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Home My WebLink AboutCCP 05-17-2004 ~ ~HfLLS.. Arden Hills City Council WORK SESSION Mayor: Beverly Apllkowski 0llIldJ Members: David Grant BI'elllla Bolden Gregg Larson LoIs Rem , li4&W.~96 AtdliIIlIiir.lIoIl" uMa , ... 55112 651-"'1;5128 www~.,... lUlL. ~~:'- 4:45 p.m. Monday, May 17, 2004' Agenda 1. Call to Order 2. A2cnda Items A. 2003 Audit PrestlltatioB B. National G1Iard: Fe8d.1lg D1se1Issio1laBd Follow-Up DisctisiiObllep.diag Use of. AHATS C. Assessmellt Policy TUId'otee Recommendatioll D. URS Perfornumee Evablldlon I 2003 Projett RlghligJ"s E. CORnty Road E Ped~ Impl'&vement Update F, Old 10 Ran BriclgePeilestrla8 Improvemeat Study G; CelebrateArde. BIUs'Update H. Law Enfl\teenlent Serviee Expectations 3. C01lllcll Reoorts A. CouneIJ Member BoIdea B. Council Member LusoB C. COlIncD Member Rem D. . CODncDMemberGl'luIt E. Mayor Aplikowsld Staff Steve McDonald, Abdo. Abdo, . Eich, & Meyetand Murtuza Siddiqui . Lieutenan.t Colonel Richard A. Weaver Tas/iforce Chair Chuck Stoddnrd, MU11UZa SiddiqNi'and Tom Moore Tom Moore. Greg Brown, lJ1ld Michelle Wolfe Tom Moure and Greg Brown. Tom Moore tind Greg .BroWn' . Tom Moore muI MmhelleOls~ Michelle Wolfe .{o< :.Ii!!!! 4:45 !l:IS 5:45 .lid5 6:30 , ; 6:4iI 6:50 .':10 : ~'~__----,.,-'~.:...:,.,,_~.~,",,";,,:..~'_.:_" :c_, ""'-""-',~.'~; . . . ~ ~HlLLS MEMORANDUM DATE: May 12, 2004 Agenda Item 2.A. TO: Honorable Mayor and City Council FROM: Murtuza Siddiqui, Finance Director/Treasurer ""'~ SUBJECT: 2003 Audit Presentation BACKGROUND: Enclosed for the Council's review and consideration is the City's Draft 2003 Audited Financial Statements and Management Letter. Upon the review and acceptance of the audit by the Council, "draft" will be removed. DISCUSSION: Steve McDonald from Abdo, Abdo, Eick and Meyer will be in attendance to provide a summary and overview of the City's financial statements, including a brief analysis. RECOMMENDED ACTION: Staff recommends approval and acceptance ofthe 2003 Audited Financial Statements as presented by the auditors. April 1,2004 Gramlview Square 5201 Eden A~eIlUC Suile 370 Edina. MN 554.36 Honorable Mayer and City Council City of Arden Hills, Minnesota We have audited the general PUI]>ose financial statements of the City ()f!i\.rcten !Jjl~s\f"t the year ended 31, 2003 and have issued our report thereon dated Aprill~ 2004. Professional standards;~qq:~"that we provide you with the following information related to our audit. . Our Responsibility Under Auditing Standards Ge"eral!yAe"epted in tbe UiilieMi,tates of America ,.-, As stated in our engagement letter, our responsibility, as:4~scribed hYPf&~;~.ipnal sttil~~~ is to plan and perform OUf audit to obtain reasonable. but not absolute. assurance that the finap.~ial statef!1~~tsta.r~4r~p_f maten~l misstatement and are fairly presented in accordance with acco:tTPt)~,})til)~iples generaIlY'ac_cept~jn.the Urti.t~:'~~tes of America. Because an audit is designed to provide reasonabk,:fj~tnot'abS(,)I~~elassurance andbecallse we did notperfonn a detailed examination of all transactions~ there is a risk *3-9i1aferial errors, fraud or illegal 'acts' may exist and not be detected by us. In planning and performing~~\ldit of the gell:~r;al purpose finaitc.i~l_statements of the City, for the year ended December 31, 2003, we considereq,its internal<c:prtt.rol in order to detcl1Iline our auditing procedures for the purpose of expressing our opini,~~,C)~ the generaJ,pl1:rp,qsefih~i1cialstatemeJlt~:~nd''[lot to provide assurance on the internal control. However, we:!'~tt::,~:;~:ettai~:::Il"l:~tters iiiv~lving the intemal'controland its operation that we consider to be reportable conditions under S~~[f~;'~tablished,:~Y;L~~fAmerica.rtInstitute of Certified Public Accountants. Reportable conditions involve matters coming-"_~';1>_w.a'ttention relating:~p.$i~nificant-d~ficiencies in the design or operation of internal control that, in our judgment, coul<J,,~~~tSely affect the City's li9:il~to recorc:t:px~cess, summarize, and report financial data consistent with the assertions of manage--ii1~~iin the general purpose'fllillpcial staten:i~tits. We noted the following reportable condition: segre~~ti~j;Qf Duties ','-c-"',::',. Our study an&ey~r~tion disclo~:e~jl1at because of the limited size of your office staff, the City has limited segregation of duties. Good intdtI~~;:~,ontroI5~~~inplates an adequate segregation of duties so that no one individual handles a transaction from inception to conm.~~t~(:lJl'7\\yhile we recognize that the City is not large enough to permit an adequate segregation of duties in all respects, i(,-is,j~~rtant, however, that you be aware of this condition. A material weakness is a reportable condition in which the design or operation of one or more of the internal control components does not reduce to a relatively tow level the risk that errors OT fraud in amounts that would be material in relation to the general purpose financial statements being audited may occur and not be detected within a timely period by employees in the nonnal course of performing their assigned functions. OUT consideration of internal control would not necessarily disclose all matters in internal control that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, the reportable condition described above is not believed to be a material weakness. 952.835.9090 . Fil~ 952.&153261 www.aemcpas.com . . . . . . City of Arden Hills April 1, 2004 Page Two As part of obtaining reasonable assurance about whether the general purpose financial statements arc free of material misstatement, we petformed tests of compliance with certain provisions of laws. regulations.. contracts and grants. However, the objective of our tests was not to provide an opinion on compliance with such provisions. .We. n.oted no instances of non~ compliance with Minnesota statutes. - Significant Accounting Policies Management has the responsibility for selection and use of appropriate acco~n~ing policies. hl-~co~dance with the terms of our engagement letter, we will advise management about the appropriateness,.ofaccounting policies 3n9n~ir application. The significant accounting policies used by the City are described in Note_,l~oilie general purpose financialsptements. No new accounting policies were adopted and the application of existing polieies:was not changed during 2003."V~{e_:noted no transactions entered into by the City during the year that were bothsignificant and unusual, and of which; Utl.der_professional standards, we arc required to inform you, or transactions for which there is a lack of.a'llthoritative guidance dr:ehnsensus. Accounting Estimates Accounting estimates are an integral part of the combined financial statements prepared by management and are based on management's knowledge and experience about past-a:tui cUrrent events and assutnptions about future events. Certain accounting estimates are particularly sensitive because of their significance toihe:g(;neral pUrPose,~nancial statements and because of the possibility that future events affecting them may differ sigllificantly from those expected,; The most significant estimate affecting the financial statements was depreciation on fixed assets. Management's estimate of deprp~iation is:,bas~don estimatedusefut: lives of the ass.ets. We evaluated the key factors and assumptions used to develop.thi~.estimate iIi'determining that it is reasonable in relation to the financial statements taken as a whole. Audit Adjustments For purposes,~f~t~:-l~~t~t"pr()fessioI1'al~tahdatds define an audit adjustment as a proposed correction of the combined financial statementsJ9~t~~n,-<mr judgIIlel1t,:~ay not.hI1.~e been detected except through our auditing procedures. An audit adjustment may or may. Il,Q,tjndicate matters that:"C()111~ havea.-~i~~ificant effect on the City's financial reporting process (that is, cause future finanG~~I:,~ta:tements to be materiaili,mJsstated)~ltl,9_ur judgment, none of the adjustments we proposed, whether recorded or unrecord~~~?~the City, either indiviQ\J~llY or in th~,'ilggregate, indicate matters that could have a significant effect on the City's financial re~i.l1g process. We did pf()ppse 24 journal entries that are considered year end accounting entries that a City should make in order-.~Qih:ave accurate rccords.l:iefore an audit begins. We encourage the City to reduce the accounting entries necessary to adjust year eii&halances. We noted rio-ancorrected misstatements. Disagreements with 'Management For purposes of this letter, pr()(es_sional standards define a disagreement with management as a matter, whether or not resolved to our satisfaction, concerning annancial accounting, reporting or auditing matter that could be significant to the general purpose financial statements or the auditor's report. We are pleased to report that no such disagreements arose during the course of our audit. %2.83.';,9090 . Filll. 952.8:=\S.3261 www.aemcplls.com I; Ii.~ City of Arden Hills . April 1,2004 Page Three Consultations with Other Independent Accountants In some cases, management may decide to consult with other accountants about auditing andliCcounting matters. similar to obtaining a "second opinion" on certain situations. If a consultation involves applicationofan accounting principle to the City's general purpose financial statements or a determination of the type ofauditoc's opiQion.that may be expressed on those statements. our professional standards require the consulting accountant to check 'Yiihus tq determine that the consultant has all the relevant facts. To our knowledge, there were no such consultations with other,accountants. Issues Discussed Prior to Retention of Independent Auditors We gencraIly discuss a variety of matters, including the applicatiofi"_ofaccounting principles and auditil1g:standards, with management each year prior to retention as the City's auditors. However, these discussions occurred in lhenormal course of our professional relationship and our responses were not a condition to'~)Urretention. Difficulties Encountered in Performing the Audit We encountered no significant difficulties in dealitigwilhmanagement in perforDling our audit. Other Matters The following are areas that came to our attention during':the audit thatw~:feershould be reviewed: Financial Position and R~slllts:ofOpel"ations . General Fund The general fund is used t(JaR~oynl for resollfc.e~ traditionally associated with government, which are not required legally or by sound pri~cipal_lI1anagemeIift~,be acc.o~nt~4:-fofi.ll~~ot~erfund. The general fund balance increased $272,608 from 2002. The ft!Itq'b~]~~cepf$I,02~,7~{)is 35 percent ofth. 2004 budgeted expenditures. We recommend the fund balance be maintain~~t'alevelSt1fflci~nt to fund-operations until the major revenue sources are received in June. We feel a reserve of appro:Xiwately 40 to 50 petceitt:of planned:,expenditures and transfers out is adequate to meet working capital and small e~g~ncy needs. The Mipjii?'sota Office of the State. Auditor has classified cities' unreserved fund balance levels relative to expenditures as follows: Extremely Low Acceptable Moderately high High Very high Extremely high Under 20% 21 - 34 35 - 50 51- 64 65 -100 101 - 150 Above 150 The State Auditor does group all general and special revenue funds of the city when making this calculation where our calculation is based only on the general fund. Although there is no legislation regulating fund balance, it is a good policy to designate intended use of fund balance. This helps address citizen concerns as to the use of fund balance and (ax levels. . 