employees and other representatives. PUBLIC PURPOSE GUIDELINES Training, annual professional conferences and development programs for Arden Hills employees serve a public purpose when those training and development programs are directly related to the performance of the employees' job-related duties and are directly related to the programs/services for which the City is responsible, Payment of employee work-related expenses, ineluding travel, lodging and meal expenses, serves a public purpose when those expenses are necessarily incurred by Arden Hills employees in connection with their actual work assignments or official duties and those expenses are directly related to the performanee of the govermnental funetions for which Arden Hills has responsibility, Appropriate safety and health programs for Arden Hills employees serve a public purpose because they result in healthier and more productive employees and reduce certain eosts to the City and the taxpayers of Arden Hills, ineluding various costs assoeiated with workers eompensation and disability benefit e1aims, insurance premiums, and lost time from employee . absences. . . . Public expenditures for appropriate Arden Hills employee recognition programs serve a public purpose because fonnally recognizing employees who make signifieant eontributions and demonstrate their commitment during the performanee of their duties result in higher morale and productivity among all Arden Hills employees, and therefore help the City to fulfill its responsibilities efficiently and more cost effectively. Public expenditures for food and refreshments associated with official Arden Hills functions serve a public purpose when the provision of food or refreshments is an integral part of an official Arden Hills funetion and the provision of food or refreshment is necessary to ensure meaningful participation by the participants, Publie expenditures for appropriate community and eustomer outreach and similar activities serve a public purpose when those expenditures are neeessary for Arden Hills to ensure the efficient operation of its programs/services, promote the availability and use of City resources, and promote coordinated, cooperative plmming activities among and between the public and the private sectors, SPECIFIC PROGRAMS AND EXPENDITURES Every City of Arden Hills expenditure must be valid based upon the public purpose for which it is purchased. The following items are deemed to meet the City Council definition of public purpose expenditures. MEETING FOOD/MEALS The City Couneil recognizes that situations in which City business needs to be discussed can and do occur during meal hours (i,e, luncheon meetings, Work Sessions, etc), In addition, there are public and employee meetings and events in which reasonable refreshments may add to the success of the meeting and/or event and create a more productive work force. The following items are deemed to mect the Council definition of publie purpose expenditures in regards to food and meals, . Meals and refreshments are allowed at City meetings and events that have a purpose of discussing City issues. These meetings would normally have a pre-planned agenda. . Meals and refreshments are allowed at employee meetings and events that have a purpose of discussing City issues or are a part of an employee training. These meetings would also normally have a pre-planned agenda, (Example includes the all- employee meetings.) These meetings eould include new employee receptions to introduee new employees to existing employees, provide an orientation to the City, and promote teamwork and cooperation. This does not include routine staff meetings. . Meals and refreslmlents are allowed when they are part of a breakfast/lunch/dinner meeting for official city business when it is the only praetical time to meet. Usually these meals involve meeting with City Council members, Committee/Commission members, or local business/fraternal organizations, Payment for fees relating to a special event may also be allowed where approved by the City Administrator and , when attendanee is deemed to meet the public purpose guidelines for eommunity or . customer outreach and marketing ofthe City. · During official meetings of the City Council, Council committees, advisory boards/commissions, and taskforees. · Meals and refreshments are allowed where employees or volunteers are participating in a City-sponsored special event, participating in an outside event as an official representative of the City, or working additional hours and where the department heads deems appropriate as recognition of efforts above those normally required. · No purchase of aleoholie beverages is allowed. · The cost of these meals or fees is included in the departments' travel/conferences line-item in the Arden Hills Budget. These line-items are approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. CONCLUSION The Arden Hills City Council exercises prudenee and sound judgment in the expenditure of publie funds and has determined that the above expenditures are valid expenditures and serve a public purpose, . \\EarthlAdminlHurnan ResourceslPolicieslPublic Expenditure PolicylPublic Purpose Expenditure Policy Draft #l.doc . . . . LMC League of Minnesota Cities 145 University Avenue West, St Paul, MN 55103.2044 (651) 281.1200 . (800) 925.1122 Fax: (651) 281.1299 . TOD: (651) 281.1290 www.lmnc.org ~ of Min~otu C7lNM Gtiu prcmwtillB ~C(I August I, 2002 TO: City Managers, Administrators, and Clerks FROM: Tom Grundhoefer, LMC General Counsel RE: Issues arising out of July 17, 2002 State Auditor Investigative Report to the City of Brooklyn Park Introduction The Office ofthe State Auditor (OSA) recently issued a report "questioning" various spending practiees of the City of Brooklyn Park. Since the report was issued, the League has had a number of calls from city officials asking our reaction to some of the issues discussed in the report. It is our sense that some of the practices addressed by the OSA may be eommon in other citics. Accordingly, we thought it might be helpful for the League to put in writing some of our thoughts regarding certain issued addressed by the OSA. At the outset, we want to make clear that this memo does not deal with all of the matters raised by the OSA, nor should it be taken as an eneouragement or a recommendation by the League to disregard the observations made by the OSA, As always, decisions about city spending policies and practiees are largely a matter of local concern and ought to be thoughtfully discussed and analyzed at the city council level. In addition, because many of the issues fall into what might be considered the "gray area," we encourage