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Home My WebLink AboutCCP 07-26-2004 ~ ~HILLS Arden Hills City Council Mayor: Beverly Aplikowski CouncDmembers: David Grant Brenda Holden Gregg Larson Lois Rem 1245 W. Highway % Arden Hill.. Minnesota 55112 651.634.5120 www.ci.arden-hills.mn.us REGULAR MEETING Monday July 26, 2004 City Vision A strong community that values our unique environment, our fiscal soundness, and our tradition as a desirable ci in which to live, work, and la . REVISED - Agenda City Council Meeting Convenes 7:00 PM Call to Order PLEDGE OF ALLEGIANCE APPROVAL OF AGENDA 2. APPROVAL OF MINUTES A. June IS, 2004 Special Council Work Session Minutes B. July 12,2004 Council Minutes 3. CONSENT CALENDAR A. Claims and Payroll B. Transportation Task Force C. Approval of Electric a! Inspector Services D. Approval of Purchasing Policy E. Approval to Purchase Storm Water Stencils F. Finn Driveway Easement 4. PUBLIC INQUIRIES/INFORMA TIONAL S. PUBLIC HEARINGS Those items listed under the Consent Calendar are considered to be routine by the City Council and wiD be enacted by one motion under a Consent Calendar format. There wiD be no separate discussion of these items, unless a Council Member so requests, in which event, the item wiIl be removed from the general order of business and considered separately in its normal sequence on the agenda. Public Inquiries/Informational is an opportunity for citizens to bring to the Council's attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council To aIlow adequate time for each person wishing to address the Council, we ask that individuals limit their conunents to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to aIlow a more timely presentation. Arden Hills City Council Agenda July 26, 2004 Page 2 6. NEW BUSINESS A. Utility Fund Rate Study Murtuza Siddiqui 7. Unfinished Business A. Policy Discussion Regarding Planning Case Time Extensions B. Karth Lake: Approve Appointment of Board Members Scott Clark Murtuza SiddiquiITom Moore CITY COUNCIL REPORTS A_ Councilmember Holden B. Councilmember Grant C. Councilmember Rem D. Councilmember Larson E. Mayor Aplikowski ADJOURN WORK SESSION: TCAAP Planning Process: DSU (Verbal Update) CLOSED SESSION: Union Negotiations . CASE WITHDRAWN PC# 04-15: Busch Caulfield/Presbyterian Homes - Triangle Property (Withdrawn by the applicant) . . . ~ ~~HILLS Draft CITY OF ARDEN HILLS, MINNESOTA SPECIAL COUNCIL WORK SESSION MONDAY, JUNE 15,2004,9:30 P. M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 1. Call To Order Mayor Aplikowski called the meeting to order at 9:30 p.m. Present: Councilmembers David Grant, Brenda Holden, Gregg Larson, and Lois Rem. Staff present: Administrator, Michelle Wolfe; Community Development Director, Scott Clark; Otbers present: Development Team (CRR): Linda Belke-Picha, Marsh; Kent Carlson, Ryan Companies; John Hink, Glenn Rehbein Companies; and Bart Rehbein, Glenn Rehbein Companies; Scott Richter, Centex. 2.A. General Meetinl! Minutes Linda Belke-Picha gave a presentation on environmental insurance. She gave out a handout illustrating two different types of insurance products. The first is pollution legal liability which protects for unknown conditions. The second insurance, often held in tandem with the first, is cost overrun coverage which covers only known conditions. She discussed that within the insurance industry premiums currently do not extend beyond 10 years and can be renewed. It was stated that the majority of new environmental issues, if any, are usually discovered early in the cleanup and development process, especially then the infrastructure is being constructed. It was discussed that the City can be named as an additional insured to the LLC. The last point raised was that the policy will be written based on State standards, relevant to the projected land use, and based on the remedial action plans that need to be implemented to achieve the specific objectives. A hand out was given illustrating three past projects that Marsh has insured. Michelle Wolfe reviewed a complete question and answer handout that was the subject of the May 10, 2004 meeting. A few minor changes were made and the Council did not have any additional questions outside of an inquiry regarding incorporation procedures in Delaware. Wolfe and Clark presented a proposed amended interim development agreement. The crux of the agreement was changing the status of CRR to Master Developer (under certain conditions) instead of having exclusive negotiation rights. Other items noted were increased budgets, time lines and expectations. CRR expressed their opinion that the increased escrow and budget costs, in exchange for Master Developer status, was secondary to having full support and consensus by the Council. The Council had a lengthy discussion with CRR about issues associated with acting on a new Agreement at this time. It was resolved that CRR will be producting a plan showing the milestones for various processes, environmental, land use and the early transfer. In addition, a characterization plan will be developed summarizing actions to date \\EarthlAdmin\Council\M inutes\ W orksession\2004\06- t 5-04 Special.doc ARDEN HILLS SPECIAL CITY COUNCIL WORKSESSION JUNE 15,2004 2 and the process that will follow and accountable parties. This information will include a triangle . diagram illustrating the aforementioned responsibilities. The meeting adjourned at 12:25 p.m. Respectfully submitted, Scott Clark, Community Development Director Beverly Aplikowski, MAYOR Michelle Wolfe, ADMINISTRATOR . . r . . . ~ ~~ILLS DRA.FT CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JULY 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 7:06 p.m. Present: Mayor Beverly Aplikowski, Councilmembers David Grant, Lois Rem, and Brenda Holden. Absent: Councilmember Gregg Larson - excused. Also present were City Administrator, Michelle Wolfe; Community Development Director, Scott Clark; 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 Councilmcmbcr Rem seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (4-0). 2. APPROVAL OF MINUTES A. June 21, 2004 Work Session Minutes B. .Tune 28, 2004 Council Minutes Councilmember Holden requested the following changes: None. Councilmember Grant requested thc following changes: None. Councilmember Rem requested the following changes: June 21, 2004 City Council Work Session under 2.A.. first paragraph, sixth sentence. change Mt. Boehlke to Mr. Boehlke. Second paragraph change contacts to contracts. Page 2, last sentence change would to could. Mayor Aplikowski requested the following changes: None. \\Earth \Admin \Council\MinuleslRcgular\2 004\07 -12-04. doc , ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JULY 12, 2004 2 . Ms_ Wolfe requested the following changes: None. MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to approve the June 21, 2004 Work Session Minutcs as amended and the June 28, 2004 Council Minutes as presented. The motion carried tmanimously (4-0). 3. CONSENT CALENDAR a. Claims and Payroll b. Approve Plan for Sale of Street Signs c. Approvc Charitable Gambling Premises Pennit for St. Katherine's Ukrainian Orthodox Church at Pot 0 Gold Bingo Hall MOTION: Councilmember Grant moved and Councilmember Rem seconded a motion to approve the Consent Calendar and to authorize execution of all necessary documents contained therein. The motion carried unanimously (4-0). 