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Home My WebLink AboutCCP 12-13-2004 ~ ~HILLS Arden Hills City Council Mayor: Beverly Aplikowski Councilmembers: David Grant Brenda Holden Gregg Larson Lois Rem 1245 W. Highway 96 Arden Hills, Minnesota 55112 651.634.5120 www.ci.arden-hills.mn.us REGULAR MEETING Monday December 13, 2004 City Vision A strong community that values our unique environment, our fiscal soundness, and our tradition as a desirable city in which to live, work, and la . Agenda City Council Meeting Convenes 7:00 PM Call to Order PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA 2. APPROVAL OF MINUTES A. November IS, 2004, City Council Work Session B. November 29, 2004, City Council Meeting 3. CONSENT CALENDAR A. Claims and Payroll B. Resolulion No. 04-64: Approve Changes to the City's Employee Flexible Spending Account Plan C. Resolution No, 04-66: MnDOT Right-of- way Maintenance D. Resolution No. 04-65: Adopting the 2005 City Council Meeting Schedule E. 2004 PMP-Edgewater Neighborhood- Partial Payment to Amt Construction F. Street Sign Replacement Project-Partial Payment to Northern Traffic G. 2004 Perry Park ADA Improvements- Final Payment to Thomas and Sons Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one rnotion under a Consent Calendar format. There will be no separate discussion of these items, unless a Council Member so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. Arden Hills City Council Agenda December 13, 2004 Page 2 H. Resolution No. 04-67: Approving the 2005 City of Arden Hills Recycling Fee I. Electrical Inspector Agreement J. Resolution No. 04-68: Certifying Delinquent Utilities 4. PUBLIC INQUIRIES/INFORMATIONAL 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 sunnnary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes, Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation. 5. PUBLIC HEARINGS 6. NEW BUSINESS A. 2003 PMP Ingerson/Karth Lake East Neighborhood-Change Order #1 Greg Brown/Tom Moore for additional watermain and curb replacement work. B. 2004 Budget Amendments Murtuza Siddiqui C. 2004 PMP Edgewater Neighborhood - Change Order #1 for Greg Brown/Tom Moore additional watermain work. 7. Unfinished Business A, Approve 2005 City Budget Murtuza Siddiqui Resolution No. 04-69: Adopting the 2005 Budget 1. Resolution No. 04-70: Setting the Final Levy for Taxes Payable in 2005 2, Resolution No. 04-63: Approving the 2005 Employee Compensation Plan 3. Resolution No, 04-62: Approving the 2005 City Contribution to the Non-Bargaining Unit Employee Monthly Benefits ' CITY COUNCIL REPORTS A. Councilmember Holden B. Councilmernber Grant C. Councilmember Rem D. Councilrnember Larson E. Mayor Aplikowski ADJOURN Work Session Meeting-Recap of the November 30th TCAAP Meeting- Following the Conclusion of the Regular City Council Meeting A . . . ~ ~~HILLS DRAFT CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING NOVEMBER 29, 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 7:04 p.m, Present: Mayor Beverly Ap1ikowski, Councilmembers David Grant, Gregg Larson, Lois Rem, and Brenda Holden. Ahsent: None. Also present were City Administrator, Michelle Wolfe; Director of Operations & Maintenance, Thomas Moore; Finance Director/Treasurer, Murtuza Siddiqui; Community Development Director, Scott Clark; Assistant to the City Administrator, Schawn Johnson; Recreation Program Supervisor, Michelle Olson; City Engineer, Greg Brown; and Recording Secretary, Kathleen Altman. 1. APPROVAL OF MEETING AGENDA Councilmember Grant requested item 7C be moved to item 6A. MOTION: Councilmember Larson moved and Councilmember Rem seconded a motion to approve the meeting agenda as amended. The motion carned unanimously (5-0). 2. APPROVAL OF MINUTES A. September 13, 2004 Special City Council Work Session B. October 18, 2004 City Council Work Session C. October 25, 2004 City Council Meeting D. November 3,2004 City Council Canvassing Board Councilmember Holden requested the following changes: September 13, 2004 City Council Work Session, Page 2, 8th paragraph, 4th sentence change signed to signing. \ \Earth\Adrnin\CouncillMinuteslR.egular\2004\ 11-29-04 ,doc ~ ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES NOVEMBER 29, 2004 2 . Councilmember Grant requested the following changes: October 18, 2004 City Council Work Session, Page 6, 5th paragraph, first sentence should read: Councilmember Grant raised concerns that during the past 3 vears Arden Hills roads were not chosen solelv on the basis of PC I rating. Councilmember Rem requested the following changes: September 13, 2004 City Council Work Session change the heading time to read 5:00 p.m,; October 18, 2004 City Council Work Session, Page 6, 5th paragraph, last sentence, should read: He noted that south of Lindeys and Old Snelling Avenue,.." October 18, 2004 City Council Work Session, Page 6, 8th paragraph, delete the following sentence: The Chatham, Karth Lake, and Edgewater neighborhoods all scored vcry low on the PCI test. Councilmember Larson requested the following changes: None. Mayor Aplikowski requested the following changes: None, Ms, Wolfe requested the following changes: None. MOTION: Councilmember Larson moved and Councilmember Grant seconded a motion to approve the September 13, 2004 City Council Special City Council Work Session as amended; the October 18, 2004 City Council Work Session as amended; the October 25, 2004 City Council Meeting as . presented; and the November 3, 2004 City Council Canvassing Board as presented. The motion carried unanimously (5-0). 3. CONSENT CALENDAR a. Claims and Payroll b. Ordinance No. 350: Approval of2005 Fee Schedule c. 2004 Perry Park - HCM Architects-Payment #2 d. 2005 Lift Station Rehabilitation Project - Authorize to Begin Plans and Specifications e. Motion to Approve 2005 Liquor Licenses f. Convention Visitors Bureau Agreement - Establishment of a Lodging Tax and Ordinance No. 351: Establishing a Local Lodging Tax g. Resolution No. 04-59: Authorizing Application for Recycling Score Grant Funds for 2005 MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to approve the Consent Calendar and to authorize execution of all necessary documents contained therein, The motion carried unanimously (5-0). 4. PUBLIC INOUlRIES/INFORMA TIONAL . Mayor Aplikowski acknowledged and welcomed the Boy Scout Troops in attendance at the meeling. . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES NOVEMBER 29, 2004 3 5. PUBLIC HEARINGS None. 6. NEW BUSINESS C. County Road E Sidewalk Ms. Wolfe stated the Council needed to make a decision regarding the construction of the sidewalk on the County Road E bridge, This decision was needed so it could be provided to MnDOT as part of the application for Cooperative Agreement Program funding. Specifically, the Council needs to decide on which side of the bridge to construct the sidewalk (north or south). The City Council might also choose to determine whether or not to proceed with construction of a sidewalk west of the bridge to Old Snelling, Ms. Wolfe noted staff had received some e-mails and messages from residents with their comments and those have been provided to Council for their review. Ms. Wolfe slated in discussions with the traffic engineers regarding safety; they indicated that basically it would be safer to not have pedestrians cross at the freeway ramps. The degree of increased safety, however, might be marginal to significant depending on other information that that they did not have, such as Ihe number of pedestrians and final destinations. Ms. Wolfe requested the Council indicate whether to build the sidewalk on the north or south side of the bridge and authorize staff to notify MnDOT of that decision and to determine whether or not to proceed with the construction of the sidewalk west of the bridge and to authorize staff to proceed with plans and the funding application process, Mr. Brown stated he had nothing further to add, but would answer Council's questions, Councilmember Rem asked what caused the project cost to increase from the original estimate, Mr. Brown replied the initial feasibility report had a cost ranking from $60,000 to approximately $180,000. He noted there were a number of add-ons, such as railings, painting, pilaster, which added approximately $50,000. He stated the north/south sidewalk had also added costs to the project. He presented to Council the various improvement options that were available and the costs of such improvements. He indicated the cost of steel had also skyrocketed and the estimates had been increased to reflect that material cost increase. Councilmember Holden asked for an explanation of the state's grant process. She noted it was her understanding that one side of the street was more favorable in the state's opinion and the City could get grant funds if the sidewalk was put on that side of the street. Mr. Brown summarized the grant process. He indicated he had not heard anything from the State that they would prefer a sidewalk on one side or the other. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES NOVEMBER 29,2004 4 . Council member Grant stated he understood if the sidewalk goes all of the way to Snelling Avenue, it would score better. He also heard if they chose not to do a sidewalk, it would also score better. He asked which was correct. Mr. Brown stated there was an article in the newspaper that if the sidewalk to Old 10, it would score better. He indicted he had checked into this and found out this was a subjective decision and it would not be necessarily affected by any type of a rule, Councilmember Holden asked if they would also get points for an 8- foot shoulder. Mr. Brown replied she was correct and they would probably weigh on the merits if it were wise to have an alternative route for pedestrians in this corridor. Mayor Aplikowski stated she has been challenged this week to think to the future and she believed it would make sense to put sidewalks on both side of the bridge - north and south. She stated she had spoken with the City Engineer if this was feasible and he has indicated it was. She asked Council if they would be interested in considering this option. Councilmember Rem stated she believed the safest side to put the sidewalk in was on the north side, but she realized the north side was more expensive than the south side, but believed this was a better option for safety reasons. Councilmember Holden stated she was not sure they would get the pedestrian volume to put . sidewalks in on both sides, even 20 years from now. Mayor Aplikowski noted this was a connection to the retail part ofthe City and the two different parts of the City. She stated she had heard from the residents if the path were safer, they would walk or bike to the retail section. She stated she did not know about the pedestrian volume, Ken Birk asked if anyone had every considered a pedestrian bridge instead of modifying the existing bridge. Mr. Brown replied the cost increase for a pedestrian bridge was extensive. Jean Lumberg, stated she had just heard about this sidewalk this past week. She stated from past experience, one State Department did not necessarily know what other State Departments were doing. She asked if they had explored if the State and County together were thinking about making a four-lane bridge. She noted this was an entry into the retail area and she believed a four-lane bridge might be in the future somewhere. Mr. Brown stated he had checked with both the County and MnDOT and a four-lane bridge were not being proposed in the foreseeable future, Howard Kern, 1400 West County Road E, stated he appreciated the Council's comments tonight. He believed this came down to a choice between cost and safety. If cost were the only concern, they should only put the bridge improvement in and not put in a sidewalk. However, if safety was a concern, then they should put a sidewalk on the north side because it would . eliminate the mixing of pedestrian traffic and vehicle traffic, He noted they could eliminate the crosswalks entirely on the south side of the bridge so pedestrians would not cross across the bridge on the south side, He indicated all of the homes on the north side, except for two, had . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES NOVEMBER 29, 2004 5 turnaround driveways, which may be safer for pedestrians. He stated there were also breaks in traffic on the north side. He indicated if they were looking forward and looking outside of the box, the logical path from the tunnel at Tony Schmidt Park would to have a sidewalk on the north side. He stated there would also be less homes impacted on the north side compared to the south side. He indicaled the areas pedestrians could cross the street could be at the bowling alley or McDonalds. He noted the biggest issue when it carne to safety was that no one would have to cross over traffic if the sidewalk was on the north side of the street. He requested they make their decision based on safety issues. Council member Larson stated they needed a sidewalk and it made the most sense to put the sidewalk on the south side of the street. He stated he understood the logic of putting the sidewalk in on the north side of the street, but all things were not equal. He indicated the south side had fewer homeowners than the north side; the south side had no utility conflicts; if the sidewalk was on the south side, they would connect two City trails; they could connect the crossing of the bridge to the only trail which runs the length of County Road E; there would be minimal grading and no retaining walls if the sidewalk was located on the south side; they would not have any homeowners prevented from parking in their driveway if the sidewalk was located on the south side; there wcre no adverse private driveway impacts; the PTRC, City staff, and City Engineer had all rccommended putting the trail on the south side; and the north side would cost considerably more to put in a sidewalk. He stated there were crosswalks at the existing ramps and Council had not been given any acknowledgement that there was a significant safety concern. He stated if all things were equal, they would not locate this on the south side of the street because of the ramps, but all things were not equal. He stated he had looked at other freeway bridges within the community that had this type of a situation and in most cases, pedestrians werc crossing freeway entrance and/or exit ramps. He indicaled this had been done frequently in the City as well as other Cities. He stated they had no evidence that it might be a little safer to put thc sidewalk on the north side versus the south side. He noted this was all speculation, He stated it did not make sense to spend $211,000.00 more on a hunch. He stated the Fire Department would soon be coming to the Council for money for a new fire truck, which amount would be less than what they were proposing to spend on this sidewalk. He indicated they did not have a good basis for deciding to spend this additional amount. He stated as long as he has been on this Council, he believes the Council has been conservative and this is what the residents wanted. He indicated they did not have the information that told them that they should spend this type of money on a project simply because pedestrians were going to cross the on and off ramps at Highway 51. Councilmember Grant stated he was not speaking for or against the north side, He stated he had wanted for a long time to solve the Snelling bridge trusses. He indicated with respect to other crossings in the City, there was no other choice because there are turning radiuses on both sides of the street. He agreed they were fiscally conservative and the question here was balancing all of the various priorities ~ cost versus safety, He stated there were times that they wanted safety, He stated he would not be interested in a sidewalk on both sides. He asked if they did option B, would Council come back at a future time and add a sidewalk on the other side, or where they essentially blocked in to one side, Mr. Brown replied they would generally ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES NOVEMBER 29, 2004 6 be locked into their decision, He noted if the bridge were replaced in the future, a walkway would probably be put on both sides at that time, . Councilmember Holden stated she understood the City Engineer had recommended building on the north side of the street. Mr. Brown replied the north side of the street was preferable if money was not an object, and if some solution could be made for the garage that would be too close to the sidewalk. Mayor Aplikowski asked Council make a firm decision on this tonight and to look into the future before any final decision is made. Council member Holden asked if they could spend MSA money on a fire truck. Councilmember Larson replied he was not implying they could use MSA money for the purchase ofa fire truck. He was simply using it as an example of what $211,000 would buy. Lee Kern, 1400 West County Road E, asked how much of the money was the City responsible for. Councilmember Grant summarized what the State would be contributing and what the City would be contributing, He noted however, this was a grant application and there was no guarantee the City would receive this money, Ms. Kern asked if they were putting the cart before the horse because tbey did not even know . what the funding from the State was going to be. Mr. Brown stated the City had applied for the $266,000 for a sidewalk on the north side and depending on what happened tonight with the Council, they could amend their request. He stated they were asking for the full amount and the State might pay for everything, except for possibly five or ten percent of the total for engineering costs. Ms. Kern she understood the concern about the house on Pascal, but this driveway had a 40-foot parallel driveway, which would allow them to be off of the street. Troy Fields, 1404 County Road E, stated he had the only children that lived on the south side of County Road E and he would prefer the sidewalk be located on the north side ofthe street. He noted there were more children located on the north side of the street and he did not want to see all of those children cross County Road E to get to the sidewalk on the south side of the road. He stated he did not see any more children moving in on the south side of the road. He noted County Road E was a big detriment and parents would not want to raise children on this road. He indicated they needed to look forward and attract families with children and not make it so families would not move in this area because of safety issues. He stated the trail from Lake Johanna could only be put in on the north side of the road and so the only choice here was the north side of the road because this was the only place were it made sense for safety reasons, no matter what the cost. Keith Gilbert, 1466 Skiles Lane, stated he did not believe eitber side of the road was safer than the other side. He noted in order to get to the other side of County Road E, a pedestrian would . . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES NOVEMBER 29, 2004 7 need to cross the road at an intersection. He indicated he believed this discussion should be about conncctedness. He stated it made more sense to have this sidewalk on the south side, Mayor Aplikowski stated she believed there should be a sidewalk on both sides of the street, but she did not believe she had the support of the rest of the Council. MOTION: Councilmember Larson moved and Councilmember Holden seconded a motion to approve the building of the sidewalk on the south side of the bridge and have a sidewalk continue west of the bridge on the same side and to authorize staff to proceed with plans and the funding application process and to notify MnDOT of that decision. The motion failed (1-4) (Councilmembers Grant, Holden, Rem and Mayor Aplikowski). MOTION: Councilmember Rem moved and Councilmember Holden seconded a motion to approve building of the sidewalk on the north side of the bridge and have the sidewalk continue west of the bridge on the same side and to authorize staff to proceed wilh plans. Councilmember Larson stated he was going to yote against this because there was no evidence that there would be a safety increase and also because Council did not have a plan for the garage that would be in the way. He noted his main concern was with the increased cost of putting a sidewalk on the north side, Colleen Hoffman, stated she knew the resident who lived in the home with the garage and she believed that resident would not have an issue if her garage would be moved. Mayor Aplikowski stated she understood Councilmember Larson's concerns about the money, but it appeared the remaining Councilmembers wanted to spend the money to get this resolyed. The motion carried (3-2) (Councilmember Larson and Mayor Aplikowski), Mayor Aplikowski requested staff come back to the Council with a proposed solution to the garage issue on Pascal. B. 2005 City Council/Citv Staff Retreat Facilitator Ms. Wolfe stated staffrecently contacted a number of neighboring communities to compile a list of potential retreat facilitators for the 2005 City Council/City Staff Retreat. After reviewing the list of potential retreat facilitators, City staff contacted Barbara Strandell, James Prosser, and Carl Neu and requested they submit a bid proposal to the City for the January 2005 retreat. City staff checked the references on the three candidates. Staff requested the City Council's input regarding the selection of a retreat facilitator. Mr. Johnson stated most of the costs were very similar, except for Neu & Company, who would need to come in from oul of State and there would be travel costs involved. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES NOVEMBER 29, 2004 8 . Council member Rem stated her preference would be Ehlers & Associates, She noted Neu & Company had a good reputation, but she was not sure she wanted to spend the money they were asking for. She stated she did not know Barbara Strandell. Councilmember Larson stated it appeared from the cost breakdown, Ehlers & Associates, costs came in better. Council decided they would retain Ehlers & Associates as the 2005 Retreat Facilitators. C. Approval of Three Year Labor contract with O&M Emplovees Ms. Wolfe stated the O&M Bargaining Unit approved a tentative agreement. She noted this was unchanged from what was reviewed and discussed at the most recent closed session. Councilmember Larson commended the City staff for their work on this agreement. MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve the proposed tentative agreement with mOE Local 49 for a three-year bargaining unit agreement (2005-2007). The motion . carried unanimously (5-0). 7. UNFINISHED BUSINESS A. Approve Selection of Credit Card Vendors Mr. Siddiqui stated currently the City does not accept credit card payment for its services. Services that could be paid by credit card included permit fees, licenses, utility payments, fines, sports recreation registration, etc. Over the past year, the City had received a number of inquiries from the residents and contractors encouraging the City to accept credit card payments. He noted staff had engaged in conversation with three vendors and reviewed their pricing structure. Staff recommended the Council authorize staff to enler into a contract with Certegy Card Services for the processing of the City's credit card transactions for a term of one year, with an option to renew. Couucilmember Holden asked if the setup fee included the machine. Mr. Siddiqui replied it did, Mike Gonzalez, Certegy Card Services, stated they were an international company. He explained the credit card payment process. MOTION: Councilmember Larson moved and Councilmember Grant seconded a . motion to authorize staff to enter into a contract with Certegy Card Services for the processing of the City's credit card transactions for a term . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES NOVEMBER 29, 2004 9 of one year, with an option to renew. The motion carried unanimously (5- 0). B. City Hall Meetin!! Room Policy Mr. Johnson stated staff has revised the City Hall Meeting Room Rental Policy per Council's request. He indicated staff would reevaluate the policy and user fees after one year. He noted the building would be staffed for meetings as follows: Seasonal staff proyided by the Recreational Program Supervisor; volunteers from the full time City Hall staff; and Operations and Maintenance on call staff member. He recommended approval of the proposed City Hall Meeting Room Rental Policy and fees. MOTION: Councilmember Rem moved and Councilmember Larson seconded a motion to approye the City Hall Meeting Room Rental Policy and fees, The motion carried unanimously (5-0). CITY COUNCIL REPORTS Ms. Wolfe - Thanked the City of Shoreview for the passes to use their Community Center. She stated the City Manager of Fridley was attempting to put forth an effort to encourage MnDOT to take care of their right-of-ways and noted she would present this at a future meeting, Mr. Clark - Outlined the agenda for the November 30, 2004 TCAAP meeting. Council member Holden - Stated she had attended the School Board meeting and there was a lot of concern about the proposed school closures. She noted the school district would be asking for some assistance from the Cities, She stated she noted there was a request from Ramsey County coming up for a waste disposal site coming before the Planning Commission. She indicated she understood that Council wanted an indoor facility and asked why this had not been done. Ms. Wolfe stated she had been told the Council did not want the facility to be located where the County had originally proposed it. Couucilmember Grant - Stated he walked parts of County Road E and noticed tbe ballard next to the electrical box next to Insty Prints had been knocked down again. He requcsted staff check into this. Councilmember Rem - Stated the TCAAP meeting was scheduled for tomorrow. The Economic Development Commission was meeting on Wednesday morning. The Planning Commission meeting was on Wednesday night. Councilmember Larson - Stated on Friday morning they would be meeting at 7:30 a.m. regarding the 1-35W Coalition. He stated they had a Fire Board meeting recently and they all agreed there would be a special meeting in January to agree upon the pro-ration of costs between the three citics for how they were going to allocate operating and capital eosts in the future, ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES NOVEMBER 29,2004 10 Mayor Aplikowski - Stated Council had received a request from the I-35W Coalition regarding renewing the City's membership Mayor Aplikowski adjourned the Regular City Council Meeting at 9:25 p.m. Beverly Aplikowski Mayor Michelle Wolfe City Administrator NOTICE OF MEETINGS The next Regular Council Meeting will be held Monday, December 13,2004 at 7:00 p.m, in the Arden Hills Council Chambers. . . . . . . ~ ~~HILLS CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MONDAY, NOVEMBER 15, 2004, 4:45 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 1. Call To Order Mayor Aplikowski callcd the meeting to order at 4:45 p.m. Present: Mayor Aplikowski, Councilmembers: Gregg Larson, David Grant, Brenda Holden, Lois Rem Absent: None Staff present: City Administrator, Michelle Wolfe; Finance Director, Murtuza Siddiqui; Operations & Maintenance Director, Thomas J. Moore; Recreation Supervisor, Michelle Olson; Assistant to the City Administrator, Schawn Johnson; Community Development Director, Scott Clark; City Engineer, Greg Brown Others Present: Kay Andrews, Northwest Youth and Family Services; Rachel Caine, Northwest Youth and Family Services; and Jim ToJaas, Ramsey County Engineer Northwest Youth and Familv Services Kay Andrews, Northwest Youth and Family Services (NYFS), provided the City Councilmembers with a bricf overview of the programs and services provided by the NYFS organization. Ms. Andrews mentioned that Northwest Youth and Family Services now offers an educational and therapeutic service called NET (Northwest Educational and Therapeutic Services) for emotionally disturbed youth in the community. The NET program is administered in collaboration with local school districts 621, 622, 624, and 12. This program utilizes therapeutic and educational learning techniques to assist youths from 4th to 10th grade deal effectively with emotional and social issues at home and school. Staff levels at Northwest Youth and Family Services have been increased to deal with the number of students that are currently using the NET program. Northwest Youth and Family Services currently assist 5,000 people on an annual basis. In 2004, the City's contract with NYFS was $12,748. According to Rachel Caine, the total market value of the contracted service that the residents of Arden Hills have received as of September 30, 2004, is approximately $29,250. The percentage breakdown of the NYFS expenditures for 2004 is as follows: . Program Services 81 %; . Operation Expenses 12%; . Management and General Expenditures 4%; . Fundraising 3%. \\Earth\Admin\Council\Minutes\W orksession\2004\11-15-04.doc ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 2 Councilmember Grant commented that the value of the service receivcd by the City always exceeds the funding dollars provided by the City on almost a 2 to 1 basis. . Councilmember Larson asked if the school districts approached NYFS regarding the NET program? Kay Andrews stated that the school districts did approach NYFS about offering the NET program. The intention of the program is to step in and takc corrective action at younger ages and not let emotionally disturbed youth become troubled adults. Mayor Applikowski asked Kay Andrews if the bullying video that was recently shown on the evening news is an accurate depiction of our youth today. Kay Andrews mentioned that bullying has always happened, but more children seem to be acting out their aggressions. One of the goals for NYFS is to reach out and strengthen troubled families and youths. It is important to create a strong family and home life for children. Northwest Youth and Family Services are asking for the City to consider budgeting money for their organization in the future. Mayor Applikowski thanked Kay Andrews and Rachel Caine for presenting the NYFS service report to the City Council and staff. She stated that the City Council would discuss this request . at a future meeting. Lexine.ton Avenue Sidewalk At the September 27th City Council meeting, Ramsey County requested approval of the Project Development Report, Cooperative Agreement, and the Right-of-Way Plan for the Lexington Avenue Reconstruction project. At this meeting, the City Council was to make a final determination regarding the construction of a sidewalk or path on the east side of Lexington Avenue. After considering the potential impacts of the proposed sidewalk or trail on the residents and City, the City Council approved a five foot sidewalk for Lexington Avenue. After the decision was madc by the City Council, representatives from the City of Shoreview expressed some concerns regarding the sidewalk decision. At the October 25th meeting, City Council requested that staff discuss the possibility of changing the original sidewalk plan with Ramsey County and the City of Shoreview. City Administrator Wolfe stated that a five foot sidewalk was originally approved by the City Council and was submitted to the Municipal State Aid (MSA) for approval. The City of Shoreview has surveyed the boulevard area on the east side of Lexington Avenue and determined that an eight foot trail is not feasible. An alternative option, on the west side, would be to install a three foot panel extension onto the five foot sidewalk. If a trail is reinstated on the west side, the plans would have to be redrawn and the project may be delayed. Jim Tolaas, Ramsey County Engineer, stated that the affected properties have been staked. The . difference between an eight foot trail and five foot sidewalk is approximately seven feet. A five foot sidewalk is meant for pedestrian traffic. An eight foot trail is typically constructed for . . . ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 3 bicyclists and in-line skaters. The proposed three foot panel would be an aggregate or colored cement material. This would be a hard surface that would allow bikers or rollcr bladders to move around pedestrians. The proposed compromise agreement with the three foot panels would not affect the state aid status of this project. Mayor Aplikowski stated that she has received a number of phone calls on the Lexington Avenue sidewalk. Councilmember Grant was wondering about the cost difference? Mr. Tolaas stated that the three foot panels would add an additional $30,000 to this project. City Administrator Wolfe asked Jim Tolaas if the City would have to take formal action on tile sidewalk change? Ramsey County Engineer Tolaas said that the City does not have to take formal action at this time, but will have to approve the final design plan. Councilmember Larson believes that the three foot panel is a good addition to the project. It allows bicyclists the opportunity to also use the sidewalk. Arden Hills Resident Andy Holewa asked if the roadway could be reconfigured to allow for an eight foot pathway. Jim Tolaas mentioned that Ramsey County has to use a portion of the right-of-way to address roadway expansion issues on Lexington Avenue. Mayor Aplikowski commented that the right-of-way on Lexington Avenue was pushed back a great deal. Councilmember Grant stated that a three foot sidewalk panel is reasonable. Mr. Holewa said that he believes Ramsey County did a poor job of planning for the Lexington Avenue project. He believes that the proposed sidewalk will not look very good. In his opinion, residents will probably construct walls and fencing on Lexington Avenue to minimize the view. This proposal does not enhance the look of the community. He requested that Ramsey County consider the option of constructing a smaller roadway and a six foot bituminous pathway. Mr. Tolaas stated that the roadway has becn reduced and it cannot be made any smaller. Councilmember Grant asked if Ramsey County could accommodate a six foot bituminous pathway. City Engineer Brown stated that the standards for a pathway begin at six foot. A six foot pathway does get a little tight when bikers and pedestrians share the pathway. ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 4 Mayor Aplikowski asked City Council members if they were in agreement with the five foot sidewalk and three foot panel suggestion. . City Administrator Wolfe asked if Ramsey County would be willing to install a SIX foot bituminous pathway? Mr. Tolaas stated that an eight foot path is more accommodating to the users. The problem is that dirt and weeds cover-up a portion of the bituminous pathway. Councilmember Larson recommended that the City install a five foot sidewalk with three foot panels. Councilmember Grant requested that URS provide a rendering of the proposed sidewalk options. He would like to see pictures of the different options before making a final decision. Councilmember Rem stated support for the five foot sidewalk with a three foot panel option. Councilmember Larson agrees with the sidewalk and panel proposal, but he feels that Councilmember Grant should be able to view a rendering ofthe proposal before making the final decision. City Engineer Brown suggested that a six foot sidewalk with two feet of exposed aggregate panel . be constructed on Lexington A venue. City Council Members and Ramsey County agreed to the proposed six foot sidewalk with a two foot aggregate panel on Lexington Avenue. City Administrator Wolfe mentioned that the City of Shoreview is considering decorative street lighting for Lexington Avenue. A suggestion was made by the City of Shoreview to install the decorative lighting in the median area. This would be a cost sharing option for the City to explore in the future. The City of Shoreview will create a rendering of the proposed decorative lighting on Lcxington Avenue. Mayor Aplikowski asked Jim Tolaas if some yards are being made smaller than the City's lot requirements due to this proj ect. Mr. Tolaas noted that a couple of homes currently have a thirty foot easement which is not in compliance with City Code. This issue will have to be addressed by the City. Community Development Director Clark stated that he will meet with Jim Tolaas to discuss a blanket variance for the properties that are affected by this project Hie.hwav 96 Landscapine. Options City Engineer Greg Brown provided a brief overview of the following landscaping options for . Highway 96: . . . ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 5 1. Do not choose additional landscaping work beyond the scope proposed by Ramsey County; 2. Consider additional landscaping improvements at select locations: . Intersection Areas-Hamline, Lexington, Snelling and Keithson; . Incorporate Arden Hills entry monuments signs into the contract; 3. Consider additional landscaping more uniformly throughout the entire corridor. Ramsey County's approach to landscaping is to providc trees along the boulevard and in the median where safety clear zones allow. If the City chooses to have additional landscaping work done on the Highway 96 corridor, the City would be responsible for this cost. Ramsey County Engineer Jim Tolaas stated that the County will assist the City with the purchasing of trees, but will not assist with shrubs, prairie grasses, or flowers. The City would be responsible for the purchase cost and maintenance of the trees and plants along Highway 96. Councilmember Larson said that the City should invest some money for landscaping materials along Highway 96. It is important to purchase plants that are water tolerant and hearty. Councilmember Rem suggested that native plants and grasses be planted in the median. Mayor Aplikowski stated that she does not want the boulevard area to look like weeds. Councilmember Larson asked the City Engineer how much money other communities have spent on landscaping materials? City Engineer Brown stated that the City of Shoreview spent approximately $500,000 on landscaping materials. Mr. Tolaas noted that trees are not that expensive. The most expensive part oflandscaping is the materials, design, and maintenance of the plant materials. City Administrator Wolfe stated that the City should consider plants that have minimal maintenance cost Mr. Tolaas stated that Ramsey County is scheduled to plant 220-240 trees along the Highway 96 boulevard and median areas. City Administrator Wolfe suggested that the City budget $100,000 for landscaping materials in 2005. Councilmember Larson stated that the City should plant the trees along Highway 96 and then come back with a landscaping plan and projected cost estimate for landscaping materials. County Engineer Tolaas noted that the COlmty could hold the project open until 2006. City Administrator Wolfe suggested that the City consider a two phase landscaping project. ARDEN HILLS CITY COUNCIL WORKSESSION November 15,2004 6 Councilmember Grant requested that Ramsey County plant the trees in 2005 and the City would . budget for landscaping materials in 2006. Councilmember Larson mentioned that the budget could be adjusted in the future. Councilmember Holden stated that she does not believe that the City Council should be changing the budget for landscaping materials after the truth-in-taxation hearing is completed. Mayor Aplikowski stated that the City Council will have to make a decision regarding landscaping for Highway 96 in the future. The City should plant some materials in 2005 to see how it looks. The City Council requested that URS create a landscaping design and plan for Highway 96. City staff will review the plan and bring this information back to the City Council at a future meeting. Meetine. Room Policy Recreation Supervisor Michelle Olson provided the City Council with an overview of the proposed meeting room policy. The proposed changes are identified in red on the application and policy forms. One of the big concerns regarding the meeting room policy is the staffing issue for evening meetings at City Hall. City staff has reviewed the following staffing options for evening mectings: . Hire a part time/seasonal staff member to supervise evening meetings; . . Offer overtime pay to City staff or O&M staff on a voluntary basis; . Have a salaried staff person open and close the building in the evening. In staffs opinion, it would be more cost effective to hire a seasonal staff member to monitor the building in the evening. The only concern that staff has regarding the utilization of seasonal staff is that we cannot guarantee a set number of hours. We are not sure how often the meeting room will be utilized in the evening. Recreation Supervisor Olson also contacted the City's cleaning provider to see ifthey would be interested in supervising evening meeting room activities for the City. The cleaning service was interested in providing this service, but the company would charge the City an additional $750.00 per month. The price quote that the City received from the cleaning company was considered too expensive. Councilmember Holden asked if the City Council should remove the rule that prohibits an organization from reserving a conference room for more than three weeks in a row. Mayor Aplikowski stated that she would not have any problems with removing this section of thc mecting room policy. Councilmember Holden recommended that the City utilize seasonal and salaried employees to supervise evening meetings. . Councilmember Grant asked staff how many inquirics the City receives regarding the meeting rooms? ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 7 . Recreation Supervisor Olson responded that the City does not receive many inquires regarding the meeting room due to its lack of availability in the evening. It is anticipated that the City would receive more interest from the public if the City had a set meeting room policy and availability in the evening. Councilmember Larson mentioned that most groups do not want to pay a rcntal fee. Councilmember Rem asked staff if other conununities have a limitation on the number of times a group can reserve a particular room. Ms. Olson stated that a number of communities have implemented this policy language. Councilmember Larson suggested that groups be allowed to reserve the conference room for one year. City Administrator Wolfe suggested that the City evaluate the reservation process for one year and report back to the City Council if any problems arise. Councilmember Holden suggested that the City enact a cancellation fee III case the group reserving the room does not show-up. . Councilmember Larson asked that the rental rates be adjusted to include pcrsonneI costs. City Administrator Wolfc recommended that an additional charge also be added to cover utility costs. City staff will incorporate the changes recommended by the City Council and bring the policy back for approval at the November 29th meeting. 2005 Arden Hills City Bude.et Finance Director Murtuza Siddiqui provided the City Council members with a brief overview of the proposed 2005 budget. In 2004, the City Council approved a five year capital improvement program and utility rate study that has impacted the dollar amounts in the 2005 budget. Staff has taken a conservative approach in preparing this budget. The proposed 2005 budget has incorporated the following assumptions: 1. Levy increase was limited to 4%. The 2005 levy revenue has been conservatively budgeted at 98.5% in anticipation of tax petitions and other potential shortfalls. If the revenue amount is higher than expected, City Council can fund other unanticipated expenditures or capital improvement projects. 2. COLA and employee step increases have been budgeted for at 3%. 