you to consult with your city attorney about this topic. Background As an initial matter, it may be useful to make a eomment on the legal effect of the auditor's opinion on Brooklyn Park and other cities. Under Minn. Stat. SS 6.49 and 6.50, the OSA has the responsibility to supervise the financial aceounts of Minnesota cities and to conduct an examination of city aceounts and records as the "State Auditor may deem the public interest to demand." Pursuant to these powers, the OSA investigated complaints about Brooklyn Park's expenditure practices, and issued a report finding that a number of the city's expenditures were "questionable," As it stands, the report is an advisory opinion to the eity. Howcver, in the case of findings of suspected violations oflaw, the Auditor is required to send a eopy of the report to the city attorney and/or county attorney for review for possible prosecution, A representative of the OSA has indicated that a copy of the Brooklyn Park report was forwarded to the eity and county attorncy, although he said that most of the issues addressed in the document did not rise AN EQUAL OPPORTUNITY jAfFlRMATlVE ACTION EMPLOYER to the level ofc1ear violations of law. With regard to the effect of the report on other communities, the report has no binding effect, although observations made in the report should be given careful eonsideration. . It should also be mentioned that the findings in the report rely heavily on advisory opinions issued by the Attorney General's office, Opinions of the State Attorney General are not binding on cities, but are given careful consideration by the courts. Minn. Stat. S 8,07 and Village of Blaine v. Independent Sehool District 12, 272 Minn. 343, 353 138 N.W.2d, 32,39-40 (1965), Many of the "questionable" expenditures made by Brooklyn Park involved an evaluation of whether the particular expenditure served a valid "publie purpose." The courts have recognized that the determination of what is a valid public purpose is an evolving concept and that great deference will be given to a local governing body's decision that a particular expenditure is for a public purpose, R.E. Short Co, v, City of Minneapolis, 269 N.W.2d, 331 (Minn. 1978). Aeeordingly, the determination of publie purpose involves a subjective determination that may vary from eommunity to community; and as such, the OSA's findings in Brooklyn Park, and many of the Attorney General's Opinions upon which the report relies, are instructive but not binding on Brooklyn Park or other cities. Nevertheless, the League is well aware that any deeision to depart from recommendations made by the State Auditor or the Attorney General ought not be taken lightly, given the potentially sensitive nature of the decision, Any such deeision should be earefully considered and based on justifiable reasons. In reviewing the OSA's findings in Brooklyn Park, we have identified the following general areas to which this memo will address comments: . I, Spending on employee recognition events. 2. Spending on employee soeial events, such as summer picnies or holiday parties. 3. Spending for employee meals and/or foods as part of employee meetings, 4. Spending on Chamber of Commerce dues, Before getting into any ofthese specifie expenditure types, it is useful to review the test for evaluating the validity of any city expenditure. The test is two-fold: first, there must be a publie purpose for the expenditure; and second, there must be specific or implied authority for the expenditure found in statute or a city's charter. A comment about each of these two tests may be helpful. Public purpose The Minnesota Supreme Court has emphasized that public purpose is an evolving eoneept that should be interpreted liberally to effectively deal with the wide-ranging changes transforming society. The eourt has also stated "We have also reeognized that public purpose should be broadly construed to comport with the changing eonditions of modem life," R.E, Short Co, v, City of Minneapolis. 269 N.W.2d at 337 (citing City of Pipestone v. Madsen, 287 Minn, 155, 210 N.W.2d 298 (1973)).lt is significant that the court has accorded great deference to a local governing body's determination that an expenditure is for a publie purpose, The Court has said that a strong presumption exists that publie officials are acting appropriately when making . 2 . . . spending decisions. In fact, the Court has made clear that "this presumption necessarily makes the seope of review of such governmental decision-making extremely narrow and a reviewing court should overrule a legislative determination that a particular expenditure is made for a public purpose only if that determination is manifestly arbitrary and capricious." Accordingly, as discussed above, the question of what constitutes a public purpose is largely a matter of eity council discretion. City authority With regard to the "authority test," a Minnesota municipal corporation has only such powers as are expressly conferred upon it by statute or its charter, or necessarily implied there from. In looking at the question of city authority, a distinction exists between eharter cities and statutory cities. Many home rule charter cities have an "all powers" provision, which reads something like "A city shall have all powers which may now or hereafter be possible for a municipal corporation in this state to exercise in harmony with the constitution of this state and of the United States," This broad grant of power under city charters has been interpreted as including "all those powers which are generally reeognized as powers which may properly be given to and be exercised by, munieipal corporations." State ex reI Zien v. City of Duluth. 134 Minn. 355, 159 N.W. 792 (1916). In eonstruing municipal charter authority, the Minnesota Supreme Court in City ofSt. Paul v. Whidby. 