4. PUBLIC INOUlRIESfINFORMATIONAL . None. 5. PUBLIC HEARINGS None. 6. NEW BUSINESS A. Plannine Case No. 04-12: Arend Variance Mr. Hellegers stated the applicant was requesting a 24-foot variance to the side yard comer setback standards to allow for the construction of an addition and a new garage. At the July Planning Commission meeting, the Planning Commission recommended deuial of the variance requested for the reason that another option existed for development, which would only require a smaller variance or no variance at all. Mark Arend and Julie Areud, 2273 Arial Street, St. Paul, applicants, stated they had been looking for a number of years for properties suitable for their family. He stated they liked the Arden Hills area and wanted to own a home in the community. He noted their property had a smaller building envelope than other homes in the area, which he believed was a hardship because they were not able to develop this property in a similar manner as the other properties in the area. He noted they had looked at Option B, but that option gave them a structure in a long line, which would cut off their neighbor to the west and the backyards would not adjoin any . - . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JULY 12,2004 3 longer. He stated they would end up with a funny looking home and they wanted to stay with something that was more consistent with the rest of the neighborhood. He indicated all of the neighbors were in complete support of this proposal. He stated this lot was a comer lot, but it was used as an interior lot because Dunlap Street was only used as a driveway to gain access to two others properties. He indicated they had checked with MSI Insurance and they did not anticipate any development in the future. He stated it would be very difficult to ever develop any further and he did not believe Dunlap Street would ever be a through street. He indicated the Planning Commission had a concern about a three-car garage, but he noted a two-car garage would still require tlle same variance because the depth, not the width was the issue. He stated they were willing to cut down the garage proposal by 2 feet. Hc indicated the main reason they were seeking this was to improve the property to thc same extent as surrounding properties and it would be reasonable to have a similar building envelope and opportunities to improve the property to the surrounding areas. He noted they had five children and it was important to them to add a family room. However. no matter what size family they had, they wanted the opportunity to improve thc property consistent with the rest of the neighborhood. He indicated they had the smallest and longest, skinniest building envelope, as well as the smallest footprint. He felt it was reasonable to ask to go up to the setback of an interior lot because Dunlap Street would probably never go through. He noted with Option B they would have no backyard but instead would have a long side yard. He indicated tlley would need to pave across the backyard with Option B. He noted they did look at Option B, but from a design standpoint, they were having difficulties making it work. CouDcilmember Rcm asked if they had thought about putting the garage to the north and placing the family room abovc the garage. Mr. Arend replied the area they needed was main floor activity. where the day-to-day activities took place. Julie Arend stated they had looked at how the traffic flow was in the house and they had looked at putting the family room above the garage, but decided this was not the best idea for their family and they wanted to place the family room where it was more functional and practical. Paul Arend, 1227 Tiller Lane, stated he has been in the remodeling business since 1964. He noted with his experience, the best place to put an addition was where applicants were proposing to put it. He indicated while this was a comcr lot, it was being used as an interior lot. Mayor Aplikowski statcd she was in agreement with this variance. Councilmember Holdcn inquired about the hardship issue as noted in staffs report, particularly with respect to family size. Mr. Hellegers replied the reason was due to the size of the building envelope and not family size. He stated family size should not be a basis as to whether to grant the variance. Councilmember Rem noted one reason Mr. Arend was interested in a three-car garage was due to his self-employment and storing his work vehicle, tools, etc. in the garage. She asked if othcrs had requested the same typc of a consideration. Mr. Hellegers replied he was not sure, but applicant's profession should not be a part of the variance decision. , ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JULY 12, 2004 4 . Mr. Clark stated the hardship should be attached to the property, not the external circumstances. MOTION: Mayor Aplikowski moved and Councilmember Holden seconded a motion to approve Plamling Case No. 04-12: Arend Variance. Councilmcmber Holden clarified that they were approving Option A Mr. Hellegers replied Option A was what was being requcsted. The motion failed (2-2) (Councilmembers Grant and Holden - nay). Mr. Arend stated they were willing to reduce the garage size from 24 feet to 22 feet if that made a difference. He stated thcy were also willing to go down to a two-car garage if it meant that they did not have to pave their backyard. Councilmember Holden stated the reason she voted no was because when they purchased the lot, they knew the size of the property. Mr. Arend replied they did not have a plat of the property until after the purchase and it not until that time, did they realize that the building envelope was considerable smaller than the surrounding properties. Councilmember Holden stated she did not have an issue with a three-car garage but her concern . was a 24-foot variance was too large of a variance. She indicated a 22-foot variance would help. Councilmember Grant stated his concern was not the three-car garage, but the magnitude of the variance and that other options existed for what they were proposing to do. Mrs. Arend stated they were having difficulty understanding why the variance was too large. Mayor Aplikowski noted the motion had failed and applicants needed to come back with a different option. B. Plannine: Case No. 04-13: Guidant SUP for Satellite Antennae Mr. Hellcgcrs stated applicant had requested a Special Use Pernlit to allow a 3.1 meter satellite to be placed on the roof of thc Guidant Building L (Training Center). At the July Planning Commission meeting, the Planning Commission made a finding that the proposed special use would not adversely affect the surrounding area or community as a wholc and recommended approval of the Special Use Permit subject to the two conditions as noted in staffs July 12, 2004 report. MOTION: Councilmember Holden moved and Councilmember Rem seconded a motion to approve Planning Case No. 04-13: Guidant SUP for Satellite Antennae subject to the two conditions as noted in staffs July 12, 2004 report. Thc motion carried unanimously (4-0). . - . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JULY 12. 2004 5 C. Plannin!! Case No. 04-17: Guidant Parkin!! Lot Modifications Mr. Hellcgers stated the applicant had requested a Master Plan PUD (4th) Amendment to allow the relocation of parking areas from the east parking lot Gust west of Lexington Avenue) to the south parking lot (located to the east of the former Fernwood Avenue and south of Guidant Drive South) and turning the removed portion of the east parking lot into green space. At the July Planning Commission meeting they recommended approval of the Master Plan PUD subject to the three conditions as noted in staffs July 12, 2004 report. MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve Planning Case No. 04-17: Guidant Parking Lot Modifications subject to the three conditions as noted in staffs July 12, 2004 report. The motion carried unanimously (4-0). D. PlanniDl! Case No. 04-16: Jon Finn Minor Subdivision Mr. Hellegers stated the applicant had requested to subdivide 703-square feet of his property at 3331 New Brighton Road and attach the 703-square foot area to the rear of his brother's property at 3355 New Brighton Road. The 703-square foot area is located along the property line that the two properties share. In addition, there were issues regarding property encroachments, which would require the City to either request that the applicant remove the encroachments from City