3. The City's contribution to health/dental benefits for both bargaining and non-bargaining units has been increased to $533 per employee. . The City's proposed budget for 2005 is $8,739,234.00. The Finance Director has also set aside $44,000 for Capital Equipment replacements. ARDEN HILLS CITY COUNCIL WORKSESSION November l5, 2004 8 City Administrator Wolfe noted that the City is trying to set aside funding to pay for capital . improvement projects, equipment, and infrastructure improvements in the future. Councilmember Larson stated that the City may have to pay more in the future for fire equipment. A percentage breakdown based upon the number of fire calls each community has may be used to equalize capital expenditure costs amongst the different communities that receive fire service from Lake Johanna. Finance Director Siddiqui suggested that the City Council may want to consider reallocating general fund dollars toward future capital expenditures. Councilmember Rem thanked the Finance Department for including an opening letter to the residents and adding descriptions and charts into the 2005 budget. City Administrator Wolfc noted that City staff will continue to work on improving the CIP and annual budget. Councilmembers thanked Finance Director Siddiqui for his good work on the 2005 budget. Status Report on Convention Visitors Bureau Scott Clark, Community Development Director, provided a brief overview of the proposed motel/hotel tax. Recently the Mayor and City staff members met with representatives of the Arden Hills Holiday Inn and Super 8 to discuss their perspectives on the City implementing a . lodging tax that would be collected by the City and then transferred to the Minneapolis Metro North Convention and Visitors Bureau. Representatives from the Holiday Inn and Super 8 have both agreed that there would be merit in having the City levy the lodging tax but requested that the program be reviewed on an annual basis. Minneapolis Metro North Convention and Visitors Bureau Executive Director Bob Musil was in attendance to answer any questions that City Councilor staff members may have regarding the lodging tax. Community Development Director Clark mentioned that the proposed agreement has a one year opt out plan. The agreement and ordinance will be placed on the November 29th City Council meeting agenda. Councilmember Larson asked why the Super 8 Motel was reluctant in agreeing to the lodging tax? Mr. Musil noted that the tax is passed onto the user of the room. This is not considered an additional tax onto the hotel or motel owner, but rather a user fee. It was more of a misunderstanding between the owner of the Super 8 and City staff regarding how the tax is being utilized and implemented. City Administrator Wolfe reiterated that the owner of the Super 8 was not sure how the tax . dollars would be allocated or used. Once the Super 8 owner understood how the money would be allocated, he was agreeable to implementing the tax. ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 9 . Mayor Aplikowski noted that the convention and visitors bureau offers its participants additional advertising opportunities. Mr. Bob Musil stated that thc Super 8 has sent a letter of support of the Minneapolis Metro North Convention and Visitors Bureau and that the North Metro Mayor's Association has also wrote a letter of recommendation for his organization. This item will be brought forward to the City Council at the November 29th meeting. County Road E Update City Administrator Wolfe provided a brief overview of the proposed County Road E bridge enhancement and sidewalk project for members of the City Council. In previous meetings, the City Council requested a report from URS with additional information regarding the costs, pros, and cons of building on the north side of County Road E. City staff also requested a report from the Ramsey County Sheriffs Department regarding accident data for the intersection at County Road E and Connelly. The Ramsey County Sheriffs Department reported that thcre were l2 accidents at the intersection of County Road E and Connelly since 1999. Ten of the accidents at this intersection were traffic light violations. The twelve accidents at this location did not involve any pedestrians. . City Engineer Greg Brown noted that the intersection layout at County Road E is not deficient. Councilmember Grant asked if a railing would be required if the sidewalk was installed on the north side. City Engineer Brown stated that there were more grading concerns on the north side, but a railing would not be required. In his opinion, the north side would be the safest option for locating the sidewalk. Although there are other factors such as funding that must be considered in making this decision Councilmember Holden noted that the additional cost is worth it to improve the safety along County Road E. She mentioned that the Twin Lakes traffic is expected to increase along Fairview Avenue in the futurc. This may result in more traffic along County Road E. City Engineer Brown stated that a "No-Right Turn on Red" sign off of Snelling Avenue may be an option at this intersection in the future. Councilmember Larson indicated that the cost factor and the number of residents that are being affected by this project does not justify placing the sidewalk on the north side. He stated that he has a hard time coming up with the rationale to spend $200,000 or more for a north side sidewalk. . City Administrator Wolfe mentioned that concerns regarding a few of the driveways on the north side would have to be addressed. There are no issues with driveways on the south side of the street ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 10 Councilmember Grant stated that the residents on the north side of County Road E have a traffic light that assists with traffic movement. The residents on the south side of the street experience a steady traffic flow that is not impacted by a traffic light. . Councilmember Rem stated that the north side would be a safer option for a sidewalk, but questioned if the City can justify the costs associated with this proposal. City Engineer Brown noted that the City is requesting $230,000 in MSA funding. The project is state aid eligible. Mayor Aplikowski stated that she believes a sidewalk on the north side is the best way to move pedestrian traffic. Looking at practicality and safety issues, the north side of the street would be the best way to go. Councilmember Larson stated the sidewalk on the north side would end at Carroll's Furniture. A number ofresidents also use the south side of County Road E. A decision needs to be made that benefits the residents of Arden Hills as a whole. Mayor Aplikowski asked if the PTRC had ever considered placing the sidewalk on the north side. Recreation Supervisor Michelle Olson stated that the PTRC knew that placing the sidewalk on . the south side would be more financially feasible. A number of the residents along County Road E expressed concerns regarding backing-up and winter driving. They feel that if the sidewalk is installed on the south side of the street it would create more safety problems for the residents and pedestrians. City Administrator Wolfe mentioned that a decision has to be made by the City Council regarding the sidewalk at the November 29th meeting. Councilmember Larson stated that the City may have to explore other options to make County Road E safer. Mayor Aplikowski asked City staff if the City Council chooses to place the sidewalk on the north side of County Road E would it impact the City's CIP and MSA funding balance? City Administrator Wolfe stated that a few projects may be impacted. Councilmember Holden stated that she thinks the State of Minnesota Cooperative Agreement Program typically funds 6 to 8 projects per year. Councilmember Grant asked the City Engineer ifthis project would have to be resubmitted to the State for approval. . . . . ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 11 City Engineer Brown stated that the City does not have to resubmit the project. The State of Minnesota will review the merits of the projects and then rank them in January of2005. There was no further discussion. Mayor Applikowski asked Council to consider the information presented tonight as they prepare to makc a decision at the November 29th meeting. Gateway Sie.ns City Administrator Wolfe stated that at the Committee Summit on November 3rd, there was a discussion regarding how to proceed with the Gateway Signs project. It was noted that the Planning Commission and PTRC have discusscd this issue in the past, including most recently at their joint meeting in July. At the summit, it was agreed that the two committees would work together and come-up with design options that would be presented to the City Council. One of the gateway sign options should include the excess stone that was purchased when City Hall was built. This group is also being asked to come up with a recommended plan for sign purchase and implementation. Mayor Aplikowski believes that the City Council should hand pick a sub-committee of the two groups to explore the gateway sign project. Community Development Director Clark suggested that the Planning and PTRC Committees have a meeting to discuss four different gateway sign options. Each gateway sign will have to be developed based upon thc land topography. City Administrdtor Wolfe stated that City staff will come back with the gateway sign parameters to the City Council in January 2005. Council Reports Councilmember Lois Rem: Councilmember Rem informed staff members that she received a call from a resident regarding a possible chemical spill behind Valentine Hills Elementary School. The emergency contact list was very useful. She recommended that the emergency contact list be inserted in the utility bills for all Arden Hills residents. Councilmember Rem reported that the No Left Turn sign and stop sign have been vandalized numerous times on Lake Valentine Road. Should the City contact Mounds View High School and the Sheriffs Department when the new signs are installed? Operations and Maintenance Director Tom Moore stated that he would contact Mounds View High School and the Sheriffs Department when the new signs are installed to monitor the situation. Councilmember Brenda Holden: Councilmember Holden asked about the status of the building inspector position? City Administrator Wolfe stated that the City's Building Inspector is currently evaluating his employment options with the City and Lake Johanna Fire Department. ARDEN HILLS CITY COUNCIL WORKSESSI0N November 15, 2004 12 Councilmember Holden asked about the status of the City Engineer position? . City Administrator Wolfe noted that an engineer cannot receive his/her certification unless they work for a certified engineer. Therefore, it would be very difficult for the City to hire a licensed engineer at this time. The City will have to explore other options such as hiring an engineering technician or possibly share an engineer with another community. Councilmember Holden mentioned that the name of the City Administrator is wrong on cable channel 98 and that it is very hard for some residents to read the screen on cable channel 16. City Administrator Wolfe will notify our local access cable contact about these issues. Councilmember Holden also thanked Jackie Gritz for her hard work during this year's election. Councilmember Larson: Councilmember Larson mentioned that the Lake Johanna Fire Board is scheduled to meet on November 17th, at 7:30 AM. Councilmember David Grant: Councilmember Grant reportcd that he has heard a number of positive comments regarding the Ramsey County Sheriff Deputy assigned to Mounds View High School. . Councilmember Grant suggested that the City approach the railroad about installing a walking path or sidewalk along the bridge. Councilmember Grant requested an update on the old City Hall and Indykiewicz properties. Community Development Director Clark reported that the old City Hall site is in the process of a Phase I Environmental Assessment, wetland delineation, and formal appraisal of the property. Holiday Gas Station is still expressing interest in purchasing the Indykiewicz site. Mayor Aplikowski: Mayor Aplikowski received a letter from the National Guard regarding the TCAAP property. Mayor Aplikowski requested a follow-up to the dangcrous dog situation. City Administrator Wolfe reported that a dog recently killed another dog in an Arden Hills neighborhood. rfthe dog is considered to be vicious by the State of Minncsota and City Code it may have to be put down. The neighbors have contacted Jerry Filla to offer their input regarding whether or not the dog should be considered vicious and put down. Mayor Aplikowski reported that the dog owner has installed a fence and is trying to make the situation bettcr. Thc dog's owner has requcsted that the dog not be muzzled. . . . . ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 13 City Administrator Wolfe will contact Jerry Filla for an update on the situation and report back to the City Council. Staff Reports Community Development Director Clark reported that a technical meeting with GSA IS scheduled for November 30th. City Council Members are invited to attend this meeting. The meeting adjourned at 9:30 PM Respectfully submitted by Schawn P. Johnson, Assistant to the City Administrator. Beverly Aplikowski, MAYOR Michelle A. Wolfe, CITY ADMINISTRATOR I'- ~ ~HILLS City ot Arden Hills Re uest for Council Action .prepared by: Murtuza Siddiqui ."" Dept.: Finance S Council Mtg. Date: December 13, 2004 Final Action Needed By: December 13, 2004 Budgeted Amount: Actual Amount: Funding Source: Council Action Request: Review and Approve Consent Agenda Item 3.A. - Claims and Payroll Staff Recommendation: Approve Consent Agenda Item 3A - Claims and Payroll Advisory Commission Action: Agenda Item It"~~ Claims & Pavroll Across City BudQet-AII Funds (See Financiallmolicationsl Across City BudQet-AII Funds Commission Planning PTRC Date 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 #24 Total Cost $51,665.88 Claims Total $252,878.79 Administrator/Staff Comments: . ~ Action I Not Applicable "-1 [\J(lt!,pplical:lle .. I Not.ap2licable.~.___._____j Page 1 of 1 ~ .. 0: if. i g 0 ~ N .:.:.;.r 0 0 N ;."- 0 0; 0; ';0 ~ M ::::.r ~ ~ ." 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" z '" . ~ :g $ g; ~ 0-: r--: 0-: :! ~ :;:: ~ ~ N ~ N ~ ., ~ ~ ~ ~ *' ~ ';0 Ii:: g :2: .s ,,0 ;,; t ~ ~ ~ .2 ;g ~ os OE~O~ I- Ul ~ .0{ -< 3 ii: Z ~ ~ . . . . . PAGE 1 OF4 CITY OF ARDEN HILLS ACCOUNTS PAY ABLE CLAIMS REPORT TO BE APPROVED AT 12/13/04 COUNCIL MEETING CLAIMS PAID SINCE LAST COUNCIL MEETING (11/29/04) .....cj(Xld(j;kr~. ;:::VENOQS> .,.. ."", ,.,. "., "". .,. ,., ". '.'<'" Y. )(l\J{)\JNt ,.I);(OMMBNtS.,,> I I 26004 II /23/04 Acclaim Benefits 945.93 FSA Reimbursement 11/19104 26005 11/26/04 Accurate Press, Joe 151.76 Business Cards-J Perron 26006 11/26/04 Architectural Testinp Inc 4,330.00 Water Leak Investi!!ation-CH 26007 11126/04 Beissweuner's IIow~To Store 23.66 Shan Sunnlies 26008 11/26/04 Comorate Exnress 516.60 Office SunnlieslConv Paner 26009 11126/04 Davanni's 85,00 CC Worksession 11/]5/04 26010 11/26/04 Davies Water Eouinment 523,88 Water Renair Suonlies 26011 11/26/04 Dent of Administration 1.838,29 Phone Service 26012 11/26/04 Earl F. Anderson, Inc 17226 No Left Turn Sign. 26013 11/26/04 Electric Molor R~air, Joe 593.48 Motor Renair 26014 11/26/04 Fortis Benefits 613.19 STDIL TD Insurance-Dec 26015 11/26/04 Frattallone's Hardware, Ine 7.64 Shoo SUDDlies 26016 11/26/04 Insnec, Ioe 390,00 Forensic Testinll-Oct 04~CH 26017 11126/04 Kennedv & Graven 5,743,73 Bond Refundinl!-Lel!:al Fees 26018 11126/04 Lakes Countrv Service Coot'\erative 117.00 2005 Membershio 26019 11/26/04 NCPERS Groun Life Insurance 76.00 PERA Lite InsW"ance 26020 11/26/04 Oriental TradinlI Co. 154,95 Holidav Craft SUDolies I Subtotal - Paid Claims 16,283.371 Paid Claims - 228,060.36 Add Unpaid Claims, Page 6. 2481843 Total Accounts Payable Claims for Council Approval, 12113/04- 252,878.79 Note: Checks for tmpaid claim totaling $404,612.]0 were mailed November 30, 2004 after approval at the November 29,2004 Council Meeting. They were check numbers 25997-26003. *Exp. Related to TCAAP Project ,....yi~,""""..,.....'.....,' PAGE2Qf4 CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 12/13/04 COUNCIL MEETING PAID CLAIMS REGISTER: ...l':i;;i...I.l':i;;li~1tl.. ,.,..V ~\\!\t!Nt ...1. t!\M\\~i'!1il" 26021 11/26/04 Peoole's Electrical Contractor 470.15 Bucket Truck Rental 26022 11/26/04 Ouick Silver 16.12 Delivery Service 26023 11126/04 S&S Worldwide 118.13 BWS Supplies 26024 11/26/04 Standard Snring ofMinneaoolis 1,250.03 MainuRepair # I 02 26025 11/26/04 TimeSaver Off Site Secretarial 289.60 Recordin.e Secretary 26026 11/26/04 Tokle Inspections, Ine 79.20 Oct Electrical Inspections 26027 11/26/04 UofM 300.00 Buildine Conf-DS/EN 26028 11/26/04 V rooom Auto Care 406.33 Tires-Streets 26029 11/26/04 XeelEnerlZV 1,770.75 Electric/Gas Service 26030 11/30104 Soecial Wa.~le Disoosal, luc 1,376.25 Waste DisDosal-Old O&M Bide. 26031 12/01/04 Affmitv Plus Federal Credit Union 3,038.87 First December Payroll 26032 12/01/04 leMA Retirement Trust.457 2,064.31 First December Payroll 26033 12/01104 MC Builders, lne 148,450.76 Pay #2-Pcrrv Park 26034 12/01104 Jvll".J Child Support Payment Center 370.64 First December Pavroll 26035 12/02/04 Charlie Brown 60.00 BWS-Santa Claus 26036 12/02/04 Hannv F accs Entertainment 40.00 BWS-F inal Pavment 26037 12/02/04 Hometown Minnesota 75.00 Hometo\\lJ11\1.in.nesota Workshoo 1217/04 26038 12/02/04 Rainbow Foods 65.00 BWS-DonulS 26039 12/03/04 A-I Contract Cleaning, Inc 1,31528 CH~Cleaning 26040 12/03/04 Abdo, Eiek & Mevers 7,200,00 Utilitv Rate Study 26041 12103/04 Accurate Press. Inc 663.50 November Newsletter 26042 12/03/04 Bcisswene.er's How To Store 7.56 CH-BirdFeed 26043 12/03/04 Bifrs,Inc 80.91 Portable Toilet-Perry Park 26044 12/03/04 Central Pension Fund 1,228,60 Union Pension-Nov 26045 12/03/04 Corporate Express 148.05 Office Sunnlies/Copy Paper 26046 12/03/04 Davanni's 31626 M~t MtQ-LunchlElections-Dffiner 26047 12/03/04 Frattallone's Hardware 21.42 Snraver #429-Parts 26048 12/03104 Kenneth Gammell 634.49 Cable Tech Services 9/27-11/29/04 26049 12/03104 Kath Auto Parts 112.13 Shoo Suoolies 26050 12/03/04 Maintenance Engineering, L TD 839.74 CH-Reolacement Lights 26051 12/03/04 Midwest Fence 29.91 Loon Cans 26052 12/03/04 ?vIN Dent of Health 3,243.00 4004 Water Connect Fee 26053 12/03/04 MTI Distributing Co 200.69 Shop SUDDliesrroro Tire 26054 12/03/04 Municioal Risk Services, Ltd 54.95 Risks&Rinks Manual 26055 12/03/04 Nextel Communications 529.25 Cell Phones 26056 12/03/04 Purchase Power 2.033,98 Postape~Meter 26057 12/03/04 Frcd Reed 58.97 2004 Uniform Purchase 26058 12/03/04 State of:M:innesota 500.00 CPV Proltram Membershio 26059 12/03/04 Tokle lnsnections, lnc 1,117.60 OctINov Electrical Insnections Paid Claims - Pal!e 2 180,577.43 " . . . . . . PAGE30F4 CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 12/13/04 COUNCIL MEETING PAID CLAIMS REGISTER: ;:;:, tk.:~::: :'1': :t~ tiA'ri:::1 ::::v:~NQ6J(::: ,,::::::::::::::::::::::::::::::::::::::::::::;!,,; :A'\i6iim::> I::: {;QMi\.:lENT:S,:,. 26060 12/03/04 G Robert Boeck 100.00 2004 P1'v1P Easement Purchase 26061 12/03/04 Steven W & Melanie A Freimuth 1,500.00 2003 P:MP Pennanent Easement 26062 12103/04 Christopher G Peterson 404.80 2004 P:MP Easement Purchase 26063 12103/04 Scott F & Mary I-I Robinson 100.00 2004 PMP Easement Purchase . 26064 12103/04 David & Darlene Sorley 100.00 2004 PMP Easement Purchase 26065 12/03/04 St PauilOOF Lod" #2 100.00 2004 P:MP Easement Purchase 26066 12/03/04 Patrick & MarlUlret Stokes 100.00 2004 P:MP Easement Purchase 26067 12/07/04 Acclaim Benefits 49].73 FSA-Davcare Reimb-12/03/04 26068 12/07/04 Minnesota Chamber of Commerce 80.00 PS~Notarv Renewal-SJ~Notarv Application 26069 12/08104 Davies Water Equipment Co. 980.24 Vehicle Rcpair Parts-Water/Sewer 26070 12/08/04 E-Z Recycling, Inc 5.248.00 Curbside Recycling 26071 12/08104 Frattallone's Hardware 54.18 Shop Supplies-O&M 26072 12/08/04 Lillie Suburban Newsoaners 62.80 LCQ:a1 Notices 26073 12/08104 "Mfl DistributinQ: Co. 195.38 ShOD Suonlies-O&M 26074 12/08/04 MAMA 150,00 Ho1idav P:uw-Admin (5"".