295 Minn, 129,136203 N.W.2d 823, 827 (1972) (citing Park v. City of Duluth 134 Minn. 296, 298,159 N.W. 627, 628 (1916)), enunciated the parameters of such authority: "Municipal corporations are ereated by state law. , , their legislative authority is conferred upon them by the constitution and the laws of the state and, as to matters of munieipal concem, they have all the legislative power possessed by the Legislature of the state, save as such power is expressly or implicitly withheld. . ." Aceordingly, for a charter city with an "all powers" clause, the scope of municipal authority is probably greater than that allowed for statutory cities. With regard to statutory cities, municipal authority has to be found in the statutes or be necessarily implied from that statutory authority. The question of what constitutes a valid implied power is the subject of some debate and ereates much of the "gray area" assoeiated with the analysis of particular expenditure practices. The remainder of this memorandum will not specifically differentiate between charter city authority and statutory city authority. However, individual cities should pay partieular attention to the fact that on the authority question, charter cities may be able to argue a greater levcl of municipal discretion, Employee Recognition Events The League of Minnesota Cities has often been asked whether it is valid to spend municipal funds on employee recognition events. The League has historieally taken the position that cities ean 8ponsor and pay for employee recognition programs if they are structured so that they 3 eonstitute part of an overall employee compensation program, For instance, Minn. Stat. S 412.111 states that "The council may prescribe the duties and fix the compensation of all officers, both appointive and elective, employees, and agents, when not otherwise prescribed by law,l' . The Attorney General has taken a very narrow interpretation of the term "compensation," and has suggested that the term means only monetary compensation, However, the common usage of the term certainly has meanings beyond just money. Webster's 3'd International Dictionary defines the term to include "payment for services rendered," Webster's further defines payment as "something given to discharge a debt or obligation or to fulfill a promise." Even the State Publie Employee Compensation statute seems to imply that "compensation" includes more than just money, For instance, Minn, Stat. S 43A.17, Subd. 9, states that compensation includes "all other direct and indireet items of compensation, , ," Accordingly, if an employee recognition award is truly an expected term of thc contract of employment, we believe a good faith argument can be made to support it being a valid form of compensation. In order to meet the "public purpose" and "authority" and to be considered part of the employee compensation package, a city should: I. Take formal action to adopt a program, preferably well in advance of any actual expenditures, using language that specifies that the program is adopted as "additional compensation" for work performed by the employees; 2. Develop a well thought out and modestly priced system that applies to all employees who meet certain conditions. For example, "all employees who reach 25 years of serviee will . receive a plaque, thanking them for their additional dedicated years of service to the community." Employee Events (e.g., holiday parties and summer picnics) The OSA's report critieized Brooklyn Park for amounts spent on an annual holiday party and an annual employee picnic, The Auditor also questioned amounts spent on food for employee meetings. The Auditor concluded that the expenditures did not further a public purpose and recommended that the eity discontinue expending public funds for employees' social events. The OSA's report relied on an Attorney General's opinion from 1966, finding that "Any public benefit that might result from the proposed soeial event is too remote and speculative to justify this expenditure as being one for a public purpose." With regard to both the Auditor and Attorney General's view, we offer a couple of observations. First, as discussed above, the question of whether a public purpose is served by expenditure of this nature, is largely a matter properly left to the discretion of individual city councils. As discussed at the beginning of this memo, the concept of public purpose is an evolving coneept that can change over time. Perhaps in 1966 the idea of expending city resources on events designed to promote a happy and productive work force, was not seen as a reasonable employment practice. However, in today's work environment, most human resouree professionals would agree that employee job satisfaetion, and ultimately productivity, depends on more than just the salary an employee receives from their employer. All employee benefits are basically a form of employee compensation that, like all other forms, are designed to attract, . 4 . . . retain and motivate employees, In the past, employee benefits meant group health, life and disability insurance. In recent years, most private and public sector organizations have expanded their compensation and benefit programs to include things such as: service and achievement awards; "camaraderie-type" events like annual banquets, employee picnics and holiday parties; on-site daycare or daycare referral services; flex-time and work/life policies; payroll-deducted car and homeowner's insurance; medieal and daycare expense aceounts; and assistance with earpooling, transportation or parking. One reason for this expansion of benefit programs is that today's workforce is diverse and offering a wide range of benefits allows employees to choose the ones that are most important for them, For example, employees in families where both parents work sometimes prefer time off above other benefits, A single parent, however, may require family health insurance, Younger employees may value events where they can socialize with othcr employees. Another reason for expansion of employee benefits is the fact that studies continue to show that nearly all employees rank "recognition" as a key factor in a good work environment. Since "recognition" means different things for different people, employers who want to meet diverse needs offer a variety of formal and informal recognition programs. Researchers in intergenerational issues advise employers that each generation of employees value different types of recognition programs and no single effort will be valued by all of the generations prescnt in the workforce, Finally, in addition to the important goals of employee satisfaction and retention, many employers recognize the value of benefits that promote positive social interaction among employees, Employees who interaet together develop a "synergy" which often allows for better ideas, better eo operation, and higher productivity. On the opposite end of the continuum, a dysfunctional workforce with high interpersonal conflict may experienee lower produetivity, higher absenteeism and probably higher insurance claims. All of these faetors can negatively affect an employer's product and services. We think a eity eouneil, as an employer, eould logically conclude that expenditures for employee events, including food at employee meetings, really have as their primary purpose, the creation of a more productive work force that better serves the interests of the citizens of the community. Another way to look at these types of expenditures is to view them as a form of expected employee compensation similar to the analysis used in evaluating employee recognition events. To avoid the argument that expenditures on employee events is an unlawful gift, there should be an understanding, in advance, that these events are an expected form of compensation, If a city wants to implement such a program, it would probably be helpful to have the city eouncil review this issue as part of its annual budget discussion. Councils may even want to go as far as passing a motion specifying and providing that amounts spent on such events are additional forms of compensation to all employees. The key again, is that the employees have a reasonable prior understanding and expectation that if they are performing their job, they are earning the right to attend the employee event. 