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Home My WebLink AboutCCP 04-26-2004 ~ ~HILLS Arden Hills City Council REGULAR MEETING Monday April 26, 2004 Mayor: Beverly Aplikowski Council:members: David Grant Brenda Holden Gregg Larson Lois Rem flit- 1245 W. Highway 96 Arden Hills, Minnesota 55112 651.634.5120 www.ci.arden~hills.mn.us City Vision A strong community that values our unique environment, OUT fiscal soundness, and our tradition as a desirable ci in which to live, work, and ]a Agenda City Council Meeting Convenes 7:00 PM Call to Order PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA 2. APROV AL OF MINUTES A. April 12, 2004 City Council Meeting 3. CONSENT CALENDAR A. Claims and Payroll B. Authorize Summer Hours C. Approve Public Expenditure Policy D. Authorize Study of Pedestrian Improvements to the Old 10 Rail Bridge E. Authorize Position Description, Salary, and Recruitment for an Assistant to the City Administrator F. Authorize Implementation of Credit Card Transactions at City Hall G. Approve Purchase of Felling Trailers H. Authorize Purchase and Installation of Maintenance Facility Fiber I. Approve Resolution 04-37 Designating Polling Places for the 2004 Elections 4. PUBLIC INQUIRlESIINFORMATIONAL Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar fonnat. There will be no separate discussion of these items, unless a Cooocil Member so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. Public InquirieslInformationa1 is an opportunity for citizens to bring to the Council's attention any items not currentl on the Arden Hills City Conncil Agenda April 26, 2004 Page 2 agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their connnents to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation. 5. PUBLIC HEARINGS A. Assessment Hearing for the 2004 Street Reconstruction Project 6. NEW BUSINESS A. A ward Street Sign Contract B. Improvements to Perry Park Field #1 and #2 C. Approve Plans and Authorize Bids for the Perry Park Pavilion D. Inspections Vehicle Purchase E. Appoint Community Development Director F. TCAAP Phase III Planning Greg Brown and Thomas Moore Thomas Moore Thomas Moore Thomas Moore Aaron Parrish Michelle Wolfe Aaron Parrish 7. Unfinished Business A. B. CITY COUNCIL REPORTS A. Councilmember Holden B. Councilmember Grant C. Councilmember Rem D. Councilmember Larson E. Mayor Aplikowski ADJOURN . . . ~ ~~HILLS DRAFT CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING APRIL 12,2004,7:00 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 PLEDGE OF ALLEGIANCE CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Beverly Aplikowski called to order the Regular City Council Meeting at 7:00 p.m. Present: Mayor Beverly Aplikowski, Councilmembers David Grant, Brenda Holden, Gregg Larson, and Lois Rem. Absent: None. Also present were City Administrator, Michelle Wolfe; Assistant City Administrator, Aaron Parrish; Director of Operations & Maintenance, Thomas Moore; Finance Director/Treasurer, Murtuza Siddiqui; City Planner, Peter Hellegers; and Recording Secretary, Kathleen Altman. 1. APPROVAL OF MEETING AGENDA MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 2. APPROVAL OF MINUTES A. March 29, 2004 City Council Meeting Councilmember Holden requested the following changes: Page 8, 4th paragraph, delete the words in this location and insert in mv neif!hborhood. Councilmember Grant requested the following changes: None. Councilmember Rem requested the following changes: None. Councilmember Larson requested the following changes: Page 5, last paragraph, delete the word stucco and insert concrete masonry block. Mayor Aplikowski requested the following changes: None. IIEarth\Admin ICouncillMinuteslRegularI2004104-12-04.doc ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES APRIL 12, 2004 2 . Ms. Wolfe requested the following changes: None. MOTION: Councilmember Larson moved and Councilmember Holden seconded a motion to approve the March 29, 2004 City Council Meeting Minutes as amended. The motion carried unanimously (5- 0). 3. CONSENT CALENDAR a. Claims and Payroll b. Authorize Purchase of a Projector for Council Chambers c. Resolution 04-36: Amending the Flexible Spending Account Plan to make it HIPP A Compliant MOTION: Councilmember Grant moved and Councilmember Rem seconded a motion to approve the Conscnt Calendar and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 4. PUBLIC INOUIRlES/INFORMATIONAL . None. 5. PUBLIC HEARINGS None. 6. NEW BUSINESS A. Planninl!: Case 04-08: Clutch and U-Jolnt, d/b/a Proven Force; Special Use Permit for 3785 Lexilll!ton Avenue North Mr. Hellegers statcd the applicant was requesting approval of a Special Use Permit to allow a retail use with a "motorized vehicle service" use at 3785 Lexington Avenue, in the B-3 Service Business District. He indicated the Planning Commission reviewed this case and made the following findings: "The Commission has considered the effect of the proposed special use upon the health, safely, convenience and general welfare of the owners and occupants of the surrounding land, in particular, and the community as a whole and have found that the proposed special use would not adversely affect the surrounding neighborhood and larger community as per the factors as listed in Section 8, D, 3, b of the Zoning Ordinance." . . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES APRIL 12, 2004 3 Mr. Hellegers stated after making the previous finding, the Planning Commission recommended approval of the Special Use Permit subject to three conditions as noted in staffs April 12, 2004 report. MOTION: Councilmember Holden moved and Councilmember Larson seconded a motion to approve Planning Case #04-08, a Special Use Permit to allow a proposed 'motorized vehicle service' use for Clutch and U-Joint Brooklyn Park, Inc. dba Proven Force at 3785 Lexington Avenue, subject to the following conditions: 1. No construction shall begin before building permits have been issued by the City Building Official. 2. The applicant shall receive approval from the Fire Marshal prior to the issuance of Building Permits. 3. A Special Use Permit shall be drafted by the City Attorney and shall be approved by the City Council and executed by both the City Council and the applicant prior to the issuance of a Building Permit. The motion carried unanimously (5-0). B. RecvcliDl! Joint Powers Al!:reement Mr. Hellegers stated in 1999, the City executed a Joint Powers Agreement (JPA) with Ramsey County for the collection of recycling service fees. The 1999 Joint Powers Agreement was set to expire on June 30, 2004. In November, 2003, the City Council adopted Resolution 03-77, which expressed the Council's interest in continuing a Joint Powers Agreement with Ramsey County beyond 2004 for collection of rccycling service Fees. Ramsey County had now submitted the Joint Powers Agreement to the City for execution. Mr. Hellegers noted staff recommended approval of the Joint Powers Agrecment with Ramsey County for collection of the recycling service fee. MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve the Ramsey County Joint Powers Agreement for City recycling fee for the years 2004-2009. Councilmember Larson asked if the City was recovering their costs, or was the City only acting as a pass through. He asked if they should charge a little more to covcr City costs. Mr. Hellegers replied $24.50 was more than adequate and the City's costs had been addressed. Mr. Parrish stated that recycling service fees were one source of revenue, but there were other sources as well, so time is allocated into the recycling enterprise fund. The motion carried unanimously (5-0). ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES APRIL 12, 2004 4 . 7. UNFINISHED BUSINESS A. Resolution 04-35: ApDrOvinl! a Sil!n Location on North Snellinl!: Mr. Moore stated staff had reviewed the Minnesota Manual of Uniform Traffic Devices and a stand-alone post with two signs in an urban area was acceptable. He requested the Council approve the installation of a "Stop" sign and a "No Right Turn" sign in the City's right-of-way, located on the south side of the North Heights Lutheran Church entrance to North Snelling Avenue. MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to approve Rcsolution 04-35: Approving a Sign Location on North Snelling. The motion carried unanimously (5-0), CITY COUNCIL REPORTS Ms. Wolfe - None. Councilmember Holden - Stated the Newsletter Committee met last week and the newsletter . was progressing. She asked for an update on the Karth Lake pumping. Mr. Moore replied the high water level mark ofKarth Lake was set by the Department of Natural Resources (DNR) and that was the level that the association and City agreed to keep the lake at. Councilmember Grant - Stated the Assessment Task Force met last week and they were progressing and with possibly two or three meetings, they would have a proposal for Council. He stated the next task force meeting was April 15, 2004. Councilmember Rem - Stated the NRC meeting was on March 31 and the tape was at the library for review. She stated on April 1,2004, there was a neighborhood meeting regarding the County Road E trail and believed it would be good to have another neighborhood meeting, if possible, or in the alternative, give the neighborhood notice when this comes before Council. Mr. Moore replied they did have time for another neighborhood meeting, if Council wished. Ms. Wolfe stated they needed to determine what the bottom line of the results were, but they would keep the neighborhood informed. Councilmember Larson stated the PTRC might also want to get involved with this. Ms. Wolfe replied there was timing sensitivity to this and if possible, they would have the PTRC look at this. Councilmember Rem stated the Mounds View High School Task Force met last week and would meet again on April 20, 2004. She asked if the Planning Commission meeting would be televised, She believed this would be a good thing to do if it was in the cable budget. . . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES APRIL 12, 2004 5 Councilmember Larson agreed that they should be taping and televising the Planning Commission meetings. Mr. Parrish replicd there would be money available in thc budget to tape and televise the Planning Commission meetings, The consensus ofthe Council was to tape and televise the Platming Commission meetings. Councilmeniber Larson - Stated he agreed with the stenciling of the curbs and to be as specific as possible to inform people that they could possibly be contributing contaminants to the water system. He stated the School Board Committee was scheduled to meet at 4:45 p.m. this Thursday, April 15, 2004. Mayor Aplikowski - Stated they had met with the Development Team regarding TCAAP at a work session tonight. Mayor Aplikowskl adjourned the Regular City Council Meeting at 7:38 p.m. Beverly Aplikowski Mayor Michelle Wolfe City Administrator NOTICE OF MEETINGS The next Council Meeting will be held Monday, April 26, 2004 at 7:00 p.m. in the Arden Hills Council Chambers. ~ ~HlLLS City of Arden Hills . Request for Council Action Prepared by: Murtuza Siddiqui "'" Dep\.: Finance ~ Council Mtg_ Date: April 26, 2004 Final Action Needed By: April 26, 2004 Council Action Request: Review and Approve Consent Agenda Item 3.A. - Claims and Payroll Staff Recommendation: Approve Consent Agenda Item 3.A. - Claims and Payroll Advisory Commission Action: Commission Date . Supporting Documents (Which are attached to this Action Form): D Memo/Letter: D Resolution (No. ) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: DOther: Payroll and Claims Reports Financial Implications: Payroll #8 Total Cost $57,206.80 Claims Total $113,537,27 Administrator/Staff Comments: . Agenda Item '111lil!p %1\$Jim1i! Claims & Pavroll Budgeted Amount: Actual Amount: Funding Source: Action Not Applicable Not Page 1 of 2 PAGE10F2 CITY OF ARDEN mLLS ACCOUNTS PA Y ABLE CLAIMS REPORT TO BE APPROVED AT 04/26/04 COUNCIL MEETING . CLAIMS PAID SINCE LAST COUNCIL MEETING (04/12104) ,<cK:~j:iJi:~::ti~tE):::i~~M~;::':' :::~MI)t]~:j:li::(:oMME;Hi5:i::::"" 24907 04/08/04 Acclaim Benefits 588.03 MedicalIDavcare Reimbursement 24908 04/08/04 Ramse County Parks and Recreation 328.53 Celebrating AH Park Permit 24909 04/08/04 Ramsey County 1960.68 Fuel Purchases 24910 04/08/04 Lakes Couom! Service CooDerative 6,544.00 Insurance Premium 24911 04/08104 Friends of the Park 70.00 PTRC Donation (5) Lilac Shrubs 24912 04/08/04 Ramsev County Parks and Recreation 190.00 Celebratine. AH-Kev Deoosit 24913 04/12/04 Lvnn Erickson 154.00 Tennis Ball Order 24914 04/12/04 Blue Cross Blue Shield 3.240.50 Health Insurance 24915 04/1 4/04 Acclaim Benefits 624.49 Medical/Daycare Reimbursement 24916 04/14/04 Govenunent Trainine: Service 199.00 MCMAJMACA Annual Conference-Wolfe 24917 04/14/04 Health Partners 828.45 Dental Insurance 24918 04/14/04 Xcel Energy 1510.11 Electric/Gas Service 24919 04/15/04 :MN Department of Health 3.243.00 1004 Water Connect Fee 24920 04/15/04 Mn Recreation and Park Association 540.00 USSSA Softball Reeistration (27 teams) 24921 04/15/04 XcelEnerl!V 5847.73 Booster Station 2003 CIP 24922 04/15/04 Midwest 2213.68 Road Renair Materials 24923 04/15/04 BatteriesP]us 72.38 Batteries for Civil Defense Sirens 24924 04/19/04 Dept of Administration I 794.07 Phone Service 24925 04/19/04 MN Mutual Life 292.50 Life insurance 24926 04/2]/04 Affinitv Plus Federal Credit Union 3,013.87 Second Aoril Pavroll 24927 04/21104 Central Pension Fund 1 228.80 Union Pension-March 24928 04/21/04 ICMA Retirement Trust-457 1,315.86 Second ANil Payroll Subtotal- Paid Claims 35799.68 . Paid Claims From Above- 35,799.68 Add Unpaid Claims, Page 2- 77 737.59 Total Accounts Payable Claims for Council Approval, 04/26/04- 113,537.27 Note: Cbecks for Wlpaid claims totaling $53,533.49 were mailed April 13, 2004 aftcr approval at the April 12, 2004 Council Meeting They were che<:k numbers 24871.24906. 'Exp. Related to TCAAP Project. ....Jyi-.............., . . . . PAGE20F2 CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO B~; APPROVED AT 04/26/04 COlJNCIL MEETlN<; UNPAID CLAIMS REGISTER: ':~ :~<X:# ::TijK:DA'ii::: 1::: ~~iXilk :':::::':::::::::::::'::::::<::::'::::::::)::~:::):::A~j6:1!~:::V:~QM~!'l:r:S~' 24929 04/27/04 E-Z Recvc1ina, Inc 5248.00 Curbside Recvclinp 24930 04/27/04 GODher State One-Call 62.10 March Service 24931 04/27/04 Lillie Suburban Newsnaners 147.20 Lel!alNotices 24932 04/27/04 Metronolitan Arca Momt Association 18.00 MAMA Luncheon-Wo]fe-4/15/04 24933 04/27/04 Pitn"'" Bowes 861.00 Postau-e Meter Rental l/30-4130/04 24934 04/27/04 Ci"" ofRosevitle 1 716.67 JPA-MIS-Anril 24935 04/27/04 Comorate Exnress 8419 Office Surmlies/Conv Paner 24936 04/27/04 TarpetStores 66.44 Easter EIH! Hunt Sunn[ies 24937 04/27/04 Wearouard 49.94 2004 Dnifonn Purchase 24938 04/27/04 I.U.GE Loca149 240.00 Union Dues-Anri! 24939 04/27/04 1.00S. Ca....ital 186.75 Conier-Excess Conies 12/23/03-3/23/04 24940 04/27/04 GlenWood Inl?:Iev..-ood 53.61 SnriM:waler 24941 04/27/04 Peterson, Fram & Ber:!lTT1an 6068.98 March Le[lal Fees 24942 04/27/04 BitTs,lne 197.52 Portable Toilets-Parks 24943 04127/04 TimeSaver orr Site Secretarial 405.60 RecordinfT Secret<lT"\i 24944 04/27/04 Home Denot 600 Modern Science 24945 04/27/04 Olde Town Deli 75.50 lan CC Worksession 24946 04/27/04 David A. Scherbel 340.72 Mileage 1128-4/09/04 & ConfRe.nstration Fee 7/14/04 24947 04/27/04 URS Cornoration 32,813.]3 '" Feb En"'ineerinp Fees "'(TCAAP $3760.40~ 24948 04/27/04 North Metro Insnections 3,003.60 March Electrical Insnections 24949 04/27/04 Jackie Gritz 27.38 Milea<re Reimbursement 3/30-4/09/04 24950 04/27/04 Lea"ue of MN Cities Ins Trust 8,650.00 Claim #0011lI12-A HinzJr. 24951 04/27104 Har Mar Lock & Kev 82.54 Locks 24952 04127/04 S&S Tree and Hort. Snec Inc 5085.38 Tree Removal (2) Willows 24953 04/27/04 MaT"\iNosck 105.00 AnrilNewsletter 24954 04/27/04 Accurate Press, Inc 657.11 March Newsletter 24955 04/27/04 Aramark Uniform Service 40.21 RUl~ Cleanilll!.-CH 24956 04/27/04 City of White Bear Lake 917.00 2004 Ramsev County GIS Fees 24957 04/27/04 Disnlav Sales Co. 170.93 Flags for City Hall 24958 04/27/04 Garv L. Fischler & Assoc. P A 1,980.00 Personnel Evaluations 24959 04/27/04 Hapen, Christensen and McIlwain 3700.00 Prof Sves-Perrv Pk-03/01-03/31/04 24960 04/27/04 Johnson Controls 220.00 HV AC Renair-Cih. Hall 24961 04/27/04 :MN Native LandscanPs Inc 4 165.00 3 Year Contract-Prairie Grass Mgmt 24962 04/27/04 Outdoor Desil?:ns 262.09 Stettler Mailbox Post-Snow Plow Dama!!e 24963 04/27/04 Rile" Construction 30.00 Refund-Contractor Lic Fcc Subtotal. Unnaid Claims - Pa~e 2 77,737.59 ;,0 .. 0: ~ ... o ill o '" o o w .... .. o en '" u W J: U -'" -,0 o~ 0::", >-0 <C... "-0 ....I~ D::f::i "-,,:; <C:;; ...... 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Date: 4/24/2004 Final Action Needed By: N/A ~ ~HlLLS City of Arden Hills Request for Council Action Agenda Item ..~."~II ..",,*i!i.'.'1t'/ti Authorize Summer Hours Budgeted Amount: N/A Actual Amount: N/A Funding Source: N/A Council Action Request: Consider authorizing summer hours beginning June 7, 2004 and ending September 3,2004. Staff Recommendation: Authorize summer hours beginning June 7, 2004 and ending September 3, 2004 Advisory Commission Action: Commission Date Action Applicable __ . _ _ Not.A.pJ>!icab~_ ... . N()t_aQJJIicable _ . pla_nning PTRC Supporting Documents (which are attached to this Action Form): . 0 Memo/Letter: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: NIA Administrator/Staff Comments: Traditionally the Council has authorized summer hours beginning the week after Memorial Day and concluding the week before Labor Day. This traditionally involves the following adjustment: Traditional Hours Traditional Summer Hours City Hall Staff 8:00 am to 4:30 pm M-F 8:00 am to 5:30 pm M-TH 8:00 am to 12:00 om on Fridav Maintenance Facility Staff 7:00 am to 3:30 pm M-F 6:30 am to 4:00 pm M-F 6:30 am to 10:00 am on Friday . Page 1 of 2 . . . ~ ~HlLLS City of Arden Hills Request for Council Action Prepared by: AP Dept.: Admin Council Mtg_ Date: 4/24/2004 Final Action Needed By: N/A Agenda Item III . .""..!>- Approve Public Expenditure POlicv Budgeted Amount: N/A Actual Amount: N/A Funding Source: N/A Council Action Request: Consider approval of the public expenditure policy Staff Recommendation: Approve the public expenditure policy Advisory Commission Action: -- --------.-...., , Commission Date Action __ m____ __ ! _l'lot~~bJE!_ __ mm _____-' Not Applicable_ Not ap(Jlicab'-"'--___ PI~nning PTRC Supporting Documents (which are attached to this Action Form): o Memo/Lelter: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendalion: o Attorney Recommendation: [8J Other: Public Expenditure Policy Financial Implications: N/A Administrator/Staff Comments: The policy has been revised to reflect the input received at the April Work Session. Page 1 of 2 ~ ~~HILLS . 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 public purposes, the Arden Hills City Council believes it necessary and appropriate to provide assistance and guidance to the officials, employees and representatives of Arden Hills to aid in the determination of when public funds may be spent for a public purpose. To provide that assistance 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 policies 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, including 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 performance of the governmental functions 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 costs to the City and the taxpayers of Arden Hills, including various costs associated with workers compensation and disability benefit claims, insurance premiums, and lost time from employee absences. . . . . Public expenditures for appropriate Arden Hills employee recogmhon programs serve a public purpose because formally recognizing employees who make significant contributions and demonstrate their commitment during the performance 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 rcfreshments is an integral part of an official Arden Hills function and the provision of food or refreshment is necessary to ensure meaningful participation by the participants. Public expenditures for appropriate community and customer outreach and similar activities serve a public purpose when those expenditures are necessary for Arden Hills to ensure the efficient operation of its programs/services, promote the availability and use of City resources, and promote coordinated, cooperative planning 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 Council 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 meet the Council definition of public 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 could include new employee receptions to introduce new employees to existing employees, provide an orientation to the City, and promote teamwork and cooperation. This does not include routine staff meetinl!:s. · Meals and refreshments are allowed when they are part of a breakfast/lunch/dinner meeting for official city business when it is the only practical time to meet. Usually these meals involve meeting with City Council members, City Staff, 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 attendance is deemed to meet the public purpose guidelines . for community or customer outreach and marketing of the City, . During official meetings of the City Council, Council committees, advisory boards/commissions, and taskforces. . 