$30) 26075 12/08104 BFI of MilUlesota, Ine 671.21 Waste Removal.CHfO&M 26076 12/08/04 Xcel Energy 3,647,00 Electric/Gas Service 26077 12/08/04 City ofRoseville 1,716.67 JPA-MlS-December 26078 12/08104 T.A. Schifskv & Sons, Ine 60.66 AC Sand Mix 26079 12/08/04 Peterson, Fram & BerQ:lJ1an, PA 6.794.38 LeQ:al Services-October 26080 12/08/04 Pace Analvtical 689.84 Water Testing-November 26081 12/08104 West Weld 445,99 Shop SUDPlies-O&M 26082 ] 2/08104 North Metro Inspections 535.20 Oct/Nov Electrical Inspections 26083 12/08/04 AdvantaQ:c Sims & Granhics, Inc 249.53 Stoo Sil:!:ns/No Left Turn SiQ:IlS 26084 12/08/04 Anderberg: Lund PrintinQ: Co. 3,012,89 Winter Rec Guide 26085 12/08/04 Animal Control Services 529,38 Dog/Cat Enforcement-Nav 26086 12/08/04 Applied Ecoloe.ical Services, Inc 1,562.50 * TCAAP Consulting.Oct 26087 12/08/04 Emergency Automotive Tech, lne 10.39 Rcpair#16Tankcr 26088 12/08/04 Hagen, Christensen & McIlwain 390.79 perry P:uk-CIP-] 111-11/30/04 26089 12/08/04 Kraus .Anderson 1,216,00 Drywall Patching-CH I Paid Claims - Pa~';C 3 31,199.561 PAGE 4 OF 4 CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 12/13/04 COUNCIL MEETING UNPAID CLAIMS REGISTER, 26090 26091 Lakes COUll Service Coo tive SRF Consult:i1l Grou Un aid Claims - Pa e 4 7,790.00 Insurance-Jan 2005-Prc aid 17028.43 . TCAAPProfSvcs 10/31/04 24,818.43 " . . . . . . ..... ~ ~lLLS City of Arden Hills Request for COlmcil Action Prepared by: SJ Dept.: Admin Council Mtg. Date: 12/13/2004 Final Action Needed By: 12/13/2004 Agenda Item .. Approval of ChanQes to the City's Acclaim Emplovee Flexible SpendinQ Account AQreement Budgeted Amount: NA Actual Amount: NA Funding Source: NA Council Action Request: Approve Resolution No. 04-64 increasing the employee Flexible Spending Amount (FSA) and amending the Flexible Spending Account Plan to comply with Federal FMLA, ERISA, HIPP A, COBRA regulations, claims appeal process, and purchase eligibility of over the counter drugs. Staff Recommendation: Approve Resolution No. 04-64 increasing the employee Flexible Spending Amount (FSA) and amending the Flexible Spending Account Plan to comply with Federal FMLA, ERISA, HIPP A, COBRA regulations, claims appeal process, and purchase eligibility of over the counter drugs. Advisory Commission Action: Commission Date Action Supporting Documents (which are attached to this Action Form): i:SJ Memo/Letter: i:SJ Resolution (No. 04-64) D Ordinance (No. D Engineering Recommendation: D Attorney Recommendation: i:SJ Other: Revised Acclaim Benefits Flexible Spending Account Plan Financial Implications: The FSA program allows employees to set aside pre-tax dollars from their wages for medical/dental insurance premiums, child care related expenses, and other medical related expenditures that are covered by this program. Administrator/Staff Comments: City staff recommends approval of Resolution No. 04-64 \\Earth\Admin\Assistant City Admin:istJator\Request~ for Council Action\2004 FSA Changes.doc . MEMORANDUM DATE: December 13,2004 Agenda Item 3.B. TO: Honorable Mayor and City Council Members Michelle A. Wolfe, City Administrator Schawn P. Johnson, Assistant to the City Administrator s6 FROM: SUBJECT: Changes to the City's Acclaim Employee Flexible Spending Account Agreement Backl!round It was recently brought to City staff s attention that our Acclaim Benefits Flexible Spending Account CFSA) program is no longer in compliance with federal or state regulations. The FSA program allows employees the opportunity to set aside pre-tax dollars for medical and dental . insurance premiums and health/child care related expenses. The original agreement was instituted on January 1, 1994. Federal and state laws governing flexible spending accounts strongly recommend that the plan holder amend and restate the policy every five to ten years. The original FSA document does not include recent changes in the Federal COBRA, FMLA, ERISA, and HIPP A laws that have been enacted over the last three years. At this time, City employees can elect a maximum of $2,000 to be deducted from their wages on an annual basis through the Acclaim Benefits Flexible Spending Account program. Due to inflationary costs and large increases in health care expenses, City staff recommends that the $2,000 maximum be raised to $3,000. In order for the City to legally make this change and increase the employee FSA contribution limit from $2,000 to $3,000 the City must implement and adopt the recent changes that were enacted by the Federal Government. For your review, I have included the new Flexible Spending Account Plan that was created by Acclaim Benefits, The new FSA plan will bring the City into compliance with federal and state COBRA, FMLA, ERISA, and HIP AA requirements. Staff Recommendations City staff recommends approval of the proposed changes to the City of Arden Hills Flexible Spending Account Plan. . \\EarthIAdmin\Assistant City Administrator\Memo's and Letlers\2004'FSA Changes.DOC . . . ~ ~~HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION No. 04-64 A RESOLUTION INCREASING THE EMPLOYEE FLEXIBLE SPENDING AMOUNT AND AMENDING THE FLEXIBLE SPENDING ACCOUNT PLAN TO COMPLY WITH FEDERAL FMLA, ERISA, IDPPA, COBRA REGULATIONS, CLAIMS APPEAL PROCESS, AND PURCHASE ELIGIBILITY OF OVER THE COUNTER DRUGS WHEREAS, City of Arden Hills previously adopted the City of Arden Hills Health Care and Dependent Day Care Expense Reimbursement Plan ("Plan") on January I, 1994; WHEREAS, City of Arden Hills desires to amend and restate the Plan in the following manner: Effective January 1, 2005: . The Plan will operate using the Final COBRA regulations issued 1/1/0l, Final Change in Status Rules issued 1/1/0l, Final FMLA Regulations issued 10/17/01, updated ERISA statement of rights, updated Claims Appeal Process issued 07/1/02, HIPAA changes issued 4/14/03, Revenue Ruling 2003-102 regarding the eligibility of over-the- counter drugs issued 9/22/03 and the final COBRA Regulations issued 5-26-04. . The Health Care Reimbursement Account Maximum shall be increased from $2,000 to $3,000. . The Plan Name shall be changed to Flexible Spending Accounts Plan. NOW, THEREFORE, BE IT RESOLVED, that City of Arden Hills Flexible Spending Accounts Plan be amended and restated; NOW, THEREFORE, BE IT FURTHER RESOLVED, that members ofthe City Council are hereby authorized to make such contributions from the funds of the Employer as are necessary to carry out the provisions of said plan at any time; and NOW, THEREFORE, BE IT FURTHER RESOLVED, that in the event any conflict arises between the provisions of said Plan and the Employee Retirement Income Security Act of 1974 (ERISA) or any other applicable law or regulation (as such law or regulation may be interpreted or amended), the City shall resolve such conflict in a manner which complies with ERISA or such law or regulation. NOW, THEREFORE, BE IT FURTHER RESOL YED, that the City Administrator is hereby authorized and directed to execute and deliver all documents necessary for the proper implementation of the Flexible Spending Accounts Plan and to ensure that the amended plan, which is hereby approvcd, is in effect as ofJanuary I, 2005. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN illLLS TillS 13th DAY OF DECEMBER, 2004. Beverly Aplikowski, MAYOR ATTEST: Michelle A. Wolfe, CITY ADMINISTRATOR \\Earth\Admin\Council\Rt',solutioDs\1004\04-63. A Resolution Amending the Flexible Spending Account Plan-Cobra Compliance.doc . . . Johnson. Schawn ~: To: Cc: Subject: Conger, Michelle [MConger@acclaimbenefits.com] Friday, November 12, 2004 10:11 AM schawn ,joh nson@ci.arden-hills.mn.us Hackworth, Joyce Plan Amendment Importance: High Schawn - Per our conversation, I am recommending that we complete a full amend & restatement of your FSA Plan. According to our records, your plan was adopted on 1/1/94, you've had 3 summary of material modifications (SMMs) since that date. The rules governing these plans say that the Plan needs to be amended & restated every 5 years if the Plan has made any material changes to it or every 10 years if no changes were made. Your Plan would need to be updated at this time to include the final FMLA Regulations, the updated Claims Appeal Process, and the Final COBRA Regulations. I would also include the change to the healthcare reimbursement account maximum. The cost to complete an full amend & restatement of the Plan is $550. The cost includes the preparation, research and revisions. After the documents are approved, signed and returned to me, I will send you a bound copy of the plan document and original camera ready copy of the SPD. Upon request, you may also receive electronic versions of these documents. Please advise as to how you would like us to proceed. Thank you, _helle L. Conger laim Benefits} a division of Stanton Group 63) 278-4278 (ph) (763) 278-4279 (fax) mconger@acclaimbenefits.com Confidentiality Notice: The information contained in this e-mail communication and any attached documentation may be privileged, confidential or other wise protected from disclosure and is intended only for the use of the designated recipient (8). The uset distribution, transmittal or re- transmittal by any unintended recipient of this communication is strictly prohibited. If you are not the intended recipient of this e-mail, please notify the above sender of the error and immediately delete this e-mail and any attachments from your system. . I . City of Arden Hills Flexible Spending Accounts Plan SUMMARY PLAN DESCRIPTION Effective January 1, 1994 (Amended and Restated Effective January 1,2005) . . . . . City of Arden Hills Flexible Spending Accounts Plan SUMMARY PLAN DESCRIPTION TABLE OF CONTENTS PAGE GENERAL INFORM A TION................,.....,............................................................................................... 1 WHAT IS THE PURPOSE OF THIS PLAN? ............................................................................... I WHAT ARE SOME DEFINITIONS? ........................................................................................... I WHAT TYPE OF PLAN IS THIS? ............................................................................................... 2 ELIGIBILITy................... .... ,......................... ....... ................................ ............... ............. .......................... 2 WHEN CAN I P ARTICIP A TE IN THE PLAN? ........................................................................... 2 WHAT ARE THE CONDITIONS OF PARTICIPATION? ..........................................................2 I10W TIlE PLAN WORKS ................ ........................ ...... .......................................................................... 3 HOW DO I PAY FOR BENEFITS? .............................................................................................. 3 WHAT ARE PRE-TAX CONTRlBUTIONS? .............................................................................. 3 WHAT BENEFITS ARE PROVIDED UNDER TIlE PLAN? ......................................................3 ARE THERE ANY SPECIAL RULES RELATING TO REIMBURSEMENT BENEFITS? ....................................... ......... ....................................................................... 5 ARE THERE ANY RESTRICTIONS ON RECEIVING BENEFITS? .........................................7 HOW DO I MAKE A BENEFIT ELECTION? ............................................................................. 7 HOW DO I CHANGE MY BENEFIT ELECTION? .....................................................................7 WHAT HAPPENS IF I TAKE A LEAVE OF ABSENCE OR FAMILY OR MEDICAL LEAVE? ...................... ...... ..............................,...... ,.......................................................... 9 HOW ARE QUALIFIED MEDICAL CHILD SUPPORT ORDERS HANDLED? .................... 10 HOW ARE BENEFITS TAXED?................................................................................................ 10 EARNED INCOME CREDIT ..,................................................................................................... 12 WHAT EFFECT DOES THE PLAN HAVE ON SOCIAL SECURITY OR OTHER GOVERNMENT BENEFITS?............,.......................................................................... 12 WHAT EFFECT DOES THE PLAN HAVE ON OTHER PAY -RELATED BENEFITS? ........ 12 WHAT HAPPENS IF 1 TERMINATE EMPLOYMENT? .......................................................... 13 WHAT HAPPENS IF TIlE PLAN IS AMENDED OR TERMINATED? .................................. 13 CONTINUATION OF COVERAGE ........................................................................................................ 13 WHAT ARE MY RIGHTS TO CONTINUATION COVERAGE? ............................................13 WHAT NOTICE OBLIGATIONS DO I I1A VE UNDER COBRA? .......................................... 14 HOW DOES CONTINUATION COVERAGE FOR MY HEALTH CARE REIMBURSEMENT ACCOUNT WORK? .................................................................... 16 ADMINISTRATIVE INFORMATION .,.....................................,.............. ........... ................ ................... 16 THE PLAN YEAR...................................................................................................................,... 16 PLAN ADMINISTRATION ............................................................................,.............,............. 16 CLAIMS FOR BENEFITS......................................................................................,.................... 17 WHAT IF I NEED MORE INFORMATION? ............................................................................ 18 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT............................. 19 SUMMARY OF ADMINISTRATIVE INFORMATION ........................................................................ 20 . . . City of Arden Hills Summarv Plan Descriotion . GENERAL INFORMATION . . WHAT IS THE PURPOSE OF TillS PLAN? City of Arden Hills has established this Plan to make available to Eligible Employees on a pre-tax basis different combinations of health care benefits, dental care benefits, health care reimbursement benefits, dependent care reimbursement benefits, and direct (taxable) compensation. WHAT ARE SOME DEFINITIONS? Here are some definitions that will help you beltcr understand this summary of the Plan: a) AFFILIATE - means an entity (other than the Employer) that is part of a group of entities that includes the Employer and constitutes (i) a controlled group of cOIporations (as defined in Section 414(b) of the Code), (ii) a group of trades or businesses, whether or not incorporated, under common control (as defined in Section 414(c) of the Code), or (iii) an affiliated service group (within the meaning of Section 414(m) of the Code). b) EMPLOYER - City of Arden Hills. c) DEPENDENT - A person whom you can claim as a dependent on your federal income tax return. In general, a person will qualify as your dependent for a year if you provide more than one-half (1/2) of his or her support during the year and certain other tests are met. Your dependents will usually include your children who were under the agc of nineteen (19) at the end of the year or who were full-time students. Your dependents may also include other persons who are either related to you by blood or marriage or lived in your home as a member of your household during the entire year if they had less than $2,700 of gross income during the year (excluding nontaxable amounts such as social security or welfare benefits). The instructions to your federal income tax return discuss in some detail who qualifies as your Dependent. d) EFFECTIVE DATE - The Effective Date this plan became effective was January I, 1994. The Effective Date of this Amendment and Restatement is January 1,2005. e) ELIGIBLE EMPLOYEE - Generally, an Employee who is eligible for the Employer-sponsored Health Plan. Employees are eligible to participate on their date of hire. Employees electing COBRA coverage due to a qualifying event may continue eligibility for the remainder of the Plan Year in which the Employee ceased to be employcd by the Employer. f) PERIOD OF COVERAGE - For dependent care benefits the Period of Coverage is generally the same as the Plan Year. However, if a person becomes a participant after a Plan Year has started, that participant's Period of Coverage begins on his or her first day of participation and continues for the remainder of the Plan Year. For example, if a person becomes a participant on October 1,2005, that person's Period of Coverage' for Dependent Care reimbursement benefits for that Plan Year is October I, 2005 through December 31,2005. SPD-I Citv of Arden Hills Summary Plan DescriDtion For all other benefits, including health care reimbursement benefits, the Period of Coverage will . generally be the same as for dependent care reimbursement benefits. However, if you are no longer on the Employer's payroll and you stop paying for Ihese other benefits, your Period of Coverage will end early. For example, if you terminate employment or take anunpaidleave()f absence, your. Period oJ Coverage will cease as of the end of the last month for which you pay for coverage. (SEE eONTINUATION COVERAGE). If you take a "family or medical leave," you may beable to reinstate your health/dental coverage and health care reimbursement benefits. ThiswouldaffecLyoutperiodofCo'lerage for health care rein1bursement benefits (SEE LEAVES OF ABSENCES AND FAMILY ORMEDICAL LEAVES) g) PLAN - This Cily of Arden Hills Flexible Spending Accounts Plan, as may be amended from time to time. h) PLAN YEAR - The Plan Year is the calendar year. i) QUALIFYING INDIVIDUAL -- A participant's dependent who is under the age ofthirteen (13), and a participanl's spouse or dependent of any age who is physically or mentally incapable of caring for him or herself. j) STATUS CHANGE - Changes in status for which a benefit election change may be pcrrnitted includes change in legal marital status, change in the number of tax dependents, employment status . change for you, your spouse or dependent, a dependent satisfying or ceasing to satisfy eligibility requirements, a residence change by you, your spouse or dependent, a change in the cost or coverage for dependent care, a change in coverage due to your spouse or dependent's open enrollment or the beginning or ending of adoption proceedings for adoption benefits. Please note: the event must affect eligibility for benefits and the requested change to your election must be consistent with the event. WHAT TYPE OF PLAN IS THIS? This is a flexible benefit plan that pennits participants to choose among more than one benefit. It is classified as a "cafeteria plan" for federal income tax purposes. ELIGIBILITY WHEN CAN I PARTICIPATE IN THE PLAN? A newly Eligible Employee may elect to become a participant in the Plan on the date after he or she first becomes an Eligible Employee and satisfies the participation conditions. Eligible Employees who do not become participants when they first become eligible may become participants on the first day of a Plan Year, or under certain circumstances when a status change occurs. WHAT ARE THE CONDITIONS OF PARTICIPATION? As a condition to participate in the Plan and to receive reimbursement benefits under this Plan, you must: I. Execute and deliver to the Employer within 30 days of becoming eligible 10 participale in Ihe Plan an application to participate in the Plan and a benefit election form; . SPD-2 . . . Citv of Arden Hills Summarv Plan Description 2. Authorize Pre-tax Contributions in the required amount; 3. Observe all Plan rules and regulations; 4. Agree to inquiries by the Employer with respect to any physician, hospital, or other provider of health care or other services covered by this Plan; and 5. Submit to the Employer all reports, bills, and other information that the Employer may reasonably require. If you do not make a benefit election within the time period required by the Plan, you will not be eligible to pay for your benefits on a pre-tax basis. HOW THE PLAN WORKS HOW DO I PAY FOR BENEFITS? Benefits are paid for by you using your Pre-tax Contributions. Pre-tax Contributions are discussed below. WHAT ARE PRE-TAX CONTRIBUTIONS? Pre-tax Contributions are the amounts by which you reduce your regular gross (before tax) wages or salary in exchange for the Employer's contribution of equal amounts to the Plan. You will authorize Pre- tax Contributions by signing the application to participate. Any required employee contributions for benefit coverages will be automatically withheld on a pre-tax basis. WHAT BENEFITS ARE PROVIDED UNDER THE PLAN? The types of benefits available to you undcr the Plan allow you to improve on those benefits based on your individual needs. The benefits offered undcr the Plan are described below. If you do not elect to participate in these pre-tax benefits, you will receivc your regular taxable wages. 1. Health Covera~e. Payment of the employee cost of employee or family coverage under the City of Arden Hills Health Plan. This health plan is described in the City of Arden Hills Health Plan Summary Plan Description. 2. Dental Coverage. Payment of the employee cost for employee or family coverage under the City of Arden Hills Dental Plan. This dental coverage plan is described in the City of Arden Hills Dental Plan Summary Plan Description. 3. Health Care Reimbursement Expenses. If you elect health care reimbursement coverage, you can use your available Pre-tax Contributions to be reimbursed for health care expenses incurred by you, your spouse or any of your dependents during the Period of Coverage for a Plan Year that are related to the diagnosis, treatment, or prevention of disease or for sickness and injury. Premiums for insurance coverages and similar expenses (e.g., payments for a spouse's HMO coverage) are not reimbursable. If you elect to receive health care reimbursement coverage, within the Plan's limits you will elect your level of coverage for the Plan Year. The maximum level of coverage is $3,000 per Plan Year. SPD-3 Citv of Arden Hills Summary Plan Description IRS Publication 502, which you may obtain from the Internal Revenue Service, describes tax- . deductible health care expenses, which are very similar to the expenses eligible for reimbursement. There are, however, some important differences to note which you will not find in that publication. The cost of over-the-counter drugs may be reimbursed under the Plan if they have been purchased for the diagnosis, treatment, or prevention of disease or for treatment of sickness or injury, regardless of whether they are deductible for federal income tax purposes and regardless of whether or not they have been prescribed by a physician. Also note that any expense covered by an insurance policy or which will be reimbursed from any other source is ineligible for reimbursement. In addition, expenses for cosmetic procedures that are not medically necessary are not eligible for reimbursement. The following list gives examples of the types of health care expenses covered: Surgical services Hospilal services Laboratory services Prescriplion medicine and drugs Over-the-counter drugs Ambulance services Pre-natal care Orthodontia Vision care Contact lenses Seeing eye dogs Tape Recorders for blind persons X-ray treatments Nursing services Dental services Insulin Chiropractic and osteopathic services Chemical dependency services Psychiatric care Prescription eyeglasses Hearing aids Wheelchairs Crutches . As noted earlier, you can be reimbursed only for expenses incurred during your Period of Coverage for that Plan Year. In addition, no health care expense will be reimbursed under this Plan to the extent that either the expense is covered and paid or reimbursed by any health or accident plan or insurance policy covering you, your spouse, or any Dependent, or if you will be reimbursed for the expense from another source. 