5 In most cases, the IRS would probably consider the employer-sponsored party to be a "de minimus fringe" which would not be subject to withholding and would be excluded from the employee's gross income. See, 26 USCA Sec. 132 (a) (4). . Again, each eity council should decide whether it believes these types of employee benefits promote a public purpose and serve the best interest of the citizens of their community. With regard to the authority question, a compelling argument can be made that such expenditures are a natural incident of the employer/employee relationship and that authority for such expenditure is implied as part of the authority to hire, retain, and compensate employees. Reimbursement of Employee Meals The OSA questioned Brooklyn Park's practiee ofreimbursing eity officials for various business lunches, Relying on a 1965 Attorney General Opinion, the OSA concluded that there was no authority to support such expenditures. It is interesting to note, however, that subsequent opinions from the Attorney General have actually found that questions of this nature are "a question of fact and policy, one which the legislative body, , , is most qualified to make" Op, Atty, Gen, 285a, August 7,1969, In evaluating the validity of lunch expenses associated with a Minneapolis Library Board function, the Attomey General, quoted language from Burns v. Essling, 156 Minn. 171, 194 N.W. 404 (1923) wherein the court stated, "The mere fact that some private interest may derive ineidental benefit from an activity does not deprive the activity of its public nature if its primary purpose is public." . The Attorney General's Opinion goes on to say that the "inquiry should focus on the questions of whether the primary purpose of the luncheon was in fact to discuss planning and operations of the new branch library, and whether that discussion is properly ineidental to the Library Board's chartered function." The Opinion states, "Our courts are disposed to defer decision on these questions unless the facts show a serious abuse of diseretion." In commenting on a 1954 Opinion addressing luncheon expenses incurred by the City of Hopkins, the Attorney General stated, "it rests within the discretion of the city council, in the exercise of its sound and honest judgment, to determine whether or not the above $10,00 item was incurred for a publie purpose. . ." Moreover, in another opinion from 1958, regarding the reimbursement of expenses in attending a convention, the Attorney General stated: "Matters of this kind involve questions of fact and of policy. Our courts have indicated it is wisest to leave such matters to the reasonable discretion of those who represent the interest of the eity, i,e., its governing body." . 6 . . . Aeeordingly, as with many of the other issues addressed by the OSA, the question of the validity of business luncheon expenses incurred by city officials is one for the eity council to evaluate, looking at whether the expense furthers a public purpose and whether it can logieally be seen as a natural ineident of a municipal function. In this regard, we would urge cities to sct policies and establish guidelines describing under what circumstance the city will reimburse for employee lunches. Chamber of Commerce Dues Relying on a 1997 Attorney General letter Opinion to the City of Staples, the OSA questioned the legality of paying dues to the 10eal Chamber of Commeree. The Attorney General's Opinion, upon which the OSA relies, offers a vcry narrow interpretation of three statutes that arguably support authority to pay chamber dues. In particular, Minn. Stat. 9 469.187 - S 469.189 gives various eategories of cities, the authority to expend eity funds to advertise the "resourees and advantages" of the community. While there is no explicit statutory authority to pay dues to a Chamber of Commeree, it can be argued that the purpose ofa Chamber of Commerce is to promote the city's resources and advantages. In effect, the membership in the Chamber of Commerce could be viewed as a eontract between the city and the chamber to promote the eity. To buttress this argument, at the timc of approving ehamber membership, the city council may want to make explieit findings about what it intends to receive from its ehamber membership and why partieipation in the chamber promotes an important city purpose. Another statute that relates to this question, is Minn, Stat. 9 469, I 91, which specifieally "permits a home rule or statutory eity to appropriate not more than $50,000 annually out of the general revenue fund to any incorporated development society or organization of the state for promoting, advertising, improving, or developing the economic and agricultural resources of the city." Again, while not an explicit grant of authority to join the local chamber, a reasonable argument can be made that dues to the chamber of commerce could logically be seen as payment to a development corporation for purposes of "promoting, advertising, improving, or developing the economic and agricultural resources of the city. To help safeguard a city's decision, the city council may want to explicitly make findings noting that it used the chamber dues as a paymcnt consistent with the statute, It is worth noting that a 1997 Attorney General Opinion coneluded that this statute would actually authorize a contribution to the chamber, but could not be taken as authority to become a member. A final statute bearing on this question is Minn. Stat. S 471.96, which allows a city to appropriate neeessary funds to belong to a "county, regional, state or national associations of a civic, educational or governmental nature, which have as their purpose, the betterment and improvement of municipal government operations." The Attorney General coneluded that it "does not appear that Chambers of Commerce can be characterized as associations of a