9;)2.g;~5.9090 . fll)l 9.,)2.83S..1.261 www.aemcpal>.com . . . A table summarizing the general fund balance in relation to budget follows: Year 2003 2002 2001 2000 1999 $3,500,000 $3,000.000 $2,500,000 $2.000,000 $1,500,000 $1,000,000 $500,000 $- Fund Balance' $ 1,025,7&00$ 753,172 713,704 601,394 57? ,223 Fund Balance as a Percent of.NextYear's Budget Following Year Budget 2,917,931 },305,546 3,046,509 2,929,590 2,540,460 City of Arden Hills April 1, 2004 Page Four Fund Balance as a Percent of Budget 35% 23 23 21 23 - $3,046,509 $3,305,546 ... $2,540,460 $2,929,590 $2,917,931 35% 23% 21% 23% 23% .. 1999 2000 2001 I-+- Fund Balance ~ Budget I www.aemcpas.com 952.835.9090 . Fax 952.8.9.5.3261 2002 2003 City of Arden Hills . April 1, 2004 Page Five The purposes and benefits of a general fund balance are as follows: Purposes and Benefits . Expenditures arc incurred somewhat evenly throughout the year. However,. property tax and state aid revenues are not received until the second half of the year. An adequate fund balance will:provide,the cash flow required to finance the general fund expenditures, . The City is vulnerable to legislative actions at the State and Fcdemllevel. The State eliminated HACA aid with the 20011egislative session and imposed reductions of market value credit aid and local govcmTIl'cnt._aid for some cities. Levy limits have also been implemented for municipalities' in past legislative sessions. An adeqliatefund balance will provide a temporary buffer against those aid adjustments' and levy limits. . Expenditures not anticipated at the time the annual budget was adopted may need immediate council action. These would include capital outlay replacement, lawsuits and other itelTIS. Anadequate fund balance will provide the financing nceded for such expenditures. . A strong fund balance will assist the City in maintainin:g; improving or obtai_ning a bond rating. The 2003 operations are summarized as follows; Excf'Ss (deficiency) of .' ::,rey"eiiue overexp~nditures Variance - . Favorable Budget Actual (Unfavorable ) $ 2,748,060 $ 3,] 73.384 $ 425,324 3.125.711 3.235.986 (] 10.275) (377.651 ) 162.602) 315.049 559,905 554,155 (5,750) (218945) 12] 8.945) 340.960 335.210 15.750) Revenue Expenditures :<.lther financing sources-'(u~s) ';':-;.::9perating transfers in . pp.~rating transfers out T otaliit~~t-:financing sources {ilses ) Excess (deficiency) of revenue and other finan~i-r1-~',~Qtl~c:es over expenditures and'dth-er:-flhancing uses $ 136691 ) 272,608 $ 309 222 Fund balance, January I 753.1 72 Fund balance, December 31 Ll,025 780 . The largest item of variance on the revenue side was licenses and permits. This item had a favorable variance of $315,200 or 74 percent of the total revenue variance. . The largest item of variance in expenditures was public safety. This item had an unfavorable variance of$71,936 or. 65 percent of the total expenditure variance. 952.8iJ5.9090 . Fax 952.83,'}3261 www.at:fficpliS.CQIn . . . City of Arden Hills April 1, 2004 Page Six A comparison between 2003 and 2002 revenue and operating transfers is presented below: Percent Percent Increase of of (Decrease) Revenue source 2003 Total 2002 Total from 2002 Taxes $ 2,230,113 59.83% $ 1,950,496 71.17% $ 279,617 Licenses and permits 655,550 17.59 299,719 10.94 355,831 Intergovernmental 76,392 2,(}S. 202,990 7.41 (126,598) Charges for services 66,601 b19 67,463 2.46 (862) Fines and forfeitures 31,334 .84 41,782 1:52 (10,448 ) Interest on investments 8,299 .22 ~;l,397 .45 (4,098) Miscellaneous 105,095 2.82 HZ,813 4.12 (7,718) Operating transfers in 554.155 14.86 52.950 ....l.2J 501.205 Total revenue and transfers $ 3727.539 100 on% L7"7'1Q,61Q 1QQ,ill)% s 986 929 A graphical presentation of 2003 revenue and!raJlsfer tOtals follows: 2003 Revenu!l Taxes' 59.83% Operating transfers in 14.86% Miscellaneous 2.82% License and permits 17.59% Interest on investments o F. d Charges 0.22 % mes an . Intergovernmental forfeitures for services 0.84% 1.79% 2.05% 952.8.%.9090 . Fax 952.&l5..l261 www.aemcpa&.com I' It. II City of Arden Hills . April I, 2004 Page Seven A comparison between 2003 and 2002 expenditures and transfers is presented below: Percent Percent Increase of of (Decrease) Prol!rams 2003 Total 2002 Total from 2002 General government $ 760,684 22.02% $ 768,987 28.47% $ (8.303) Public safety 1,136,237 32.89 1,007,117 37.28 129,120 Public works 1,000,247 28,95 338,627 .)2.54 661,620 Culture and recreation 235,911 6.83 254,711 9,43 (18,800) Economic development 16,503 ;61 (16,503 ) Capital outlay 102,907 2.98 1'12,362 7.12;> (89,455 ) Operating transfers out 218.945 6.33 122.835 4.55 96.110 Total expenditures and transfers $ 3 154,911 ] 00 00% $. 2,701 142 10000% $ 753 789 A graphical presentation of 2003 expenditure and transfer totals by programfollows: 2003 Expenditures . Operating transfers.o\J,t 6.33% General.government 22.02% Public safety 32.89% Public works 28.95% . 952.8:i,=;',9090 . Fax 952.8.15.3261 www.aemcpl1s_com . . . City of Arden Hills April 1, 2004 Page Eight Special Revenue Funds A summary of year end fund balances for all special revenue funds follows: Special Revenue Fund Balances Recrei:J:t:lon Park Cable TV TCAAP EDA $4,182 .J(l3,752) . $545.275 $267.488 $256,540 $228,684 $(685,731) $1,184 ~(734 ) '$562,744 $243.463 $232.976 $196,550 $(489,646) 952.83.').9090 .. FllX 9S2.8.1S.:-J261 www.aemcpas.com Community Service City of Arden Hills . April 1,2004 Page Nine This fund will provide for various parks, recreation and public safety needs in the<cOrtnnunity as determined by the Council and permitted by statute. Recreation Program The summer playground activities of this fund were reclassified froi:l1tbe general furidJn:_lQ98. Expenditures were in excess of revenue by $82,964. A transfer of$69,945 was made ((lfl'duce the fund defiCltt6.$13,752. Park This fund is used to finance and plan future new park capitalimprovements,,: TIle revenue mainly res~~~from park dedication fees. Cable TV The fund balance is expected to be used for cable equipment and prograrriIning activities at the new city hall. TCAAP The fund balance is expc{;ted to be used for future developm'elltimplemcniation planning activities. Risk Management . This fund exists topaydeductible costson insurance claims. The revenue will come from insurance dividends received from the League ofMinn~~ota Cities Insur.ance Trust. EconQn)kD-eyelopment Authority 'IJ1,e:-EConomic Development Authority bad activity for the first time in 1997 and will account for tax increments and p(ojeets within the TIFdis1ticts. The Development/Redevelopment TlF capital projects fund was closed into this fund iti1997. 952.835.9090 . Fall 952.&%.3261 www.aemcplIs.com . . . . I) City of Arden Hills April I, 2004 Page Ten Capital Projects Funds A summary of year end fund balances for all capital projects funds follows: $8,000.000 $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $- $(1,000,000) ,'~. _?OO3 _200~ Capital Projects Fund Balances .M... .. I L d Non-Assessable ; _,prtlclpa an . .. Road and' B~.IlIdmgs 1 mprovements Capital Public Safety Penn anent Capital Improvement Equipment Equipment Revolving Fund $144,153 $459,316 $6,820,729 $141,626 $441,864 $7,987,497 $(65,365) $(150,944) $1.576,495 $1,551,255 ::,:,,- '--: X.tY.!llnicipal Land and Builillngs fh~~~--,-~~ will be used to imp~qYe existing City buildings or provide for new buildings. The deficit should be eliminated hy a t\"P~fer from other funds, .. . ,'<',', Non-Asse~$'a,ble Road Impr(}~ernents The fund balanc:e-itxearend'exists for the completion of future projects. Capital Equipment. Its purpose will be to accumulate resources to finance major equipment purchases. Public Safety Capital Equipment The fund balance will be used for equipment replacement. Permanent Improvement Revolving (PIR) Fund The fund balance at year end was $6,820,729, of which $797,141 represents the amount oflbe unpaid advance to the Economic Development Authority related to the acquisitions of tile Indy Kiewicz property. This entire advance is expected to be repaid to the PIR Fund from Ramsey County reimbursement and remnant parcel sale proceeds. Interest income for 2003 was $194,153. 952.&:-JS.9090 . FOlX 952.83."i.3261 www.aemcplls.com Enterprise Funds Water Fund City of Arden Hills . April I, 2004 Page Eleven The results of the operations and cash position of the Water fund for the pasLfouryears are as follows: $1,800,000 $1,600,000 $1,400,000 $1,200,000 $] ,000,000 $800,000 $600.000 $400.000 $200MO $- $(200,60~) $( 400,000) ~Op"ii1ting revenue ___Operatifi',:~xen~. -&-Income frortl-_-_~p~~tions ...... Cash and investments Water Fund . 2000 $1,142,587 $1,357,855 $(215,268) $997,742 2002 $976,107 $951,524 $24,583 $1,465,220 2003 $],]]5,163 $],361,212 $(246,049) $1,569,978 200] $1,177,034 $1,066,8]] $]] 0,223 $1,232,536 The cash balance and operating margins have been sufficient to meet working capital and major repair needs. 952.835.9090 . FrlX 952.8.~5.3261 www.aemcptll>.com . . . . I City of Arden Hills April!,2004 Page Twelve Sewer Fund The results of the operations and cash position of the Sewer fund for the past three:-,ye~rS are as follows: Sewer Fund $2,000,000 $1,500,000 $] ,000,000 $500.000 $- $(500,000) $(1,000,000) 2000 2001 2002 2003 .. ..-J-:. " Oper'!~irlgrevenuc $1,040,518 $989,253 $873,987 $848.976 ___qp~~ating expenses $1,118.193 $981,246 $991,908 $1,617,609 -.-. Income from operations $(77,675) $8,007 $(] 17,921) $(768,633) ...... Cash and investments $1,404,465 $1,387,150 $],562,147 $958,132 A sewer maintenance project caused the large increase in operating expenses from 2002, This also resulted in the decrease in cash. 9.'l2.83.'l,909Q . Fax 9.'i2.8.15.3261 www.aemcpll.S.COJD City of Arden Hills April I, 2004 Page Thirteen . Recycling Fund The results of the operations and cash position of the Recycling fund for the past fow-years are as follows: Recycling Fund $120,000 . $100,000 $80,000 $60.000 $40,000 $(40,000) 2003 2000 2001 2002 ....