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 alcoholic 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 prudence and sound judgment in the expenditure of public funds and has determined that the above expenditures are valid expenditures and serve a public purpose. . \\Earth\Admin\Human ResourcesIPoliciesIPub1ic Expenditure PolicylPublic Purpose Expenditure Policy Draft #1.doc . . Prepared by: T JM Dept.: O&M Council Mtg. Date: 4/26/2004 Final Action Needed By: 4/26/2004 ~ ~HILLS City of Ardcn lIills Requcst for Council Action Agenda Item. Studv of Pedestrian Improvements to the Old Rail Bridae Budgeted Amount: _ Actual Amount: $2.740.00 Funding Source: Park Fund Council Action Request: Approve a feasibility study for a trail underpass for the Old 10 Railroad Bridge, not to exceed $2,740. Staff Recommendation: Approval of the feasibility study. Advisory Commission Action: Commission Date Supporting Documents (which are attached to this Action Form): . k8'J Memo/Letter: D Resolution (No. ) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: DOther: Financial Implications: Funding to be provided by the Park Fund. Administrator/Staff Comments: . Action Not Page 1 of 1 ~ ,,^~HILLS . MEMORANDUM DATE: April 21, 2004 Agenda Item 3.D TO: Mayor and Council Michelle Wolfe, City Administrator Thomas J. Moore; Director of Operations & Maintenance ~ J _ ~ SUBJECT: Old 10 Railroad Bridge/Trail Underpass Feasibility Study FROM: 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 feasibility study come ont of the Park Fund. COST ESTIMATE URS' cost estimate to undertake this feasibility study is $2,740. The breakdown is as follows: Position Structural Engineer Civil Engineer Photo rendering Hourlv Rate 8 hours at $901hr 20 hours at $651hr 8 hours at $651hr Total Cost $720 $1,300 $720 STAFF RECOMMENDATION Staff recommends that the City Council approve this feasibility study. Staff further recommends that the funds for this feasibility study come from the Park Fund. URS understands that this study will be reviewed after the structural engineer's report. If the report indicates that the project is cost prohibitive, then the study will not proceed further. . \\Earth\PR&PW\Opcrations & Maintenance\Memos\04-21-04 Old 10 Railroad Bridge-Trail Underpass Memo to Council.doc . ~ ~HILLS City of Arden Hills RelIucst for Council Action . . Prepared by: MW Dept.: Admin Council Mtg. Date: 4/26/2004 Final Action Needed By: N/A 8j~E<l Agenda Item ~~;!i:~ Authorize Position Description. Salary. and Recruitment for an Assistant to the Citv Administrator Budgeted Amount: N/A Actual Amount: N/A Funding Source: N/A Council Action Request: Consider approving the attached position description, salary. and recruitment for an Assistant to the City Administrator Staff Recommendation: Approve the position description, salary, and recruitment for an Assistant to the City Administrator Advisory Commission Action: Commission Date Action Supporting Documents (which are attached to this Action Form): I2J Memo/Letter: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: See attached memo Administrator/Staff Comments: See attached memo Page 1 of 1 ~ /]'\~ HILLS MEMORANDUM . DATE: April 21, 2004 Agenda Item 3.E. TO: SUBJECT: Mayor and Council I1n~ Michelle Wolfe, City Administrator \~~~ Assistant to the City Administrator Position FROM: ENCLOSURES: 1. Proposed Assistant to the City Administrator Position Description 2. Proposed Revision to the Compensation Schedule 3. Proposed Recruitment Process OVERVIEW . Based on the discussion at the April Work Session, the Council has indicated a desire to proceed with filling the current Assistant City Administrator vacancy with an Assistant to the City Administrator position. To implement this change, attached for your review and approval is a proposed position description, revision to the compensation plan, and a proposed recruitment process. Position Description With a few minor changes, this is essentially the same pOSItion description as the current Assistant City Administrator position. The only notable change is that this position will not necessarily assume the responsibilities in the absence of the City Administrator. The requirement for supervisory experience has shifted from a minimum requirement to a preferred requirement. Compensation Schedule The maximum salary for this position is $4733 per month, or $56,796 per year. Proposed Recruitment Process The proposed recruitment process would consist of an initial interview with myself and . representatives of the management team. The second interview would be with myself and a . . . Memo to Mayor and Council April 21, 2004 Page 20f2 council representative (s). Unless it appears to be necessary after the first interview, I do not anticipate the need for a management and leadership assessment for this hiring process. However, I would like to evaluate some type of exercise (essay, presentation etc. . . ) above and beyond the traditional interview. REQUESTED ACTION 1. Authorize the Assistant to the City Administrator position description 2. Authorize the revised compensation plan 3. Authorize the recruitment process City of Arden Hills Job Description . POSITION: DEPARTMENT: REPORTS TO: Assistant to the 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 ail statutory duties of City Clerk. 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 short and long range goals. 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 television 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. . . 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 apparent or 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 years progressively responsible experience in local government or an equivalent combination of education or experience. Prefferred qualifications include 2 years supervisory experience and a masters degree in a related field 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 effectiveiy 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. = Ol ~~ - =a 5 .- =..... ... Ol 't:l '" .. = ~ 1S. ..... l3 o 0 .cu 0"1" o o N < >>% ~ - - - '" 00 0 '" 0 - '" '" '" '" '" '" '" '" 0 0 '0 ..,. )j - t"- t"- '" ..,. '" '" '" 0 '" '" '" '" '" '" '" '" '" t"- t"- '" '0 :'= ... 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" ~ ~ - - :g " " " <:> .g " " " ... ~ " ... " - " " " .;: ,<: .e " " .e. <.: ~ <> " ... ... .:; " " ... '" :::l U ~ Q Q 0 ~ 0 0 p:: ~ 0 0 ;;> U . . . . . . Assistant to the City Administrator Recruitment Process and Timeline Action Timeline Deadline for Applications May 28, 2004 Anplication Review First Week ofJune Initial Interviews with City Administrator, Third Week ofJune and Select Management Team Members Second Interview with City Administrator Fourth Week of June and City Council Representative (s) Informal interaction with staff Extend offer to candidate Est. Fourth Week ofJune City Council approval Est. July 10, 2004 ~ ~HlLLS City of Arden Hills . Request for Council Action Prepared by: Murtuza Siddiqui Dept.: Finance Council Mtg. Date: 4/26/2004 Final Action Needed By: 4/26/2004 Council Action Request: Approve Consent Agenda Item 3.F (Credit Card Acceptance) Staff Recommendation: Approve Consent Agenda Item 3.f (Credit Card Acceptance) Advisory Commission Action: Commission Date Supporting Documents (which are attached to this Action Form): . IZJ Memo/Letter: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: Outline in the memorandum Administrator/Staff Comments: . Agenda Item 11II Credit Card Acceptance Budgeted Amount: Actual Amount: Funding Source: Action Not Not applicable Page 1 of 1 ~ /],\~HILLS MEMORANDUM . DATE: April 21, 2004 Agenda Item 3.F TO: Honorable Mayor and City Council FROM: Murtuza Siddiqui, Finance Director/Treasurer SUBJECT: Credit Card Acceptance BACKGROUND: Currently, the City of Arden Hills does not accept credit card payments for its services. Services that can be paid by credit card include permit fees, licenses, utility payments, fmes, sports recreation registration, etc. Over the past year, the City has received a number of inquiries from the residents and contractors encouraging us to accept credit card payments. At the April 19, 2004 Council Work Session, staff made a presentation outlining the process as well as the cost involved in the implementation of the system. . DISCUSSION: Credit cards are accepted by most cities in the metro area, but the type of services they accept payments for vary from city to city. 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 credit 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 credit card is on-line. Implementation ofthe credit card acceptance is a two step or phase project. Based on the discussion at the April 19, 2004 Council Work Session, the Phase II or on-line acceptance will be deferred to the next year. 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 credit . . . Memo Credit Card Acceptance 2 card company. This charge will vary anywhere between 1.8 and 2.8 percent of the charged 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 card number. The credit card company 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, 1he City may collect $500,000 to $660,000 at an annual cost of$12,500 to $16,500 to the City_ Visa and MasterCard agreements prohibit charging a credit card customer a fee for using the credit card, therefore, the service fee charged by the credit card 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 credit card. This rule does not apply to transactions conducted over the internet. Ifthe Council is concerned 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, such as not to exceed $250 or be specific 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. RECOMMENDED ACTION: Staff recommends that the Council proceed with the approval to implement the Phase I of the credit acceptance system by the middle of 2004, with a limit not to exceed $250 per transaction. Staff is also directed to continue research for the Phase II (on-line) and to seek its implemention next year. ~ ~HILLS City of Arden Hills Request for Council Action . Prepared by: TJM Depl.: O&M Council Mtg. Date: 4/26/2004 Final Action Needed By: 4/26/2004 Agenda Item I!