civic, edueational, or governmental nature, which have as their purpose, the betterment and improvemcnt of municipal government operations, even though their interests may inelude such 7 objectives." While the Attorney General's interpretation should be given weight, it is largely a city eouncil's decision as to whether they think the Chamber of Commeree is an organization that meets this definition. Conclusion As indicated, eourts accord a fair amount of deference to a city council's decision on muuieipal spending decisions. If a eity eouneil decides that it is appropriate to spend eity funds on the types of expenditures discussed in this memorandum, we suggest that city eouncils spend time eOllsidering the issue and make their decisions only after thoughtful deliberation, considering all the practical, legal and political implications of its decision, 8 . . . ~ e ~ /],\~HILLS MEMORANDUM DATE: Agenda Item 2.H. Apri114,2004 TO: Mayor and Couneil Michelle Wolfe, City Administrator J)~ Assistant City Administrator Vacancy FROM: SUBJECT: ENCLOSURES: 1. Current Assistant City Administrator Position Description 2. Current Compensation Schedule 3. Salary Comparison Spreadsheet . OVERVIEW e Beginning on April 29, 2004, the assistant city administrator position will be vacant. In light of the vacancy, I wanted to take the opportunity to evaluate how the functions currently performed by this position could be accomplished most effeetively. Currently, the position has the following responsibilities: ~ Supervises support staff personnel ~ Fulfills the responsibilities typically associated with city clerk or deputy city clerk function including election administration, record retention, data praetiees, agenda management, licensing ete . . . . ~ Coordinates human resources including employee reeruitment; personnel policy development and administration; benefit administration including health, life, dental, short term disability, long term disability, employec assistance program, ICMA, PERA, workers compensation coverage/administration and the city's flexible spending account; participate in union eontaet negotiation and contraet administration; eoordinates employee evaluations, ete . . . ~ Provides general support to the City Administrator on speeial projects or aetivities, ~ Coordinates City teclmology and communieations including joint powers agreement with Roseville for web server, e-mail server, desktop support, and network administration; cable television; website; newsletter; and softwarelhardware acquisition. OPTIONS To fill the vaeancy, I would suggest the following two options: Memo to Mayor and Council Apri114,2004 Page 2 of3 ~ . 1. Create a "Human Resources Coordinator / Deputy Clerk" position. This position would be more teclmically oriented with potential eandidates likely having a background in one of the two functional areas. Given my background in human resourees, if the "Human Resources Coordinator / Deputy Clerk" option were preferred, I would prefer to hire someone with a city clerk background. 2. Create an "Assistant to the City Administrator" position This would be a professional level position with potential candidates likely having a broader baekground in local government management. Potential applicants for this position will have an interest in pursuing a eareer in the area of city management and will likely have a broader skill set and greater interpersonal!communieations skills in comparison to someone who is more teclmically oriented, The position would not provide administrative support to the City Administrator, rather, it would coordinate human resources, the responsibilities of city clerk, and various speeial projects. The pros and cons for each of the above options are highlighted below: PROS CONS Human Resources ~ Li1j.ely eandidates will have a ~ Likely candidates will be Coordinator / higher degree of technical teclmicians that tend to be more Deputy Clerk proficiency initially in at least narrowly focused one of the two core areas of ~ Less flexibility III skills and responsibility abilities ~ Potential for greater longevity ~ Salary savings relative to existing Assistant City Administrator position Assistant to the ~ Likely candidates will have a ~ Time getting up to speed on City Administrator greater range of ability and a certain position functions higher level of ~ Potential for higher turnover interpersonal! communication skills. ~ Salary savings relative to existing Assistant City Administrator Position . Given the above, my preferred option would be to hire an "Assistant to the City Administrator." Based on the range of issues this position is likely to deal with, I believe this gives us the greatest flexibility in hiring a qualified candidate, From an organizational perspeetive, this position would report directly to me and be a member of the Administration Department along with the Civil Engineer. The position would supervise the Office Support Specialists and Customer Ai Service Representative, .. I . . . Memo to Mayor and Council Apri114,2004 Page 3 of3 FINANCIAL CONSIDERATIONS Attached is Stanton Survey salary data for equivalent positions in other communities, If the Assistant to the City Administrator Option were pursued, I would suggest a salary range of $3870 to 4733 per month, or $46,440 to $56,796 per year. REQUESTED ACTION Provided for discussion and/or direction , City of Arden Hills Job Description . POSITION: DEPARTMENT: REPORTS TO: Assistant City Administrator Administration City Administrator SUMMARY Provides assistance to the City Administrator in the overall administration of City services and operations and other Department Directors to assure compliance with the City's policies, goals, and programs. Supervises and directs the activities of office support specialists and customer service representative. Coordinates human resources, technology, and assumes all statutory duties of City Clerk, In the absence of the City Administrator, responsible for planning, organizing, directing and coordinating all municipal activities, and serves as the chief administrative officer of the City., responsible for t~e, proper administration of all affairs of the City, . "c" :_", ESSENTIAL FUNCTIONS Of THE POSITIONS Assists the City Administrator in managing overall operations, . Assists City Administrator as part of the management team in identification, prioritization and accomplishment of shprt anQlong range goals. y .,:" Performs a variety of special assignments and projects for the City Administrator. and City Council. Participates in a wide variety of professional personnel functions such as classification, compensation, employee relations, employee benefits, training, and