- Operatirig,'i~~nue $54,145 $54,423 $43,996 $107,986 ~Operating~;(~~~~: ' $7] ,650 $66,968 $79,030 $97.471 .....Nonhoperating -ill~~h1e $23,379 $23,354 $20,724 $]6,536 .....Net Income $5,874 $10,809 $(14,3] 0) $27,051 ~Cash and investments $62,677 $73,245 $55,049 $2] ,544 . %2.835.9090 . Fax 952.835.:~261 ..........w.aemcflll.S.cOJn . . . City of Arden Hills April 1, 2004 Page Fourteen Surface Water Management Fund The results of the operations and cash position of the Surface Water Managcmentfltnd-.for the past three years are as follows: . $700,000 $600,000 $500,000 $400,000 $300,000 $200,000 $100,000 $- $(100,000) $(200,000) $(300,000) $(400,000) ~Opcrating revenue: ""-Operating expenses .....lncome from operations ......Cash and investments 952.835.9090 . Fax 952.8.15.3261 www.aemcpUS.CQlD Surface Water Managemenfl'uild 2000 $190,824 $48,258 $142,566 $311,955 2001 $190,621 $60,103 $130,5]8 $480,584 2002 $208,536 $94,367 $114,169 $567,804 2003 $178,782 $444,576 $(265,794) $334,342 [I City of Arden Hills . April 1, 2004 Page Fifteen Governmental Accounting Standards Board (GASH) Statement No. 34, Basic Financial Statements - and Management's Discussion and Analysis - for State and Local Governments We have discussed GASH Statement No. 34 in detail in our management letter eac~-c:)f-:tbe last three years. This statement is a major overhaul in the way government financial statements look and the infonn1:ltiQ:b' contained within. It is intended to make the City's annual financial report more user friendly for citizens, staff~,_9():Uricil:~:n1those that provide resources to the City. We are prepared to offer assistance and direction on implementatioD:blllstaff arid'__~Qllt)~il can find many resources relating to Statement No. 34 on GASB's web site (gasb.org). We have. discussed some of\liei!ems needing preparation in advance of implementation with your staff and listed below are some:-'k~y dates and activitieS.: Statement implementation date: Items needing completion by City: Infrastructure asset inventory: Capital asset inventory: Program revenue assignments Management Discussion and Analysis Letter (MD&A): Year ending,'pecember 31, 2004 Year ending, Decefi1ber 3 t, 2004 Complete Year ending, December 31. 2004 Year ending, December 31, 2004 We have completed GASB Statement No. 34 coriyersicmsforse'Veral entities over_the last year. Our experience indicates that there is a significant increase in time to compkte,the auditifthere has not been;-sufficient preparation. We reconunend scheduling a planning meeting in the sununer to ensure_that the City is on track fot>:ti1eeting the requirements of GASB Statement No. 34. We will contact you in May or Jun~t~ schedule:ajneetiIlgif~ou-(ktennine one is necessary. In advance . of year end, we will need to cqllXe(t,th~Ainancial statements totl1e;new reporti~gJormat. We will prepare an engagement letter in order to facilitate lllJS-l?tocessH:)ye'~the summer. - * * *- *' * This report is inten~:d solely for the,i~fQfID'\H()~.all~use1:)ftn<magernent. Council and the Minnesota Office of the State Auditor and is not inten4~l,1;(()<q:e_andshould nottre"lJsed by anyone6ther~han these specified parties. Our audit~~~iild not necessariiY'Qisclose allweaknesses in the system because it was based on selected tests ofthe accounting recof(y(~~'related data. The cOII1fl1ehts and recommendations in the report are purely constructive in nature, and should be read in this cOntext. If you have:h1x:,~qli_9stions or wish to discuss any of the items contained in this letter, please feel free to contact us at your convenience. We_;:w:ish to thank you for the opportunity to be of service and for the courtesy and cooperation extended to us by your staff. ., April 1, 2004 Minneapolis, Minnesota ABDO. EICK & MEYERS. LLP Certified Public Accountants . 952.8.~5.9090 . Fax 952.8.'l.5.3261 www.Ul:lrn(;pll.l:l.colll . . . ~ ~ILLS MEMORANDUM DATE: TO: FROM: SUBJECT: Agenda Item 2.B May I I, 2004 Mayor and City Council A/ Michelle Wolfe, City Administrator rf/~ Presentation and Discussion with National Guard BACKGROUND The National Guard has requested some time to discuss fencing of their property at a Ctiy Council work session. I asked if at that time, we could have some additional discussion regarding the training plans for the AHATS property. Dave Hammemick indicated that they would be willing to discuss that topic as well as fencing. DISCUSSION For your convenience I have attached a copy of the letter that was sent to Lieutenant Colonel Richard Weaver on March 29, 2004. The letter contains some questions that the City had in follow-up to the presentation they made to the Council in March. I expect the Lieutenant Colonel, Mr. Hamemick, and Major Scott St. Sauver to be present for the work session. Attachment: March 29, 2004 letter to Lt. Colonel Richard A. Weaver \\Ear/h\planningIMisc Fi[eslTCAAPWatioool Guard\5-17-04 Work Session Fence-Training.doc . March 29, 2004 Lieutenant Colonel Richard A. Weaver Post Commander Camp Ripley/AHA TS Minnesota Army National Guard 15000 Highway 115, Camp Ripley Little Falls, MN 56345-4173 Re: Arden Hills Army Training Site (AHATS) Meeting with City Council March 15, 2004 Dear Lieutenant Colonel Weaver: Thank you for attending the March 15, 2004 Arden Hills City Council meeting to provide the Council with an update on the use of the Arden Hills Arden Training Site (AHATS). The City Council and staff truly appreciated hearing about your plans for the AHATS property. Regrettably, subsequent to the meeting, representatives of the . City's development tearn contacted a nurnber of different agencies and individuals regarding the National Guard's potential training uses of the site. In the process, the irnpression may have been left that the City is not supportive of the Guard's presence at AHATS. Please be assured that this is not case. On behalf of the City Council, I would like to apologize for this misunderstanding. In addition, I appreciated talking with you last Wednesday to further clarify the City's perspective. To continue our dialogue on how the National Guard's proposed training may impact the City of Arden Hills, we would respectfully request further information and discussion on the following: 1. What is the timeframe for designating AHATS as a local training center (LTC) and what status does the LTC designation provide the National Guard? Is there a definition of "LTC" or a list of activities allowed under this designation? 2. While it appears that most of the training on the site will be relatively low impact, clarification on the extent and potential impact of the following training activities would be appreciated: A. Helicopter activity on the site. B. Simulated grenade training. C. Use of blank ammunition. . Letter to Lieutenant Colonel Richard A. Weaver March 29, 2004 . Page 2 of2 With regard to the above training activities, clarification on expected use versus allowable use (as outlined in the Site and Real Property Development Plans currently under National Guard review) would also be appreciated. 3. With the potential for commercial and residential development adjacent to AHA TS, any additional clarification on noise impact would be appreciated. 4. To effectively integrate proposed reuse of the TCAAP property with the training activities at AHA TS, we would like to continue discussions on berrningjbuffering along the western border of AHATS. 5. It is our understanding that up to 1500 vehicles may be stored on site. Please clarify that a limited nurnber of vehicles will traveling to and from the site on a daily basis. . Again, thank you for rneeting with us and beginning the dialogue. We welcome the opportunity to .discuss the topics outlined above and appreciate the opportunity for continued open dialogue. As we indicated at the meeting, we will make a concerted effort to keep you apprised of upcoming TCAAP activities that the City is currently engaged in. In addition, we look forward to being an active participant in the upcoming public review of the National Guard's real property and site development plans. If you should have any additional questions, please feel free to contact me at 651- 633-1264, or our City Administrator Michelle Wolfe at 651-634-5127. We look forward to working together to achieve our rnutual goals. Sincerely, Beverly Aplikowski Mayor of Arden Hills CC: Arden Hills City Council Congressional Delegation Major Scott St. Sauver, Minnesota Army National Guard Dave Hamernick, Minnesota Arrny National Guard CRR, Inc. . \ \ Earth \plmming\Misc Files \ TCAAP\National Guard\03-29-04 Letter to Lt. Co/ Richa-rd Weaver- Final.doc . ~ ~~HILLS MEMORANDUM DATE: May 12, 2004 Agenda Item 2.C. TO: Honorable Mayor and City Council FROM: Murtuza Siddiqui, Finance Director/Treasurer ~~ SUBJECT: 2004 Assessment Policy Task Force Recommendation BACKGROUND: At the February 9,2004 City Council meeting, the Council appointed members to the Assessment Policy Task Force to review and update the existing Assessment Policy. The Task Force consisted ofthe following individuals who are the residents of Arden Hills. . · Gerald Garski . Bill Gillies . Andy Holewa · Raymond McGraw . Charles Stoddard . Jim Holden . David Grant, council liaison · Gregg Larson, council liaison (alternate) · Murtuza Siddiqui, staff liaison The Task Force met five times between March 4, 2004 and April 29, 2004 and drafted the revised document for the Council to review and approve. The Task Force looked at a number of assessment policies from different cities. The focus of the Task Force was to draft a policy that was simple, clear, and easy to understand and implement. DISCUSSION: The Task Force considered a number of options and methodologies. They reviewed front footage, unit method, and a combination of front footage and unit method. The following are the . highlights from the proposed policy document: Memo City Council 2004 Revised Assessment Policy page 2 . Change the assessment methodology to the Unit Method. . Residents will continue to be assessed at fifty percent (50%) ofthe surface construction costs. . No assessments for sanitary sewer, water, and storm water that are part of the PMP plan. . Interest assessed on unpaid balances will be at prime rate plus two percentage (2%) points. · Senior Deferrals - qualification gnidelines are tied to the median household income in Ramsey County. . City Council retains the right to review each project on its own merit and to deviate from any portion ofthe Policy as it deems proper. RECOMMENDED ACTION: The 2004 Assessment Policy Task Force and staff recommend the approval of the revised 2004 Assessment Policy. . . . . . . City of Arden Hills 2004 