property, or grant the application an easement for the encroachments. Mr. Hellegers stated at the July Planning Commission meeting the Commissioners determined that the encroachments should be removed from City property with the exception of a semicircular tuming area for the driveway. The turning area was to be reduced from the present configuration to be a curved area, which would not encroach on City property any further than five (5) feet. The Planning Commission determined that due to the number of mature trees along the driveway, which would otherwise need to be removed; an easement should be granted to the applicant to accommodate the reduced turning area. The applicant stated that he would have any encroaching fencing moved and seemed agreeable to the easement area for the driveway. The applicant indicated that he would have the easement description completed. When staff received the easement description, the City Attorney will draft an easement form, which will be presented to the City Council for approval. MOTION: Councilmember Grant moved and Councilmember Rem seconded a motion to approve Planning Case No. 04-16: Jon Finn Minor Subdivision, 3331 and 3355 New Brighton Road subject to the two conditions as noted in staff s July 12, 2004 report. Mr. Hellegers stated the City Attorney had recommended adding the following to condition number 2 "and remaining encroachment shall be subject to a licensing agreement". , ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JULY 12,2004 6 . Councilmember Holden askcd what the City's liability was with licensing this. Mr. Hellegers replied the applicant would need to indemnify thc City if a liability issue would arise. Hc notcd thc City Attorney was aware of this issue and would address it in the Liccnsing Agreement. Councilmember Grant askcd if this would be a perpetual license. Mr. Hellegers replied he did not think it would be perpetual, but hc had not had the opportunity to share this with the applicant. .John Finn, applicant, 3331 New Brighton, statcd the encroachment was not done maliciously and they thought the property line went along the line of trees, which they had planted. He stated they already had moved all of the fences, so all of the encroachments with thc cxception of the turnaround had been taken care of. He stated he did not completely understand the License Agrccment issue, but he would be willing to include the encroachment as a part of his homeowner's insurance and he would work with whatever they needed to work with to keep the trees on the north side. Mayor Aplikowski stated it was her understanding that the City Attorney was having this only as a suggestion and asked if this could come back at a later time. Ms. Wolfe replied the Licensing Agreement issue could be brought back at a future date. Mayor Aplikowski noted the motion would only pertain to the two conditions as noted in staffs . report. A discussion ensued as to whethcr the Planning Commission had approved five or six feet. Council member Grant amended his motion to Condition number 2 to read six feet, rather than five feet. Councilmember Holden agreed to the amendment. The motion carried unanimously (4-0). Mayor Aplikowski requested staff get further information regarding the License Agreement from the City Attorney. E. Desil!nate "Absentee Board" for Elections Ms. Wolfe stated individuals who will be absent or otherwise prevented from going to the polIing place on election days because of a disability may vote by "absentee ballot" by completing a "Request for Absentee Ballot" application. In years of Presidential eIcctions, a significant an10unt of these absentce ballots are applied for by residents who cannot attend the poll on either Election Day. For this reason, staff would like to designate a board consisting of City Hall staff members to accept/reject thcse envelopes to save the Election Judges rrom having to perform this task on Election Day. . . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JULY 12,2004 7 MOTION: Councilmember Grant moved and Councilmember Rem secondcd a motion to Designate and "Absentee Board" for Elections. The motion carried unanimously (4-0). F. Appointment of Schawn Johnson to the position of Assistant to the City Administrator Ms. '\-V oIfe stated staff was recommending appointment of Schawn Johnson as Assistant to the City Administrator for the City of Arden Hills, with a start date to be determined and beginning at Step 2 ofthe approved 2004 Compensation Plan. MOTION: Councilmember Rem moved and Councilmember Holden seconded a motion to appoint Schawn Johnson to the position of Assistant to the City Administrator. The motion carried unanimously (4-0). 7. UNFINISHED BUSINESS None. CITY COUNCIL REPORTS Ms. Wolfe - Stated the walk through the Ingerson Neighborhood was at 4:30 on Wednesday and the Work Session on the 19th would discuss the parking issues around the Mounds View High School. Councilmember Holden - Expressed concern about banners being hung up in the City and asked what the enforcement was. Ms. Wolfe stated staff would prepare a report regarding this. Councilmember Grant - Stated the Assessment Policy Task Force was having another meeting either on Thursday, July 22nd or Thursday, July 29tl,. Councilmember Rem - Stated she was interested in being on the Ramsey County Task Force for the library. She thanked Tom Moore and his crew for cleaning the street signs. She stated she would be in attendance at the Ingerson Neighborhood walkthrough. Mayor Aplikowski - Stated Councilmember Larson was excused due to a work related trip. She stated she was contacted by rollcrbladers who wanted rollerblading back in Tony Schmidt Park. She will be meeting with them in the future. Mayor Aplikowski adjourned the Regular City Council Meeting at 8:38 p.m. Beverly Aplikowski Mayor Michelle Wolfe City Administrator ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JULY 12, 2004 8 NOTICE OF MEETINGS The next Council Meeting will be held Monday, July 26, 2004 at 7:00 p.m. in the Arden Hills Council Chambers. . . . - ~ ..-A~ HILLS City of Arden Hills . Request for Council Action Prepared by: Murtuza Siddiqui Dept.: Finance""'s Council Mtg. Date: July 26, 2004 Final Action Needed By:July 26, 2004 Council Action Request: Review and Approve Consent Agenda Item 3A - Claims and Payroll Staff Recommendation: Approve Consent Agenda Item 3.A. - Claims and Payroll Advisory Commission Action: Commission Date Planning PTRC . Supporting Documents (which are attached to this Action Form): o Memo/Letter: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Payroll and Claims Reports Financial Implications: Payroll #15 Total Cost $62,953.47 Claims Total $169,085.78 Administrator/Staff Comments: . Agenda Item .:11 Claims & Pavroll Budgeted Amount: Actual Amount: Funding Source: Action Not Applicable Notl\Ppiicable ... __ Not applicable Page 1 of 1 PAGE 1 OF2 CITY OF ARDEN HILLS ACCOUNTS I' A Y ABLE CLAIMS REPORT TO BE APPROVED AT 07/26/04 COUNCIL MEETh'iG ClAIMS PAID SINeR LAST COUNCIL MEETING (07/12/04) ...r.l(;:ii,::. ::<:K:.;pA:re:: 25325 07/13/04 Ha v Faces Entertainment 25326 07113/04 Sam's Club 25327 07/13/04 Tom Weco 25328 07/] 3/04 Exc,e] Ener 25329 07/14/04 Accurate Press, Ine 25330 07/14/04 Affini Plus Federa] Credit Union 25331 07/14/04 ICMt\ Retirement Trust-457 25332 07114/04 Mike's Pro Sho 25333 07/16/04 Lvnn Erickson 25334 07121/04 Acclaim Beneflls 25335 07/21/04 Met Council Environmental Services 25336 07121/04 The Bridaes Golf Course Subtotal - Paid Claims 210.00 53_22 5]2.00 9,85334 1,36107 3,0]3.87 ],898.71 93.72 80_00 751.33 2673.00 400,00 20900.26 Paid Claims From Above- 20,900.26 Add Unpaid Claims, Page 2- ]48 ]85_5~ Total Accounts Payable Claims for Council Approval, 07/26/04- J69,085.78 De sit.Penn Carnival Account Fees 2004 :MY Basketball Carn Electric/Gas Service LetterheadJEnvclo s/Business Cards Second Jul Pa oil SecondJul Pa 011 Adult Softball Tro hies Tournament Fee for HS Division~Tennis MedicallDa care Reimbursement 7/16/04 SAC Char es June 2004 SUllUner Golf Lessons Not~; Checks for unpaid claims totaling $t7,837_27 v..