administration of personnel systems and procedures. Administers human resource functions including employee benefits administration, employee communications, worker's compensation administration, labor negotiations and other human resources duties, as assigned. Develops, prepares and communicates personnel policies and procedures in written and verbal formats. Takes corrective action to resolve problems. Coordinates implementation of technology including Cable Televisiol') and MIS, Responsible for city communications including the website and serving as the staff liaison to the newsletter committee Coordinates City Council agenda and preparation of City Council agenda packets. . . Keeps a minute book containing all of the City Council proceedings, Responsible for preparation, maintenance, filing, and publication of official records, documents, resolutions, ordinances, and policy and procedures manuals. Administers records retention and management in compliance with state retention and data privacy requirements, ~ Attends City Council and other meetings, as required. Coordinates City licensing in accordance with code and state statutes, including records maintenance, application processing, monitoring and revising fee schedule, and administers charitable gambling procedure, Responsible authority for Data Practices Policy, Administers, plans, prepares, and' conducts local, state, and national elections in accordance with statutory requirements. Manages animal control. Supervises Office Support Specialists and Customer Service Representative I. . Performs other duties as appare~nt qr assigned, QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, EDUCATION and/or EXPERIENCE Bachelor's Degree in Management, Business, Public Administration or related field, Master's Degree preferred, Minimum of 2 - 5 years progressively responsible experience in local government. Minimum of 2 years supervisory experience; or an equivalent combination of education or experience. SUPERVISORY RESPONSIBILlTES . Directly supervises the positions of the Office Support Specialists and Customer Service Representative I. Carries out supervisory responsibilities in accordance with the City's policies and applicable laws. Responsibilities include planning, assigning, and directing work; evaluating performance; and addressing complaints and resolving problems, Responsibilities also include the ability to effectively recommend recruiting and hiring; rewarding and disciplining employees, promoting, demoting, suspending and . discharging of employees. LANGUAGE SKILLS Ability to read and interpret documents such as operating and maintenance instructions, policies, regulations, ordinances, codes, contracts, and procedure manuals. Ability to prepare reports and correspondence, Excellent word, grammar, punctuation and vocabulary, Ability to communicate effectively both orally and in writing with supervisors, City staff, elected officials, and the general public. MATHEMATICAL SKILLS Ability to make arithmetic computations using whole numbers, fractions, and decimals. Ability to compute rates, ratios, and percentages. OTHER KNOWLEDGE, SKILLS, AND ABILITIES Considerable skill in using computer programs including Word, Excel, Access, and Outlook. Ability to operate various types of office equipment. Knowledge of clerical and Office procedures, Knowledge of local government functions and practices. Ability to maintain confidentiality. , Ability to organize work and develop goals, policies, plans, and procedures related to office management. Ability to organize and prioritize work, . CERTIFICATES, LICENSES, AND REGISTRATIONS Minnesota Class D Drivers License PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear, The employee frequently is required to sit. The employee is occasionally required to stand and walk; reach with hands and arms; and stoop, kneel, crouch or crawl. . . . . The employee must frequently lift and or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, The noise level in the work environment is usually moderate, 1><' . 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'" o ..,. -<i "" '" "" M .,. l';, i! ., ,. <( '" c: o :;:; 'w o a. <C ~ .E ., Cl '" ~ ., ~ . . . ~ ~ ~~HILLS MEMORANDUM DATE: Apri114,2004 Agenda Item 2.1 TO: Mayor and City Couneil FROM: Michelle Wolfe, City Administrator M...,~ SUBJECT: 2004 Council Retreat Follow-up BACKGROUND The City Council and Management Team participated in a retreat on January 23 and 24, 2004, Since that time, Retreat Facilitator Marilyn Condon compiled notes for staff and City Council review. Those notes were sent out in early February. I did not receive any comments or input baek from staff or Council regarding the notes (a fresh copy is attached for reference). DISCUSSION We need to put the recommendations that came out of the retreat into some kind of work plan, and prioritize projects as neeessary. Attached is a preliminary draft, Staff is looking for council feedback and direction to proceed with implementation of retreat follow-up activities and projeets. Some of the items are already completed or underway. For example, Finance Director Siddiqui has been reviewing options for credit eard transactions. The vacancy in the Deputy ClerklHR position was resolved, but has since become a new project. Council has given staff authority to proeeed with the recruitment of a civil engineer position on staff. The Council indicated some key projects that they would like to see aceomplished in 2004, They are listed below along with status. PROJECT STATUS City Hall construction issues resolved Mold has been remediated and work continues on the HV AC system. So far spring rain has not resulted in any basement flooding. City staff IS meeting with the contractor to determine if a settlement is feasible. Communications Plan: Work on a City Communieations Plan has not Cable Shows and Press Releases yet started. Staff has begun working on the development of some cable television shows (both single topic and on-going.) We have not Page 2 of3 been actively preparing prcss releases on a rcgular basis but this will be attempted during 2004. We will begin amng the Planning Commission meetings live on cable TV in May. Assessment Policy The task force was formed and has been meeting and developing a policy. It IS expected that the committee's work will be completed by the end of April and a recommcndation will come to the City Council in May. Transition for Deputy ClerklHR position - Gct We filled the position via internal transfer and to full staff then began recruitment for a Community Dcvelopmcnt Director. We hope to have that position fillcd by mid-May, Next we will embark on filling the Assistant City Administrator vacancy. Proactive Eeonomie Dcvelopment Program The City Council approved the ordinance creating an Economic Development Commission. Weare in the proeess of trying to recruit members. It is expeeted that this effort will be stepped up with the addition of the new Community Development Director. TCAAP/Transportation Issucs We accomplished thc Environmental Symposium and approvcd procceding with Phase III planning. As the planning proceeds and potential access points are identified we will be able to work with the vanous appropriate agencies and neighboring cities on transportation issues. 