Assessment Policy The City of Arden Hills has adoptcd a rcviscd Assessment Policy for its existing streets that are part of the Pavement Management Program (PMP). The PMP is a long-term, multi-year plan that consists of proposed reconstruction and repair of the city's streets. The goal and intent of this policy revision was to simplify and make the process easy to understand and implement. The Policy was draftcd by a group oflocal citizens who served on the City's 2004 Asscssment Policy Task Force. This Policy document is divided into two parts. Part I deals with existing streets and Part II deals with new developments. PART I - ASSESSMENT POLICY Fo1l. EXISTIN6."SFRlIit/1;S The purpose of this assessmcnt policy manual is to City of Arden Hills when preparing assessment treatment of the affected properties. blish procedures to be utilized by the to assure uniform and consistent Minnesota State Law, Chapter 429 provides t public improvements such as sanitary s facilities, street improvemcnts including lighting and recreational facilities, follow including reports, notices unicipality shall have the power to make sewers, water source and distribution , b and gutter, surfacing, sidewalks, street arious proccdurcs that the municipality must rings are well defincd within thc law. The Statute further defines th of any improvement may be assessed upon property bencfited by the improvem the benefits received whether or not the property abuts on the improvemen r or not any part of the cost of the improvement is paid from other funding sources. is not specific on how these benefits are to be measured or how the costs are to be appo ned, but rather makes it incumbent upon the municipality to detennine with assistance of the City Engineer, City Attorney, appraisers or other qualified personnel, a fair and equitable method of cost-sharing among the properties involved. Throughout this policy manual, the total cost of an improvcment shall include the construction cost, plus all associated overhead costs. The total cost of the associated overhead for a public improvement project would typically include the following as a pcrcentage of the construction costs: 2004 Assessment Policy Manual - Page I City of Arden Hills 2004 Assessment Policy City Administration Design Engineering Construction Enginecring Legal Fiscal Interest During Construction Assessment Roll Preparation Contingencies TOTAL . 2.5% 10.0% 10.0% 2.0% 3.0% 4.5% 1.0% 4.0% 37.0% These overhead costs are estimates however; they are used to calculate actual assessmcnts. The initiation of public improvement projects may happen utilizing two (2) different methods. The first method is by a petition of thc a cted property owncrs. The petition must be signed by not less than thirty-five percent ( Yo) of the owners of the frontage of the rcal property abutting the proposed improvement uld be noted that the City Council rctains the right to rcvicw the merits of each oject 0 provcmenl and establishes the priority as it deems proper. The second meth . initiate the proceedings by City Council direction, in which case no petition is needed. Any reference to land zoning in this po shall mean the most current approved City Zoning Map available at the time. It Id be emphasizcd that the special assessmcnt methods and policics summarize in ot be considered as all-inclusive and that unusual circumstances may at ti 1m" cial consideration. Also, any fixed cost data and ratcs prcscntcd hcrein will b from year to year so as to reflect current costs. . to review each project on its own merit and to deviate Policy Manual, as it deems proper. These deviations wherc application of the policy produces unfair or Thc City Council shall rct from any portion of this A may occur in unique situatio undesirable results. The City of Arden Hills utilizes a Unit Cost mcthodology for the assessmcnt of existing residential homes on a per-lot unit basis, with a lot unit being defined as a platted single- family residential lot or equivalent, which, according to current Arden Hills Municipal Code cannot be further subdivided for R-l and R-2 residential usc. The City will assess fifty percent (50%) of the total charges, as assessment, to the residents for existing roadways. Gencrally, no assessments are made to the residents for sanitary sewer, water, and storm watcr that are part of the PMP. . 2004 Asscssmcnt Policy Manual - Page 2 . . . City of Arden Hills 2004 Assessment Policy Street Reconstruction a. Residential Equivalent Assessment Rate All R-l and R-2 residentially zoned propertics with frontage abutting a street that is reconstructed shall be assessed on a per unit basis at the residcntial equivalent assessment rate. This rate shall apply, rcgardless of the street's classification (local, collector, arterial, trunk highway); designation (County State-Aid Highway, Municipal State-Aid Street); or jurisdiction (State, County or City). The residential equivalent assessment rate shall be bascd on fifty percent (50%) of the total cost of strcct rcconstruction, including all associated overhcad costs for a typical residential street section. This residential cquivalent assessme rate shall be determined by the City Council, and established by r lution on an annual basis, based upon comparable project data aval!J the City. b. Commercial Equiva Classifications Assess Commcrcial proJl reconstructed sha commercial/industri . calculated b a mixed .ssessment Rate/All Other Zoning ate frontage abutting a street that is "~sed on a per unit basis at the ivalent assessment rate. The pcr unit basis is verage neighborhood unit size, particularly in d commercial) neighborhood. Larger sized ay be sub-divided into smallcr units for assessment ure equity. This apply, regardless of the street's classification (local, collector, crial, trunk highway); designation (County State-Aid Highway, Municipal State-Aid Street); or jurisdiction (State, County or City). The commercial/industrial equivalent assessment rate shall be based on seventy percent (70%) of the cost of street reconstruction plus all associated overhead costs for a typical commcrcial street section. This commercial/industrial equivalent assessmcnt rate shall be determined by the City Council, and cstablishcd by resolution on an annual basis, based upon comparablc project data available to the City. Mill and Overlav Improvements Mill and overlay improvcmcnts arc placed as a cost-effective measure to extend the useful street life of a particular roadway and to delay street 2004 Assessment Policy Manual - Page 3 City of Arden Hills 2004 Assessment Policy . reconstruction needs. As bituminous mill and overlays arc constructed as long-tenn rehabilitation improvements, thc cost of these improvements shall be assessed as describcd below. From time to timc, however, the City's Operations and Maintenance Department may determine that small strcet areas need immediate bituminous overlay improvements for short-term maintenance purposes. Thesc types of bituminous overlays, determined to be "stop gap" maintenance needs rather than long-term street rchabilitation improvements, shall not be assessed to abutting properties and shall be funded by the City. a. Residential Equivalent Assessment Rate All R-l and R-2 residentially zoned properties with frontage abutting a street that is overlaid with bitu 'nous surfacing shall bc assessed on a per unit basis at thc residentia uivalcnt assessment rate. The residential percent (50" overhead equivalent ' and co rdless 0 he strect's classification (local, h , y); designation (County State-Aid f "id Street); or jurisdiction (State, County This rate shall apply, collector, arterial, tru Highway, Municipal or City). nt assessment rate shall be based on fifty st of bituminous overlay plus all associated lcal residential street scction. This residential ent rate shall be determined by the City Council, y resolution on an annual basis, based upon .ect data available to the City. . b. Commer ndustrial Equivalent Assessment Rate All commercially or industrially zoned properties with frontage abutting a street that is overlaid with bituminous surfacing shall be assessed on a unit basis at the commercial/industrial equivalent asscssmcnt rate. This rate shall apply, rcgardless of the street's classification (local, collector, arterial, tnmk highway); designation (County State-Aid Highway, Municipal State-Aid Street); or jurisdiction (State, County or City). The commercial/industrial equivalent assessment rate shall be based on seventy percent (70%) of the cost of a bituminous overlay plus all associated overhead costs for a typical commercial street section. This commerciallindustrial equivalent assessment rate shall be determined . 2004 Assessment Policy Manual - Page 4 . . . Alley City of Arden Hills 2004 Assessment Policy by the City Council, and established by resolution on an annual basis, based upon comparable project data available to the City. All reconstruction shall be assesscd 50% to the abutting properties. The assessment shall be on a per unit basis for the property frontage on the allcy. Appurtenances Appurtenances such as sidewalks, street lighting, trees or other landscaping features are often encountered during street improvement projects. Appurtenances to new street construction, strcct reconstruction or bituminous ovcrlay improveme that are either existing or necded by the City shall be included in the e fthe street improvement project. provide .n areas along an improvement n~ exist, shall bc one hundred percent l' properties on a per unit basis. The cost eparated from the cost of the street f ornamental street lighting and/or any d percent (J 00%) assessed to the benefiting Appurtenances constructed project where they do not (J 00%) assesscd to the be of these appurtcnanc shall improvement project. lighting shall be one h properti es on a t Main ten an ce/Reh a bilitatio ,ijjp a. ~4ete ~ avement Restoration Concrete" cment restoration is a maintenance proccdure funded by the City. b. Crack Sealing Crack sealing is a maintcnance procedure funded by the city. c. Bituminous Seal Coating Bituminous seal coating is a maintenancc procedure funded by the City. d. Bituminous Surface Patcbing Bituminous surfacing patching is a maintenance procedure funded by the City. 2004 Assessment Poliey Manual - Page 5 City of Arden Hills 2004 Assessment Policy A. Definitions & Gcncral Provisions . 1. Assessment Rate Thc asscssmcnt rate for any special assessmcnt district is computed by dividing the total assessable costs of such improvement by the total number of assessment units. Example: Roadway Project Cost Drainage Improvements Sanitary Improvements Water Main Improvements Total Project Cost $ 601,000 $ 205,000 $ 245,000 $ 38,000 $1,089,000 Per unit assessment: 60 Assessed to Propcrty Owners: Roadway Project Cost 50% assessed Number of units in the .ded by 60 equals $5,008 2, Assessable Costs The assessable ' in the opinio in the area se . rovement shall be defined as those costs that, iU ' ouncil, are attributable to the need for service the improvement. 