-erc mailed July 13, 2004 aftcr approval at thc July 12,2004 Council Mecting. They were check nwnbers 2:529]-25324 *Exp_ Related to TCAAP Project ....."..........."'*"ko""'" - . . . .' . . . ~ PAGE20F2 CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 07/26104 COUNCIL MEETING UNPAID CLAI:\-1S REGISTER: ;::-CK#::" :: :GK.:rjAi'E:: 1:::: :\~NPOli:: :.<V AMm!Ni': ;:1 ::: :CQlI:tM:&?io'tSC;,: :,.. 25337 07/27104 Abdo, Eick & Mevers 359.35 Pren Annual Renort 25338 07/27/04 Acclaim Rc:ncfits 141.20 FSA Admin Fees-June 25339 07/27104 American Engineerin!! Testinl!: 550.00 Review Concrete-2003 PMP 25340 07/27/04 American Red Cross 476.25 First Aid Sc:rvicc-CAH 25341 07/27/04 Aramark Uniform Scr,..icc 40.97 CH-Ru'" Cleanino 25342 07/27/04 Riffs,lne 584.39 Portable Toilets 25343 07/27104 B't'l Sandra 39.38 Milea<Te Reimbursement 5/3-7/8/04 25344 07/27/04 Cariveau-Ro>'ers Debra 82.00 Refund-Snorts Carnn 25345 07/27/04 Comorate Express 453.t8 Conv PaTlt':r/Office Sunnlies 25346 07/27/04 Diemer, Christopher 35.36 MileaO"e Reimbursement 6/28.7/06/04 25347 07/27/04 Fra~Dor Black Din I01.l8 Black Dirt-Water 25348 07/27/04 Frattallone's Hardware 27.49 Bird Sccd-CH 25349 07/27/04 Gooher State One-Call 175.95 June Service 25350 07/27/04 Grainger.1nc ]75.47 MotorlBelt/Lamn 25351 07/27/04 Hagen Christensen & McIlwain 1,42462 Perrv Park ProfSvcs 6/0]-6/30/04 25352 07/27/04 H 'dro Lo2ic 94.59 Clamns-Water Maintenance 25353 07/27/04 Hvdro Mcterinl? T echnolO9v 779.11 Meters-C'rtlidant 253')4 07/27/04 leI Dulux Paint Centers 1594.31 Fic1dPaint 25355 07/27/04 Ideal Advertisinp" 555.00 Recreation T-shirts (115) 25356 07/27104 l.U.O.E. Local 49 240.00 Union Dues-Julv 25357 07/27/04 McDonald Battery Companv 38.16 Batteries-Streets 25358 07127/04 McDonagh, Patricia 82.00 Rcfund-S"^JtS Camn 25359 07/27/04 Met Council Environmental Services 38,502.67 Waste Water Seryice-Auoust 25360 07/27/04 Midwest Asohalt 277.29 Road Renair Materials 25361 07/27104 MinnComm Utility Construction 22 795.00 Watermain & Sewer-Pem; Park CLP 25362 07/27/04 JI.1N State lreasurer 6,321.03 B1do Permit Surcharoes-2()()4 25363 07/27/04 Mooney, Josenh 49.94 2004 Uniform Purchase 25364 07/27/04 MTI Distributim' Co. 35.88 Shon Sunnl ies 25365 07/17/04 North Metro lnsnections U70,32 June E]ectrical Insl'!eCtions 25366 07127/04 O]de Town Deli 55.29 CC Worksession 7/19/04 25367 07/27/04 Olson Michelle 30.38 Mi]eape Reimbursement 6/l 0-6/30104 25368 07/27104 Pace Ana]vtical 668.02 Water Testinp-June 25369 07/27104 Ramsev Countv 65.322.57 Law Enforcement! Annual Rccvclin9 Fees 25370 07/27/04 RosevilIe, City of 1716.67 JPA-MIS-Junc 25371 07/27/04 Shorcvicw Amoco 60.00 Car Wash Counf"lns-Blazer 25372 07/27/04 Spencer Fane Britt & Brol'me, LLC 2189.85 . Prof A vcs- TCAAP-6/30/04 25373 07/27/04 Target Stores 40.70 CC Worksession Pan 25374 07/27/04 TimeSaver Off Site Senetaria! 165.50 Rce Sec-CC-6/28/04 25375 07/27/04 T olbel1. Amv 32,00 Refund-Basketball 25376 07/27/04 Triarco Arts & Crafts 41.92 Ta~Glue 25377 07/27/04 United Renta]s 82,01 CAII-Bamcades/Si"TIs 25378 07/27/04 West\Veld 403.49 Shon Sunnlies 25379 07/27/04 Zee Medical Service 75.03 First Aid Sunnlies Unnaid Claims - Page 2 148 ]85.52 "' ;;: 0: ~ " g ~ ~ ;:: o o w .... g <I) '" () W :J: () --':;;- --'0 00; 0::0 >-;:: <(0 a.,.; >-;a --'", ~(g o~ z'" om '-' .~ WlIl en- en --' --' :i: z W o 0:: <( LL o r: (3 ~ggg)~:; - 0 co.;:;: ::~ 00 . ~ " N 0 c; _ ;:!; ;::; ~, '" :::~ M ,.,; ._ h ~ .-g ::i.;J: -" .s E ~ .:-~. ~g~~::.~ .E .s ~ V :~ J:: ~ u '5 "'" ~ i ~ 1 .:.- x ?5. ;r A .:s ~ ~ 0 ~ ..~ ~ ~ 0 00 00 " ~ ~ 0; N . ~ 0 ~ ~ 00 . ..t::',. 0' N ~ :.:~ ~ - ~ ~ .:1<';- N - .-.; = 0 2 'I .-jOo- ~ 5 ..Z. w ~ ::':E ~ '.W .'.J:<:. .w " :li! ~ ~ ~ .. ] ~ 2 " ~ u 5 .. ~ 0 0 N 0 0 " ~ " " . 0 0 c 0; .0 ~ .0 c " ~ ~ 0 c " 0 0 0 ~ 00 c 0 0 N 0 0 0 ~ g ci .0 ~ 0 " . ~ M ,.; 5 ~ _ c u > '" .r:; ~ ~ " ~ ~ , < fl . ~ , z . .5 .s 0 0 (2 0 E: C ~ '" 0 0 ;:; ~ > .f. . . ~ " = co "2 ::i ~ u < IE ~ a ~ ~ . ~ ~ 0 -< . 0 0 N 0 :t>- ~ 0 . 0 0 ~ . .0 " .0 ~ N .0 :.:'" ;; ~ :;; ~, 5 0 :.1< 0 ;e " - F~ N ~ .'.w 5 " "I~ 0 " S ~ ') ~ I' 5 ",.:.:.:1 r m ::c ':~ ~ ... 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" " j . ... J: z. :y: >>.i:j ~ ] ~ ...::. 0 ~ -0 " Z .~ ] E ~ i ;; .~ :1 ] ~ :~ l1J >- U -0 ~ ~ " J S fi .'0 u u '" u :1 '" ] ~ 1 1\ u :~ 0 ~ ~ ~ ! . > .~ 0:: .., ~ ~ " 0 1] ~ u .r. 0 * :0: <C >~ .~ B Cl 15 - " 0 e .~ ~ ." " ~ ~ <3 " " ,., ~ >! ;.:: ~ .JIo:o LL '" '" '" 15 G " :i' :1 v. ::~ 0 00 ~ 0 ~ - N M. ~ ~ 0 ;; ::; ~ 0 .~ N ~ 1 " 0 0 0 0 0 0 0 1! 0 .:~ i3 2 0 2 0 S 2 2 S S 3 3 '0 -- . .- Prepared by: MW Dept.: Admin Council Mtg. Date: 7/26/2004 Final Action Needed By: 7/26/2004 ~ ~fI1LLS City of Arden Hills Request for Council Action Agenda Item 3la hU",'H'," ReQional Transportation Task Force Budgeted Amount: Actual Amount: Funding Source: Council Action Request: Designate Council members David Grant and Gregg Larson as the City's representatives to the Regional Transportation Task Force. Staff Recommendation: Advisory Commission Action: Commission Date Action Not Not Applicable Not Supporting Documents (which are attached to this Action Form): . [Z] Memo/Letter: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: Administrator/Staff Comments: . Page 1 of 1 ~ ~~HILLS . MEMORANDUM DATE: July 23, 2004 AGENDA ITEM: 3B TO: FROM: SUBJECT: Mayor and City COlillcil Michellc Wolfe, City Administrator 1/5 ~{ \1\\~ Regional Transportation Task Force: Representatives Appointment of City Council The Arden Hills Mayor and City Council have recently been involved in some meetings regarding regional transportation issues. Specifically there was a joint meeting in June with the cities of Mounds View and New Brighton. At that meeting it was decided that a task force would be formed to further investigate these issues. Each City was asked to name two City Council representatives to the task force. Arden Hills City Council discussed this at the June work session and two Councilmembers expressed interest in serving on the task force. Of . course, the full Council would be notified about all task force meetings and able to attend if desired. REQUESTED ACTION Designate Councilmember David Grant and Coullcilmember Gregg Larson as the City's representatives to the Regional Transportation Task Force. \ \Earth IAdmin lCity Admini.~trator',Memo \200417 ~26-04 Regional Transportation.doc . - . Prepared by: SC Dept.: CD Council Mtg. Date: 7/26/2004 Final Action Needed By: 7/26/2004 ~ ~HILLS City of Arden Hills Request fOl' Council Action - - --..-.-- ---.. Agenda Item !~~ Approval of Electrical Inspector Services Budgeted Amount: $20.000.00 Actual Amount: $20.000.00 Funding Source: Electrical Permit Fees Council Action Request: To approve the hiring of Peter Tokle to conduct electircal inspections for the City of Arden Hills. A memorandum explaining the process used to hire is attached. The payment for service will will be same as used in the past where the inspector recieves 80% of the electrical permit fees and the City retains the residual. The City Attorney is in the process of reviewing the attached contract. Staff Recommendation: Approval with a start date of August 1, 2004 Advisory Commission Action: Commission Date Action Not applicabie . Supporting Documents (which are attached to this Action Form): t2J Memo/letter: Memorandum from Dave Scherbal, Building Official to Scott Clark, Community Development Director o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: t2J Other: Proposed Contract Financial Implications: Same revenue/expenditure process as past electrical contracts resulting in no net budget increase/decrease. Administrator/Staff Comments: The City Attorney is reviewing the document and if any substantial changes are made staff will present the modifications at the Council meeting. . Page 1 of 1 - ~ ~~HILLS . MEMORANDUM DATE: July 13, 2004 TO: Scott Clark, Director of Community Development FROM: Dave Scherbel, Building Official 9~. SUBJECT: Electrical Inspector The City's cunent electrical inspcctor, Dick Nelson of North Metro Inspections, is retiring as of July 31. 