~I Approve Purchase of FellinQ Trailers Budgeted Amount: $22.000 Actual Amount: $21.500 Funding Source: General Fund Council Action Request: Consider approval of the purchase of the two replacement Felling Trailers from FT Trailers in Sauk Centre, MN, at a cost not to exceed $21,500. Staff Recommendation: Staff recommends the approval of the purchase of two replacement Felling Trailers. Advisory Commission Action: Commission Date Action Supporting Documents (which are attached to this Action Form): . [2J Memo/Letter: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: The total cost of purchasing two repiacement Felling Trailers, including sales tax and licensing. is $21,500. The 2004 Capital Improvement Plan Budget for the replacement trailers is $22,000. Funding for the purchase will be taken from the General Fund Administrator/Staff Comments: See attached memo. . Page 1 of 2 ~ ~HILLS . MEMORANDUM DATE: April 20, 2004 Agenda Item 3. G TO: Mayor and Council Michelle Wolfe, City Administrator Thomas J. Moore; Director of Operations & Maintenance ~ ~_ ~ SUBJECT: Purchase of Two Replacement Felling Trailers FROM: BACKGROUND The 0 & M Department has budgeted for the replacement of two Felling Trailers in the 2004 Capital Improvement Plan Budget. The trailers were originally purchased in 1984. The trailers are used to transport mowers in the summer and snow blowers in the winter. MINNESOTA COOPERATIVE PURCHASING VENTURE (CPV) The City of Arden Hills currently pays $350, annually, to maintain membership in the CPV. This allows the City to participate in State specifications and bid prices, resulting in the City of Arden Hills paying the same rate for a single piece of equipment as the State does for multiple pieces. FT Trailers in Sauk Centre, Minnesota is the vendor that has the State contract for Felling Trailers. . BUDGET The proposed replacement Felling Trailers are the FT l2WD(G) models. They are 23 feet in length and 8 feet wide. Each trailer comes equipped with electric brakes, heavy duty springs and axles. They will be black in color with white reflective safety markings. The cost of each trailer, including sales tax and licensing is $10,750. Total cost for two Felling Trailers is $21,500. The 2004 Capital Improvement Plan Budget for the replacement of two Felling Trailers is $22,000. STAFF RECOMMENDATION Staff recommends that the City Council authorize the purchase of two replacement Felling Trailers from FT Trailers in Sauk Centre, Minnesota, at a cost not to exceed $21,500. . . ~ ~HILLS City of Arden Hills Request for Council Action Prepared by: AP Dept.: Admin Council Mtg. Date: 4/24/2004 Final Action Needed By: 4/24/04 ~S,:'~:"'i<'",';: Agenda Item :~...H~ Authorize Purchase and Installation of Maintenance Facilitv Fiber Budgeted Amount: Q Actual Amount: 17.000 Funding Source: Cable Special Revenue Fund Council Action Request: Consider authorizing staff to retain Underground Piercing Inc. and Master Teclmology Group to complete the fiber extension between City Hall and the Maintenance Facility in an amount not to exceed $17,000. Staff Recommendation: Authorize staff to retain Underground Piercing Inc. and Master Technology Group to complete the fiber extension between City Hall and the Maintenance Facility in an amount not to exceed $17,000. Advisory Commission Action: Commission Date Action ... ..F'lclnning PTRC ____._. ... N()t!,pplicable __ __ _____~______ ____.___ ___ _ Not Applicable _ _ _ __ _____..J'-Iot applicable . ----- [:_,-"-----~ . Supporting Documents (which are attached to this Action Form): [2J Memo/Letter: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: See attached memo Administrator/Staff Comments: See attached memo Page 1 of 1 ~ ~HILLS MEMORANDUM . DATE: April 21, 2004 Agenda Item 3.H. TO: FROM: Mayor and Council Michelle Wolfe, City Administrator Aaron Parrish, Assistant City Administrator (j) SUBJECT: Authorize Purchase and Installation of Maintenance Facility Fiber ENCLOSURES: 1. Estimates OVERVIEW Staff has been working with the .City of Roseville on the information technology needs for the new Maintenance Facility. There are two options that would allow the Maintenance Facility to have access to the internet, e-mailetc '. , . The first would be utilize the County's system and pay a monthly fee. At this point, the County is contemplating extending TI lines into the building. The monthly cost for this is not currently known. . The second and preferred approach would be to extend fiber from our existing City Hall to the Maintenance Facility. This would allow for a connection to the Institutional Network (I-Net). In addition to being able to access e-mail and the internet, the facility would have access to the City Hall network/server. The fiber would be installed within the Highway 96 right-of-way and should be done before the driveway north of Ham line Avenue is paved. The paving will likely begin in June or July. FINANCIAL IMPLICATIONS The current estimate to complete the work is $14,726. An alternate of $4,295 is included in the attached estimates, but staff is not recommending that this work be pursued at this time. To account for any unforeseen issues, staff would request that $17,000 be authorized ($14,726 based on the estimate, and $2274 for contingency). This project is currently not budgeted. The Cable Special Revenue Fund is the proposed source of funding for the project. . Memo to Mayor and Council April 21, 2004 Page 2 of2 REQUESTED ACTION Authorize staff to retain Underground Piercing Inc. and Master Technology Group to complete the fiber extension between City Hall and the Maintenance Facility in an amount not to exceed $17,000. Authorization to Proceed By signing this Authorization To Proceed, City of RosevilJe agrees to the above scope of work and pricing and authorizes Master Technology Group, Inc. to procced with the project as proposed. Date: Customer Signature Customer Purchase Order We appreciate this opportunity. Please contact me with any questions. Ryan Blundell, RCDD 952-808-3446 952-201-3108 (cell) ryan. bl undell@masterelectric.com . Prepared by: Jackie Gritz Dept.: Administration Council Mtg. Date: 4/26/2004 Final Action Needed By: 4/26/2004 ~ ~HlLLS City of Arden lIills Request for COlmcll Action Agenda Item .. Resolution to Approve PollinQ Locations for 2004 Election Budgeted Amount: $0.00 Actual Amount: $0.00 Funding Source: n/a Council Action Request: Approve Resolution #04-37 which sets the polling locations for the 2004 Presidential election. Staff Recommendation: Staff recommends approval of the resolution. Polling locations are the same as were used for the 2002 elections. Advisory Commission Action: Commission Date Action Not . Supporting Documents (which are attached to this Action Form): o Memo/Lett~r: . [8J Resolution (No. 04-37) o Ordinance (No. o Engineering Recommendation: o Attorney Riicommendation: o Other: Financial Implications: NIA >. Administrator/Staff Comments: N/A . Page 1 of2 Polling Location Resolution 04-37 . STATE OF MINNESOTA CITY OF ARDEN HILLS RAMSEY COUNTY, MINNESOTA RESOLUTION NO. 04-37 DESIGNATING POLLING LOCATIONS FOR 2004 ELECTIONS WHEREAS, the State Primary Election is September 14, 2004, and the State General Election is November 2, 2004; and WHEREAS, Minnesota Statutes 204B.16 requires the City Council, by ordinance or resolution, to designate the polling places for the City for these elections. WHEREAS, Minnesota Statutes 204B.14 Subd.c requires precinct boundaries be reestablished within 60 days of redistricting. NOW, THEREFORE, BE IT RESOLVED, that the Arden Hills City Council hereby designates the following precincts and polling places as illustrated on the attached Exhibit "A": Precinct No. 1- Presbyterian Church of the Way 3883 N. Lexington Avenue Shoreview, Minnesota 55126 . Precinct No.2 - The Presbyterian Homes 3220 Lake Johanna Boulevard Precinct No.3 - Valentine Hills Elementary School 1770 West County Road E2 . Precinct No.4 - Arden Hills City Hall 1245 West Highway 96 ADOPTED, by the City Council this 26'" day of April, 2004. Beverly Aplikowski, Mll. YOR ATTEST: . Michelle Wolfe, Administrator ,. ~ ~HlLLS City of Arden lIills Request for Council Action I . Prepared by: T JM Dept.: O&M Council Mtg. Date: 4/26/2004 Final Action Needed By: 4/26/2004 Agenda Item II Assessment HearinQ for the 2004 Street Reconstruction Proiect Budgeted Amount: Actual Amount: Funding Source: Council Action Request: Open the Public Hearing and collect public testimony for the 2004 PMP - Edgewater residents. Any appeals and adoption of assessment roll will be considered at the May 10, 2004 Council Meeting. 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Date: April 26, 2004 Final Action Needed By: April 26, 2004 Agenda Item ~krl.,': ."""y Award Street Siqn Contract Budgeted Amount: $50,000.00 Actual Amount: $51,620.00 Funding Source: Non-Assessable Road Improvement Fund Council Action Request: Award the Street Sign Program to Northern Traffic Supply, Inc. in the amount of $51,620. Staff Recommendation: The Arden Hills City Engineer recommends the Council award the Street Sign Program to Northern Traffic Supply, Inc. of Anoka in the amount of $51,620. Advisory Commission Action: Commission Date Action Planning PTRC Not Applicable u . .l_ . Not Applicable _u --- i ... .............. j..... ....... ......... ........ J ...... .. ... . ... ...t-lgtapplicable . Supporting Documents (which are attached to this Action Form): ~ Memo/Letter: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: The Street Sign Program is an item on the 2004 CIP. Funding for this project is to be provided by the Non-Assessable Road Improvement Fund. which has a balance of $1,000,000. Administrator/Staff Comments: . Page 1 of 1 URS . April 21, 2004 AGENDA ITEM 6,A Ms. Michelle Wolfe City Administrator City of Arden HiJls 1245 West Highway 96 Arden HiJls. MN 55112 RE: Street Sign Program Dear Ms. Wolfe, Bids were received and opened for the above-referenced project on Apri114, 2004. Bids were received from seven (7) contractors. The tabulated bid outcome is as follows: 1 2. 3. 4. 5. 6. 7, Contractor Northern Traffic Supply. lnc Stripe Right, lnc. HiJler Bros., Inc. Mff Buckets Painting & Signing Earl F. Anderson. Inc. Safety Signs H&R Construction Co. Total Amount $51,620.00 $57,600.00 $58,187.80 $59,528.00 $63,032.40 $70,579.20 $79,516.00 . Engineer's Estimate $58,000.00 All bids had proper bid guarantees in the amount of ten percent (10%) of the total bid as required by the Project Manual. A copy of the bid tabulation is attached for your information. Northern Traffic Supply, lnc submitted the low bid with a total bid amount of $51,620.00. The low bid is $6,380.00 (11%) less than the Engineer's Estimate_ This bid reflects a competitive bid environment. The Engineer has direct experience working with the low bidder, Northern Traffic Supply, Inc. as the sign installation subcontractor on many roadway projects. Most currently, Northem Traffic Supply installed all of the signage for 2003 Pavement Management Program. e Thresher Square. 