3. Petitio Petition a written documcnt presented to the City Council for purpose of i .. mg a public improvcment project. The address of each signatory, the date of the signature and a printing of each signatory's name shall accompany all signatures. 4. Total Proiect Cost Total project cost shall mean the total estimated construction cost plus all associated overhead costs. Overhead costs shall include, but not be limited to, City administration, engineering, legal, fiscal, and interest during construction and land acquisition. 5. Assessment Period The length of payment period of various types of improvement projects shall be as follows: . 2004 Assessment Policy Manual - Page 6 . City of Arden Hills 2004 Assessment Policy Mill and Overlay 5 years Street Reconstruction 10 ycars In the case where several areas of the improvements listed above are included in the same project, the assessment period shall be determined by the City Council. In no cvcnt shall an asscssment period exceed ten (10) years. 6. Municipal State-Aid Streets Municipal State-Aid Strccts arc routcs dcsignated by the City Council and approved by the Commissioner of Transportation for inclusion in the City's State-Aid system. All rout typically begin and end on another municipal state-aid road, county e-aid road or trunk highway. . a. The route is projec functionally c1assi functional plan as a a relatively heavier traffic volume or is ctor or aI1erial as identified on the City's ed by the City Council; and, The criteria used in selecti b. points of a major traffic intercst within thc c. Th oute p vidcs an intcgrated street system affording, within practJ Ii', a state-aid street network consistent with projected traffic dc s. 7. Municipal State-Aid Construction Funds Municipal State-Aid construction funds are monies apportioned to the City from the State to be used for the construction of routes designated on the Municipal State-Aid system. All construction funded with these monics must be in accordance with the Minnesota Department of Transportation (MnDOT) Office of State-Aid design critcria. Municipal State Aid (MSA) Funds will bc utilized to offsct thc city's portion of the project cost. . 2004 Assessment Policy Manual - Page 7 City of Arden Hills 2004 Assessment Policy . 8. Interest Rate on Unpaid Balance The interest rate used for thc assessment shall be designated at the prime rate plus two (2) percentage points, fixed for the duration of the outstanding balance. The effective date of the interest shall be the date the Council approval of thc assessment role. 9. Land Not Included in Assessment The City may rcserve the right to delete land within thc assessable area from the assessment rolcs if, in its opinion, the land cannot be developed and/or the improvement does not provide benefit. No development of that property shall bc permitted, nor shall any physical connection to the City's utility or drainage facilitics be made by any development on that property until the assessment or connection fees are paid. 10. Servicc District A service district is the area, approved by the City Counc' improvement project. Th' typically used for trunk sub trunk, source, stor sewer projects. ined by the City Engineer and hich cceive benefit from a proposed f approach for assessment purposes is btrunk sanitary sewer projects; trunk, tment water projects; and trunk storm . 11. Certification 0 Roll At the time t rolls arc adopted by the City Council by resolution (reD pendix for a sample resolution), the property owner may pay ssment against thcir property in full at Arden Hills City H Highway 96, within thirty (30) days without interest charge. rty (30) days, but prior to certification to the County, payment (p al plus interest from the assessment roll date) can be made at the City Hall. Aftcr the certification of assessment to the County is made, a resident may make a payment directly at the Ramsey County Govcrnment Center, 50 Kellogg Boulevard, St. Paul. Interest charges apply effective from the date of Council approval of the assessment role. It should be noted that the certification is made to thc County in early September. A property owner may pay the total assessment against their property with accrued interest at any time during the Iifc of the project assessment period. . If paid before November 15th, interest is calculated to December 3]" of the year the payment is made. . If paid after November 15th, interest will be calculated through . December 31 st of the next ycar. 2004 Asscssmcnt Policy Manual - Page 8 . City of Arden Hills 2004 Assessment Policy Once the assessments are certified to the County, it is the responsibility of the County staff to calculate the interest charges and include them in the annual propeJ1y tax payment schedule. . Example: Assessment Amount No. of years assessed Interest Rate Assessment Roll Approval Date Est. Total Interest over the life Schedule of Payments: . Year l' Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 Interest $ 450.00 $ 243.00 $ 216.00 $ 189.00 $ 162.00 $ 135.00 $ 108.00 $ 81.00 $ 54.00 2700 $1,665.00 $4,500 10 6% 5/1 /2005 $1665 --1 $ 900.00 $ 693.00 $ 666.00 $ 639.00 $ 612.00 $ 585.00 $ 558.00 $ 531.00 $ 504.00 $ 477.00 $6.16500 Balance $4,050.00 $3,600.00 $3,150.00 $2,700.00 $2,250.00 $1,800.00 $1,350.00 $ 900.00 $ 450.00 $ * Note: Interest in year I is for t enty (20) months (May I ,2005 - December 31,2006). . 12. Ad Valorem Tax The City Council may, at their discretion, utilize ad valorem taxes to fund portions of the project cost of any public improvement. This shall be done in accordance with the appropriate Minnesota State Statutes. 13. Petition for Non-Programmed Proiects The City of Arden Hills has established a formal capital improvcmcnt program for street reconstruction and rehabilitation projects. It is the intent of the City to generally follow this established program. The Arden Hills City Council will accept petitions from property owners requesting non-programmed projects. Generally, the assessment rate for non- programmcd improvement projects initiated by petition of the affected property owners, and approved by the Council, shall be one-hundred percent (100%) of the total project cost. 2004 Assessment Policy Manual - Page 9 City of Arden Hills 2004 Assessment Policy . 14. Improvements to Roadwavs Not Under City Jurisdiction The City may assess properties that abut roadways not under City jurisdiction, but rcceiving reconstruction or bituminous ovcrlay improvements. The assessment rate levied against these properties shall be the same as those established for City reconstruction or bituminous ovcrlay projccts. B. Assessment Units The City shall levy special assessments on adjaccnt benefiting properties for street improvement projccts. Thc asscssment rate shall be computed on a per-lot unit basis, with a lot unit being defined as a platted sin -family rcsidential lot or equivalent, which, according to current Arden Hills Mu al Code cannot be further subdivided for R-I and R-2 residential use. If a property has been assessed on tWit basis for a public improvemcnt, and subsequently a property division is m~'ating additional lot units, then a supplemental charge shall be m to th operty at the samc rate which applied under the original assessments. . Corner lots shall b esidential lots (e.g. parks, churches, schools, be subdivided to determine the assessable lot All properties other than offices, commercial and' units or part thereof. 1 the street that is used for the mailing address. If a street improvemen ject is requested to bc constructed to a greater width and/or thickncss than thc standard by the abutting property owners, the excess cost above that of the standard reconstruction cost shall be assessed one hundred percent (100%) to thosc properties. All properties with tax exempt status and abutting new street reconstruction, street reconstruction, or bituminous overlay improvements shall be assessed at one hundred percent (100%) of the cost of the improvement. The assessment process shall be carried out in accordance with MilUlesota Statutes Chapter 429. The assessment rate shall be on a per-lot unit basis and shall bc calculatcd and processed in accordance with the current Arden Hills Pavement Management Program and Assessment Policy. . 2004 Assessment Policy Manual - Page] 0 . City of Arden Hills 2004 Assessment Policy HARDSHIP DEFERRALS Minnesota Statute No. 435.] 93 allows the City, at its own discretion, to defer the payment of any assessment for any homestead property, that is a primary place of residencc, owned by a person sixty-five (65) years of age or older, or retired by virtue of a permanent and total disability for which it would be a hardship to make the payments. In ordcr to rcceive such a deferment, the affected person must establish the economic hardship that would be incurred to the reasonable satisfaction of the Arden Hills City Council by providing documentation showing an annual gross incomc Icss than fifty percent (50%) of the Ramsey County median household income as determined by the most rcccnt census. A. Thc owncr of the prope dcfcrment; The property is sold; The property is no Ion The City Coun . immediately r .<,' ten (10) years, and will terminate 'tions is present: The deferral will last for a period of not before ten (10) years if anyone of the fo eligible for a . B. e. D. estead; that there is no longer hardship incurred in full or partial payment of the assessment. The City reserves th for a hardship defe ;odically request verification of continued eligibility It should be noted that g the term of the dcfcrral, interest will accrue. At the termination of the dcfcrral period, interest and principal will be due in a lump sum amount. An application for deferment of special assessments is available at the City Offices. It is the responsibility of the resident to submit a completed deferral form, along with tax documents, to the Finance Director for approval. TIle submission of a deferral form to the City does not automatically qualify a resident for the deferral. If a resident is approved for the deferral, thc City staff will notify thc rcsidcnt of thc approval. The City staff on a periodic basis may request the resident to verify their eligibility. . 