2004. Mr. Nclson will continue to close out all permits issued on or before July 31, 2004. As of August 1, 2004, tbe City will need to contract with anotber individual for electrical inspection services. Backl!rDund . The City has historically contracted an inspector who is shared with the cities of Little Canada, North Oaks, North St. Paul, Rosville, and Shoreview. Proposals were solicited to provide electrical inspection services. Of approximately 60 application packets mailed out, 8 wcre returned. Staff, along with the othcr cities, interviewed the top 4 candidates. Thc candidate receiving the most points was Peter Tokle of Peter T okle Inspections. StafI has rcviewed references and conducted the necessary background checks. Peter comes with high praise fyom the City of Brooklyn Center who currently contracts with him to provide their inspection services. Peter plans to hire additional staff to accommodate his increased work load and will accept the samc fee and contract as is currently with our current electrical inspector. The contract will be reviewed by the City Attorney. Recommendation Staff recommends the City Council approve the hiring of Peter Tokle for electrical inspections services with a start date of August I, 2004. . . . . CITY OF ARDEN HILLS COMMUNITY DEVELOPMENT DEPARTMENT CONSULTANT SERVICES AGREEMENT THIS IS AN AGREEMENT entered into the 1st day of August, 2004 by and between the City of Arden Hills, Minnesota, hereinafter referred to as the City, and Tokle Inspections Incorporated, a corporation organized and cxisting under the laws of the State of Minnesota, hereinafter referred to as the Consultant. WITNESSETH: WHEREAS, the City desires to hire the Consultant to render certain technical and professional assistance in connection with such undertakings of the City in regard to City electrical and othcr construction within the corporate limits; said services are: 1. Electrical inspection services based on Mirmcsota State Building Code; and the current version of the National Elcctrical code. (NEC) 2. Other inspection services as needed. NOW THEREFORE, the parties hcreto do mutually agree as follows: 1. Scope of Service. Thc Consultant shall perform all the necessary professional services provided under this agreement as follows: a. Review electrical plans for constmction, remodel projccts; b. Provide all required on-sitc inspection services in a timcly matter and within 24 hours of the datc of receipt of a request for inspection. Tokle Inspections Inc. shall also provide, on a daily basis or at some other interval as detemlined by the City's Building Official, a notice indicating when electrical inspections have been completed. c. Retain all pertinent records and copies of permits and correspondence related to each permit and makc them available to thc City upon request. d. Have opcn office hours each business day during which the property owners and slaffmay work with the inspectors; e. Coordinate work (as necessary) with inspection work of the City through the Building Official. 2. Tcrm. The inspection agreement shall bc effective upon the approval date of the City Council and continue through the last day of the calendar year or until terminatcd by either party upon a 30-day written notice thereof, whichever is less. 3. Compensation. Thc fees for the Consultant services shall be based on eighty percent (80%) of the electrical permit fees as shown in Exhibit A Page t on (attached) and incorporated. The City shall remit payments within 30 days following receipt of a monthly invoice for services perfonned. Invoices for inspections which were complcted eighteen months prior to submission of the invoices shall bc void and the City shall not be required to remit payment for such invoices. . 4. Insurance. The consultant shall secure and maintain the following . . . IlllnImUm msurance: a. Worker's compensation insurance as required by Minnesota law; b. General and Professional Liability Insurance in the amount of at least $500,000 each negligent act, error or omission and $1,000,000 aggregate each insured; c. The insured's policy shall not be cancelled until after 30 days \mtten notice to the City of the insured's intention to cancel this insurance. d. The consultant shall provide the City with Certificates of Insurance evidcncing that the required insurance is in effect and will continue in effect during the term of this agreement. e. The consultant shall provide the City with evidence that all employees of the consultant who provide electrical inspection service to the City of Arden Hills havc at a minimum a Class A journeyman's license as required by MinIl,. Statue Chapter 326 and Minnesota rules Chapter 3800. . 5. Indemnification. The parties shall indemnify and hold harmless each other and their officials, agents and employees from any loss, claim, liability and expense (including reasonable attorney's fees and expenses of litigation) arising out of any action of the respective parties in the performance of the service of this contract. 6. Assignment. This agreemcnt, being intended to secure certified electrical inspcction services from employees of the consultant, shall not be assigned, sublet or transferred without the written conscnt of the City. 7. Conflict of Interest. The consultant agrees to immediately alert thc city Community Development Director of possible contractual conflicts of interest in representing the city, as well as property owners or developers on the same projcct. Conflicts of interest may be grounds for tennination of this Agreement as per Article 2. This AGREEMENT was adopted by the City Council of the City of Arden Hills. Minnesota, on this 1st day of August, 2004. Attcst: . Page 2 of3 . CITY OF ARDEN HILLS Mayor City Administrator This AGREEMENT was accepted by on the ~ day of 2004. TOKLE INSPECTIONS, INC. Peter Tokle, President . . Page 3 of3 ~ . Prepared by: Murtuza Siddiqui Dept.: Finance Council Mtg. Date:7/26/04 Final Action Needed By: 7/26/04 ~ ~~HILLS City ot Arden Hills Request for Council Action ""~ Agenda Item 3.0 PurchasinQ Policv Budgeted Amount: _ Actual Amount: Funding Source: Council Action Request: Adoption of the 2004 Purchasing Policy. Staff Recommendation: Staff recommends adoption of the the 2004 Purchasing Policy, Advisory Commission Action: Commission Date Action PTRC Supporting Documents (which are attached to this Action Form): xD Memo/Letter: . o Resolution (No, ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: None Administrator/Staff Comments: . Page 1 of 1 ~ ~~HILLS MEMORANDUM DATE: Agenda Item 3.D July 21, 2004 TO: Honorable Mayor and City Council FROM: Murtuza Siddiqui, Finance Director/Treasurer 'W\5 SUBJECT: Purchasing Policy BACKGROUND: Currently, the City of Arden Hills does not have a formal Purchasing Policy. It's a prudent business practice for all organizations to have such a policy in place. Staff had the opportunity to review purchasing policies from a number of comparably sized cities. The policies reviewed are vmied, both in terms of content and length. Also, I did not necessarily find any standard or common language, and for the most part they are all unique. DISCUSSION: Attached is a "draft" Purchasing Policy. At the July 19,2004, Work Session, the Council had an opportunity to review the proposed policy and to provide input. Based on the input, staff has incorporated the suggested changes in this policy document. RECOMMENDED ACTION: Staffrecommends adoption ofthe 2004 Purchasing Policy. .. . . . .' . . - CITY OF ARDEN HILLS PURCHASING POLICY GENERAL PHILOSOPHY The City of Arden Hills is committed to be responsible, prudent, and wise in spending the taxpayer's funds. The purchasing policy