700 Third Sfreel Soulh . Suire 600. Minneapolis. MN 55415. Phone: (6/2) 370-0700. F",: (012) 370-/378 . URS . Ms_ Michelle Wolfe April 21, 2004 Page 2 Recommendations Based on rcview of the bids, subsequent discussion and previous experience with the Contractor, we feel that the bid is reasonable and that Northern Traffic Supply, Inc. can successfully complete this project. The Contractor will be given 20 working days to complete the installation of all signs from the date they begin installation_ The schedule allows time for the sign panels to be prepared before installation begins. The contract for this project requires that all sign work shall be completed by August 27,2004. The schedule is as follows: Notice to Proceed Begin Construction Complete Construction April 27, 2004 June 14,2004 August 27, 2004 Please call me at (612) 373-6500 if you have any questions or need additional information, einCerelY, URS Corporation ~ Nick Landwer, P.E. Project Engineer Enclosure cc: Tom Moore/Arden Hills Greg BrownlURS Mark LynchfURS File 37951-005-7001 . . ,.j . '"U C- o 0 0 OJ .... 0 :E CD :E .52. 0" 00 Q. . ::l C) ::l CD Z CD CD C) ::!. .... -l ..... 0 " u s;: 00 ::!: P> z 0 0- Il> ::l ::l 0 C Il> P> lD CD :::!: .... 0 ::J OJ (U (j) 0 .... ---I - ;::;: .... 0 (C) CD '< :E 01 CD 0 ::l ...... - ...., , (j) )> 0 G) 0 (Q .... .... 01 ::l 0. 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" s. " ~tl~ ~~~ 8~g ~~~ ~o:j t:"_~ ~~i ggg . [ " g !:' ? '" '(; OJ ~ " z ~ ~ I ~ 0' " " z 9~ ~ " o z ~ ~ ~ c C1 <5 z ~ I ~ . Prepared by: T JM Dept.: O&M Council Mtg. Date: 4/26/2004 Final Action Needed By: 4/26/2004 ~ --A~HILLS City of Arden Hills Request for Council Action Agenda Item ~li Improvements to Perry Park Fields #1 and #2 Budgeted Amount: $25.500.00 Actual Amount: $24.988.00 Funding Source: General Fund Council Action Request: Approve the improvements to Perry Park fields #1 and #2, at a cost not to exceed $24,988. Staff Recommendation: Improvements to Perry Park fields #1 and #2 has been budgeted for in the 2004 CIP. Staff recommends the approval of the improvements to Perrry Park fields #1 and #2, at a cost not to exceed $24,988. Advisory Commission Action: Commission Date Action PTRC Supporting Documents (which are attached to this Action Form): . r;;$] Memo/Letter: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: The 2004 Capital Improvement Plan Budget for improvements to Perry Park fields #1 and #2 is $25,500. The total cost for work on both fields is $24,988. Funds for this project will be taken from the General Fund. Administrator/Staff Comments: . Page 1 of 1 ~ ~ ~~HILLS MEMORANDUM . DATE: April 20, 2004 Agenda Item 6.B TO: Mayor and Council Michelle Wolfe, City Administrator ThomasJ. Moore; Director of Operations & Maintenance ~ j ~ ~ SUBJECT: Improvements to Perry Park Fields #1 and #2 FROM: BACKGROUND The 0 & M Department has budgeted for improvements to Perry Park in the 2004 Capital Improvement Plan Budget. The proposed improvements will consist of a 10 foot high outfield fence, with distance signage, on field #1 and a six foot high sideline fence on fields #1 and #2. . In 2002, the City Council authorized the installation of a 10 foot high outfield fence on field #2. BUDGET The total cOst, including sales tax, to install a 10 foot high outfield fence, with distance signage, on field #1 and a six foot high sideline fence on fields #1 and #2 is $24,988. The budgeted amount in the 2004 Capital Improvement Plan Budget for Improvements to Perry Park fields #1 and #2 is $25,500. STAFF RECOMMENDATION Staffreconnnends that the City Council authorize the improvements to Perry Park fields #1 and #2, at a cost not to exceed $24,988. . Comm. ~J(j. 0415 Dole 02/24104 o o z o m II -I (J) -I m (J) ^ 111 -I o :c 111 (J) \1: / ; I I I ! I I I I I I I I I / ; . '\ '/(>,\\ .~_" I' (>tc- "~'/ / \'"~," 7' .II (, "r \ 1,_1\ L,""-ol. J I, \. 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No. Projllct Drawing No. f\ 0415 City of Arden Hills - Charles Perry Park a4 Dol. 02/24/04 Title e '. . Site Plan AACH1Tl:CTS HAGEN, CHRISTENSEN & MciLWAIN 211 TM1~D ",WENUE NO., SUITE 15G . MINHE"~IIUI. !.till SS~Cl . ~ /],\~HILLS City of Arden lIills Request for Council Action Prepared by: T JM Dept.: O&M Council Mtg. Date: 4/26/2004 Final Action Needed By: 4/26/2004 :lI!OIjIlll1ll Agenda Item D!:~ !IH''''<:''''i Approve Plan and Authorize Bids for the Perry Park Pavilion Budgeted Amount: $350.000.00 Actual Amount: Funding Source: Park Fund Council Action Request: Approve the plans and authorize the advertisement for and the obtaining of bids for the pavilion at Perry Park. Staff Recommendation: Approve the plans and authorize the advertisment for and the obtaining of bids for the pavilion at Perry Park. Advisory Commission Action: Commission Date Action . Supporting Documents (which are attached to this Action Form): i:8J Memo/Letter: D Resolution (No. ) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: DOther: Financial Implications: The 2004 Capital Improvement Plan Budget for the construciton of a new pavilion at Perry Park is $350,000. Funding for this project will be taken from the Park Fund. Administrator/Staff Comments: . Page 1 of 2 ~ ~~HILLS MEMORANDUM . DATE: April 20, 2004 Agenda Item 6.C TO: Mayor and Council Michelle Wolfe, City Administrator ~ Thomas J. Moore; Director of Operations & Maintenance ~ J. ~ SUBJECT: Approve Plans and Bids for the Perry Park Pavilion FROM: BACKGROUND Thc need for a pavilion at Perry Park was identified in the May 7, 2002 Parks, Trails and Open Spacc Plan. This Plan was approved by the Council in June 2002. The Parks Trails and Recreation Committee (PTRC), with Council approval, hired Hagen, Christensen & McIlwain Architects (HCM) in August 2003 to design and coordinate the construction of the pavilion at . Perry Park. BUDGET The 2004 Capital Improvement Plan budget for the construction of a new pavilion at Perry Park is $350,000. The funding source for project will be the Park Fund. . STAFF RECOMMENDATION Staff recommends that the City Council approve the plans and authorize the advertisement for and the obtaining of bids for the pavilion at Perry Park. . . . . I Prepared by: AP. (j) Dept.: Admin Council Mtg. Date: 4/26/2004 Final Action Needed By: 4/26/2004 ~ ~HlLLS City of Arden lIills Request for Council Action Agenda Item I~~ Inspections Vehicle Purchase Budgeted Amount: $20.000.00 Actual Amount: $23.000.00 Funding Source: General Fund Council Action Request: Consider authorizing the purchase of an inspections vehicle in an amount not to exceed $23,000. Staff Recommendation: Authorize the purchase of an inspections vehicle in an amount not to exceed $23,000. Advisory Commission Action: Commission Date Supporting Documents (which are attached to this Action Form): rzJ Memo/Leller: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: See staff memo Administrator/Staff Comments: See staff memo Action Not Page 1 of 2 .. ~ ~~HILLS MEMORANDUM . DATE: April 21, 2004 Agenda Item 6.D. TO: Mayor and Council Michelle Wolfe, City Administrator FROM: Aaron Parrish, Assistant City Administrator SUBJECT: Inspections Vehicle Purchase ENCLOSURES: 1. State Contract Specification Sheet for Chevy Blazer LS OVERVIEW . The 2004 CIP budgets $20,000 for the purchase of a new inspections vehicle. As outlined during the budget presentation, the current vehicle dedicated for inspections, the 1992 Chevy S-IO, is getting older and the impact of deferred maintenance has become more apparent in recent years. Our current schedule for truck replacement is generally 7 years. To replace the inspections vehicle, we are proposing that a 2004 Chevy Blazer be acquired via the state contract. The state contract price for this vehicle is $19,342. Sales tax and related fees are estimated at $1500. In addition, painting the Arden Hills logo on the side will cost approximately $500. Based on the aforementioned costs, the estimated cost of the vehicle is approximately $21,342, or slightly higher than the $20,000 that was budgeted. Staff would request a contingency of approximately $1658 to account for any unforeseen circumstances. From staffs perspective, acquiring this particular type of vehicle is advantageous for the following reasons: ~ The current inspections vehicle does not have four wheel drive. As such, it cannot be utilized on certain inspections because of the likelihood that it will get stuck. A current example of this situation is the Ramsey County Maintenance Facility project. The proposed vehicle has four wheel drive. ~ The interior storage space of the vehicle will be useful for other activities that require the transport of people and/or things. Examples include elections, neighborhood meetings, Celebrate Arden Hills, etc. . . . . , Memo to Mayor and Council Apri121,2004 Page 2 of2 DISCUSSION In conjunction with the 2004 budget process and discussion of the five year CIP, it was noted that the current inspections vehicle would be retained in the fleet for one to two more years and be used as a vehicle for the Operations and Maintenance Director. In a future year, this vehicle would be replaced with a new vehicle for Opera1ions and Maintenance Director. This essentially represents an additional vehicle in the fleet. Subsequent to this discussion, the Council has added a Civil Engineer to the City organizational structure. This position will do a lot of field work and need to visit various construction sites, residences etc. . . . From staffs perspective, it is desirable to have an additional vehicle added to the fleet that could be utilized by the Civil Engineer and Operations and Maintenance Director for the following reasons: ~ Both positions involve spending a significant amount of time at construction sites. As such, a vehicle that can effectively navigate these sites is important. ~ Both positions require significant resident visits and interaction. Having a City vehicle will allow residents to feel comfortable they are dealing with a City employee. REQUESTED ACTION . Authorize the purchase of an inspections vehicle in an amount not to exceed $23,000. . r/ Group 8 Sport Utility Vehicles, 4X4-4 Door (please type entries) Make and ModefName: C/levrolet Blazer ur ISA Model Number: C'l'105C6 4.3 V6 Engine Size (unloaded fuol only): Fronl Seal Type: 60/40 split bonch Tolal Vehicle Seating Capacity: 6 Tires (size and type): P235/70R15 Spare Tire: Space