4. Devendent Care Reimbursement Expenses. You may also set aside available Pre-tax Contributions in a dependent care reimbursement account. This account can be used to reimburse you for amounts paid for household services or for the care of a QualifYing Individual if those amounts are paid to permit you (and your spouse, if married) to be gainfully employed during a period for which there is a Qualifying Individual with respect to you. If expenses are incurred outside of your household, they will be eligible for reimbursement only if they are incurred for the care of a Qualifying Individual under the age of thirteen (13) or a Qualifying Individual that spends at least eight (8) hours per day in your household. In addition, if Ihe expense is incurred outside your home at a facility that provides care for more than six (6) individuals that do not regularly live in the facility, the facility must comply with all applicable state and local laws and regulations, including any applicable licensing requirements. For example, if you must place)'ourfour year old son in a child care centerin order for you to work as a full-time employee of the Employer, or to enable your spouse to seek employment while you remain employed by the Employer, this child care expense would be eligible for . SPD-4 . . . Citv of Arden Hills Summarv Plan Description reiJnbursement. The cost of schooling for kindergartell or higher is not eligible for reimbursement under the Plan, but the cost of care provided befQreand afier schoolis eligible. Subject to Plan limits, you will elect your level of dependent care expense coverage during a Plan Year. The maximum level of coverage is $5,000. A pro rata portion of your annual election will be used to fund your account from lime to time. At any point in time during the Plan Year you can claim reimbursement benefits in an amount equal to the remaining balance in your account. Your account for cach Plan Year only covers expenses incurred during your Period of Coverage for that Plan Year. In addition, the Plan will not reimburse you for amounts you pay for services performed by your Dependent or a Dependent of your spouse or by your child, if the child is under the age of nineteen (19). For example, a payment to your fifteen (15) year-old daughter for baby-sitting your son would not be eligible for reimbursement. For more information about the Dependent Care Reimbursement Account. you may contact your local IRS office for a copy of Publication 503. ARE THERE ANY SPECIAL RULES RELATING TO REIMBURSEMENT BENEFITS? 1. Forfeitures. Federal lax laws rcquire that your health carc expense reimbursement account and dependenl care reimbursemenl account for each Plan Y car operate on a "use it or losc it" basis. For this reason, if you do not usc thc entire amount available for reimbursement benefits from these accounts for a Plan Year, you will forfeit the unused amount, and you will havc no furthcr claim to it. Forfeited amounts will bc used by the Employcr to offset administrative costs of the Plan. For example, assumc Jones allocates $2,400 during 2005 to his. 02005 Dependent care reimbursement account. During the 2005 Period of Coverage, however, 0 Jones and his spollse and Dependents incur only $2,200 of expenses eligible for reimbursemeh(under the Plan. Jones will forfeit to the Employer the $200 remaining in his 2005 account after he has been rennbursed o for all of his eligible expenses. 2. The Plan Year and the Period of Coverage. You may use your reimbursement accounts for any Plan Year only to pay for reimbursement benefits for that Plan Year. Your health care reimbursement coverage and dependent care reimbursement account for a particular Plan Year can only be used to provide reimbursement for eligible expenses incurred during your Period of Coverage for that Plan Year. For example, if you become a participant on October 1, 2005, and have elected to receive health care reimbursement coverage for your first Plan Year ending December 31,2005, and you are employed for the full year, you can receive reimbursement only for eligible expenses incurred from October 1, 2005 through December 31, 2005, which is your Period of Coverage for that Plan Year. Expenses incurred in September 2005 or January 2006, are not eligible for reimbursement under your coverage for that Plan Year. SPD-5 Citv of Arden Hills Summary Plan Description In the case of health care reimbursement coverage, your Period of Coverage will end as of the . end of the month of the qualifying event (or, if you are a terminated employee, your last continuation period) for which you pay for coverage. For. example, if Johnson's employment terminates on.Septembet21l\nd he has paid for health eare reimbursement coverage through September and elects not to pay foreontinuation coverage with after-tax dollars (see Continuation Coverage), his Period of Coverage wOilldeuda.sof the end of September. Asa result, he would not be entitled to reimbursement for expenses incurred in October through December ofthat year. This would be true even if Johnson had elected $1,200 of coverage during the Plan Year and, throughSeptember,had paid $900 forthebenefjt. If Jolmson elected..to .payforcontinuation coverage on an afterctax . basis, he. would ext.end. his Period of Coverage and therefore expenses incurre4duringthiscontinuation period would be eligibleforreimbursement. (These results can differsgmewhatif you take a "family or lUedjcal leave,"your health care reimbursement. coverage tenninates, and you later reinstate the coverage. See LEAVES OF<ABSENCES AND FAMILY OR MEDIQAL LEAVES,) . .... ... 3. When is an Expense "Incurred"? A health care expense or dependent care expense is incurred when the health care or dependent care-giving rise to the expense is provided. The date of billing or payment is irrelevant. ;f'otexample, ifJoneSvisits his dentist on Deeember15,2004, is billed for the dentaLs5rviceson January 5,2005, and pays the bill on January 14, 2005,Joneswillhayeincurred the expense on December 15, 2004. . gOnsequently, the expense would beeligibleforreimbursenlen.t tmder Jones' health care reimbursement coverage for 2004, bi:lt not WIder hii coverage for 2005. . 4. How Do I Claim Reimbursement Benefits? If you have elected reimbursement coverage, you may c1ain1 reimbursement for eligible health care and/or dependent care expenses until February IS after the close of the Plan Year. Benefits are paid at least bi-weekly throughout the Plan Year. Your claim must total $10.00 before you can submit your claim for reimbursement. This minimum requirement does nol apply to claims filed on or after December 31" for the Plan Year just ended. To be reimbursed you must follow these simple steps: . When you enroll, you will receive a Reimbursement Claim Form along with an envelope that you will use to submit your first expenses to the Acclaim Benefits Flexible Spending Account Department. Please note: the form allows you to list several expenses on one form, if desired. . Attach a copy of your bill or receipt or other satisfactory third party documentation of the amount of the expense, the date(s) the expense was incurred (a canceled check is not sufficient) to the Reimbursement Claim Form. . Complete the form in its entirety. Then sign and date the form. (Your signature is certification that each expense is eligible for reimbursement under the Plan, that it has not been previously reimbursed under the Plan, that it is not reimbursable from any other source (M., insurance), and that you will not also claim it as a deduction or credit on your income . tax retum.) SPD-6 . . . City of Arden Hills Summary Plan Descriotion . Fax or Mail the Reimbursement Claim Form to the Acclaim Benefits Flexible Spending Account Department. Claims received by Fax or Mail will be audited and entered within 24- hours of initially receiving the reimbursement claim form. It is recommended that you keep a copy of the fax confirmation for your records. Claims should be: faxed to: (763) 278-4004 or (866) 278-4004 (toll free) mailed to: PO Box 47338, Minneapolis, MN 55447 . After your claim is reviewed, processed, and approved, a chcck or advice of deposit will be mailed directly 10 your home addrcss. ARE THERE ANY RESTRICTIONS ON RECEIVING BENEFITS? Tax laws impose a variety of nondiscrimination requirements and benefits tests that must be met before benefits under the Plan will be nontaxable to all employees. These are generally intended to restrict the amount of nontaxable benefits available to certain employees of the Employer who are officers, directors, or "highly compensated". If the Employcr believes that any of these requirements or limits may be violated, it may limit the amount of Pre-tax Contributions certain participants may allocate to nontaxable benefits, so that the Plan and its benefits will not be discriminatory. HOW DO I MAKE A BENEFIT ELECTION? Prior to the start of your participation in the Plan for a Plan Year, at a time announced by the Employer, you must complete and retum to the Employer a benefit election form setting out your benefit elections and indicating how much of your Pre-tax Contributions, if any, that you want used to pay your benefits. If you do not make a benefits election, you will not be able to participate in the Plan for the Plan Year. If you become a participant after the beginning of a Plan Year, your bencfit election will become effective as of the first day of the month and after your benefit election form is filed with the Employer. HOW DO I CHANGE MY BENEFIT ELECTION? After a Plan Year begins you generally cannot change your benefit election or allocation of Pre-tax Contributions. You may request a mid-year election change only if you experience a "status change". Any such election change must be on account of and consistent with the status change. STATUS CHANGES 1. Change in legal marital status (marriage, divorce, death of spouse, legal separation and annulment). 2. Change in the number of tax dependents (birth, placement for adoption, death). 3. Employment status change for you, your spouse or your dependent (termination or commencement of employment, full-time to part-time, unpaid leave of absence, change in worksite, strike or lockout). 4. Dependent satisfies or ceases to satisfy eligibility requirements (attainment of age limit, student status, marriage). . 5. Residence change by you, your spouse or dependent; thc change must affect eligibility for an underlying benefit, such as moving outside of an HMO service area. 6, Change in coverage due to spouse or dependeilt's open enrollment. 7. For adoption assistance benefits, if applicable, starting or ending adoption proceedings. SPD-7 Citv of Arden Hills Summary Plan Description Consistency rule - the requested change must be consistent with the Status Change event. Generally, the . Status Change event will result in an eligibility change for you, your spouse or dependent, and your election may increase or decrease depending on the gain or loss of coverage that occurred. For example, if a participant's spouse becomes unemployed, the participant can stop or reduce the rate of additions to his or her dependent care reimbursement account. However, you may not stop or reduce your health care reimbursement coverage. Change in Cost or Coverage - Pre-tax Elections If a cost increase is "significant," you may increase your Pre-tax Contribution election or revoke your Pre-tax Contribution election and make a new election for coverage under a similar welfare benefit plan. If your coverage is "significantly curtailed," you may revoke your ejection and make a new election for coverage under a similar benefit plan. To meet the "significant curtailment" standard, there must be an "overall reduction in coverage" resulting in reduced coverage to participants in general, not just you, your spouse or dependent. If a new option is added or if an option is eliminated, you may make a new election that corresponds to the change. Change in Cost or Coverage - Dependent Care Reimbursement Dependent care reimbursement elections can also be changed under the Change in Cost or Coverage rules described abovc. This means that if your dependent carc provider changes its rates, you may modify your dependcnt care account elections to conform to thc changc. Also, if you change providers and there is a cost difference with the change, you may changc your elcction. (Note: where the dependent care providcr is a family member, some rcstrictions apply.) Under fedcrallaw, hcalth care spending account clcctions are not eligible for modification under the change in cost or covcrage rules. Medicare or Medicaid Coverage If you become eligible for Medicare or Medicaid coverage you may bc able to rcduce or stop your Pre-tax Contribution amounts, if thc undcrlying hcalth care plan allows such a changc. If you lose Medicare or Medicaid coverage, you may be ablc to begin or increase Pre-tax Contribution amounts, again, ifthe hcalth carc plan allows you to begin or incrcase coverage. . Timing for Elcction Changes Any such change in your clcction must be made using Employer designated forms or systems prior to or after the Status Changc, but not later than 30 days after thc datc of the Status Change. Such a change will generally be cffcctive as of the first day of the month after the Employer receives the form, or, if later, the date the Status Change occurs. Please note that to be effective as of a Status Change, the Employer must rcceive your form no later than the datc of the Status Change. Automatic Changes Thc Employer reserves the right to automatically initiate changes to your clcctions whcrc a significant change in cost occurs or where the Plan is required to follow a judgment, dccree or order that mandates coverage for your dependent. Rehires If you terminate employment and arc rchired within 30 days of your most rccent termination date, your most rccent election amounts will be automatically reinstated. If you arc rehired more than 30 days after your most recent tennination of employment you can make ncw Prc-tax Contribution elections as a new hire. . SPD-8 . . . CilV of Arden Hills Summarv Plan Descriotion WHAT HAPPENS IF I TAKE A LEAVE OF ABSENCE OR FAMILY OR MEDICAL LEAVE? If you take a leave of absence that is not a family or medical leave under the Family and Medical Leave Act of 1993, the way in which you may participale in the Plan will depend on whether or not you continue to receive compensation from the Employer. If during a leave you continue to be paid by the Employer, your benefit election will remain in effect and the Employer will continue to withhold Pre-tax Contributions. If you are not being paid by the Employer, your participation in the Plan will be treated in the same way as if you had terminated employment. Thus, you cannot make contributions to your Dependent Care Reimbursement Account, but you can continue to submit claims through the end of the Plan Year or, if earlier, until your account is depleted. Also, you may continue to pay for your health coverage, dental coverage and any health care expense reimbursement benefits on an after-tax basis. In doing so, your prior benefit election will be reinstated when you return to work (see Continuation of Coverage section). If you take a leave of absence that is a family or medical leave under the Family and Medical Leave Act of 1993, you should contact the Assistant to the City Administrator in order to discuss your continued participalion in the Plan during the leave. In general, if you take an unpaid family or medical leave, you may continue to participate in the Plan provided you continue to pay for your benefits. You can elect to pay for your benefits in one of the following three ways: I . You can pay for your benefits on a pre-tax basis by allowing us to deduct your required contributions from your paychecks before the leave. (Due to certain tax law restrictions, you can only prepay on a pre-tax basis Ihrough the end of a Plan Year.) 2. You can pay for your benefits for the duration of the leave on an after-tax basis by a single lump-sum payment at the beginning of the leave. 3. You can pay for your benefits on an after-tax basis during the leave by sending your payment to City of Arden Hills on or before the first of each month. If you receive taxable pay from the Employer during your leave, you can pay for your benefits on a pre- tax basis Ihrough Pre-tax Contributions from that pay. If you fail to make arrangements to pay for your benefits during a family or medical leave, the Employer reserves the right to recover the cost of such coverage from you at the end of the family or medical leave to the fullest extent authorized by the Family and Medical Leave Act of 1993. If you are on a family or memcalleave under the Family and Medical Leave Act of 1993 at any point during a Plan Year, you will be entitled to revoke your election with respect to health coverage, dental coverage and any health care expense reimbursement benefits under the Plan. Following your return from the family or medical leave you will be entitled to reinstate those coverages for the remainder of the Plan Year, on the terms that applied prior to family or medical leave. However, if you reinstate health care reimbursement coverage following a family or medical leave, (a) your Period of Coverage for the Plan Year will exclude periods for which your coverage had lapsed because of the revocation or termination, (b) no expenses incurred during the excluded period will be eligible for reimbursement under the Plan, (c) your level of coverage for the Plan Year of the reinstatement will equal your coverage level in effect at the time of your revocation or termination, reduced on a pro rata basis to reflcct cxcluded periods for which your coverage had lapsed, (d) all previously paid benefits will be charged against your revised coverage level, and (e) your revised coverage level can be (i) your coverage level in effect for the Plan Year of the reinstatement reduced on a pro rata basis or (iil your original coverage SPD-9 City of Arden Hills Summary Plan Descriotion level for the period of coverage with higher post-leave salary reductions to make up the difference, if you . so elect. Any revocation, request for reinstatement and post-leave coverage choice must be made using Employer forms. In the case of a revocation, the form must be submitted no later than 30 days after the commencement of the family and medical leave. In the case of a request for reinstatement, the form must be submitted no later than 30 days after return from the family or medical leave. If you take a military leave of absence you may have a right to have your coverage under the medical . expense reimbursement portion of this Plan continued. Upon your retum from a military leave of absence you may have a right to reinstate your coverage without any waiting periods. Please contact the Assistant to the City Administrator at 651-634-5125 as soon as you know you will be taking a family or medical leave or a military leave of absence. HOW ARE QUALIFIED MEDICAL CHILD SUPPORT ORDERS HANDLED? In certain circumstances, you may be able to enroll a child of a participant in the Plan in the health care expense reimbursement portion of the Plan by filing a "Qualified Medical Child Support Order" (QMCSO) with the Employer. A QMCSO may only be filed with respect to a child of a Participant in the Plan. If you are interested in more information relating to QMCSO and thc procedures for filing them with the Plan, please contact the Assistant to the City Administrator. HOW ARE BENEFITS TAXED? Subject to applicable nondiscrimination requirements discussed above, the Employer believes that contributions used to pay for benefits other than the dependent care benefits will not be subject to federal or Minnesota state income taxes or to social security taxes. These contributions and benefit payments will not be reduced by income tax or social security withholding. Dependent care benefits you receive from your dependent care reimbursement account during a calendar year generally will not be taxable unless they exceed the lower of (a) $5,000 ($2,500 if you are married but file a separate return for the year), reduced by the amount of any dependent care credit you claim for olher expenses (see SPECIAL NOTICE CONCERNING DEPENDENT CARE EXPENSES below) or (b) your income limitation for thai year. If the amount of dependent care benefits exceeds your income . limilation, the excess will be taxable. If you are single, your income limitation for a year is your eamed SPD-1O . . . CilV of Arden Hills Summary Plan Description income for that year. If you are married, your income limitation is the lower of (a) your earned income for the year, or (b) your spouse's earned income for the year. If your spouse is a full-time student or is physically or mentally incapable of caring for himself or herself during the year, your spouse will be considered to have earned income of $250 per month if you have one Dependent who qualifies for coverage or $500 per month if you have two or more Dependents who qualify for coverage. However, to sustain the nontaxable status of dependent care benefits you receive from the Plan, you will be required to report the amount of those rein1bursements and the name, address, and social security number or employer identification number of the dependent care provider on your federal income tax return. By each January 31, as part of your W-2, the Employer will provide you with a statement showing the amount of dependent care reimbursement paid to you during the preceding calendar year so that you can calculate the amount, if any, that was taxable. This statement may be a part of your W-2. The Employer will not withhold income taxes or social security taxes from dependent care benefit payments. To illustrate the tax savings offered by the Plan, suppose Terry expects to be paid a gross salary of $35,000 during the year. If Terry has two children and expects to have $1000 in health care expenses that will not be covered by insurance or any other health care plan and $2500 in dependent care expenses. Terry may pay these expenses on an after-tax basis from her salary or, by participating in the Plan, she can receive benefits from the Plan which allow hcr to pay the expenses with pre-tax dollars. The difference is illustrated in the following table. (For illustration purposes it is assumed that Terry pays $1.00 for each $1.00 