was developed by the City to be followed and enforced. It is difficult to identify every possible scenario in this document that might be considered prudent or imprudent. In addition, the city is cognizant ofthe value not only of the following spending policies, but also the public perception of prudence. The City employees should make every attempt to adhere to the policies and exercise good business judgment in spending. It is recognized that even the best policies will need to be revised periodically and modified as needed. PURCHASING POLICY: The City's policy is to purchase goods and services at the most cost effective and competitive rates, yielding the desired service. turnarowld and value for the dollar. This practice must ensure the best utilization of funds, vendor selection, and adherence to ethical business practices including integrity, honesty, and avoidance of conflict of interest. SCOPE: This policy applies to purchase of goods or services that includes: competitive bidding, vendor selection, signature authority, and purchase orders. COMPETITIVE BIDDING 1. Purchases between $7,500 and $50,000. Purchases of goods and services must be competitively bid. At least, two written bids must be obtained from the vendors. 2. Purchases over $50,000 must be advertised as sealed bids. 3. Purchases at and over $2,500, but under $7,500. Obtain a minimum oftwo verbal or faxed bids from vendors. 4. No bids required for purchases under $2,500 It is not the policy ofthe City to accept the lowest bidding vendor. The acceptance of the bid may be based on a number of factors. including: Cost, demonstrated working Purchasing Policy M. Siddiqui, 7/21/04 .. experience in the specific area, past experience with the City, overall quality of work, and in emergency situations. . Exception to this policy may be made in order to maintain continuity of services, their in-depth knowledge of the City's operations or systems, the uniquencss of the services offered, and in emergency situations. Examples include, but not limited to: Auditing Services, Financial Services, Engineering Services, Legal Services, Maintenance Contracts, Building Maintenance, Architectural Services, and other similar services. Exception can also be made if the project requires unique skills or if bids cannot be obtained due to lack of interest from the vendors. It is the responsibility of the department head to document thc rationale for the vendor selection, particularly when thc lowest bid is not accepted and/or if a bid was only received or obtained from one vendor. Svendinll Not Relluirinll Council Action AUTHORIZATION LIMITS Individual S Limit - Budgeted $ Limit - Unbudgeted City Administrator Finance Director/Treasurer Director of Operations and Management Community Dcvelopmcnt Director up to $ 7,500 up to $ 5,000 up to $ 2,500 up to $ 2,500 up to $ 5,000 up to $ 2,500 up to $ 1,000 up to $ 1,000 . Note: All payments in excess of$7,500 must be approved by the City Council, unless the project, in aggregate, was prcviously approved by the City Council. The department director, along with the concurrence of the Finance Director, may delegate signature authority to another individual in their department for a set dollar amount, which should be significantly lower than their own signing authority. This authority must be in writing and be kept in the Finance Department. Items not requiring Council authorization prior to payment, but is part of the approved budget and over the authorization limits as described above: . Payroll and payroll related paymcnts . Employee Expense reimbursements . Insurance Premiums . Routine Operations (utilities, supplies, cleaning services, etc.) . Items that were previously approved by the Council. . Emergency paymcnts or other payments to avoid late fees or interest charges. I. Financc will process payments on a weekly basis. Payments that do not require Council authorization will be issued on Fridays. e Purchasing Policy M. Siddiqui, 7/21/04 2 " e . e 2. Payments that require Council action will be issued after the approval. 3. A complete list of all paid and unpaid claims will be presented at the regular Council meeting under the consent agenda items. PURCHASE ORDERS It is a prudent business practice to issue purchase orders prior to the purchase of goods and services. As a practical matter, no purchase orders are required for purchases under S 1,000. Purchase orders can only be signed by the authorized individuals as outlined above with their respective signing authority. The City Administrator or the Finance Director may co-sign a purchaser order if the order exceeds the director's authorization level. Purchase orders arc issued by the individual departments and retained by them until the goods and services are received. Upon the receipt of the invoice, the department head will approve the invoice for payment and forward the invoice, along with the purchase order to the Finance Department for processing. Purchasing Policy M. Siddiqui, 7/21/04 3 . ~ ~~!iILLS City of Arden Hills Request for COilllCil Action Prepared by: TM Dept.: O&M Council Mtg. Date: 7/21/2004 Final Action Needed By: 7/21/2004 Agenda Item :~.l&i.' 11!ft!,liAi;11 Purchase of Storm Water Stencils Budgeted Amount: _ Actual Amount: $869.70 Funding Source: Storm Water Utilitv Enterprise Fund Council Action Request: Authorize staff to purchase 14 storm water stencils from Names & Numbers at a cost not to exceed $869.70, including tax. Staff Recommendation: Purchase 14 storm water stencils from the low bidder, Names & Numbers located in Burnsville at a cost no to exceed $869.70, including sales tax. Advisory Commission Action: Commission Date Action fOl<ll1ning PTRC Not Not . Supporting Documents (which are attached to this Action Form): [2] Memo/Letter: D Resolution (No. ) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: DOther: Financial Implications: The funding source will be the Storm Water Utility Enterprise Fund. The purchase amount for the 14 stencils will be $869.70, including tax. Administrator/Staff Comments: . Page 1 of 1 ~ ~~JIILLS MEMORANDUM . DATE: July 21. 2004 Agenda Hem 3 E TO: Mayor and Council Michelle Wolfe, City Administrator Thomas J. Moore, Director of Operations & Maintenance ~~. ~ SUBJECT: Purchase ofStoml Water Stencils FROM: BACKGROUND The State of Minnesota mandated that a Storm Water Pollution Prevention Plan (SWPPP) be adopted by all cities effective 2003. A component of this plan is to stencil all stoml water drains in the city, This action is designed to create awareness to the residents that those materials such as: grass clippings, animal waste, leaves, and motor oil should not be disposed of in or near a storm water drain/catch basin. The stencil options presented to the City Council were I) a . generic stencil that reads "DRAINS TO RICE CREEK" or 2) a site specific stencil that identifies the water system such as "DRAINS TO KARTH LAKE". The consensus reached by the City Council was that a site specific stencil would be more effective. The City Council also indicated that two stencils per water system should be purchased. Staff identified seven water systems in the City of Arden Hills. BUDGET The funding source for this purchase will be the Storm Water Utility Enterprise Fund. The low bidder for 14 storm water stencils was Names & Numbers located in Burnsvil1e, Minnesota. Their bid for 14 stoml water stencils is $869.70, including sales tax. Names & Numbers is the leader in providing storm water stencils to the cities in the metro area. REO US TED COUNCIL ACTION Authorize staff to purchase 14 storm water stencils from Names & Numbers located 111 Bumsville, Minnesota at a cost not to exceed $869.70. including sales tax. . ~ ~~ILLS City otArden Hills Re uest for Council Action Prepared by: Murtuza Siddiqui Dept.: Finance Council Mtg. Date:7/26/04 Final Action Needed By: 7/26/04 ~,.;'S Agenda Item 6.A Utility Rate Study Budgeted Amount: _ Actual Amount: $7,500 Funding Source: Enterprise Funds Council Action Request: Request to appoint Abdo, Eick, & Meyers to conduct a Utility Rate Study Staff Recommendation: The Council contract with Abdo. Eick, & Meyers to conduct the Utility Rate Study at a cost not to exceed $7,500. Advisory Commission Action: Commission Planning PTRC Date Action - ..