Saver: Full Size; x Air Bag locations: frontal-dri ver and paa....ngd' Required Equipment: Automatic Transmission. Cloth Upholslery, Rear Window Defroster, Cruise Control. Till Wheel. Engine Block Healer and Air Conditioning. list Add,tional Standard EQuipmenllncluded Wilh This Model: (power windows/door locksl seals, ele) em/1m CD radio t power windows, power locks Price Per Unil. Equipped as Specified Above: $ 19.342.00 Price Per Mile lor Delivery from Dealer to Delivery Poinl: $ o ... Anv Option ChanQes (adds or deletes) Shall be priced al Manufacturer.ta-Dealer Invoice. ... I 19 EPA Rated Miles Per Gallon: 15 MPG City MPG Highway Emission Control Rating: x ULEV SULEV Tier 1 LEV 'Ust all Components thai Conlain Mercury: None: x Vendor Name and Address: !lINCKLEY CHEVROLET PO BOX 306, 608 FIRE MONUMENT RD HINCKLEY, MN 55037 Contacl Person: MARC KOHL E-Mail: mkohl.hchev~scicable.net Phone#: 320)384-6197 ME:IRO 651)224-2001 ToIlFree#:877)669-9117 320)384-6338 OR 320)384-7979 Fax #: , . . . ~ ~HILLS City of Arden Hills Request for Council Action Prepared by: MW Dept.: Admin Council Mtg. Date: 4/26/2004 Final Action Needed By: N/A Agenda Item! Appoint Communitv Development Director Budgeted Amount: N/A Actual Amount: N/A Funding Source: N/A Council Action Request: Consider approving the appointment of Scott Clark as Community Development Director for the City of Arden Hills, effective May 26'h, 2004. Staff Recommendation: Approve the appointment of Scott Clark as Community Development Director for the City of Arden Hills, effective May 26th, 2004. Advisory Commission Action: --- -[- Commission Date Action _ . NotApplic~b.IEl___ ~ot Applicable __ _____ Not applicable Plcmnirlg . PTRC . Supporting Documents (which are attached to this Action Form): [g] Memo/Letter: D Resolution (No. ) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: DOther: Financial Implications: N/A Administrator/Staff Comments: See attached memo . Page 1 of 2 ~ ~~HILLS . MEMORANDUM DATE: April 21, 2004 TO: Mayor and City Council (:, ,.) r~ FROM: Michelle Wolfe, City Administrato(~ SUBJECT: Appointment of Scott Clark as Community Development Director BACKGROUND Through an internal staff reorganization, the Community Development Director position became vacant in February. The position was advertised through February 27, 2004. A total of 21 applications were received. Eight applicants were selected for the first round of interviews. Upon completion, four finalists were selected to participate in a management assessment and a second round of interviews. At the conclusion of the second interview, there was general consensus on a top candidate for the position. . DISCUSSION The recommended candidate is Mr. Scott Clark. Mr. Clark earned a Masters Degree in Urban Studies from Mankato State University. Highlights of his work experience include twenty seven years with the City of Brooklyn Park in a variety of capacities, most recently as Deputy Community Development Director. The proposed starting salary for Mr. Clark would be at step three of the 2004 compensation plan. In my discussions with Mr. Clark, he has requested and I am comfortable with him starling at the second tier for PTO accrual. RECOMMENDATION Approve the appointment of Scott Clark as Community Development Director for the City of Arden Hills, effective May 26'\ 2004. \\Earth\Admin\Human ResQuTces\CLASSIFICATIONS\Community Development Director\2004\Second Intervicw\04.21-04 Memo to Council RE Appointment.doc . ~ ~HILLS City of Arden Hills Requcst for Comlcil Action Prepared by: AP Dept.: Admin Council Mtg. Date: 4/26/2004 Final Action Needed By: N/A )i~Y";'-'fI Agenda Item ,,;Iffi~ c'.'A_".;:",.,';'!m TCAAP Phase III Planninq Budgeted Amount: N/A Actual Amount: N/A Funding Source: N/A Council Action Request: Discuss TCAAP Phase III Planning Staff Recommendation: N/A Advisory Commission Action: Commission Date Action - ------..-- . NotAPf>ii~,!bl~ _ _____ Not Applicable . Not applic8.lJie _ Supporting Documents (which are attached to this Action Form): ISJ Memo/Letter: . o Resolution (No, ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o ather: Financial Implications: N/A Administrator/Staff Comments: See attached memo . Page 1 of 2 ~ ~HILLS . MEMORANDUM DATE: April 22, 2004 Agenda Item 6.F. TO: FROM: Mayor and Council Michelle Wolfe, City Administrator Aaron Parrish, Assistant City Administrator (if) SUBJECT: TCAAP Phase III Planning ENCLOSURES: 1. Interim Development Agreement OVERVIEW Currently, the Interim Development Agreement with CRR requires that each party agree to proceed to the next phase of planning. In conjunction with the approval of Phase II, the Council authorized the beginning of Phase III. At this point, for various reasons we have not received authorization from CRR. In discussions with the Mayor and Council, it was indicated that the Council has a desire to proceed with Phase III planning as soon as practical. . Based on additional discussions with CRR this week, they indicated that they were amenable to proceeding with Phase III of the planning. Bart Rehbein will be at the Council meeting on Monday to address the Council so the Council and Development Team can proceed with Phase III in a mutually agreeable manner. REQUESTED ACTION Provided for discussion N:\Misc riles\TCAAP\Master Pl:mning\04-22-04 Memo to Council RE Phase III Planning Authorization.doc . . . . jNTI~RIM 4.CRE~3M:b:!\lT 1,0 j'arlics. THIS IN'ITRIM ACREEM,ENT is dated tlm 26'" day of August, 2002, and is entered mto by and between the City of Arden Hills, a 1',{inneSOtl! slatutory city (herein "City" i and CRee LLC. a Mil If,'m Ii mitc<i iial:JiJity company ("f)cvelopel""j, (3)1\",,"',"':'. ~\iS?, 2.0 Recitals, \ A WHER:b:AS, the Twin City Am,)' Ammunition l'latll ("TCAAP Site") is 10caIGd in Ramsey COll.Qr1' Clnd within the cOip'oratc bOl.lndl!r1es (,nhe City; 1'1 WHif':REAs., are-utilization plllll for the TCAAP Site has been preplifl:\d; generally illustrates a major area of conulluing control and use by the MillncsotH Army National Gu(1:t'tl, lllllltC:a for llpen space llnd recreational ust, and an area t(,r residenlilll and eOJJ1Juercial use; arid is CQlllmon!y known as the "Ventu Reuse Plan" which is atmched hereto'lIS ]~xhib.iL1; WH~:REAS, tile U.S. Department !)fthe MillY husdctennined thll! llppl'Oxilnatcl1' 774 acres (the "Excess Ar!!l!") of the TCAi\PSitc llI:C no longer nocessary fQJ' U.S. Army purposes, and has reported tome General Services Admitlistratiol1 ("GSA")thiltthc EXCess Area is twailabJe fur distribution: D WHEREAS, at the prcsellt lime, City anticipates thut 661 llcres of the Exces$ Area will be collveycd to the ("A8 Reuse Are~"), and thai 113 acres nf the hcess Area will be conveyed directly to Ramsey COllnty ("lUre Creek Corrll!l:Ir Arl'll").llS gencI11lly illustrated 011 Ethihit B attached hereto: l-' 'YHEIU:AS. the parties arc aWl!re thanheU.S. PO!ltalService ("Po"t Oftlcc") and the Minnesotl\ Department of Natural Resources ("DNR"j have cxpresscd an interest in sp~'cifie p1)rtibllS ofthe AH RSl.Ise Area; c., WHEREAS, the potential 1'0"1 (H1fi.~e 'Htd DNR sites shotlld be i.lltegmttd with other Uses within the All Rellse Area pursuant to a land use plan and aninli'astnrcf11re pllln so mat pmperty values C!r:nbe maintained lind/or enhanced and so that auy areas devol<;:d 10 such Posl Office Or DNR use will be clcvclopcdi.n a mHt111er that is CllTl1patible with other uses in the AH Reuse ArclI: L" WHERE.'lcS. Ihe pHrti"" agree. that tho"e areas of the TCAAP S.lte which arc under the control of Ihe Minnesotl! Army National Guard, lInd which are illustrated as potentiul development areas on the Vento Reuse Plan should be taken into consideration wlmn adopting u land use plnn and an infrastructure plan for the All Reuse Area.. even though the Minnesota Anuy National Guard wil1 continue to use and control such areas for all Indefmiteperind oCtlme; . H. \'\'I"lEREAS. the parties agree that the AH Reuse Area will be developed purSuant to the Vento Reuse PlllU, but lIcknowlcdge that the Vento Reuse Plan is a broad t"amewr.l'I:k for develollmentwhich may need to be refined when the environmental rcmedhllionllllalysis for the AH Reuse Area is complC'ted; l. WHEREAS, the City .has sekded the Dt:ve!ojJer to bc tbe Master Develope.r for the redevelopment the A.H Reuse /\rea subject to the terms and conditions of a Dispnsition and Development Agreement ("))1)/\"); .I \VHEREAS, Develope.!', at its s(Jle cost and expense. has agreed to assist the City in ohti'lining a transfer of the AH Reuse Arell from the GSA and to undertake an exten.sive environmental analysis of the At! Reuse Area in order to detetmine if it is econornically feasible to proceed with CJ1Virlll1l1'lelltal remediation and redevelopment; and . K. 'WHERE,;\S, the pllttles wish to enter int\> un Interim Agreement which de,.,cribes the obligations of the llarlies relatill~ to the transfer of the AH Reuse Area, the envi.ronmental survey and analysis of the AH Reuse Area, the preparation of a DDA which would become effective upon transfer of the A H Reuse A re,1 to the City 'md the preparation of an Amendment to the City's Comprehensive Land Use Plan amI official controls for the rCAAP Site (''Compr'llllensivc Pllln Anllmdrnent"). NOW, THEREt'OR:E,in reliance upon and in consideration ortne mutq~1 undertakiug, herein expres.<;ed, City and Developer agree to Ihe f()IIO\ving terms and conditions: 3.0 (;uidi:!llt.PtiIlCip!J.l:l!. The parties acknowlcdge that fhe tnmsfer ortbe AH Reuse Arlla; the ClrViltlllnlentll1 survey of the AH RCllse Area; the preparation \>1' a land use aud in frastrectllre pllln; and thc negotiation oHbe DDA will be a complex and roq)ensi ve 11tldertllkillg whieh will require fhe coope"lltion of the parties ,md tlle conrdlhation of activities ill order to m;hicve common goals in a cost effective manner. Therefol'c, the pal1,,,s llgrcc that throughout the term of this Interim Agrt,<,ment. their conduct wi II be govc.rneJ by the following general principles: A, C(1(Jpetatlon1ivith each other und shnring ofallinH1'trnation obtained in cnnnection with Ihe tasks detined herein: ::: . . . . B I'D II discl,)sure of activities and dealings ,Vitil third (lllnks; C ;\ccomplislnm:nt of tasks in a titnely manner; and D. i\voidanee Ill' cost duplications. F Pursui1 of C{lm111lln ]5:<lBl:s. F COlllpliauce with the general dewlopn1ent guidelines illulltrnted on the Vento ReusePlall. 4.1:1 ,'vl.lliQt'Tasks. The folltlwil1g major ta-sks sha11 beuude.ll11kell and completed by the parties during the term oft'his Interim A.greerlletlt anyexlension thereof A. N..