of health care reimbursement coverage during the Plan Year and she is in the 30% tax bracket.) Sample Paycheck Comparison Without Plan With Piau Annual earnin s Health care expenseslDependent care expenses paid throu h the Plan Taxable com ensation Estimatcd Federal Tax Withholdin Social Security and Medicare (FlCA) Tax (7.65%) $35,000.00 -3,500.00 $35 000.00 c 10,500.00 $31 500.00 -9,450.00 -2,410.00 $19 640.00 -0 After-tax com ensation Health care expenseslDependent care expenses paid after-tax S end able income after taxes and ex enses $18322.00 $19 640.00 Terry's total gross compensation, considering both gross salary and Plan benefits, will have stayed the same, but her compensation after federal taxes, health care expenses, and dependent care expenses will have increased by $1,318.00. The full or partial non-taxability of benefits is the primary benefit of the Plan. However, the exact effect the Plan will have on you will depend on the benefits you elect as well as other factors that affect the amount of income taxes you pay. SPD-l1 Citv of Arden Hills Summary Plan Description Note - If you receive nontaxable reimbursement from the Plan for health care or dependent care . expenses, you may not deduct or take a credit for these expenses on your tax return. SPECIAL NOTICE CONCERNING DEPENDENT CARE EXPENSES Under current law, a tax credit is available for the same type of dependent care expenses that are eligible for reimbursement through the Plan. The amount of the credit depends on the taxpayer's adjusted gross income and ranges from 20% to 35% of eligible expenses up to a limit of $3,000 of expenses if there is one eligible Dependent and $6,000 of expenses if there are two or more eligible dependents. As indicated above, however, you will not be eligible to take the tax credit for any expenses reimbursed through the Plan. In addition, the maximum amount of expenses eligible for the credit will be reduced on a dollar-for-dollar basis for each dollar of dependent care reimbursements you receive under the Plan. For example, if you have two children and incur $5,000 of dependent care expenses in 2005, $2,000 of which is reimbursed through the Plan, the maximum amount of your expenses eligible for the credit would be $4,000 ($6,000 less $2,000). Determining whether taking the credit or reimbursement under the Plan is more beneficial involves complex calculations. Because each individual's situation is different, the Employer cannot predict whether or not it would be more beneficial to you to take the tax credit for dependent care expenses or to have your expenses reimbursed under the Plan. EARNED INCOME CREDIT Under federal law, an earned income credit is available for individuals with lower incomes. The amount of the credit differs depending on whether or not an individual has children, and is phased out as income increases. Participation in the Plan may affect your eligibility for the eamed income credit and/or the amount of the credit. You should consult your tax relurn instructions and/or your tax advisor to determine whether this credit applies to you and if so, the impact of participating in this Plan. . WHAT EFFECT DOES THE PLAN IlA VE ON SOCIAL SECURITY OR OTHER GOVERNMENT BENEFITS? If you use your Pre-tax Contributions for nontaxable benefits from the Plan, the amount of social security benefits and other government provided, pay-related benefits for which you later may be eligible may be reduced. For example, if you earn less than the social security wage base, which is $90,600 for the 1.45% Medicare portion), and you use your Pre-tax Contributions to obtain'nont will have lo;.ver earnings for social security purposes, and retirement apd oth~r - earnings could also be reduced. . , ,imited for nefits, you based on, thesl' WHAT EFFECT DOES THE PLAN HAVE ON OTHER PAY-RELATED BENEFITS? Your use of Pre-tax Contributions for nontaxable benefits from Ihe Plan should not affect your benefits from other pay-related benefit plans under other Employer-sponsored plans. All benefits from thl'se pay- related benefit plans, such as Long-Term Disability Insurance, are based on your gross pay without regard to any salary conversion amounts undcr this Plan. For purposes of Section 457 Deferred Compensation Plans and PERA, compensation is based on gross salary compensation before Pre-tax Contributions under this Plan. Monthly Employer Contributions used to purchase mandatory insurance . benefits under the Plan should not be included in Ihe calculations of your compensation. SPD-12 . . . City of Arden Hills Sununarv Plan Descriotion WHAT HAPPENS IF I TERMINATE EMPLOYMENT? If your employment terminates, your Pre-tax Contributions will cease. You may be able to elect to continue certain coverages by making after-tax contributions. (See Continuation Coverage.) If you stop making payments toward continuation coverage for the health care reimbursement portion of the Plan, the coverage will cease. (See the discussion of "The Plan Year And The Period Of Coverage" in "Special Rules Relating To Reimbursement Benefits".) WHAT HAPPENS IF THE PLAN IS AMENDED OR TERMINATED? The Employer reserves the right to amend or terminate the Plan at any time and for any reason. If the Plan is amended your rights accrued prior to the amendment will not be affected. Your rights for periods after the amendment will depend on the amendment. If the Plan is terminated, your Pre-tax Contributions will cease. If the Plan is terminated, the Employer expects that you would be able to continue receiving reimbursements of eligible dependent care expenses on the same basis as if your employment had terminated. CONTINUATION OF COVERAGE WHAT ARE MY RIGHTS TO CONTINUATION COVERAGE? This section contains important information about your right to COBRA continuation coverage, which is a temporary extension of coverage under the Plan. The right to COBRA continuation coverage was creatcd by a federal law, ihe Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA). COBRA continuation coverage can become available to you and to other members of your family who are covered under the Plan when you would oiherwise lose your group health coverage. This notice generally explains COBRA continuation coverage, when it may become available to you and your family, and what you need to do to protect the right to receive it. Tbis notice gives only a sununary of your COBRA continuation coverage rights. For more information about your rights and obligations under the Plan and under federal law, you should either review the Plan's Summary Plan Description or get a copy of the Plan Document from the Plan Administrator. The Plan Administrator is City of Arden Hills, 1245 West Hwy 96, Arden Hills, MN 55112 and 651- 634-5125. Thc Plan Administrator is responsible for administering COBRA continuation coverage. COBRA continuation coverage is a continuation of Plan coverage when coverage would otherwise end because of a life event known as a "qualifying event." Specific qualifying events are listed later in this notice. COBRA continuation coverage must be offered to each person who is a "qualified beneficiary." A qualified beneficiary is someone who will lose coverage under the Plan because of a qualifying event. Depending on ihe type of qualifying event, employees, spouses of employees, and dependent children of employees may be qualified beneficiaries. Under the Plan, qualified beneficiaries who elect COBRA continuation coverage must pay for COBRA continuation coverage. If you are an employee, you will become a qualified beneficiary if you will lose your coverage under the Plan because either one ofthe following qualifying events happens: I. Your hours of employment are reduced, or 2. Your employment ends for any rcason other than your gross misconduct. SPD-13 Citv of Arden Hills Summary Plan Description If you are the spouse of an employee, you will become a qualified beneficiary if you will lose your . coverage under the Plan because any of the following qualifying events happens: 1. Your spouse dies; 2. Your spouse's hours of employment are reduced; 3. Your spouse's employment ends for any reason other than his or her gross misconduct; 4. Your spouse becomes enrolled in Medicare (Part A, Part B, or both); or 5. You become divorced or legally separated from your spouse. Your dependent children will become qualified beneficiaries if they will lose coverage under the Plan because any of the following qualifying events happens: I. The parent-employee dies; 2. The parent-employee's hours of employment are reduced; 3. The parent-employee's employment ends for any reason other than his or her gross misconduct; 4. The parent-employee becomes enrolled in Medicare (Part A, Part B, or both); 5. The parents become divorced or legally separated; or 6. The child stops being eligible for coverage under the plan as a "dependent child." COBRA continuation coverage is a temporary continuation of coveragc. When the qualifying event is the death of the employee, enrollment of the employee in Medicare (Part A, Part B, or both), your divorcc or legal separation, or a dependent child losing eligibility as a dependent child, COBRA continuation coverage lasts for up to 36 months. A qualified beneficiary must elect coverage by the date specified on the election form provided by the . Plan Administrator upon notification of a qualifying event. Failure to do so will result in loss of the right to elect continuation coverage under the Plan. A qualified beneficiary may change a prior rt:1ection of continuation coverage any time until that date. Generally, each qualified beneficiary may be required to pay the entire cost of continuation coverage. The amount a qualified beneficiary may be required to pay may not excecd 102 percent of the cost to the group health plan (including both employer and employee contributions) for coverage of a similarly situated plan participant or beneficiary who is not receiving continuation coverage (or, in the case of an extension of continualion coverage due to a disability, 150 percent). The Trade Act of 2002 created a new tax credit for certain individuals who become eligible for trade adjustment assistance (eligible individuals). Under the new tax provisions, eligible individuals can either take a tax credit or get advance payment of 65% of premiums paid for qualified health insurance, including continuation coverage. If you have questions about these tax provisions, you may call the Health Care Tax Credit Customer Contact Center toll-free at 1-866-628-4282. TTDrrrY callers may call toll-free at I -866-626-4282. More information about the Trade Act is also available at www.doleta.gov/tradeact/2002act index.asp. WHAT NOTICE OBLIGATIONS DO I HAVE UNDER COBRA? The Dcpartment of Labor's 2004 final COBRA regulations require plans to establish reasonable procedures for the fumishing of notices that covered employees or qualified beneficiaries are required to provide to the Plan Administrator. The following Procedures apply to the Plan and must be followed by a covered employee or qualified beneficiary providing any of the following COBRA notices: qualif'ying . SPD-14 . . . Citv of Arden Hills Summary Plan Description event notices, second qualifying event notices, disability notices, and change of disability status notices. Failure to follow these Procedures shall reduce or completely eliminate the period of COBRA coverage. Qualifving Event Notice CQBRA requires that each covered employee or qualified beneficiary is responsible for notifying the Plan Administrator within 60 days after coverage would be lost following the occurrence of the triggering events listed below: . Divorce or legal separation of a covered employee from his or her spouse; . Enrollment in Medicare; and . A dependent child's losing dependent status under the Plan. The Qualifying Event Notice must indicate the specific triggering event causing the Notice and the date of the triggering event. Second Qualifying Event Notice The Plan requires, qualified beneficiaries to provide the Plan Administrator with notice of a second qualifying event occurring after a qualified beneficiary has become entitled to COBRA coverage with a maximum coverage period of 18 or 29 months. Second qualifying evcnts include: . Death of a covered employee; Divorce or legal separation from the covered employee; The Covered employee's becoming entitled to Medicare benefits (under Part A, Part B, or both); A dependent child's ceasing to be eligible for coverage as a dependent under the Plan. . . The Second Qualifying Event Notice must indicate the specific qualifying event causing the Notice and Ihe date of the second qualifying event. The Notice must be delivered within 60 days of the occurrence of the second qualifying event, or before the end of the first COBRA continuation period, whichever is earlier. Disabilitv Notice A qualified beneficiary who is determined by thc Social Security Administration to be disabled must notify the Plan Administrator of the disability determination within 60 days after the date the Social Security makes the determination and before the end of the first 18 months of COBRA coverage. The notice must include a copy of the correspondence received from the Social Security Administration. Change of Disabilitv Status Notice A qualified beneficiary with respect to whom a notice of disability determination has been provided to the Plan Administrator must notify thc Plan Administrator of a subsequent determination by the Social Security Administration that he or she is no longer disabled. Such Notice must be provided within 30 days after the date of the final determination and must include a copy of the correspondence received from the Social Security Administralion. All Notices Described Above All the Notices described above must be delivered in writing to City of Arden Hills at the address listed in this Summary Plan Description for the Plan Administrator. All Notices must be delivered in person, by first class mail, by courier, or by messenger. All Notices may be delivered by the covered employee or qualifying beneficiary, or their representative, if such representative has first hand knowledge of the occurrence of the triggering event. All of the above Notices are required even if the Plan Administrator may have independent knowledge of the occurrence of a triggering event. There is no prescribed form SPD-15 Citv of Arden Hills Summary Plan Descrivtion for providing the Notice, so the Notice can be provided in any form that reasonably communicates the . information required by these Procedures to be so communicated. In the event of an unusual or urgent situation, as detennined by the Plan Administrator, the Plan Administrator, in its discretion, may accept oral notice of any of the events described herein, in lieu of written notice. Unusual or urgent situations are those situations that may make written notice impractical or that may require an immediate detennination of COBRA status in connection with an urgent-care claim. HOW DOES CONTINUATION COVERAGE FOR MY HEALTH CARE REIMBURSEMENT ACCOUNT WORK? First, continuation coverage may not be offered if the amount you would be entitled to receive for the remainder of the Plan Year if you elected to continue coverage (your annual election less the amount of any reimbursable claims submitted to The Plan before the date of the qualifying event) would be less than the amount that you would be required to pay in continuation premiums for that coverage for the remainder of the Plan Year. Second, if continuation coverage is available, you may only be entitled to elect continuation coverage for your health care reimbursement account for thc period beginning on the date you would otherwise lose coverage and ending on the last day of the Plan Year in which your qualifYing event occurs. Continuation coverage will not be available for the health care reimbursement account for any subsequent Plan Year if: · The health care reimbursement account is an "excepted benefit" under sections 9831 and 9832 of the Health Insurance Portability and Accountability Act of 1996 (HIP AA), and · The maximum amount that the health care reimbursement account can require to be paid for a year of continuation coverage equals or exceeds the maximum benefit available under the account for the Plan Year. . Additional information regarding continuation coverage rights under the healih care reimbursement account may be obtained by contacting the Plan Administrator. If you have questions about your COBRA continuation coverage, you should contact the City of Arden Hills or you may contact the nearest Regional or District Office of the U.S. Department of Labor's Employee Benefits Security Administration (EBSA). Addresses and phone numbers of Regional and District EBSA Offices are available through EBSA's web site at www.doI.l!ov/ebsa. In order to protect your family's rights, you should keep the Plan Administrator informed of any changes in the addresses of family members. You should also keep a copy, for your records, of any notices you send to the Plan Administrator. ADMINISTRATIVE INFORMATION THE PLAN YEAR The Plan Y car begins on January I and ends the following December 31. PLAN ADMINISTRATION The Plan is a sponsor-administered plan and the Plan Administrator is City of Arden Hills, whose address, business telephone number, and Employer Identification Number are: . SPD-16 . . . Citv of Arden Hills SUmmary Plan Description 1245 West Hwy 96 Arden Hills, MN 55112 Telephone: 651-634-5125 Employer Identification Number: 41-6008992 The Plan Administrator has contracted with Acclaim Benefits to perform third party administration services for the Plan. Claim forms are available from the Assistant to the City Administrator. The Employer (and persons to whom it has delegated powers, to the extent of such delegations) has total and complete authority to (I) detenninc conclusively for all parties all questions arising in the administration of the Plan, (2) interpret and construe the terms of the Plan, and (3) detennine all questions of eligibility and status of Employees, participants, and beneficiaries under the Plan and their respective intcrests. Such detenninations are binding on all persons, subject to the claims procedures under the Plan. CLAIMS FOR BENEFITS Claims under the health insurance or dental insurance are described in the Certificates of Coverage for those benefits. Unless otherwise proved in this document, the Certificates of Coverage or other documents governing a particular benefit plan, the following procedure will apply to claims for benefits under the Plan. You or your beneficiary may file a written claim with the Employer requesting a benefit under the Plan or objecting to the detennination of your benefit. You must file a claim on the form or forms available for that purpose in order for a claim to be valid. Forms are available from the sources referenced in this booklet, or you may obtain the form you need from the Plan Administrator. The Plan Administrator will notify you in writing within 30 days after your written application for benefits of your eligibility or non-eligibility for benefits under the Plan. If the Plan Administrator needs additional time to evaluate your claim, it will notify you within the first 30 days how much additional time is needed, but not more than another 15 days. If the Plan Administrator requests additional information, you will have 45 days to provide that information. The review period will be suspended until the specified information is received. Ifthe Plan Administrator determines that you are not eligible for benefits or full benefits, the notice will tell you: (I) the specific reasons for the denial, (2) the specific provision of the Plan on which denial is based, (3) a description of any additional information or material necessary for you to perfect your claim (and an explanation of why such information or material is necessary), and (4) an explanation of the Plan's claim review procedure, including the time limits applicable to the review procedure and your right to bring a civil action under ERISA following an adverse benefit determination on review. If the Plan Administrator delermines that you are not eligible for benefits, or if you believe that you are entitled to greater or different benefits, you will have the opportunity to have your claim reviewed by the SPD-17 Citv of Arden Hills Summary Plan Descriotion City Administrator by filing a petition for review with the City Administrator within 180 days after you . receive the notice issued by the Plan Administrator. Your petition should stale the specific reasons why you believe you are entitled to benefits, or greater or different benefits. You have the right to obtain from the Employer, on request and free of charge, reasonable access to and copies of all documents, records and other information relevant to your claim for benefits. You should make sure that your request for review includes all the information relevant to your claim. Within 60 days after the City Administrator receives the petition, City Administrator will give you a written decision of its review. The City Administrator may hold a hearing for the review of your claim if you request and it decides such a hearing is necessary. The City Administrator's written decision will state: (I) the specific reason or reasons for the adverse determination, (2) the specific Plan provisions and/or rule on which the benefit determination is based, (3) that you are entitled to receive, on request and free of charge, reasonable access to, and copies of, all documents, records, and other information relevant to your claim for benefits, and (4) that you are entitled to bring an action under ERlSA. You may choose to have a representative represent you in the claims procedurc. If you do, the Employer may require proof that the individual is authorized to act on your behalf. Notc that you must follow this . claims procedure if you have a claim, and the failure to do so will prevent you from challenging an adverse decision in court. WHAT IF I NEED MORE INFORMATION?, This document is just a summary of the actual terms of the Plan. You may examine a copy of the actual Plan from the Assistant to the City Administrator at any time during regular working hours. You may also obtain a copy of the Plan by furnishing a written request for a copy to the Assistant to the City Administrator, at 1245 West Hwy 96, Arden Hills, MN 55112. There may be a charge for the expense of copying the Plan document. Since this document is only considered to be a summary, in case of any inconsistencies between this summary and the Plan, the Plan shall controL Also, certain information concerning the Plan may be filed with the Treasury Department and the Department of Labor. Should you wish to correspond with either agency about Ihis Plan, you must refer to Employer Identification Number 4 I -6008992 and Plan Number 50 I. The Plan Administrator has been designated as agent for the pUlpose of service of legal process. The address of the agent for service of process is the address of the Plan Administrator as shown on the preceding page. . SPD-18 . . . City of Arden Hills Summary Plan Description HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT The Plan may use your health information, that is, information that constitutes protected health information as defined in the Privacy Rule of the Administrative Simplification provision of the Health Insurance Portability and Accountability Act of 1996 (HIP AA), for purposes of making or obtaining payment for your care and conducting health care operations. The Plan has established a policy to guard against unnecessary disclosure of your health infonnation and its improper use. You will receive a separate Notice of Privacy Practices, which will summarize the policies, procedures and safeguards that are taken by the Plan to protect the privacy of your health information and explain your rights under HIP AA's Privacy Rule. SPD-19 City of Arden Hills Summarv Plan Description SUMMARY OF ADMINISTRATIVE INFORMATION . Name of the Plan: The name of the Plan is the City of Arden lIiIls Flexible Spending Accounts Plan. Employer, Plan Sponsor and Plan Administrator: City of Arden Hills 1245 West Hwy 96 ArdenHiIls,MN 55112 651-634-5125 Employer I.D. Number: 41-6008992 Plan Numbers: Cafeteria Benefits Plan: 501 Premium Conversion Plan: 502 Health Care Expense Reimbursement Plan: 503 Dependent Care Expense Reimbursement Plan: 504 Type of Plan: This Plan is commonly known as a "Cafeteria Plan," and it includes a Premium Conversion Plan, a Health Care Expense Reimbursement Plan, and a Dependent Care Expense Reimbursement Plan. . Type of Funding: This Plan is funded by employec contributions made through salary reduction ("Pre-tax Contributions") elections under the Plan. No health insurance issuer is responsible for the financing or administration of the Plan. Type of Administration: Records are maintained by the Plan Sponsor. Agent for Service of Legal Process: Service may be made upon the Plan Administrator. Requests for fuformation: If you have any questions regarding your benefits, please contact the Assistant to the City Administrator. AU requests, appeals, elections and other communications should be in writing and should be hand delivered or sent by certified mail. Plan Year: January I through December 31. . SPD-20 ,- # . ... .