-...-......-.....-.- .......... .-.--- Not Applicable Not Applicable Not applicable Supporting Documents (which are attached to this Action Form): . xD Memo/Letter: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: Cost of the project is estimated to be $7,500 and will be funded from the enterprise funds. Administrator/Staff Comments: e Page 1 of 1 ~ .rA.~HILLS MEMORANDUM e DATE: July 21, 2004 Agenda Item 6.A TO: Honorable Mayor and City Council :FROM: Murtuza Siddiqui, Finance Director/Treasurer 'M~ SUBJECT: Utility Rate Study BACKGROUND: The City has not reviewed or adjusted its water, sewer, and storm water rates since 200 I. Currently. the enterprise funds are breaking even from a routine operational perspective. This does not take into account major maintenance projects. The existing rate structure does not appear to be adequate and is not able to accommodate maintenance of the sewer, storm water, and water infrastructure in the long-term. . DISCUSSION: Over the past four years, income from operations in the enterprise funds is on a decline. As we look into the future, there are a number of major projects that need to be undertaken. The underground infrastructure is aging and is in need of major repair and replacement. In order to address our current and future needs, it is important that we conduct a Utility Rate Study. The study is expected to analyze our current and projected revenues and expenditures, a rate comparison with other cities, and the impact of projected costs of capital improvements on cash flows. The study will also analyze the impact on rates if debt is issued to finance the projects. The study will conclude with a recol11l11endation to establish future rates into 2011. The City has a long-term relationship with both Ehlers & Associates and Abdo, Eick & Meyers, CPA. Both firms are very familiar with the City's financial history and had provided excellent service over the past years. Staff is of the opinion that Abdo, Eick & Meyer will be a better fit for this project as they have in-depth knowledge of the City's finances since they have been our auditors for the past decade. There is a significant difference in service fees between the two firms. The City has the option to hire Ehlers & Associates to review thc CPA's work and seek their input, particularly, if the City would consider financing options and further in-depth analysis if necessary. RECOMMENDED ACTION: Staff recommends that the Council engage in a relationship with Abdo, Eick & Meyers to _ conduct the Utility Rate Study at an estimated cost of $7,500. .. . Prepared by: SC Dept.: CD Council Mtg. Date: 7/26/2004 Final Action Needed By: ~ ~HlLLS City of J\rllcn Hills Requcst ~or Council Action Agenda Item i'i~ ',,'I,,~f Policy Discussion ReQardinQ PlanninQ Case Time Extensions Budgeted Amount: Actual Amount: Funding Source: . f Council Action Request: As requested by Council, attached is a memorandum from the City planner regarding time extension options. The purpose of this item is to have a general discussion regarding the iength that planning items should be active after approval. Once Council has established a consensus, the staff will bring this back to the Planning Commission if Zoning Ordinance modifications are needed. Staff Recommendation: Advisory Commission Action: Commission Date Action Not Applicable Not PTRC . Supporting Documents (which are attached to this Action Form): [:2] Memo/letter: Memo from City Planner, Peter Hellegers, dated July 22, 2004 o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: Administrator/Staff Comments: - Page 1 of 1 ~ ~ ~ EN HILLS . MEMORANDUM DATE: July 22, 2004 Agenda Item 7.A TO: Mayor and Council Michellc Wolfe, City Administrator Peter Hellegers, City Planner@ FROM: SUBJECT: Timelines for Master and Final Plan PUD's Overview . Thc City Council has requested a revicw of planning case time extensions for Master and Final Plan PUD's. Planncd Unit Developments (PUD's) consist of either a 3-phase (Concept-Master- Final) or 2-phase (Master-Final) process. The Concept Plan is an optional phase which allows the applicant to receive input from the Planning Commission and Council but does not include any binding action. The Mastcr Plan phase sets forth the general parameters of the development (including parking, massing, height, etc.) and is also the main phase of a PUD. The Final Plan phase is an opportunity for the City to review plans and determine that the plans are consistent with the Master Plan. In addition, the Final Plans would inclnde specific details on the amount of landscaping materials, building materials, building design and other site features. Often time the 2-phase process (Master-Final) is handled together as the developer is prepared to proceed to construction plans shortly after review of the PUD. Currently the Zoning Ordinance states that the maximum time between filing the Master Plan and Final Plan shall be within 6 months or whatever time the Council agrees to. After an applicant receives Final Plan approval, the applicant then has I year to apply for a building permit. Thereforc, the current timeline allows up to 18 months (Scenario A) between Master Plan approval and the issuance of a Building Permit (unless the Council grants thc applicant additional time). If the Council grants the applicant additional time there may be more than 6 months between the Master Plan and Final Plan without requiring the applicant to reapply \\Earth\Planning\Forms\07-22-04 Council Memo ~ Tirnelines for Master and Final PUDs.doc Page 1 of3 - . . ~ , (Scenario B). The Council may also approve a Mastcr or Final Plan without an extension and the applicant could come back at a later date to request an extension (Scenario C). Following is a tabular representation or the current timeline allowed by the City's Zoning Ordinance: Scenario A - No extensions Master Plan Final Plan Total Time prior to Building Permit 6 Months 12 Months 18 Months Scenario B - Council agrees to an extended time or phasing schedule which is established through the PUD PermitIDevelopment Agreement Master Plan Final Plan Total Time prior to Building Permit 6 Months - 20 Years 12 Months 18 Months - 240 Months (as in the case of the Guidant development) Scenario C - Extension Granted between Final Plan and Building Permit Master Plan I Final Plan Extension Total Time prior to Building Permit 6 Months 112 Months 12 Months 30 Months Scenario D- Extension Granted between Master and Final POD (no set phasing schedule) -- Master Plan Extension Final Plan Total Time prior to Building Permit 6 Months 6 - 18 Months 12 Months 24 - 36 Months The current process allows for a great deal of flexibility which can be beneficial to the City for large, complicated development projects. However, it may be the Council's desire to limit the process to a certain extent. Therefore, staff has come up with the alternatives outlined in the next section Alternatives Language could be added to the Zoning Ordinance to limit the timelines for the Master and Final Plan by adding caps to the amount of time permitted or adding caps for the amount and time of extensions. Language could also be added to differentiate between single-phase developments and larger, phased, multi-building developments. Following are a few suggestions: Alternative 1 - Increase time for Master Plan; limit the Master and Final Plan Process to one extension; process not to exceed 36 months I Master Plan Extension (optional) Final Plan Total Time I 12 Months 12 Months 12 Months 36 Months - \\Earth\Phmning\Fonns\07-22-04 Council r\:lemo - Timc1ines for Master and Final PUDs.doc Page 2 of3 Alternative 2 - Rcarrange thc time allowed incrcase the amount of time bctwccn Master and Final Plan; Limit thc process to one extcnsion; proccss not to exceed 30 months . ~~ ..