~otlaled (lr Lill,lilllatlve TrallSf~r of llul AH Reuse Arell. Devemll11f Obll\lJll~n$, Developer shall accomplish the following tasks: a. Coordinllte meetings l::>etw<;:ell the City and GSA regarding negotiation of , 1 nOll-competitive land transfer agreement. h. COl\rdill.aoo the negotiations of the parties with the United States Depltlttl1cnt ofDdcllse, Depllrtmcnt of the Army ("Army") tonlinlll1ize the instlllltiol1al eOl1tnlls and deed restrictions which would inCClUlpatiblc with the City's proposed Comprehensive Plan Amendment c, C",ordinare 1m, I1cgQtiulions oflnepllrtie.s wtth the Minnesota Arm)' Natio'n~J Guard to meet their lle<..-US efticiently and elJollomically. d. Formulate and implement strategy to ensun: support of M:il'll1i:lsola's Congres,ional Delega'timl. e. Advise the City of Ihe Status of all negotiations with various agencies and parties throngh regular progress reports. 2. CitvQhllli!atil'lDs. The City shall llC<::.omplish the following t'Lsks: il. Patticipllte in negotiations and review and comment on any proposed agreements. '1 . b. Advise the I)eveh:ll:lcr of the status of all negotiations wHh various agencles and pllrl.ics through regular progress reports. 13. Environ.menllll AUlll'l'si.s of the AI! Reuse Area. 1, Developer Oblll!llliolL~, Developer shall ac<::omplisll the following tasks: a. ('()ordinate negotiations with state and federal regulators to determine remediation standards which are acceptable to the pru1ieS. b. Ascertain the statm of the Atmy's renH::diation efforts und c()'lrdillllte nellot1l1tit)IlS with mil Almy for the ttlmllfer of remediation respoMihihty ,{deemed necessary 01' appropriate by the parties, c. C'mnpile feasibility study <encompassing environmental, demolition. infi'3S\nlcime, market and open space issues. d. Work witb insurance carriers to manage environmental risks ami costs through specil1c Ilollution liability policies, and in a numner that dnes !'lOt expose the City to future environmental clean-up costs. . e. Coordinate finllllcillllllTangements and insurance liability tQ maxin,i::>:e nrlltndng feasibility for redevelopment. , CiN ObU!llltmns. Cilyshall provide Developer with environmental ch1ta which City' has tor the AH Rellse Arell or Wllic,h may be, developed as Pl.rt ofllle preparation of the City's Comprehensive Phm Ame;ndment and Infrfll;truclure PI,m. C I'repuation of LallI! Use nlld IIlftilstrU.dure Ph!'l!., 1 . Oc,'elOOer Obllll.tlliQus. Developer shall MC@lplish the following tllsks: a, Collect and anulY2.c site data including: ( I) TCAA1' Site informati<Hl sources to identify existing condiuol1S. ,I . . . . 2. (2) Building inspection andlnfrastmclure systems surveys, including loeatinll, verillcation, inventory, and TCAAP Sit" condition evalu:alions (3) Rescl.reh and field investigation results to ident.fy system cnllditiOllS, capadties and C\lI1strltining clements of illfrastrl.ll:rture as well as pOll.<lible opportunities tor expaltded servioe. b. Review IInd COIl\mllllt. Review ilnd comment on dratts of the City's Comprehensive Plan Amenmnent and Inftastl1lctllre l'),ms as well as the City's economic Impact study relative \0 possihle inlraslructure financing, City Obliaations. (,i,ty shall accomplish the following tasks: a. Plllllnl.nE (:ollsultallt, CilY shall prepare all RPQ tUld retain a planning C0l1S111talll who shall prepare a Comprehensive Pllln ,'\mend01ent and Infrastructure Plan for the TC:\AP Site t.o irlelllde the following elements: (1) Official Controls, Oesign Guidelines, and related regulator)' cbanges to ensore implementation of the Compreherlsive Phlll Amendment. (2) 'fmnsportlltioll analysis and study, (3) Preliminary layout ofirtu'Ilstructtlre (street, sewer, \Vatel"1 and stnrm Willer), b, FiullneildCousultalll. Remin financial consultant to provide an econolllie impact study for thc eOllstmctlol1 and payment of pllo]ie infrastructure improvements for the AH Reuse Area. c, OilmJ:!l'eb"llsh'c [,lllll Amt'lllUrllllttl. Submit Comprebensive Plan Anlendment to MelrOpl)!itall COllncil for review and llpj:\TOval. d, Publlclnpllt. Retain the University ofM.hlnesnla Design Certler for the. American Urban Landscape to conduct community meetings reg8tding the reuse of tlm AI'! Reuse Area, s . e. Analytical DMlI. Review and COlllment on data collected lInd analyzed by Deyeloper< D. Disposition undDcvelonmt,nt I\!!reement. I, EXCl:llSiveRil1.bt tll Nllllotl:ate. During the term of this Interim Agreement, Deve!QpeT slfuill have the e)l.clll~ive right to neglltlllte with the City regarding the acquisition and development of the AH Reuse A.rea or any portion thereof. City shall not solicit or entertain bids or proposals from third parties in regard tb disposition and devdopmt'Dl of any portion of the All ReQse Area without prior written consent (lfthe Developer. 2< RelllllarMec~;n~,s. The parties shall condUct regularly scheduled meetillgs ul1til the .initial draft of the DDA is prepllred and sUbSil!lU<llllt mec,ungs ns llete,Sar)! to incorporate data obtained during the environmental alllllysis of the AH. Reuse Ar~,u and the prep"fation ()fthc City's Comprchensive Plan Amcndnlellt and Infrastructure Plans. S,() ,'\ce$ fotEllvirllumenlll\SUI'VllY. Suhje<.~t to receipt of approval from the Federal Government and the Miunesot'.l Army Nlltional Guard, and subject to cOllJph~mce with tbe followil1g terrnsand conditions. Developer shall ha,'e the rig:hlto enter Ihe All RellSe Areafbr tl!ie purposes ofinspeetiol1S and tests: . i\< Devcloper shall pay for all testil1!:l, inspeL1ions, studies, or sllrveysofthe AH Rcuse Area. Develope.r shall keep thc AH Reuse Area free und clear of an liens and shaH rep(iil' ally damage to the AH Reulle Area that is caused by or ill any "'uy eOlllleeted willi sllid l~S, in'spwtions, studies. or surveys. B< Developer shall submit tD the City,) list of pers<ms and businesses who shan work on the l'\H Reuse Area< C. De,'eloper shall be respotlsible ft:lt' irritiating,maintainh\g, and slIl'ervising all safety prei;l\utiuns lmd prngrnIDs in cOllUection with lID)' te.sting work On the .All Reus\) ,\rea as required by the federal gbvertnnent or the City. D< Developer shHIl give alll10tices and comply with all applicable laws, onlimrnces, rules. regulatiolls, and law!ul orders of any public authority bearing on the safelY of persons or property or their protection from danulg-eR, injury or 1(,)$s. (, . . . . E. Developer shall im.leltlllify and hold the City hannless for any d'lmllges caused by Developer's entry onlolne AU Reuse Area. Devel()per shall prt)vide City with II Cerlilicate of Insurance indicating that Developer is Insured for such risks, F COInply with other obligatl<JllS tor the AH R~'1\se Area access as may be imposed by the fIXleral gt)Vemlllenl. (l.l) City Costs. Subjec.tto the l)rovisions of Section 6,0,(C), Developer shall reimburse the City for all costs which the Cily inc:urs during the term of this Interim Agreement in the discharge of the duties hereby imposed on the City induding. but not limited to, engineering, legal, ,md pl;lllning COnSIJltllnts; and admi.nistrative time and expem;es incurred by the Ciry: and where deemed appropriate. by the (ity Council. travel incurred by Cily Officials occasioned by attending meetings wilb third parties at Developer's request (all herein "RlItmburSllble Expeues"), The City's estimated budget for rdmblll1lable e1l:penses lmd billing rates is attllclw,d a~ Exhihlll,;, Changes to estimated budgets sha II be approved by the Developer and the City Administmtor. .'\. Relltm!j:t4ld AJ.1~llllt Upon execution {}fthis Interim Agrecme.nl, Developer shall deposit $100,000 with City which shall be p.laced in a restricted account and lI1!IY only be used by City for reinlhursable eXJ?<'Jlses. Prior to making a dmw on a restricted account, City s:haHnotify Developer. The notice shall include a documentation of costs incurred. Each time the balance in the rC$tricted aCOOllnl drops below $50,000. Developer shall deposit an additional $50,00{1. B AVoiqllnce Ilfl)lIllliC"..ltjotl. City agrees 10 keep IJcveloper appristJd offhe Iype ofrcill1bmsllblc expenses which are being. incurred so that cach paTty call dttempt 10 avoid l' dupl ;uatIon of services and expenses: provided that, lhe City, in its sole discretion, may determine which reimbursable COSt, are nece,,;;ary for the Cily In incur in order to Slllisfy ils obligations pursuant to lh" tenns of this Interim Agreement. c. l)eveJumJ!' Re-1mbursemeut. Ifih!, Interim AgreemmJlt is term.il1ated by the City j.1ursuwlt to jhe provisimlS of Section B.O.(E)(l}, and the City, within thrce (3) years of sitch l~nl1inatiol1, selects a1lother nOI1- governmental or private sector entity to plan. evaluate or develop all or a major porticll1 orllle AH Reuse Area. the City shall reimbursc the Develope!' t'or all or that portion of the planning consultant costs idcntHied on f:xhibit ( untler Ihe captirms "DSt!" or "URS Inc. - Pllmning" which have been illcun-ed. 7 . 7.0 Limltatil/1I5. This tnteritl1 Agreement does not constitute a dillposition of property or any waiver oftl1e exercise of control by the City. E:"ecuticlI1ofthis Illterim Agreement hy the City is merely an agreement to ellter into a period of exdllSive negotiations according to the terms hereof, reserAng diseretiol1offinlllapproval to the City as tll any DispositiOn lmd Development Agreement and all proceedings and de<::,isions in connl!:etiol1 therewith, The City <tnd Developer understand thllt the property ill quest1<ln iSCllrrtntly owood by the l:J lIiled Stllles Government ood that the purpose dfthis Interim Agreement'is to assist in negotiations with said Government to have the site conveyed to the City onl.erms and conditiOnS f'lVorablelo the City and for the purposes outlinwin this lnterim Agteerllllut or as may be described in afilllll Disposition and Development Agreement. XJl T~rnl of Al!reeme!lt. This Interim Agt!3eroen.tsball bee<l1tle effective IlpOll execution b:y City and Developer ("ClllIllllCli~llt Uate") and shalll:errnrnate ill twenty"follr (24} l11ontl1s fromsllch Commencement Date UIIless terlllinared at an earlier dati: as hereinafter !lI'Qv1ded, or extendlld by nl\llual eOllllellt of lhe parties: 1\. De\'eloper NO!l-CensibiU1v D.IlteJ~illatioll. If al any time the Developer delcrmines that the development ,)fthe AH Reuse Area is not feasible for any uf the following reasons, Dllvelopcl' can terminllle this !:oll:rim Agreement in it!> sole discretion: . I. hmbility to negotiate willl government agendes under economical temlS for the disposition and remediation of the AH Reuse Area. 2. DiscQvery of environmcnwCOl1ditions not currently allricipatedand remediation costs !