~ ~ILLS City of Arden Hills Request for Council Action Prepared by: MW/SJ Dept.: Admin Council Mtg. Date: 12/13/2004 Final Action Needed By: 12/13/2004 Agenda Item ~. A RESOLUTION REQUESTING THAT THE STATE OF MINNESOTA IMPROVE MAINTENANCE ACTIVITIES ON STATE RIGHTS-OF-WAY OR REIMBURSE MINNESOTA CITIES FOR COSTS INCURRED TO MAINTAIN THE STATE RIGHTS-OF-WAY IN ACCORDANCE WITH LOCAL PROPERTY MAINTENANCE CODES Budgeted Amount: NA Actual Amount: NA Funding Source: NA Council Action Request: Approve Resolution No. 04-66 requesting that the Slate of Minnesota improve maintenance activities on State Rights-of-Way or reimburse Minnesota cities for the labor, supplies, and equipment necessary to maintain the State Rights-of-Way in accordance with local property maintenance codes. Staff Recommendation: Approve Resolution No. 04-66 requesting that the State of Minnesota improve maintenance activities on State Rights-of-Way or reimburse Minnesota cities for the labor, supplies, and equipment necessary to maintain the State Rights-of-Way in accordance with local property maintenance codes. . Advisory Commission Action: Commission Date i -l- "".. ................ I Not Applicable ""I " Not Applicable _ Not applicable Action '~_____"__.__Planning__".,.___.__, PTRC Supporting Documents (which are attached to this Action Form): l3J Memo/Letter: l3J Resolution (No. 04-66) D Ordinance (No. D Engineering Recommendation: D Attorney Recommendation: DOther: Financial Implications: Not Applicable . Administrator/Staff Comments: City staffrecommcnds approval of Resolution No. 04-66 \\Earth\Admin\Assistant City Administrator\Requests for Council Action\2004 State of Minnesota Rights-of-Way Maint.doc ^, ~ ~HILLS , . MEMORANDUM DATE: December 8, 2004 AGENDA ITEM: 3C TO: Mayor and City Council FROM: Michelle Wolfe, City Administrator ~ SUBJECT: MnDOT Resolution: ROW Maintenance Attached is an e-mail from Fridley City Manager Bill Bums regarding MnDOT Right-of-Way (ROW) maintenance. A follow-up e-mail from Mr, Burns and draft resolution (#04-66) are also attached for your review. O&M Director Tom Moore reports that in Arden Hills, ROW maintenance within the City limits is irregular at best. ROW maintenance is performed by Ramsey County and MnDOT. The City might get a one-time mowing of the ROW during the growing season. Some years this mowing is done either very early or late in the growing season. Snow clearing of side walks by MnDOT . and Ramsey County is non existent. Also attached is an article from the latest edition of the LMC Cities Bulletin. I would recommend that if the resolution is adopted we provide a copy to the League of Minnesota Cities as our input to the League Board. It seems clear that this is a concern to many cities and one that should at least be discussed. Staff recommends that the Council consider adoption of the attached resolution. ACTIONS REQUIRED Approve Resolution #04-66 MnDOT Right-of-Way Maintenance Request, and authorize staff to forward the resolution to appropriate agencies. Consider whether the City Council wishes to participate in any of the other efforts outlined in the e-mail from Mr. Bums. Inform staff of any participation desired by the City Council. MW \\Eartht4dmin\City AdministralOr\Memo12004\/2-08-04 Memo to Council RE MnDOT ROWdoc . I Wolfe, Michelle ~m' ....nt: To: Cc: Subject: Burns, Bill [BurnsW@ci.fridley.mn.us] Monday, October 25, 2004 11:44 AM MN C&C Mgr Assoc tim.pawlenty@state.mn.us; caroLmolnau@state.mn,us; bob.wryk@state,mn.us: sen. don. betzold@senate.leg.state.mn.us; sen. satveer. chaud hary@senate.leg.state,mn,us; rep, con nie. bernardy@house.leg.state,mn.us; rep. char .sam uelson@house.leg.state.mn.us; rep,bar,goodwin@house.leg.state.mn.us; City Council [mcma] MNDOT ROW Maintenance Dear Colleagues: In June of 2003 the President of the United States rode up University Avenue in Fridley with weeds and high grass lining either side of this major State thoroughfare. I suspect that during the current campaign he may have ridden on many of your thoroughfares_ In 2004, the weeds and high grass are still there and the State's fence has fallen down in places along University Avenue as well as along 1-694 ramps and wherever there is State maintained roadway. In view of their frustration with lack of MNDOT ROW maintenance, the Fridley Council has aked me to ask other cities if you have had similar problems with MNDOT ROW maintenance in your communities_ Assuming that you may have had these issues, is there an interest in mounting a combined campaign to urge MNDOT to be more responsive to the maintenance needs of their roadways that run through our cities_ Do you share these problem? Are you interested in a combined effort? Thanks for your responses. ~ll Burns, Fridley City Manager This email has been scanned by the MessageLabs Email security System. For more information please visit http=//www.messagelabs.com/email You are currently subscribed to mcma as: michelle.wolfe@ci.arden-hills_mn.us To unsubscribe send an email requesting to be removed to mailto:rerickso@lmnc.org This email has been scanned by the MessageLabs Email security System. For more information please visit http://www.messagelabs_com/email . I . ~ Wolfe, Michelle From: Sent: To: Subject: Burns, Bill [BurnsW@ci.fridley.mn.us] Thursday, October 28, 2004 10:52 AM MN C&C Mgr Assoc [mcma] MNDOT Resolution . IiilWl EJ I"r'i ~ MNDOT 1tenance Resolution footer (244 B) Dear colleagues; Earlier this week I asked if any of you were having problems with MNDOT right-af-way maintenance in your cities. Fourteen of you responded. In thirteen instances, there were problems cited. In response, I drafted a resolution for possible adoption by your city councils. Since lIve sent the resolution to thirteen of your it occurred to me that perhaps I should send it to everybody in the event that there may be more willing supporters, My proposed course of action would be as follows: 1. Ask that resolutions be adopted on or before December 10} 2004. 2. Collect resolutions prior to the end of the year. 3. Organize a delegation of Mayors (minimum of 6) to seek meeting with the Governor. 4. Hand deliver packets of resolutions to the Governor and Commissioner of Transportation. 5. Ask each participating city to send a packet to each member of his/her legislative delegation. . 6. Find volunteers to call the Governor on his Friday morning radio show on weeo ,) I will also ask that the League of Minnesota Cities add a policy statement reflecting the immediate need for support of MNDOT right-of-way maintenance in Minnesota cities. Thanks for considering this. While it's probably less important than providing funding for road surfaces, the condition of public rights of way does impact the image of government at all levels. Tall weeds} dilapidated fences and guardrails in poor repair also compromise cities! ability to adress ever growing property maintenance issues in our communities. If you have changes to suggest for the resolution or the plan of action, I welcome your thoughts. Bill Burns, City Manager of Fridley <<MNDOT Maintenance Resolution.doc>> burnsw@ci.fridley.mn.us <<MNDOT Maintenance Resolution.doc>> This email has been scanned by the MessageLabs Email Security System. For more information please visit http://www.messagelabs.com/email This email has been scanned by the MessageLabs Email Security System. For more information_please visit http://www.messagelabs.com/email . 1 . Cities say MnJDOT neglecting right-of-way maintenance Anne Finn . The League has learned that a number of cities have noticed a decline in right-of-way maimenance along trunk highways within city limits. Responsibility [or this maintenance rests with the Minnesota Depart . ment ofTransportation (Mn/DOT). Specifically, cities say Mn/DOT has reduced the frequency or mov,ring, collection of litter, abatement of noxious weeds, and repair of (ences and guardrails. In discussions with Mn/DOT, the League has requested information about the department's guidelines and has asked if cities can seek responses to individual concerns. The League will make this information available to cities once it arrives. A department representative encouraged cities to work directly with Mn/DOT district engineers when issues arise. Mn/DOT also suggested that, when possible, cities should seek "partnerships" with Mn/DOT to accomplish right-of...way maintenance. This League's Board ofDirccrors was briefed on this issue at the November Board meeting. League staff aho provided a draft of a pohcy position the League could use to work toward a legislative solution to the problem. The draft policy would require Mn/DOT to meet local maintenance standards or to reimburse cities for performing right-of-vvay maintenance. The Board reacted positively to the draft policy. However, since members did not have an opportu- nity to discuss the issue during tbe policy adoption process, the Board tabled the issue until its next meeting to allow for member input. Member input requested Staff is interested in hearing from members on this issue. If your city has had disputes with Mn/DOT over right-of-way maintenance or has worked successtlllly with the department to develop an agreement on maintenance of trunk highway right- of-way, please let us know. If you would like to aL'io share thoughts about what a policy should or should not include, we welcome your comments. Please direct information and comments to Anne Finn, LMC, at :lfinn@lmnc.org or (651) 281-1263... . Page 10 Builders contest municipal building fees TOm Gnmdhor;fer mid Laura Offerdahl In recent weeks, Twin Cities' newspapers have published several articles discussing municipal building permit fee practices. The articles were precipitated by a lawsuit brought :against the city of Shako pee by the Builders Association o[Minnesota and the Builders Association of the Twin Cities. In their lawsuit, the builders are challenging both the amount of fees collected by the city, and how the city accounts for and uses this revenue. This legal challenge may be the first of several lawsuits brought against cities in !v1innesota.According to:a Nov. 18, 2004, 51. Paul Pioneer Press artide,.the builders have "amassed a $750,000 war chest to wage the batdes." Recent devc-lopments have affected bow cities should look at building permit fees. The most significant change took place in 2003 when the state adopted a new State Building Code. Unlike previous. versions of the State Build~ing Code, tbe 2003 code did not include a recommended fee schedule. Instead, the code contained language requiring that fces be "fair, reasonable, and proportionate to the actual cost of the service for which the fee is imposed." While fce schedules hased OIl building valuation arc still conunon among cities, they do not negate the need to demonstrate that fees are "fair, reasonable, and proportionate to the actual cost" of the service being provided. To justifY fees, cities should look closely at the actual costs associated with administering their building code- enforcement program. The :accurate detennination of actual costs of service involves consideration of a variety of cost-related factors, and may require analysis by accounting or financial professionals. While the primary goal of this analysis is to ensure that fees are not excessive, cities should also be aware that such analysis might reveal that existing fees do not tUlly retIect the actual costs of services rendered. When evaluating fees, cities should consider how much revenue would be generated as a result of existing fees being applied to projects of increasing valuation. Cities should then compare anticipated fee revenue to their costs and adjust fees either up or down to ensure that the revenue derived is reason- able in light of the city's costs. The State Building Code does not require mathematical precision, but a city should be able to demonstrate some reasonable relationship between the fees charged and the cost of code enforcement. In light of recent code change:>; and the interest that these issues are now generating, it may be prudent for cities to review the legal requirements for establishing buiJding permit fees and to evaluate current fees with respect to those rcguirements. If you have guestions about these legal requirements, please contact Ton1. Grundhoefer, LMC, at (651) 281-1266 or tgrundho@lnmc.org;orLaura Offerdahl, LMC, at (651) 281- 1260 or lofferdahl@lmnc.org, .. lMC Cities Bulletin ~ ~HILLS . CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION No. 04-66 A RESOLUTION REQUESTING THAT THE STATE OF MINNESOTA IMPROVE MAINTENANCE ACTIVITIES ON STATE RIGHTS-OF-WAY OR REIMBURSE MINNESOTA CITIES FOR THE LABOR, SUPPLIES, AND EQUIPMENT NECESSARY TO MAINTAIN THE STATE RIGHTS.OF- WAY IN ACCORDANCE WITH LOCAL PROPERTY MAINTENANCE CODES WHEREAS, as maintenance of government property and facilities is important to the image of Minnesota Cities; and WHEREAS, Minnesota cities are responsible for the enforcement of property maintenance codes that pertain to the mowing of grass, the abatement of noxious weeds, the placement of trash, junk in yards, and the maintenance offences; and WHEREAS, the State of Minnesota has many miles of highways running through Minnesota . cities; and WHEREAS, the rights-of-way along these highways are characterized by infrequent mowing, uncollected litter, the presence of noxious weeds, dilapidated fences and guard rails; and WHEREAS, as the Minnesota Department of Transportation has cut a very large percentage of their right-away maintenance staff over the last ten years; NOW, TlIEREFORE, BE IT RESOLVED, that the Arden Hills City Council hereby formally requests that the State of Minnesota and the Minnesota Department of Transportation provide immediate support for the maintenance of all fences and guard rails on State and Interstate highways, including highway ramps, that traverse Minnesota Cities; and BE IT FURTHER RESOLVED, that the Arden Hills City Council also formally requests that the Minnesota Department of Transportation provide weekly mowing of State rights-of-way, or alternatively, that they reimburse Minnesota cities for the labor, supplies, and equipment necessary to maintain State rights-of-way in a manner that is consistent with local ordinance governing the upkeep of private property. . , . . . ADOPTED BY THE CITY COUNCIIJ OF THE CITY OF ARDEN HILLS TillS 13th DAY OF DECEMBER, 2004. ATTEST: Michelle A. Wolfe, CITY ADMINISTRATOR \\Earth\Admin\Council\Rcsolutions\2004\04-66, MuDDT Rights-of-way Maintenance Resolution.doc Beverly Aplikowski, MAYOR . . . ~ ~H1LLS City of Arden Hills Request for COlmcll Action Prepared by: SJ Dept.: Admin Council Mtg. Date: 12/13/2004 Final Action Needed By: 12/13/2004 Agenda Item" tk" .... Approve the 2005 City Council ReQular MeetinQ and Work Session Schedule Budgeted Amount: NA Actual Amount: NA Funding Source: NA Council Action Request: Approve Resolution No. 04-65 the 2005 City Council Regular Meeting and Work Session Schedule Staff Recommendation: Approve Resolution No. 04-65 the 2005 City Council Regular Meeting and Work Session Schedule Advisory Commission Action: Commission Action Date Supporting Documents (which are attached to this Action Form): D Memo/Letter: 1:8] Resolution (No. 04-65) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: 1:8] Other: Attachment "A" Arden Hills City Council 2005 Meeting Schedule Financial Implications: Not Applicable Administrator/Staff Comments: City staff recommends approval of Resolution No. 04-65 \\Earth\Admin\Assistant City AdministralOT\Requests for Council Acrion\2005 City Council Regular Meeting and Work Session Schedule.doc ~' ,:'.:':'['-l:::.-'-,:._,,\.,:-,-"...'. ...... ...-- . ...,.,....,.-. ~HlLtS . CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 04-65 A RESOLUTION APPROVING THE 2005 CITY COUNCIL REGULAR MEETING AND WORK SESSION SCHEDULE WHEREAS, the City Council annually adopts its meeting schedule for regular City Council Meetings'and Work Sessions. THEREFORE, BE IT RESOLVED that the City Council hereby approves Attachment "A" - Arden Hills City Council 2005 Meeting Schedule. ADOPTED by the City Council this 13th day of December, 2004. . Beverly Aplikowski, MAYOR ATTEST: Michelle A. Wolfe, ADMINISTRATOR \\\Earth\Admin\Council\Resolutions\2004\04-65, Approving the 2005 Meeting Schedule for Council Regular Meetings and Work Sessions. doc . . . . Arden Hills City Council 2005 Meeting Schedule Attachment "A" Date Day Meeting Time Januarv 10 Monday Council 7:00 p.m. Januarv 24 Tuesday Work Session 4:45 p.m. Januarv 31 Monday Council 7:00 p.m. Februarv 14 Monday Council 7:00 p.m. Februarv 22 Monday Work Session 4:45 p.m. Februarv 28 Monday Council 7:00 p.m. March 14 Monday Council 7:00 p.m. March 21 Monday Work Session 4:45 p.m. March 28 Monday Council 7:00 p.m. April 11 Monday Council 7:00 p.m. April 18 Monday Work Session 4:45 p.m. April 25 Monday Council 7:00 p.m. May9 Monday Council 7:00 p.m. May 16 Tuesday Work Session 4:45 p.m. May 31 Monday Council 7:00 p.m. June 13 Monday Council 7:00 p.m. June 20 Monday Work Session 4:45 p.m. June 27 Monday Council 7:00 p.m. July 11 Monday Council 7:00 p.m. July 18 Monday Work Session 4:45 p.m. July 25 Monday Council 7:00 p.m. Auqust 8 Monday Council 7:00 p.m. Auqust 15 Monday Work Session 4:45 p.m. Auqust 29 Monday Council 7:00 p.m. September 12 Monday Council 7:00 p.m. September 19 Monday Work Session 4:45 p.m. September 26 Monday Council 7:00 p.m. October 10 Monday Council 7:00 p.m. October 17 Monday Work Session 4:45 p.m. October 31 Monday Council 7:00 p.m. Noyember 14 Monday Council 7:00 p.m. Noyember 21 Monday Work Session 4:45 p.m. Noyember 28 Monday Council 7:00 p.m. December 12 Monday Council 7:00 p.m. December 19 Monday Work Session 4:45 p.m. \\Earth\Admin\Council\Calendar\2005 Meeting Schedule.doc ~ e Prepared by: Greg Brown Dept.: O&M Council Mtg. Date: 12/13/2004 Final Action Needed By: 12/13/2004 ~ ~LLS City of Arden Hills Request for Council Action Agenda Item~~! 2004 PMP Partial Pavment to Amt Construction Budgeted Amount: $1.059,189.76 Actual Amount: $45,723.45 Funding Source: Utilitv Fund Council Action Request: Approve Pay Estimate #4 for Arnt Construction Company, Inc of Hugo, MN in the amount of $45,723.45 for the 2004 PMP. Staff Recommendation: The Arden Hills City Engineer recommends the Council approve Pay Estimate #4 for Arnt Construction Company, Inc of Hugo, MN in the amount of $45,723.45. A retainage of 5% is being held for this project. Advisory Commission Action: Commission Not Date Action . Supporting Documents (which are attached to this Action Form): [2] Memo/Letter: Memo dated December 8, 2004 from Greg Brown o Resolution (No, ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: [2] Other: Application for Payment #4 Financial Implications: Administrator/Staff Comments: . Page 1 of 1 ~ URS AGENDA ITEM 3.E . TIrresher Square 700 Third Street South Minneapolis. MN 55415 Phone; (612) 370-0700 Fax; (612) 370-1378 To: Cc: Murtuza Siddiqui I Arden Hills Finance Director Michelle Wolfe I Arden Hills Tom Moore I Arden Hills Gregory S. Brown fh I;J Arden Hills City E,!