~ Master Plan Extcnsion (optional) Final Plan Total Time 12 Months 6 Months 12 Months 30 Months Altcrnative 3 - Rearrange thc time allowed, giving more time between Master and Final Plans; Eliminate the possibility for an extension; process not to cxceed 24 months Master Plan Final Plan Total Time 12 Months 12 Months 24 Months Alternative 4 - Rearrange the time allowed; Cap the number of extensions to I extension of 6 months; process not to cxcced 24 months Master Plan Extcnsion (optional) Final Plan Total Time 6 Months 6 Months 12 Months 24 Months Alternative 5 - Rearrangc the time allowed, giving more time betwcen Mastcr and Final Plans; Cap the numbcr of extcnsions to 1 extcnsion of 6 months; decrease timc from Final Plan to Building Pcrmit; process not to cxcced 24 months Master Plan Extension (optional) Final Plan Total Timc 12 Months 6 Months 6 Months 24 Months Altcrnativc 6 - Make one of the above changes but kcep Sccnario B (from page 2) to handle large scale, multi~phased, Mastcr Planned projccts (i.c. Guidant, Bethel, etc.) . Requested Action Staff would rccommcnd that the Council discussion revolve around what a fair amount oftimc is for handling the Master and Final Plan process and whcther the current proccss is adcquate or whethcr changes need to bc instituted. \\Earth\Plarming\Fonns\07-22-04 Council Memo - Timclines for Master and Final PUDs.doc Page 3 of3 4t . Prepared by: Murtuza Siddiqui Dept.: Finance Council Mtg. Date:7/26/04 Final Action Needed By: 7/26104 ~ .-A~HILLS City ot Arden Hills Request for Council Action '\''\!; Agenda Item 7.B Karth lake District Board Budgeted Amount: _ Actual Amount: Funding Source: i Council Action Request: . Amend Karth Lake District's by-laws to appoint seven members to the Board. . Amend the District's by-laws to change or advance the Terms of Office by one year. . Amend the by-laws and give authority to the newly appointed board to appoint their own individual expiration terms. . Appoint members to the Board. Staff Recommendation: . Amend Karth Lake District's by-laws to appoint seven members to the Board. . Amend the District's by-laws to change or advance the Terms of Office by one year. . Amend the by-laws and give authority to the newly appointed board to appoint their own individual expiration terms. . Appoint Ron Hagkull, Linda Hansohn, Richard Klick, Steven Marino, Albert Nienaber, Thomas Smith, and Janet Stodola tp Karth Lake District Board. Advisory Commission Action: . Commission Planning PTRC Date ] u..u........~~:~~~::~~::____.... ......1 Not.applicable................==:=j Action Supporting Documents (which are attached to this Action Form): xD Memo/Letter: D Resolution (No. ) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: DOther: Financial Implications: None Administrator/Staff Comments: . Page 1 of 1 , ~ ~HILLS MEMORANDUM . DATE: July21,2004 Agenda Item 7.B TO: Honorable Mayor and City Council FROM: Murtuza Siddiqui, Finance Director/Treasurer '1vos SUBJECT: Karth Lake District Board Appointment BACKGROUND: Tn September 2003, the City Council established the Karth Lake Improvement District and adopted its by-laws. The District will have a board of directors who will serve in an advisory capacity to the City Council. The board will be appointed by the Council. The board will be responsible for making recommendations to the Council for matters related to this specific district. . Earlier this month, staff had sent a letter to all residents of the district, re-informing them about the district and its by-laws. The mailing also included an application for those who are interested in serving on the board. In response to this mailing, the City has received seven applications from the interested residents to serve on this board. DISCUSSION: According to the by-laws, five board members are initially appointed by the Council for varying terms. After the initial appointment of the board by the Council and the expiration of their terms, the residents of the district elect the board members. After the expiration of the initial term, members will be elected for a term of three years. Since the current by-laws limit the initial appointment of the board member to five, the Council may want to consider changing the by- laws to seven. The board elects one member to serve as a chairperson on an annual basis. In the addition to this suggested change, the Council may also want to consider changing the Terms of Office. The terms are staggered with the first two expiring on December 31, 2004, the next two expiring on December 31, 2005, and the fifth expiring on December 31,2006. The Council may want to consider changing or advancing tbe dates by one year. Also, if the Council amends the by-laws to change the board count to seven, the above stated expiration terms need to be adjusted accordingly. Attached is the applicants' bio-data. . J . . . Memo Karth Lake District Board Appointment 2 RECOMMENDED ACTION: Staff recommends that the Council consider the following: . Amend the Karth Lake District by-laws to appoint sevcn members to the board of directors. . Amend the Karth Lake District by-laws to change or advance the Terms of Office by one year. . Amend the by-laws and give authority to the newly appointed board to appoint their own individual expiration terms. . Appoint the following Karth Lake District residents to the board: I. Ron T. Hagkull 2. Linda K. Hansohn 3. Richard F. Klick 4. Steven P. Marino 5. Albert 1. Nienaber 6. Thomas R. Smith 7. Janet J. Stodola '- Karth Lake Improvement District Board Applicant Biographies . Ron Ha2kuII . Retired engineer from 3M Company after serving 33 years. . Owner and residcnt on west side of Karth Lake since 1980. . Community activities inc1udes/inc1uded: Board of Directors of Environment & Energy Resource Centcr Member of Steering Committee of Phalen Corridor Initiative Registered engineer for 30+ years Linda Hansohn . Professional in the Computer Technology Arena . Lake shore resident . Community activities includcs/included: St. Paul Humanc Society Church Choir Environmental Task Force (City of Mounds View) Richard Klick . Currently employed with Twin Cities Mack as Flcet Sales Manager . Lake shore resident . Community activities includes/included: Arden Hills PTRC St. Anthony Planning Commission Competitiveness in Economics for Minnesota (Governor's Commission) Boy Scouts (Troop, District, Region) MN Trucking Association & Advisory Board of St. Olafs Transportation Advisory Board of the Mctropolitan Council . Steven Marino . Retired as an engineer from 3M Company after scrving 33 years. . Lakc shore resident . Community activity incIudes/included: St. Paul Rotary Club North Heights Lutheran Church Minneapolis Toastmaster Club Hired Member of Minnesota Bar Association Membcr of Hennepin and Ramsey County Bar Associations . . . . Albert Nienaber . Retired as a controller from 3M Company after serving 38 years. . Lake shore resident . Community activity includes/included: Board Treasurer for Walker Mcthodist Health Care Center for 16 years Trustee for the Minnesota United Methodist Conference Manage the Frontenac Camping Foundation Fund Helped review agencies served by United Way Thomas Smith . Commercial Office Property Manager for 15 years. . Lake shore resident . Community activity inc1udes/included: RP A designation in 1994 BOMA member Salem Covenant Church Property Deacon 2001-2003 Janet Stodola . Currently employed as an Operations Specialist with Wells Fargo, and a 25 year veteran. . Owner of lakeshore property for 20+ years. . Community activity includes/included: Working at Sharing Corners Food Shelf in Frogtown Board member of National Association of Women Business Owners Secretary of Northeast Exchange Club Confirmation teacher at St. Odilia