\Ssodated therewith which WQuld mllke the developlllent not economically feasihle, 3, Fnill.l1.'e <,f the City to ado;jPI a Coniprehensive Plan A:tnomdrrleot consistent withtlle V<mto Rllusel'lllo for the AH Reuse Area, 4. Determinatioo that iJlivate deve'lojmlent of the All Rm.se Area by Devoeloperil;; I)o,t feasible. 5, FaHurl! to secure governfllental approvals which \vowcl allow environmental fClJ1l:diation and redevelopment III <)Ceur. 6. Failure of DevehllJer and City to ag:ree to proeeed with cach siC I' of the proposed planning process, as QLlttined o,n Exhibit D attached hereto. 8 . . B. City Best InterestPlllerll1inl\tilln, If,at allY time, the City determines .that it is not in the bell'lintere.st of 01e City to ",btain the AH Reuse Are!] for finy of the folllJwing reasons, City can te;l1ninllte tbis lnlCl'i1l1 Agreement in its :;ole discretion: i . A proposal to transfer property ill a manner thal would expose the City t.o unacceptable environmental remediation risks. 2. Failure of Devcloper to prop.)se ahltld developrlient plan COllSis!ont with the Ventn Reuse Plan for the AH R.euse Area .and the City's Contl)rehensive Plan Amendment 3. Failure of City and Developer to agree to proceed with ellohstep of tbe pnlposed planning process, as outlined 011 E~hibiU2 atlrlehed hereto. c l)efantt lfDeveloper fails to perfl)1:ID its obligations under Section 6,0, the City rrmy serve Notice of Deflltllt upon too Developer, by certified mllil, retul'li receipt requ.ested. [)eveloper "hall have thi.rty (30) da>'S from the date of the N"tice of Default to curetiw default or the City m~lY !C1I:Iluu.ate this lllteriro Agreement. Termil'illtloll for default pursullnt.to this 3lileti"n ;;hallnotobllgllte the Cily to make relmbursetnenlS PUrsllltt1t to S$c!.iO!l 6.0.(C). . lJ.U :Stltice and Correspondence. Any notice required 10 be given to ellberplltty shnll be in writing a11d deemed given if personally delivered upon the other party: or if dep<.)sited inlh" United Smleli tl1ail and sent certified mail, relUm receipt requested, po&tage prepaid addressed to 1he other party at the address set forth below: or if sent Vill filcsimllc lransmission during normal business hours to the party In which Hotic", lS at the 1,'lcphonc number listed t'or t'ln tmn5lftisSioll. A. l)eveloPcL Nolices to Devdopcr shall be addreSSed tt, the pa:rt:ies: 1. Bart Rehbein President Glenn Rehb~ill Companies 8(,51 Na]llles Streel. ~.F. maine, Minnesota 55449 1. Kellt M. Carlson Vice President of Development Ryall Cornpan.ies US, Inc. 50 So"thTcnth Street. S,l ite 3()() . \I . MionOllpolis, Minnesota 5540J-Z012 3~ Daniel A. Bh1ke Ceotex Homes 12400 V;11ite Vhner Drive, Suite 120 ,'vI innctonka, Minnesota 55343 C. Citv" Notices 1<, the City shall be llddl'ellsed to the following party: I. Nlr. Joseph Lynch City Adluinistrator City of Arden Hills 1245 West Highway 96 Arden Hills, Millnesot" 55112 1 0,0 Entin:! ,,\gr.eef(lllJpt. This Interim Agreenwnt cIJntains the entire agre~'ment oFthe parties wlt'h l'tlilpect to the mutters CQvered by tbis Interim Agreement and no olher statemenl or representation by any employee, officer or agent of lIny party, which i, not conmined in this Interim Agreement, shall be binding or valid. 11.0 Mnd ifka lion . This Interim Agreement is !lot subject to modification except in writing. . 12.0 Il1tllr!l)If~Cilln, This l'Ilterilll Agreemcnt has been negotilliedby and between the rcpresenlllth'es ofbolh parties, tllll'el:llQns knowledgeable In the subject matter of this Interim Agreement, and eachp'llty hu.afhe <JPportunity to have the Interim Agrl.lel'tlel1t reviewed and drafted by their resj)<."l)tive legalcoul\sel. Accordingly, any mle of law or legal deciSion tits! wOl;lId require interpretation of any ll.l\1bi~tities in this lnlenm Agreement against tIle party that hilS drafted it is not aPl"li~bte and is waived. 1'he provis;oJlsoflhis tntenm Agreement shall be interpreted in a reasonable mMller to ell\!Oetthe purpose o1'the panics and this Interim Agreement. 13.0 C.aptions, Tifles or captions of sections and parngl:l\phS contained in Ihis Interim Agreement are inserted only as ,t matter of eonvtmience an.d for reference, and in no way ddine, hmit, exlend or deocri.be the scope otthislnterim Agreement or the intent of all y provisions, 14.0 B&13Uons.hil:tof P.lIttles, Nothing in this 11llerim Agreemetlt shall ereme ajoint venture, partnership, or prine.ipal..agL'rIt reJllliol1sll'ip between the parties. 15Jl WaNer. No waiver of allY right or obligation of either patty hereto shall be I)ffec.tive ulltess in a writing, $pel' i fyiug sueh waiver, executed b)' the pal1y agaiul>1 10 . . . . whom 5tl(:.1l waiver is sO'ugnt to be enforced. A waiver by eitherparly oran)' pfits right. uuder'this I:l1tllnm AgTeelnent 011 311)' occasioushalI t\t1t be a bar to the exen:,.i.se of the same right 011 MY $ubsequmn o,~casi()tl Of of Jmy other right :;It the time, 16.0 COllotenlart$. This Interim Agreement may he executed ill two cOtmlj:lrparts, each of which shall 00 deemed an original. but both t1f which shall be deemed to constit\ltc olle and the same instmmenl. 17,0 AllQl'lle:v's Files. In the eve,nl of any controversy, daim or dispute relat'ing to this lntenm Agreemenl. or the breach or imet'PTetation thereof, eaoh party sooll bear its own cnsL<;, 18.0 f'nrthef ASSUfll:nel!~, The parties each agree to make, execute and deliver such other docllment!!, and to u1ldenakc such other and filrther ads, as lllay be re,asonably necessary to carry out the intent of tl1is Interim Agreement. 19.0 Exhibits. The fl111mvin!l listed exhibits arc ll1l"cl1ed hereto nnd incorpOl'llted herein. A. E,"Ihibit A - Ve.nto Reuse Plan. H. Exhibit B . AI I Reuse Area. C. Exhibit C. City Bu4g<i:1. D. Exhibit D . Proposcd PIarlllingProecslL 20.0 Time of ll~~seltl.:e. Time is hereby OOclured to be of the eSS<lllee of this Interim Agreemcnt alld each and evcry provision herem. 2 U) NOIl-As&il!.l1abHitv, Developer may not assign their interest!! in this Interim Agmernetll without consent of the City, which shaH not be unreasolll'lbly withbeld. [REMAINDER OF PAG!); INTI>:NTlONALLV U~l'.r Bl.ANK SIGN A TtJ Rl!:S 8EGIN ON FOLLOWING "AGI):J JJ . IN WITNESS WHEREOF, the parties have hereunto set their hands the day and y,~ar first ahove "",rilt"n. 81'/\'1'10 OF MINNESOTA) )ss C(JUNTY OF ~___j On thi4~day oJ ()Q ~. "~~, itv_~", before within llttd for said (:otlcltty, p.ersonaUy appeared W fG.lJf~i~..,., it exceuttid the t'drell;fJlng instrument lI.l'1d acknt)'wll!d~ that he eX"~lited 'lUlh<:>rity of and Ol1.1:;ehllli"fCRR, LtC. MICHELLE M BROADBENT NOT4RYPU8llC'~NNESO'A My,~ExpiI'l:!SJfli" 3L2GOO STATE OF :YllNNESOTA l COUNTY OF )SS ~-._..~~ ) DEVELOPER: eRR. LLC A ;\.m:fNE_~A LIMITED LIABILITY COMP Al'\IY'l:X \l,~0:,\'"-. B;~~__Q~_"_ ~~ \\\c"""\,,,C' , a Notary Public __' and e same by . ,'"" ---~Mj' On this ___' dllY of _______________._, .___._~_._~, before me, a Notmy Public within llllcl for saidcoullty, petsQtl,llly appeared Dennis Probst and JOSk"Ph Lynch, 10 me known to he the M.ayor and City Adll1.1nisttalor, for the City of Arden Hills and they executed tbe rore.going i1t$lnlnteilt and acknQwled~ that the instrument was executed by authority (If and on behalf of the City of Arden Hills. Notary Public 12 . . . . " s: + .... ~ ~1\~HILLS Vento Reuse Plan Lagend VtinlDflku;!lP\a:! - 11III ~$. 11III - I L.....J I'U!~ C""......._rl~i~* ,~,~ ;!llU;4~." ~~."_f~ w...,. ~.... (ifowJi._ ^,*-",,~~- Data S..urc,", ~ County, C~ of Ardsn Hilla Exlilbit B . . + ~ 1'\~" HILLS Potential lixeess Area ....lilintoRe1,lse P'.... u.gond - 11IIII ........t..HM<I!t*M ~.u~ .........~!Ili"~_..lJe... bl;"';""'. ~.c.~IU\if",(d....'C","I;fuJll!.oQ:_l - -., '>'iI'n19~Pf!ar> ~ - 11II - - 11II o -.... ~..mt AI... ~~..d~.__ -..........."""<:- - _1_ _.C_.MI',._"""", r"....,~~ -,...-"""'....-..~~ . H,j:.,... -......Db}!Il'C.too d:1M'i;J. bii....-Pfl' Atnt)i'bperi ot b~.. ,""",~..- o.1~~"~~~~~~:~"~~~'?'~.tkO'HUb . Exl:iibit C City of Arden Hills TCAAP Reuse Project Team Interim Development Agreement Budget . ,--' . --- --"]-~ -----. ------~--- ----.. ---r---- ------ - --I 'Firm S~rvices Estimllted Fees I ---.----. -- ------- ---.------ .- -- -----. ----.__ -.__ - _ .__. j i Local Project Tcll.lIl Meetings I 16.200 I Briggs & Morgllll Di$positlon ncglltiatiolls I 7,500 ,- ------.-.--- _ DevellJ!1lllenlll~f!lenl.__. ___ _ _. _ _~___.__. 25.500 , General SllllPon - i I t .025 :.. .,' -. Il'in~JlI impaclllllaly~i~ . 3,750 I Ehlels & AS'ocJak.~ '." """-" (' .1..'...... '. 3 "00 I I ! {'lllluwgoplonallllysls. I .~. I ~.... -. '-. '---.. _______. __~I pro..il:Ct . !ill :lIlcillll'<!.lISIbili.\.r.~~1 S -----+~_._____.!,Q~ " ,. ..... Ck>~"'mllleJlI Al'tllirs I I Llrkm, HoffnllID. A "L 'J -- t. , '() OOCi . ! D" .& I ' 'd" ..1 ,SSISt Wx!", llpproVn s tof trails Ill' process. 1 () . I . ,,,'" ,Ill gr~l . R. LE '.,dE'> 1,l.allJ'. " " I I i'~-___,,"-~----i en'$l'am.:m, :.pYlro!llllCl't_., ..li~a, I~lIe~ 1____________,.1 I Peterson, EPlIn. i'~ C~rdSnllti9nofCiIYI.!illSUl!Slnchldlng I 21,0(1) I !--~=sgnl1lllIn" "I --:.-t=~~JI~,:clO:~n"R~viewll)abl'-------r-----'-'-'--7. :320 I i WJ:\;~ . c: ratlnJt1 1 ..... :,"0:":. :^,_ -;-' , ,:,,:,-, \ . ,...-~.--~.-----.g- -rl'lm$pQrtal~?I~}~I~I.I~l'Iln.R"Vl___--.-~.-"--____.........1~J-,'!Q.j iLoolall'roje'Ct Team Meetillgs . 5,2 80 : URS, un::; Ollter : Ilnvirwnuentall'rollel!s Review 9,480 I f---,--.----...-.-I C~~ti!tlllte ~_~",iew.I.. 7---------.L.--. ____.~9,280.J i.l2.SlJ c:----~__.__iCm.n!1~-$~v.eZllllllli.ng PreEl!Ss ---~.--_L._,._....___.....~~~,!2Zj i Arden Hill1l StatT i. , . . __ .. . ...: ., , T' : Slaff titne rel<itlve 10 reMf' ReVIew i 49.920 ! ! lIDe i J i [:Fllt~I=:=~.~'-.L===:.."::.::=::=-==-..____=:"___.:C-':"--.....-.~~~;l:f1 . Exhibit D i c k1 " L ~l j"'g ih j 'I " .I H' I I If~Jt l It 1, { ! i i~1 AJ ili j l.; J J~ y"i~ t :..~. . '';'' . ~. ~.~'(t.~ ~ I1I1 ~ilr J. .i~~ 1i { ,.... 0 , ~ I i :: " f . ~8' 1 ... .~ ~i .It) . j .. ',' 'c;: .~ ~ .. j~",H:; , j :!XlJj; - -'u\> 8 ] 11' A~ Wi 1 ~ .A" i t i ! f7 :>!..~ * i f~ . ~ ~ !! ;;;l _. o -__ ~. ~ i ~ Ii; Q 5 Jl ::tEa :>G Sl 4l ~ >8- ~ ~~ to ....0 g - 4)._ 5 :a. II LU 0 i I ~ ~~ u ..... . . . Silseth, Pang ~-om: nt: 0: Subject: Silseth, Pang Thursday, May 06, 20044:40 PM Timesaver; Bulletin; CTV15; Focus News; Gammell, Ken; Pioneer Press (Allen Powell); Pioneer Press (Emily Topinka); Ramsey Co. Sherriff's; Startribune May 10, 2004 City Council Agenda ~ OS-1O-04,doc (106 KB) Pang Silseth Office Support Specialist City of Arden Hills Phone: 651.634.5120 Fax: 651.634.5137 Website: www.cLarden-hills.mn.us . . 1