2004 Assessmcnt Policy Manual - Page II City of Arden Hills 2004 Assessment Policy . PART II - POLICY FOR NEW DEVELOPMENTS The assessment policy for anyone who wishes to make public improvements within the City of Arden Hills, as part of a proposed development shall conform to the policies cstablished herein and as modified below. It is the responsibility of the developer to assume total costs (100%) for all new road and street construction including, lights, sanitary sewer, water, and storm water. Prior to any action on the part of the City to determine the fcasibility of providing public improvements, the developer shall deposit such amount as determined by the City Administrator to adequately reimburse the City for all engineering, legal and planning, and other consultant fees for work performed in regard to such improvements. In addition, the developer shall be requir rio the City ordering the installation of any City financed improvements, t nter into evelopment Contract insuring compliance with the policies set out h d all subdivision rcquirements of the City. The developer shall also be re to post all cash deposits, and/or letters of credit prior to such action by the . In all projects that thc City constructs . and finances, the following securit s shall apply. A. For single family, r townhousc residential developments, the developer shall de ~~City a cash escrow or an irrevocable letter of credit of not less hundred twenty-five percent (125%) of the estimated project cost as the City Engineer. If the estimated project cost, as determined t of bids for constfilction, exceeds the Engineer's cstimate by te t (10%) or more, the deposit shall be increased proportionately. total project costs shall be assessed in equal annual installments according to the assessment period. C. In the case where the improvements benefit not only the property being developed, but other areas within the City, the developer shall provide to the City a security deposit in accordance with paragraphs described above for the portion of the estimated project costs that represent the benefit to the proposed development. Such portion shall be assessed against the properties benefited. I. For all other types of development, the developer shall deposit with the City a cash escrow or irrevocable letter of credit of not less than one hundred twenty-five percent (125%) of the estimated project cost as determined by thc City Engineer. If the estimated project cost as determined after reccipt of bids for construction exceeds the Engineer's . 2004 Assessment Policy Manual - Page 12 . City of Arden Hills 2004 Assessment Policy estimate by ten percent (10%) or more, the deposit shall be increased proportionately. The total projcct costs shall be assessed in equal annual installmcnts according to the assessment period. 2. The security deposit shall be irrevocable for the full term of any assessments for which given. The agreement shall he so conditioned as to guarantee payment of the assessments as due or to pay for the cost of all improvements that the developer agreed to install. 3. The required security deposit may consist of a cash escrow deposit or irrevocahle letter of credit, in form acceptable to the City Attorney, and with firms authorized to do business in the State of Minncsota. SAN IT ARY SIllM'ER 1. Sanitary Sewer Intercep A network of relativ pumping stations and collectors for lar eter, dcep sewcr pipe and associated ces. The interceptors are designed as in the sanitary sewer service area. A. Definitions and General Provisi . 2. Sanitar Se\ d Subtrunks Sanitary se g stations, including associated forcemain and/or a network es ranging in size generally from ten inch (10") throu inch (18") and extending away from respective intercepto Pumping station, forcemains, trunks and subtrunks are designed as c ectors for areas usually Jess than three hundred (300) acres. Because sewer lines flow by gravity, the pipes can bccomc quite deep at some locations and vcry costly to install. A trunk or sub trunk assessment is, in ccrtain cases, utilizcd so that costs due to extra depth (and/or oversizing) will be spread over the entire service district rather than becoming a burden on just those properties abutting that portion of the pipc network constructed. 3. Sanitary Sewer Laterals A network of pipes, usually eight inch (8") in size that are installed eight (8) to twenty (20) feet deep and are designed to serve those buildings abutting a given street or easement. The laterals drain to trunks, subtrunks or directly to interceptors. . 2004 Assessment Policy Manual - Page 13 City of Arden Hills 2004 Assessment Policy 4. Sanitary Sewer Buildine Services Those pipes, usually four-inch (4") or six-inch (6") in size leading from laterals (or sometimes from trunks, subtrunks and interceptors) that serve individual buildings. The services are plugged at the property line until such time that a building is connected to the sewer system. The property owner must make arrangcments with a licensed, bonded plumber to complete the service connection. 5. Sanitary Sewer Availability Charge (SAC) This is a charge billed to all properties at the time of connection to the sanitary sewcr system. The charge is the individual property share of the cost of the interccptor trunk and treatment facilities that make sewer service available. The chargc is based on an cquivalent unit basis. The mcthod used to calculate the total number of units for any specific propcrty and the current unit charg re based on the Metropolitan Council Environmental Scrvices (MCES) expected sewage flow from various dwellings or businesses. A jisti e MCES sewer availability charges is available on the Metropoli Councl ebsitc: www.metrocouncil.org This charge may not be a, gainst the property. 6. Sanitarv Sewer Later Lateral benefit may be pipes. The calculation 0 be based on the a a depth adequ y connection to trunk, subtrunk or lateral ral benefit from a trunk or subtrunk pipe will ht inch (8") pipe along the same alignment at .services to the abutting properties. 7. Infrastrl\;. .1itation Pro"ects Any pr t or Pt?!tion of a project that reconstructs an existing sanitary sewer fa' . rehabilitation project may occur on the cxisting alignment 0 sewer line or on a new alignment, thus allowing the "" existing line to be abandoned or its status downgraded (i.e., trunk or subtrunk to lateral). B. Determining Sanitary Sewcr Assessment Rates 1. Sanitary Sewer Intcrccptor Rates All properties that lie within the approved Service District shall bear the cost of sanitary sewer interceptor projects. The costs shall be spread equally, based on a gross area basis within the Servicc District, and will be known as an interceptor assessmcnt. 2. Sanitary Sewer Trunk/Subtrunk Rates The lateral and building service assessments described below will be dcducted from the total improvemcnt cost to be assessed. The amount 2004 Assessment Policy Manual- Page 14 . . . . . . City of Arden Hills 2004 Assessment Policy remaining after said deductions will be assessed on a gross area basis to all propertied within thc Service District, and will be known as a trunk assessment and/or subtrunk assessment. 3. Sanitarv Sewer Lateral Rates The building servicc assessments described below will be deducted from the total improvement cost to be assessed. The amount remaining after said deductions will be assessed by the following method. The resulting assessment will be known as a lateral benefit assessment. Each assessable unit shall be assessed as follows: . R-l and R-2 residential lots at 100% of the total proiect cost . All other land uses at 100% of tbe total proiect cost A. 4. The assessment rate for e inch (6"), or eight inch (8 associated with cach. of s services constructed. each sizc and nu building scrvic of building service; four inch (4"), six Il be determined by adding all the costs . e and dividing by the total number of ill be assessed at the determincd rate for ices installed. This will be known as the TRIBUTION SYSTEM 1. Water Source and Treatment Facilities The City of Arden Hills purchases water from the City of Roseville to supply the water distribution system. Water enters the system at three (3) separate meter stations. The water purchased from RosevilIe is treated, and Arden Hill does not add any water treatment to thc distribution system. 2. Water Storage Facilities The City of Arden Hills has a total watcr storage capacity of 1.5 million gallons comprised by two (2) clevatcd storage tanks. One tank has a capacity of 1.0 million gallons and is located south ofl-694 along Red Fox Road. The other storage tank has a capacity of 0.5 million gallons and is located north ofl-694 along Fernwood Avenue. 2004 Assessment Policy Manual- Page 15 City of Arden Hills 2004 Assessment Policy . 3. Water Trunk and Subtrunk Distribution Mains A network of pipcs and related appurtenances usually in the size range of ten inch (10") to sixteen inch (16"). These pipes are designed to carry large volumes of water and intcrconnect various point sources of water supply and storage reservoirs. Appurtenances to these facilities would include valves and fittings, but not fire hydrants. 4. Water Main Laterals A network of water pipes and related appurtenances usually six inches (6") or eight inches (8 ") in size that are installed with approximately eight feet (8') of ground cover to retard freezing and are designed to serve those buildings abutting a given street or easement. Lateral mains are "looped" wherever possible to balance pressures and to. provide water from at least two (2) directions so that continuous water service is maintained for most pcople during a water main break Looping of lateral mains eliminates dead end watcr mains that caus varicty of distribution and stagnation problems. Appurtenances to th . ities would include valves, fittings and fire hydrants. 5. Water Main Buildin These pipcs lead fro sometimes from trunk and subtrunk mains) and serve indi mgs abutting thereon. The size of the . service usually ran cs three-quarter inch (3/4") to six-inch (6"), depending upo building served. The lines terminate at the property line valve and are pluggcd until such time that the building is co to the water system. The pr plumber r must make arrangements with a licensed, bonded e the service connection. 6. Water Connection Charge This is a charge billed to all properties at the time of connection to the water system. The charge is the individual property share of the cost of the trunk, source, and storage facilities that make water service available. The charge is based on thc size of the connection, plus the material and installation cost of a watcr meter. The current charges are outlined in the City Fee Schedule. Neither of these charges may be assessed against the property. 7. Water Main Lateral Benefits The benefit resulting to a property abutting or utilizing a watcr main where a direct connection to that water main via a building service is reasonably possible without additional lateral pipes. . 