2004 PMP -Improved Communications The 2004 PMP process is underway and so far appears to have gone smoothly. There have been neighborhood meetings, and the assessment hearing is seheduled for April 26, Staff and the City Engineer have tried to identify strategies to improve eommunications and planning, Staff-Council-Citizen Relations (including On-going. Increased information in the City volunteers) newsletter has been suecessful, including inserts regarding the neighborhood meetings and human rights. ~ . . . . . . Page 3 on In addition to the items eovered in the attaehed list of retreat issues, thcre was also some discussion between myself and the Cit council regarding some additional priorities and projects. Those ineluded the following: . Voluntcer Recognition Program (scheduled for discussion at the May work session) . Regular Review of Consulting Services (work has not yet begun on this) . URS Review (completed, written summary scnt to Council, 2003 highlights to be covered at May work session) . Law Enforeement (deeision made in March to stay with Ramsey County Sheriff; ongoing work to improve communications and possibly enhance services will be taking placc, ineluding a work session diseussion in May) . Development TeamlDSU (we have recently met with both to try and work through some issues and set the course for the future relationships) Also during the retreat, the Council acknowledged thc efforts and accomplishments of the staff during the 2003 calendar year. It was noted that not only did staff keep the City "running" while short staffed, they also aecomplished a great number of projects and initiatives and new endeavors. It was an extra busy year and the City was short staffed for most of it, yet much was accomplished. Couneil also noted the leadership of the management team, In the future it was discussed that as a City we should work to improve eommunications internally. We need to acknowledge efforts and accomplishments and celebrate suecesses, It is important to communicate the City Council's vision, goals and priorities to all employees so that we are all working together with a common vision. This will improve opportunities for efficiencies and effectiveness, REOUESTED ACTION Provide feedback to staff regarding the information provided in this report and the attached work plan, Once comments, direction, input, and priorities are received, formal implementation can begin, Attachment \'.EarthlAdminl,Depury Clerk\Retreat\2004\4-14-04 Memo to Council RE Follow up.doc City of Arden Hills 2004 Retreat Notes . Ground Rules . Everyone is heard, . Participate actively. . Be honest. . Say what you mean. . Be receptive to new ideas. Review of2003 Aecomplishments What do we need to continue? . Neighborhood meetings . Town Hall meetings? . PMP sehedule . CIP . Improve on what's been done . Beautify the city . Communications with rcsidcnts & businesses o Improve o Assessment process o Expand meetings with businesses o Safety plan preparedness . . Celebrate Arden Hills o One city . TCAPP . TV/Cable update . Good relationships with neighboring cities, county . Staff/ council relationship . Lift station repair, replacements What is left to be done? . Housing codes . Exeess property Hwy 96 . Committee, commission structure . Safety plan preparedness . Contract policing decision . Communications plan . Employee recognition program . V olunteer recognition . Bring back information from other agency meetings . City engineer on staff . Election precinet locations . . Strategie Priorities for 2004 Communications and Outreach Plan . Develop a communications plan . Establish a communication committee Define its charter and deliverables . Conduet a survey to get information Revisit this in Mayor June . Re-establish Business Communications, business connection, emergency preparedness plan, newsletter . Establish a resident eommunications plan . Neighborhood reaeh outs, celebrations, issues mcetings Neighborhood meetings, Cable! Web . Proactive Community Development . TCAPP Strengthen partnership with TCAPP development team . Continue progress with TCAPP project . Adopt housing eode . Proactive development and redevelopment TCAPP, neighborhood business areas, city properties . Redevelopment . Develop active economie development program Beautification . Beautify the city (signs, clean up) . City Halllandseape, parks & trails, streets . New trail . Community image & identity Gateway signs, street signs, gardens . Logo identification at entrance! park signs Intergovernmental Relations . Cooperative transportation planning . Develop transportation policy: what city wants for 96, I O,etc. . Consult with county and adjacent communities . Review comprehensive plan & update Review every two years . Identify liaisons with appropriate boards . More secure library solution . Tony Schmidt Park underpass . Opcrations and Business Practices . Fire department shared-city investments . CIP . Decision on polieing . Consulting services . Credit card acceptance/ On-Iinc receipts . GASB 34 implementation . Purchasing policy . Fix City Hall . Move to maintenance facility . PMP Revicw PMP long-term & short-term plan and revise PMP update and assessment task force Project communications Finish 2003 PMP Ingerson Rd" end the emails' Finish 2004, select project for 2005/06 Assessment policy, task force, unit vs.? . Personnel Recruit staff civil engineer Transition for vacant Deputy Clerk! HR Director Position Employee benefit committee/ wellness program . Policing Decision Proeess I. Invite both presenters to 2-17 work session to answer questions 2, Get public input with presenters present to answer questions 2-23 3, Council discussion & decision 2-23 or 3-8 4, Decision must be madc by end of March . Next Steps I. Discuss meeting conduct 2. Diseuss council! staff relationships 3. Staff completes action plans '1lEarthl.AdminlDeputy ClerkIRetreat\2004\Rerrear Notes /lAC.doc . . . . CITY OF ARDEN HILLS 2004 RETREAT WORK PLAN Table #1; Review of 2003 Aceomplishments; What do we need to eontinue? TASK RESPONSIBLE PRIORITY/STATUS PARTY Neighborhood Meetings Management Team Hold meetings again in Fall 2004. Town Hall Meeting Discontinue in light of the success of neighborhood meetings, PMP Sehedule Moore/Engineering/Siddiqui Put together plan, evaluate funding, and discuss with Council. First discussion scheduled for 4/19104. CIP Management Prepare comprehensive updated T earn/Engineering CIP, to include PMP. Discussions have started and will continue as part of the 2004 budget process. Beautify the City Staff and Council Consists of multiple projects listed in a separate table below. Communications with Staff Residents & Businesses: Improve Staff, work with Committee Ongoing Assessment process Staff, engineers 2004 process underway; new policy development also underway Expand meetings with CD Director/Wolfe Will implement with new EDC businesses and new CD Direetor Safety Plan Wolfe/Management Team Preparedness Celebrate Arden Hills Moore/Olson Planning underwav tor 2004, TCAAP Wolfe/CD Director On-going TV/Cable update Wolfe Discussion held with CTV. Preparing to move ahead with plannim~ for TV shows, Good relationships with City Council and Staff On-going. There have been neighboring cities, and discussions about holding joint the County meetings with Mounds View and New Brighton re: TCAAP/Transportation issues, and with Roseville on Northwestern College and other updates. Staff/Council Council and Staff On-going relationship Lift station repair, Moore, Engineers There are currently six Lift replacements Stations that need to be replaced. Current plan is to replace two Lin Stations on a two year cycle. Table #2: What is left to be done? TASK RESPONSIBLE PRIORITY/STATUS PARTY Housing Codes Seherbel Excess property Hwy 96 CD Director Previously have indicated that the Council would review this issue this fall, after O&M has moved to the new facility, Committee, commission Wolfe/Management structure Team Safety plan preparedness Wolfe/Management Team Contract policinr; deeision Council/Wolfe Completed Communications Plan W 01 fe/Management Team! Communications Committee Employee recognition ACA replaeement Draft policy prepared; has been program reviewed by council and modified; discussion and review continue Volunteer recognition ACA replacement Tentatively seheduled for discussion at May work session Bring back information Council and staff On-going form other agencv meetings City en gineer on staff ACA replacement/statI Received authorization to proceed with recruitment but will briet1y hold until ACA replacement recruitment is underway or completed. Election precinct locations ACA replacement . . . . Table #3: Strategic Priorities for 2004: Communications and Outreaeh Plan . TASK RESPONSIBLE PRIORITY/STATUS PARTY Develop a communieations Wolfe/Management plan I Team/Communications Committee Establish a communication Council/Staff committee; define its eharter and deliverables Conduct a survey to get Wolfe Sehedule for June work information; rcvisit this in session discussion Mayor June Re-establish Business CD Director/Wolfe Economic Development communications, business eommission established and connection, emergency currently recruiting preparedness plan, members; will increase newsletter efforts wben new CD Direetor is on board. Establish a resident Same as #1 above? communications plan Neighborhood reach outs, Management Team Most are planned or celebrations, issues underway. meetings, neighborhood meetings, Cable/Web Table #4: Proactive Community Development . TASK RESPONSIBLE PRIORITY/STATUS PARTY TCAAP/Strengthen Wolfe/CD Director On-going partnership with TCAAP Development Team Continue progress with CD Director/Wolfe On-going TCAAP proiect Adopt housing code Seherbel/CD Director Proactive development and CD Director redevelopment (TCAAP, neighborhood business areas, eitv DfoDerties) Redcvelopment CD Director Develop active economic CD Director, Wolfe Hire CD Director and get development program EDC underwav. Table #5: Beautifieation TASK RESPONSIBLE PRIORITY/STATUS PARTY Beautify the city (signs, Moore clean-up) City Hall landscape, parks Moore & trails, streets New trails MoorelPTRC Community image and Moore identity, Gateway signs, street signs, gardens - Logo identification at Moore entrance/park si gns Table #6: Intergovernmental Relations TASK RESPONSIBLE PRIORITY/STATUS PARTY Cooperative transportation Wolfe/CD Director Dlannin~ Develop transportation Wolfe/CD Director policy; what city wants for 96, 10, etc. Consult with County and Wolfe adiacent communities Review comprehensive plan CD Director and update; review every two years Identify liaisons with Wolfe/Management Team appropriate boards More secure librarv solution Wolfe Tony Sehmidt Park Moore underpass Table #7: Operations and Business Practices TASK RESPONSIBLE PRIORITY/STATUS PARTY Fire department shared-city Wolfe/Siddiqui investments CIP Management Team/City . . . . e . . Engineer Decision on policing Done Consulting Services Wolfe Credit card acceptance/on- Siddiqui line rcceipts GASB 34 implementation Siddiqui Purehasing Policy Siddiqui Fix City Hall Scherbel/Moore Move to maintenance Moore faeility PMP Moore/Siddiqui/City Engineer Review PMP long-term and Moore/Siddiqui/City short term plan and revise Engineer PMP update and assessment Siddiqui/Moore task force Project communieations Moore/City Engineer/ ACA replacement Finish 2003 PMP Ingerson Moore/City Engineer Road Finish 2004, seleet project Moore/City Engineer for 2005-06 Assessment policy, task Siddiqui/Moore force, unit vs. other approach Personnel Recruit staff eivil engineer ACA Replaeement Transition for vacant Wolfc Deputy ClerklHR Director position Employee benefit ACA Replacement committee/wellness program }- Tablc #8: Policing Decision Proeess (This was accomplished in Mareh 2(04) TASK RESPONSIBLE PRIORITY/STATUS PARTY Invite both presenters to Done 2/17 work session to answer questions Get public input with Done prescnters present to answer questions on 2/23 ..-- Council discussion and Done 3/8/04 decision 2/23 or 3/8 Deeision must be made by Done end of Mareh Table #9: Next Steps TASK RESPONSIBLE PRIORITY/STA TUS PARTY Discuss meeting conduct Wolfe/Council Discuss couneil/staff Wolfe/Council relationships Staff completes aetion plans Wolfe/Management Team \\EarlhlAdminlDeputy ClerklRetreatl,2004\Work Plan.doc , . . . Silseth, Pang tom: nt: 0: Subject: Silseth, Pang Thursday, April 22, 20044:17 PM Timesaver; Bulletin; CTV15; Focus News; Gammell, Ken; Pioneer Press (Allen Powell); Pioneer Press (Emily Topinka); Ramsey Co. Sherriffs; Startribune April 26, 2004 City Council Agenda ~,,'.!,'..'" E 04-26-04,doc (106 KB) 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