2004 Assessment Policy Manual - Page 16 . City of Arden Hills 2004 Assessment Policy Lateral benefit may be providcd by conncction to trunk, subtrunk or latcral pipcs. The calculation ofJateral benefit from a trunk or subtrunk pipe will be based on the cost of an eight inch (8") pipe along the same alignment for commercial or industrial zoned property and a six inch (6") pipe for all other areas. 8. Infrastructure Rebabilitation Proiects Any project or portion of a project that reconstructs an eXlstmg water system facility. A rehabilitation project may occur on the existing alignment of the water line or on a new alignment, thus allowing the existing linc to bc abandoncd or its status downgradcd (i.c., trunk or sub trunk to lateral). . B. Determining 'Vater Main Assessment Rates TEll 1. Trunk Subtrunk Stora e and .I1eleatment Facili Rates Any lateral and building servl"~ ssments described below will be deducted from the total impr ement c to be assessed. The remaining costs shall be spread equa properties that lie within the approved Service District. Thc cost e spread on a gross area basis and will be known as all or a of thc owing as appropriatc: trunk, subtrunk, sourcc, storage, and tr ssment. . ments described below will be deducted from t cost to be assessed. The amount remaining after assessed by the following method. 2. Water Main L The building the total impro said dedu . 2 residential lots at 100% ofthe total ro' ect cost land uses at 100% of the total proiect cost 3. Water Main Building Service The assessment rate for each size of building service three-quarter inch (3/4") to eight inch (8") inch shall bc determincd by adding all the costs associated with each sizc of scrvice and dividing by thc total number of services constructcd. Each unit will be assessed at the determined rate for each size and number of serviccs install cd. This will be known as the building servicc asscssment. . 2004 Assessment Policy Manual - Page] 7 City of Arden Hills 2004 Assessment Policy . STORM SEWER A. Definitions and General Provisions 1. Storm Scwcr Improvement District The City Council may, at its discretion, construct and finance storm sewer improvements by utilizing a storm sewer tax district, pursuant to Minnesota Statute 444.16 through 444.2 I. 2. Storm Sewer Trunk Facilities a. Ponds A basin or wetland constructe easement for the purpose retention (permanent) combination of both. District (RCWD), w control flow discharge permitting proces b. Pipe Ne A network through s design than naturally located within a permanent taining storm runoff. May be a ion (temporary) pond; or a ills is within the Rice Crcek Watershed ay require addition<il improvement to e ponds. The RCWD has a formal nd construction. . -ng in size generally from thirty inches (30") o mches (72"). The trunk pipe networks arc t stonnwater runoff from an arca generally larger cr'~s. c. Cha Conveyanc network constructed within permanent eascments for the purposes of transporting stonnwater runoff. 3. Storm Sewer Latcral Facilities A network of pipes ranging in size generally from twelve inches (12") to twenty-seven inches (27") designed to collect stormwater runoff from a spccified small area to a trunk facility. The latera] facilities also include strcct overland flow and inlet structures such as catch basins, manholes and flared end sections. 4. Storm Sewer Taxing District A drainage area detcrmincd by using topographical maps and surveys that mutually benefit from storm sewer improvcments in conformance with Minnesota Statute, Section 444.16 through 444.21 . 2004 Assessment Policy Manual- Page 18 . City of Arden Hills 2004 Assessment Policy 5. Watersbed District A formally established area and Board that protects and controls the watcr management aspects of subdivisions and developments within the region. B. Determining Storm Sewer Assessment Rates 1. Storm Sewcr Trunk Rates a. Design and estimate the total improvement cost of the ultimate trunk system needed to provide complete service to cach property in the Service District considered. Also, include the total cost of any existing facilities and/or previous storn1 sewer assessments to be credited. b. Determine the base assessment rate by dividing the ultimate system cost described above by the sum total ofthe following: I) Gross area ofIow-density re 'dential properties times 1.0. 2) Gross area of medium a high density residential, church and school properties times 3) Gross area of comme 4) Gross area of indus s follows: o low density residential properties. 1.25 shall apply to medium and high-density d school properties. 1.5 shall apply to commercial property. 'mes 2.0 shall apply to industrial property. c. . . . . . d. Cre syste as dcte property. pnces. given for prcvious storm sewer assessments, existing y future additional construction that may be necessary by the City Engineer for complete service to each Credit rates for future construction shall be based 011 current e. The City may determine that storm sewer trunk cost be assessed to all properties within a respective storm sewer taxing district under Minnesota Statute 444.16 through 444.21 2. Storm Sewer Lateral Rates The lateral storm sewer project costs will be assessed by one of the following methods as determined by the City Council after the project feasibility study. . I. Lot/Equivalent Lot Basis Determine the total number of lots and equivalent lot units receiving lateral bcnefit and divide the project cost equally among them. 2004 Assessment Policy Manual - Page 19 City of Arden Hills 2004 Assessment Policy . . R-l and R-2 residential lots at 100% of tbe total proiect cost . All other land uses at 100% oftbe total project cost 3. Municipal State-Aid Construction Fund Contributions Whcn a Municipal State-Aid Street project includes either trunk or lateral storm sewer, which the Minnesota Department of Transportation (MnDOT) determines may be funded by Municipal State-Aid construction funds, the amount determined to be actually funded by MnDOT may be deducted from the total improvement costs to be asscssed. 4. Infrastructure Reconstruction Proiects Any project or portion of a project that reconstructs an eXlstmg storm sewer system facility. A reconstruction project may occur in the existing alignment of the storm sewcr pipe r on a new alignment, thus allowing the cxisting line to be abandonc its status downgraded (i.e., trunk to lateral). 1. oun Hi hwa .s ssified as expressways, frceways, and principal d and maintaincd by the State or County Highway y will carry large volumes of traffic at peak loading d abutting new street reconstruction, lay improvements shall be assessed at f the improvement. . All properties with tax cxcmpt street reconstruction, or bitumi one hundred percent (100% Additional Definitions an 2. Minnesota State-Aid (MSA) Streets These are termed collector streets that interconnect other collector streets, State or County highways, or with Minnesota State-Aid streets in the municipality. Municipal Statc-Aid funds, apportioned from the gasoline tax, are used to help finance the cost of Minnesota State-Aid Strect. The design for a Minnesota State-Aid road is dependent on traffic volumes and the urban setting. 3. Commercial/Industrial Streets These are streets that generally serve commercial/industrial property. They would typically havc a projected traffic volume higher than a residential street. A typical design would bc thirty-six feet (36') wide with concrete curb and gutter, and nine (9) tone design in accordance with current MnDOT standards. . 2004 Assessment Policy Manual - Page 20 . City of Arden Hills 2004 Assessment Policy 4. Residential Streets Primarily serve adjoining residents with little or no through traffic. Almost all trips have either an origin or destination on that street. (18.5 miles throughout the City) Strcet width: Minimum of28 feet. 5. Neighborhood Streets Provide access to residences on that street and provide a route through neighborhood for residents on other streets. A large proportion of trips have neither an origin nor destination on that street. (4.5 miles throughout the City) Street width: Minimum of 30 feet. 6. Community Street Provide access to the residences, institutions and businesses on that street, providing a route through the n . ghborhood or business district for residents of other neighborhood .0 miles throughout the City) Street width: Casc specific, 32 fllOt m' of the above descriptions and have a very which provide secondary access (i.e. eme limitations due to narrow right-of- . 7. Special Cases Streets which do not fir in low usage, (1-3 resid 'es); alleys); or, streets de 1 way, topography, etc. 8. A . re sidewalks or trails on or adjacent to selected streets VISIOns. b. Street Lighting The City has a separate plan that indicates where lights are typically installed. Additional street lights or ornamental lights may be installed at the written request of the abutting property owners. c. Trees Trees and other types of landscaping may be required on selected streets. d. Seeding/Sod Boulevard restoration by seeding/sodding may be required to prevent erosIOn. . 9. Existinl! Street Reconstruction Proiects Projects that reconstruct existing City streets shall be to the minimum applicable standards for the type of street classification, consistent with 2004 Assessment Policy Manual - Page 21 City of Arden Hills 2004 Assessment Policy . the Arden Hills Pavcment Managemcnt Program (PMP) (as found in the Appendix) 10. Maintenance/Rebabilitation Proiects a. Cold in Place Recycling and Repaving (CIRJRepaving) Recycling of existing deteriorated pavements by pulverizing, mixing with new asphaltic oils and compacting in place. New paving materials arc then placed over the cold recycled pavement similar to a standard overlay. b. Bituminous Overlay Placement of an additional bituminous layer, generally one inch (1 ") to two inches (2") thick, over an existing bituminous surfaced street. c. Concrete Pavement Restorati Replacement of existing c mudjacking panels to impr cracks with a petroleum base below the surface. e. etc panels that have deteriorated, bility, and the filling of joints and ed mat I to eliminate tlow water to the d. Crack Sealing Placement of petr surfaced street for t the surface t material in the cracks of a bituminous rpose of eliminating the flow of water from te base material blow. . I Coating leum based material and aggregate on an existing aced street for the purpose of filling cracks and f. Bituminous Surfacing Patching Repair or replacement of existing bituminous surfacing that has deteriorated. \\Earth\Finance\FinanceDirector\APTF\2004Assessment Policy: Revised 4/26/04 . 2004 Assessment Policy Manual - Page 22 , . . . ~ -ARDENN...Ht. '<IL<LS /H.-,~. MEMORANDUM DATE: TO: FROM: SUBJECT: Agenda Item 2.D May 11,2004 Mayor and City Council . . I Michelle Wolfe, City Administrator ~ URS 2003 Performance Review and Project Highlights BACKGROUND City staff, with input from the City Council, conducted an Annual Review with URS in February. The results of that review were forwarded to you upon completion. An additional sct is included for reference. DISCUSSION This work session discussion was scheduled upon the request ofURS, in ordcr to provide a quick review of project highlights from 2003. It also then provides an opportunity to discuss any questions about the content of the performance evaluation. The goal of the discussion will be to share information, and hopefully highlight what went well and what can be improved. URS is planning a brief power point presentation regarding the 2003 Project Highlights. Attachment: 2004 City Engineer Annual Review \\EarthIAdmin\City Administrator\Engineering\5-17-04 WS 2003 Eval-lIighlights.doc . 2004 City Engineer Annual Review February 23, 2004 . 1. What are some of the things that you felt went well during the calendar year 2003? (Things that you think URS did well.) . Coordination with Ramsey County on the highway 96 project . Neighborhood PMP process - developed and refined a process that can be adapted to each neighborhood and continue to be improved. . Creation of sanitary sewer grid map . Creation of water main map . Fine tuning of parks and trails map . Karth Lake pumping project . Improved use of technology for public presentations . Management of significant infrastructure investment . Coordination of MPCA storm water permit . URS added that we (URS and City stafI) seemed to work together really well. On Ingerson it went reasonably well. There were a few delays that were out of our control. Many projects in 2003, required many people and resources. In general, all projects came in under award, with no significant change orders. . 2. What are some of the concerns that you had with the performance of the City Engineer (URS) during the calendar year 20m? . Instead of great work on all projects we did good work on all projects (URS and staff) due to larger number of projects being done. . Too many projects, resulting in City staff and URS being spread too thin sometimes. . Ingerson PMP project concerns including easement coordination and resident notifications. . Cummings Park Drive project manager (better coordination, definition of scope); Over emphasis, more work than anticipated, bigger scope than planned, Guidant felt it was over-managed. . Aggressive long term capital expenditure proposals; better evaluation of needed vs. desired; better assessment of the importance of projects in the long run and in light of competing resources . Better job of how we set deadlines; try for more realistic deadlines . URS commented that in regard to Cummings Park Drive, in hindsight, we should have itemized the scope of work. The project was bigger than the Guidant and their general contractor anticipated. URS did what they thought was necessary to protect the interests of the City. . . . . 3. Are there certain strengths and weaknesses that you would likc to observe about the performance ofURS in 2003? . Strengths: Historical perspective and knowledge of systems and organization Responsiveness Professionalism Improved use of technology Depth of resources Easy to work with React quickly Main three URS staff we deal with are top notch . Weaknesses: Quality of URS staff seems to drop after the first three (Nick, Greg and Mark) Tendency to over-promise and under-deliver in terms of deadlines Proceeding with work product without specific direction from City staff 4. What suggestions do you have for any changes during calendar year 2004? . Better projcct coordination of contractors and day-to-day communications . Work to improve project planning, coordination, and communications . Consider regular (monthly to start) engineering meetings between City staff and URS team members . Assess the important of projects competing for finite resources from a long-term perspective; more conservative approach to capital planning; City and URS work on a more proactive, joint approach to CIP with better overall coordination . Better communication with City statIregarding utility inspections . The City statIneeds to keep URS better informed about agendas, agenda item deadlines, etc. . Make sure to receive specific work direction from City staff 5. Are. there any other comments you would like to make about the performance of City Engineer URS during calendar year 2003? . Some Council comments from individual Council members included: to be careful what is committed during meetings with neighbors with regards to public improvement projects - let them know you will look at the request and discuss with City staff/Council as appropriate and get back to them; Nick and Greg do a good job/happy with them; URS responses are generally reflective of past Council actions. 'l'IEarlhlAdmll1',City AdministratorlEngineering\2004 Annual Review,doc . . ~ ~~HILLS MEMORANDUM DATE: Agenda Item 2.E May 12, 2004 TO: Mayor and Council Michelle Wolfe, City Administrator ~ Thomas J. Moore; Director of Operations & MaintenanceL~ ~..--.~ County Road E Pedestrian Improvement Update 1 FROM: SUBJECT: BACKGROUND Staff has held two neighborhood meetings to discuss the possibility of improving pedestrian movement on the south side of County Road E, from Lindey's Park to Connelly Avenue. These proposed improvements include a sidewalk system leading up to and over the County Road E Bridge over TH 51. NEIGHBORHOOD MEETING & PUBLIC FEEDBACK A total of 250 households received meeting notiees for each meeting. Of those notified, a total of 29 residents attended the two meetings, 20 for the first and nine for the second. In addition, a total of three Councilmembers and five PTRC members attended at least one of the meetings. There are seven homes located on the south side of County Road E. Four of those homeowners attended at least one of the meetings; the other three neither attended nor contacted staff to express their opinions. Of the four household represented, three expressed opposition to the sidewalk in front of their homes and one expressed support for the project. Reasons for opposition were: safety issues with entering/exiting their driveways,. loss of landscape, more pedestrians using the sidewalk and high traffic volume on County Road E. There is a high level of anger at the City in this neighborhood. This is due to a past Council decision many years ago to close off a road bypass that substantially increased traffic on County Road E and thus changed the quality of life of the neighborhood in a negative way. Except for the four mentioned above, all residents who attended both meetings expressed support for a sidewalk to be installed on the County Road E Bridge over TH 51. Staff has also received 25 emails/phone calls from residents on these proposed improvements. All of these 25 contacts were in support of the sidewalk component as well as sidewalk on the bridge. REQUESTED COUNCIL ACTION . Provide future work direction for City staff. \\Earth\PR&PW\Operations & Maintenance\County Road E Trail\Memo to CounciI5-12-04.doc . . . ~ ~HILLS MEMORANDUM DATE: May 12,2004 Agenda Item 2.F TO: Mayor and Council Michelle Wolfe, City Administrator (';:r ^ '^ A Thomas J. Moore; Director of Operations & Maintenance ~ ~ (~V~ FROM: SUBJECT: Old 10 Railroad Bridge Improvement Study Update BACKGROUND As of May 12, 2004, staff has not yet received a report from the bridge structural engineer at URS. The structural engineer has received all the required documents, but has not finished his analysis. If the report is received before 4:30 p.m. on Monday, May 17, 2004, a verbal presentation will be made. If the report is not received by the above mentioned date and time, then the report will be presented at the June 21, 2004 worksession. \\EarthIPR&PWlOperations & MaintenanccIMemos\2004\County Road 10 Bridge Memo 5-12-04.doc . . . ~ ~HlLLS MEMORANDUM DATE: Agenda Item 2.G May 12, 2004 TO: Mayor and Council Michelle Wolfe, City Administrator Thomas J. Moore; Director of Operations & Maintenance~ ~,~. Michelle Olson; Recreation Program Supervisor ~ FROM: SUBJECT: Celebrating Arden Hills Event Update BACKGROUND Michelle Olson and I will give a verbal update regarding the June 26, 2004 Celebrating Arden Hills Event. The update will provide information on scheduled events, staffing and fundraising. . ~ ~HILLS MEMORANDUM DATE: TO: FROM: SUBJECT: Agenda Item 2.H May 10, 2004 Mayor and City Council ~ Michelle Wolfe, City Administrator$~< \1\ May 17 Work Session Discussion: Law Enforcement Services BACKGROUND The Mayor and City Council spent considerable time and effort reviewing police services during 2003-2004. The decision was made in early March to continue contracting through 2005 with the Ramsey County Sheriffs Department. . DISCUSSION . During the review of the contract, it was mentioned several times that once a decision was made, the City needed to ensure on-going, increased aod improved communications with the Sheriffs department. In addition, there were some discussions about possible improvements and enhancements to service that the City Council might like to see. This work session discussion is scheduled in order to put together a list of items for review with Sheriff Fletcher. We will then follow-up with inviting the Sheriff to the June work session. At that time, we can review our "list" with the Sheriff, and also receive an update regarding Sheriffs Department activities during the past several months. Furthermore, we have invited Deputy Darcy Ludwig and his canine, Jessie, to attend that evening so that everyone can meet them. Deputy Ludwig is assigned to day shift in Arden Hills. He began that assignment in February. Some of the possible requests for the Sheriff include the following: >- Increased visibility in neighborhoods (drive through the neighborhoods, be more visible) >- Review ofthe City's financial share of the Rice Street squad >- Review of enhancements toward a "neighborhood policing" model >- Notice to the City when various meetings are going to be held, such as Block Watch Captain meetings >- Increased graffiti patrol/initiate immediate clean-up >- The Sheriffs role in addressing Human Rights/diversity issues Page 2 of2 I'm sure there are others but these are some from my notes and memory. RECOMMENDATION Provide staff with a list of issues, suggestions, comments, etc for future discussion with the Ramsey County Sheriff. \\Earth\Admin\City AdministratorlPolice Services\5-JO-04 FOUOlVUP for May 17 WS.doc . . .