/~!' File: 31809367 From: Date: December 8, 2004 Subject: Pay Estimale #4 2004 Pavement Management Program Edgewater Neighborhood Background The City of Arden Hills awarded Amt Construction Company, Inc. of Hugo, MN Ihe 2004 Pavement Management Program on June 28,2004 for a total contract amount of $1,059,189.76 . Project Status The Contractor has completed all underground utility work, roadbase, curb and gutter and the first layer of bituminous. All sanitary sewer repairs and relining has been completed. Pond excavation has been completed along with a majority of the landscaping. The retaining wall has been constructed and final grading and restoration is being compleled. The final bituminous lift has been constructed and minor punchlist items are being completed. A retainage is being held until all landscape items have been planted and all punchlist items have been completed to the satisfaction ofthe engineer. Recommendation The Arden Hills City Engineer recommends the Council approve Pay Estimate #4 for Arnt Construction Company, Inc. of Hugo, MN in the amount of $45,723.45. A retain age of 5.00% is being held for this project. . . . . APPLICATION FOR PAYMENT PAYMENT NO.4 URS Copy City Copy Contractor Copy Inspoolor Copy Project: 2004 Pavement Management Program Edgewater Avenue Neighborhood ADDENDUM NO.1 City of Arden Hills Owner: Owner No.: Contractor: ARNT CONSTRUCTION COMPANY, INC. 31809367.00101 BRW Job No.: Application Date: For Period Ending: 11/23/2004 10/30/2004 Original Contract Amount: Contract Amendments: Contract Amount To Date: Total Amount of Work Complete To Date: Material Suitably Stored On-Site but not Incorporated into Work: Gross Amount Due To-Date: Less 5.00% Reiainage: Amount Due To-Date: Less Previous Payments: Total Due This Application: By: I hereby certify that a Items and amoun date. Con $1,059,189.76 ($825.00) $1,058,364.76 $1,011,724.31 $0.00 $1,011,724.31 $50,586.22 $961,138.09 $915,414.64 $45,723.45 orrect for the work completed to- Date: / J- - rif-oy The work on this project and the application for payment have been reviewed and the amount shown is recommended for payment. By: APPROVED FOR PAYMENT Owner: City of Arden Hills By: Date: J,} - f/~Ol( Date: Page 1 of 9 Payment History Payment . Payment Payment Application No. End-Date Date Amount 1 7/30/2004 8/3/2004 $227,906.99 2 9/4/2004 9/7/2004 $495,596.25 3 10/2/2004 10/6/2004 $191,911.40 Total Payments: $915,414.64 Page 2 of 9 . . Application for Payment: Itemization .hedule: A-ROADWAY Unit Contract Contract To.Date To-Date No. Item Unit Price Quantity Amount Quantity Amount 1 MOBILIZATION LS $36,000,00 1.00 $36,000.00 1.00 $36.000.00 2021 2 CLEARING TREE $300.00 8.00 $2,400.00 2.00 $600.00 2101 3 GRUBBING TREE $100.00 8,00 $800.00 2.00 $200.00 2101 4 CLEARING AC $2,100.00 0,20 $420.00 0.32 $672.00 2101 5 GRUBBING AC $2,100.00 0.20 $420.00 0.32 $672.00 210t 6 REMOVE CONCRETE CURB & GUTTER LF $3.00 150.00 $450.00 135,00 $405,00 2104 7 REMOVE STONE/BLOCK RETAINING WALL LF $8,00 75.00 $600.00 0.00 $0.00 2104 8 REMOVE BITUMINOUS PAVEMENT SY $1.25 7,600.00 $9,500.00 7,600.00 $9,500.00 2104 9 REMOVE 81TUMINOUS DRIVEWAY PAVEMENT SY $3.00 2,450,00 $7.350.00 2,050.00 $6,150.00 2104 10 REMOVE CONCRETE DRIVEWAY PAVEMENT SY $3.00 672.00 $2.016,00 456.00 $1.368.00 2104 11 REMOVE PEDESTRIAN RAMP EA $240.00 2.00 $480.00 2.00 $480.00 _04 SAWING CONCRETE PAVEMENT (FULL DEPTH) LF $3.00 275.00 $825,00 239.00 $717.00 2104 13 SAWING BITUMINOUS PAVEMENT (FULL DEPTH) LF $2,00 975.00 $1,950.00 738.00 $1,476.00 2104 14 SALVAGE SIGN 1YPE C EA $25.00 9.00 $225.00 9.00 $225.00 2104 15 SALVAGE SIGN. STREET SIGN EA $26.00 2,00 $52.00 2.00 $52.00 2104 16 SALVAGE MAILBOX EA $54.00 43.00 $2,322,00 43.00 $2.322.00 2104 17 REINSTALL PRIVATE LANDSCAPING LS $1 ,500.00 1.00 $1,500.00 0.00 $0.00 18 SALVAGE PRIVATE LANDSCAPING LS $1,200.00 1.00 $1.200.00 0.00 $0.00 19 HAUL SALVAGE MATERIAL LS $500.00 1.00 $500.00 1.00 $500.00 2104 20 COMMON EXCA V A TION (P) CY $11.46 7,763.00 $88,963.98 7.763,00 $B8.963,98 2105 21 SUBGRADE EXCAVATION (EV) CY $11.46 150.00 $1.719,00 150.00 $1,719,00 2105 22 SELECT GRANULAR BORROW (CV) (P) CY $19.78 2,616.00 $51.744.48 2,616.00 $51,744.48 2105 23 COMMON BORROW (LV) CY $6.00 100,00 $600.00 150.00 $900.00 2105 24 TOPSOIL BORROW (LV) CY $9.00 150.00 $1,350.00 150.00 $1,350.00 .' COMMON LABORER HR $55.00 40.00 $2.200.00 16.00 S880.00 2123 26 UNILOADER - SKIDSTEER HR $72.00 40.00 $2,880.00 0.00 $0.00 2123 Page 3 of9 Unit Contract Contract To-Date To-Date No. Item Unit Price Quantity Amount Quantity Amount 27 DOZER HR $112.DO 40.00 $4,480.00 0.00 $0.00 2123 $0.0. 28 TANDUM DUMP TRUCK HR $70.00 40.00 $2.800.00 0.00 2123 29 FRONT END LOADER HR $118.00 40.00 $4,720.00 0.00 $0.00 2123 30 TRACTOR MOUNTED 8ACKHOE HR $90,00 40.00 $3,800.00 0.00 $0.00 2123 31 STREET SWEEPER (WITH PICKUP BROOM) HR $125,00 35.00 $4,375.00 12.00 $1,500.00 2123 32 AGGREGATE BASE, CLASS 5 TON $10.30 500.00 $5,150.00 250.00 $2.575.00 2211 33 AGGREGATE BASE (CV). CLASS 5 (P) CY $25,62 1,975.00 $50,599.50 1,975.00 $50.599.50 2211 34 CONCRETE PAVEMENT SY $27,00 1,375.00 $37,125.00 1,286.00 $34.722.00 2301 35 STRUCTURAL CONCRETE CY $83,00 25.00 $2,075.00 0.00 $0.00 2301 36 STRUCTURAL CONCRETE. HE CY $91.00 205.00 $18.655.DO 214.00 $19,474.00 2301 37 REINFORCEMENT BARS (EPOXY COATED) LB $1.00 1,000.00 $1.000.00 108.00 $108.00 2301 38 BITUMINOUS DRIVEWAY SY $14.00 2,075.00 $29,050.00 1.855.00 $25.970.00 2350 39 6' CONCRETE DRIVEWAY SY $41.00 500.00 $20,500.00 685.00 $28,085.00 2301 40 BITUMINOUS MATERIAL FOR TACK COAT GAL $1.80 307.00 $552,80 125.00 $225.00 2357 $28,495.00. 41 TYPE LVWE35030C WEARING COURSE TON $41.00 685.00 $28,085.00 695.00 MIXTURE 2350 42 TYPE LVNWE35030C BASE COURSE MIXTURE TON $41.00 685.00 $28,085,00 723.00 $29,843.00 2350 43 AGGREGATE BEDDING MATERIAL (CV) CY $30.00 50,00 $1.500,00 0.00 $0.00 2451 44 ADJUST CURB STOP BOX EA $200.00 5.00 $1.000,00 3,00 $800.00 2504 45 ADJUST GATE VALVE EA $300.00 5.00 $1.500.00 0,00 $0.00 2504 46 CONCRETE CURB & GUTTER DESIGN B618 LF $7.80 6,185.00 $48,243.00 5,195.00 $40.521.00 2531 47 6' CONCRETE DRIVEWAY APRON SY $41.00 482,00 $19,762.00 463.00 $18,983,00 2301 48 CONCRETE PEDESTRIAN RAMP EA $600,00 4,00 $2,400.00 4.00 $2,400.00 49 7" CONCRETE VALLEY GUTTER LF $15,00 80,00 $1,200.00 45.00 $675.00 2531 50 MODULAR BLOCK RETAINING WALL SY $180,00 85.00 $15.300.00 70.00 $12.600.00 51 FURNISH AND INSTALL MAILBOX AND SUPPORT EA $64.00 43.00 $2.752.00 0.00 $0.00 254<) 52 INSTALL MAILBOX EA $50,00 43.00 $2,150.00 43.00 $2,150.00 2540 53 REVISE SIGNAL SYSTEM SYS $8.300,00 1.00 $8.300.00 1.00 $8,300,0. 2565 54 TRAFFIC CONTROL LS $2,200,00 1.00 $2.200.00 1,00 $2,200.00 2563 Page 4 of 9 --------------------------- Unit Contract Contract To-Date To-Date No. Item Unit Price Quantity Amount Quantity Amount 55 INSTALL SIGN TYPE C EA $100.00 2.00 $200.00 0.00 $0.00 .:4 F&I SIGN PANEL TYPE C SF $31,00 28,00 $868.00 36.20 $1,122.20 2564 57 BALE CHECK EA $6.00 200.00 $1,200.00 0.00 $0.00 2573 5B SILT FENCE. TYPE HEAVY OUTY LF $2.S0 1.090.00 $3.052.00 675.00 $1,890.00 2573 59 ROCK CONSTRUCTION ENTRANCE EA $100.00 2.00 $200.00 0.00 $0.00 2573 60 3'x6' CROSSWALK PAVEMENT. EPOXY SY $10.00 8.00 $80.00 0.00 $0.00 MARKING 3520 61 12' STOP BAR. EPOXY MARKING LF $50.00 2.00 $100.00 0.00 $0.00 3520 62 SEEDING AC $1,600.00 0.00 $0.00 0.00 $0.00 2575 63 SOODING, TYPE LAWN SY $2.80 10,186.00 $28,520.S0 9,000.00 $25,200.00 2575 64 MULCH MATERIAL TYPE 1 TON $130.00 3.00 $390.00 3.00 $390.00 2575 65 DISK ANCHORING AC $400.00 0.00 $0.00 0.00 $0.00 2575 66 COMMERCIAL FERTILIZER ANALYSIS 22.5.10 LB $0.50 0.00 $0.00 0.00 $0.00 2575 67 CONSTRUCTION FENCE LF $3.00 150.00 $450.00 150.00 $450.00 . Subtotal: $600,687.36 $545,774,16 Schedule: B - STORM SEWER Unit Contract Contract To-Date To-Date No. Item Unit Price Quantity Amount Quantity Amount CLEARING AC $1,S50.00 1,50 $2.775.00 0,90 $1,665,00 2101 2 GRUBSING AC $1,S50,00 1.50 $2,775.00 0,90 $1,665.00 2101 3 REMOVE RCP PIPE SEWER (STORM) LF $15.00 245,00 $3,675,00 166,00 $2,490,00 2104 4 REMOVE CMP PIPE CULVERTS AND APRONS LF $15.00 100,00 $1.500,00 102,00 $1,530,00 2104 5 REMOVE DRAINAGE STRUCTURE EA $525.00 5.00 $2.625,00 5,00 $2.625,00 2104 6 REMOVE RCP APRON EA $320.00 4,00 $1,2S0,00 2.00 $640.00 2104 7 COMMON CHANN EL EXCA V A TION CY $12.64 1,120,00 $14,156,80 1,500,00 $18,960,00 2105 S 12' RC PIPE APRON EA $320.00 3.00 $960.00 2,00 $640,00 2501 9 21' RC PIPE APRON EA $440.00 1.00 $440.00 1,00 $440,00 2501 10 27' RC PIPE APRON EA $630.00 1.00 $630.00 1,00 $630,00 .~01 12' TRASH GUARD FOR 12' PIPE APRON EA $260.00 2.00 $520.00 2.00 $520.00 2501 12 4' PERF, PRC PIPE DRAIN LF $3.00 920.00 $2,760.00 600.00 $1,SOO,00 2502 Page 5 of 9 Unit Contract Contract To-Date To-Date , No. Item Unit Price Quantity Amount Quantity Amount 13 12' RC PIPE SEWER DESIGN 3006 CL V LF $27.00 1.359.00 $36,693.00 1,319.00 $35.613.00 2503 $8.520.00. 14 15' RC PIPE SEWER OESIGN 3006 CL III LF $30.00 290,00 $8,700.00 284.00 2503 15 21' RC PIPE SEWER DESIGN 3006 CL III LF $36.00 92.00 $3.312.00 89.00 $3.204.00 2503 16 27' RC PIPE SEWER DESIGN 3006 CL III LF $50.00 133.00 $6,650.00 107.00 $5.350.00 2503 17 CONNECT TO EXISTING STORM SEWER EA $840.00 2.00 $1,680.00 2.00 $1,680,00 2503 18 CONST DRAINAGE STRUCTURE DESIGN 48. LF $240.00 65.00 $15,600.00 85.23 $20,455.20 4020 2506 19 CONST DRAINAGE STRUCTURE DESIGN 54- LF $340.00 15.00 $5.100.00 27.21 $9,251,40 4020 2506 20 CONST DRAINAGE STRUCTURE DESIGN 60. LF $360.00 12.00 $4,320.00 12.31 $4,431.60 4020 2506 21 CONST DRAINAGE STRUCTURE DESIGN 2x3 LF $175.00 30.00 $5.250.00 31.05 $5,433,75 2506 22 CASTING ASSEM6L Y EA $580,00 19.00 $11,020.00 21.00 $12,180.00 2506 23 ADJUST RING FRAME AND CASTING EA S370.00 12.00 $4,440,00 12.00 $4,440.00 2506 24 RIVER RUN BOULDERS (RIP RAP) CY $160.00 32.00 $5.120,00 48,00 $7,680.00 2511 25 DECIDUOUS TREE 2.5" CAL B&B TREE $464.00 3.00 $1,392,00 3.00 $1,392.00. (NORTHWOODS MAPLE) 2571 26 DECIDUOUS TREE 2,5' CAL B&B (HERITAGE TREE $440.00 3.00 $1.320,00 12,00 $5,280.00 RIVER BIRCH) 2571 27 ORNAMENTAL TREE 6 Fr HT B&B (AUTUMN TREE $310.00 9.00 $2.790,00 12.00 $3,720.00 BRILLIANCE SERVICEBERRY) 2571 28 DECIDUOUS SHRUB #5 CONT (WHITE SHR $52.00 71.00 $3.692,00 71.00 $3,692.00 SNOWBERRY) 2571 29 OECIDUOUS SHRUB #5 CONT (WITCHHAZEL) SHR $52.00 6.00 $312.00 6.00 $312.00 2571 30 DECIDUOUS SHRUB #5 CONT (CARDINAL SHR $52.00 32.00 $1,664,00 32.00 $1,664.00 DOGWOOD) 2571 31 PERENNIAL (BLUE FLAG IRIS) PLAN $15.00 70.00 $1,050,00 70.00 $1.050,00 2571 32 PERENNIAL (BEAKED SEDGE) PLAN $6.40 166.00 $1,062.40 166.00 $1.062.40 2571 33 PERENNIAL (BEBS'S SEDGE) PLAN $6.40 316.00 $2.022.40 316.00 $2,022.40 2571 34 PERENNIAL (VENUS ASTILBE) PLAN $10.50 77.00 $808.50 77.00 $808,50 2571 35 PERENNIAL (fURTLEHEAD) PLAN $10,50 107.00 $1,123.50 107.00 $1,123.50 2571 36 SILT FENCE. TYPE HEAVY DUTY LF $2,80 236.00 $660.80 0.00 $0.00. 2573 37 EROSION CONTROL BLANKET SY $10.00 3.00 $30.00 0.00 $0.00 2575 38 SEED MIXTURE #30B LB $6.00 18.00 $108,00 18.00 $108.00 2575 Page 6 of 9 J Unit Contract Contract To-Date T o~Date No. Item Unit Price Quantity Amount Quantity Amount 39 SEED MIXTURE #25B LB $14.00 9,00 $126.00 9.00 $126.00 .:5 CONST. DRAINAGE STRUCTURE DESIGN H. LF $400,00 2.00 $800.00 3.78 $1.512.00 27'.4006 2503 Subtotal: $16D,943.40 $175,716.75 Schedule: C - WATER Unit Contract Contract To-Date To-Date No. Item Unit Price Quantity Amount Quantity Amount 1 REMOVE WATER MAIN LF $21 ,DO 510.00 $10,710.00 637.00 $13,377.00 2104 2 REMOVE GATE VALVE & BOX EA $420.00 10.00 $4,200,00 10.00 $4,200,00 2104 3 REMOVE HYDRANT & VALVES EA $2,600.00 10.00 $26,000.00 8.00 $20,800.00 2104 4 CONNECTTO EXISTING WATER MAIN EA $1,260.00 8.00 $10,080.00 8.00 $10,080.00 2504 5 F&I HYDRANT EA $2.600.00 11.00 $28,600.00 9.00 $23,400.00 2504 6 6' GATE VALVE AND BOX EA $740.00 10.00 $7,400,00 18.00 $13,320,00 2504 7 l' CORPORATION STOP EA $130.00 1,00 $130.00 12.00 $1,560.00 2504 8 l' TYPE K COPPER PIPE LF $12.60 100,00 $1,260.00 120.00 $1,512.00 .W4 6'x6' WETTAP EA $4.200.00 1.00 $4,200.00 0.00 $0.00 2504 10 6' DIP WATER MAIN LF $32.00 800.00 $25.600,00 1,120,00 $35.840.00 2504 11 INSULATION SY $26.00 120,00 $3,120.00 8.00 $208.00 2504 12 WATER MAIN FITTINGS LB $3.20 700.00 $2,240.00 617.00 $1,974.40 2W4 Subtotal: $123,540.00 $126.271.40 Schedule: D - SANITARY SEWER Unit Contract Contract T o~Date To~Date No. Item Unit Price Quantity Amount Quantity Amount 1 REMOVE VCP PIPE SEWER (SANITARY) LF $21.00 160.00 $3.360,00 160.00 $3,360.00 2104 2 TRENCH LESS SANITARY SEWER RELINING (S' LF $31.00 4.500.00 $139.500.00 4,500.00 $139,500.00 CIPP) 2W3 3 4' PVC SANITARY SERVICE LF $21.00 150.00 $3.150.00 50.00 $1.050.00 2503 4 CONNECT TO EXISTING SANITARY SEWER EA $1,600.00 1.00 $1,600.00 1.00 $1.600.00 MANHOLE 2504 5 EXTRA DEPTH MANHOLE LF $200.00 2,00 $400.00 2,00 $400.00 2506 .503 8' PVC SDR 26, 0'.' O' LF $42.00 13.00 $546.00 18.00 $756.00 7 S' PVC SDR26. 10'.12' LF $52,00 205.00 $10,660.00 208.00 $10,816.00 2503 Page 7 019 Unit Contract Contract To-Date To-Date l No. Item Unit Price Quantity Amount Quantity Amount 8 8'PVCSDR26,12'.14' LF $63.00 56.00 $3,528,00 60.00 $3,780.00 2503 $400.00. 9 8' PVC SDR 26,16'.18' LF $80,00 5.00 $400.00 5.00 2503 10 STANDARD MANHOLE 0.'10' EA $2,300,00 1.00 $2.300.00 1.00 $2,300.00 2506 11 MANHOLE SEALING GAL $31.00 250.00 $7.750.00 0.00 $0.00 2503 Subtotal: $173,194.00 $163,962.00 Grand Total: $1,058,364.76 $1,011,724.31 . . Page 8 of 9 , Application for Payment: Itemization Summary . Contract To-Date Amount of Schedule Amount Work Completed A-ROADWAY $600,687.36 $545,774.16 B - STORM SEWER $160,943.40 $175,716.75 C - WATER $123,540,00 $126.271.40 D . SANITARY SEWER $173.194.00 $163,962.00 Grand Total: $1,058.364.76 $1,011,724.31 . . Page 9 of 9 ~. ~ ~LLS City of Arden Hills Re(IUest for Council A.ction Agenda Itemli~,F Street SiQn Replacement Project. Partial Payment to Northern Traffic Budgeted Amount: $51.620.00 Actual Amount: $44.860.90 Funding Source: Non-Assessible Road Fund I . Prepared by: Nick landwer Dept.: O&M Council Mtg. Date: 12/13/2004 Final Action Needed By: 12/13/2004 Council Action Request: Motion to approve Pay Estimate #1 for Northem Traffic and Supply of Anoka, MN in the amount of $44,860.90 for the Street Sign Program. Staff Recommendation: The Arden Hills Engineer recommends the Council approve Pay Estimate #1 for Northern Traffic and Supply of Anoka, MN in the amount of $44,860.90 for the Street Sign Program. A retainage of 5.00% is being helf for this project. Advisory Commission Action: Commission Date Action Not Applicable uNot ApplicablE> _____I'!Clt_afllJ~cable__ . Supporting Documents (which are attached to this Action Form): [8:J Memo/letter: Memo dated December 7, 2004 from Greg Brown o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: [8:JOther: Application for Payment #1 Financial Implications: Administrator/Staff Comments: . Page 1 of 1 .. \ URS AGENDA ITEM 3.F . Thresher Square 700 Third Street South Minneapolis, MN 55415 Phone: (612) 370-0700 Fax: (612) 370-1378 To: Cc: Murtuza Siddiqui / Arden Hills Finance Director Michelle Wolfe / Arden Hills Tom Moore / Arden Hills Gregory S. Brown 91ft Arden Hills City EnginrJ File: 3795l-005 From: Date: 12/7/2004 Subject: Pay Estimate #l Street Sign Replacement Program Background The City of Arden Hills awarded Northern Traffic and Supply, Inc. of Anoka, MN the Arden Hills Street Sign Program on June 28, 2004 for a total contract amount of $51 ,620.00. . Project Status The Contractor has installed all signs originally on thc bid proposal. A few sign posts with "white rust" will be changed out by the Contractor prior to final payment. In addition the Contractor has order replacement sign panels for Roadways with the abbreviation Cir for Circle. Recommendation The Arden Hills City Engineer recommends the Council approve Pay Estimate #1 for Northern Traffic and Supply, Inc. of Anoka, MN in the amount of $44,860.90. A retainage of 5.00% is being held for this project. . , . . . APPLICATION FOR PAYMENT PAYMENT NO.1 Project: Owner: Owner No.: Contractor: Street Sign Program City of Arden Hills SRW Job No.: NORTHERN TRAFFIC SUPPLY: INC. 37951-005-0101 Application Date: For Period Ending: 12/13/2004 12/3/2004 Original Contract Amount: Contract Amendments: Contract Amount To Date: Total Amount of Work Complete To Date: Material Suitably Stored On-Site but not Incorporated into Work: Gross Amount Due To-Date: Less 5.00% Retainage: Amount Due To-Date: Less Previous Payments: Total Due This Application: $51,620.00 $0.00 $51,620.00 $47,222,00 $0.00 $47,222.00 $2,361.10 $44,860.90 $0.00 $44,860,90 ~RS Copy City Copy Contractor Crr,y Inspectof " I hereby certify that all items and amounts shown are correct for the work completed to- date. Contractor: NORTHERN TRAFFIC SUPPLY, INC. By: /?~ c:t'- ?--t:---. Date: / Z - 7.- 6 'y The work on this project and the application for payment have been reviewed and the amount shown is recommended for payment. By: Date: / ;J - t - () 't APPROVED FOR PAYMENT Owner: City of Arden Hills By: Date: Page 1 of 4 I Application for Payment: Itemization ehedule: A - SIGNAGE Unit Contract Contract To-Date T a-Date No. Item Unit Price Quantity Amount Quantity Amount 1 RURAL ROADWAY SIGNS, 9" WIDTH. EA $33.95 800.00 $27.160.00 800.00 $27,160.00 REFLECTIVE SHEETING. & 6' 3M SCOTCHLlTE VIP GRADE REFLECTIVE SHEETING LEGEND, AS PER SPECIFICATIONS SIGNS (W 3/8' BORDER) 2 ANCHOR POSTS. 2.1/4' X 2.114' X 4' AS PER EA $11,15 200.00 $2.230.00 200.00 $2,230.00 SPECIFICATIONS 3 2'X2' 0,0, (11 GAl GALVANIZED POST LF $2.63 2.800.00 $7,364.00 2,400.00 $6.312.00 4 MPJ SOIL STABILIZERS EA $23.30 20.00 $466.00 0.00 $0.00 5 INSTALLATION OF SIGNS, POSTS, ANCHORS. EA $72.00 200.00 $14,400.00 160.00 $11.520.00 AND HARDWARE Subtotal: $51.620.00 $47,222.00 Grand Total: $51.620.00 $47,222.00 . . Page 3 01 4 Application for Payment: Itemization Summary Schedule Contract To-Date Amount of Amount Work Completed $47,222.00 A - SIGNAGE $51.620.00 Grand Total: $47,222.00 $51,620.00 Page 4 of 4 \ . . . -' ~ ~HILLS City of Arden lIills Request for COlmcil Action Agenda Item ~!ll. 2004 Perry Park ADA Improvements - Final Payment to Thomas & Sons Budgeted Amount: $42,698.75 Actual Amount: $6.715.65 Funding Source: Parks . Prepared by: Nick Landwer Dept.: O&M Council Mtg. Date: 12/13/2004 Final Action Needed By: 12/13/2004 Council Action Request: Motion to approve Pay Estimate #2, Final Payment, for Thomas and Sons Construction of Rogers, MN in the amount of $6,715.65 for the Perry Park Ballfield Improvements. Staff Recommendation: The Arden Hills Engineer recommends the Council approve Pay Estimate #2, Final Payment, for Thomas and Sons Construction of Rogers, MN in the amount of $6,715,65 for the Perry Park Ballfield Improvements. No retainage is being held for this project. Advisory Commission Action: Commission Date Action Not Not . Supporting Documents (which are attached to this Action Form): ~ Memo/Letter: Memo dated December 7, 2004 from Greg Brown o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: [8] Other: Application for Payment #2 (Final Payment) Financial Implications: Administrator/Staff Comments: . Page 1 of 1 '. URS AGENDA ITEM 3.G . Thresher Square 700 Third Street South Minneapolis, MN 55415 Phone: (612) 370-0700 Fax: (612) 370-1378 Cc: Murtuza Siddiqui / Arden Hills Finance Director Michelle Wolfe 1 Arden Hills Tom Moore 1 Arden Hills Gregory S. Brown fh 9 a> Arden Hills City Engfriet I File: 3795l-005 To: From: Date: December 7,2004 Subject: Perry Park Ball Field Improvements Pay Estimate #2 (Final Payment) . Background Bids were solicited from three Contractors for the Perry Park Ball Field Improvements Project. This project included improving handicap accessibility to Fields #1 and #2 by adding a retaining wall, paved ramps and installing a fence railing. In addition, this project removed the berm in the middle of Field #lcenter field and correct existing drainage problems between the two fields. The City Council authorized Staff to issue a purchase order with Thomas and Sons Construction in the amount of $42,698.75. Payment number 1 in the amount of $35,243.57 was approved by the Council on 117/04. Project Status All work for this project is complete. Recommendation The Arden Hills City Engineer recommends the Council approve Pay Estimate #2 (Final Payment) for Thomas and Sons Construction in the amount of $6,715.65. No retain age is being held for this project. . . . . APPLICATION FOR PAYMENT PAYMENT NO.2 / URS Copy " City Copy Contractor Copy Inspector Copy Project: Arden Hills Park Department Perry Park Ballfield Improvements City of Arden Hills Owner: Owner No.: Contractor: FINAL PAYMENT THOMAS & SONS CONSTRUCTION 37951-005-8001 BRW Job No.: Application Date: For Period Ending: 12/13/2004 12/6/2004 Original Contract Amount: Contract Amendments: Contract Amount To Date: Total Amount of Work Complete To Date: Material Suitably Stored On-Site but not Incorporated into Work: Gross Amount Due To-Date: Less 0.00% Retainage: Amount Due To-Date: Less Previous Payments: Total Due This Application: $42,698.75 $0.00 $42,698.75 $41,959.22 $0.00 $41,959,22 $0.00 $41,959.22 $35,243.57 $6,715.65 I hereby certify that all items and amounts shown are correct for the work completed to- date. d Contractor: . H~ By: " Date: /j)- tf-o V r The work on this project and the application for payment have been reviewed and the amount shown is recommended for payment. By: APPROVED FOR PAYMENT Owner: City of Arden Hills By: Date: / ?- - ff'- t? '-r Date: Page 1 of 4 Payment No. Payment History Payment End-Date 1/2/2004 Payment Application Date 1/7/2004 Amount $35,243.57 Total Payments: $35,243.57 Page2 of 4 . . . Application for Payment: Itemization ehedule: A- Unit Contract Contract To-Date To-Date No. Item Unit Price Quantity Amount Quantity Amount 1 MOBILIZATION LS $2.000.00 1.00 $2.000.00 1,00 $2.000.00 2 MODULAR BLOCK RETAINING WALL WITH SF $21.50 400.00 $8,600.00 730.08 $lS.696.72 DRAINAGE 3 FENCE RAILING (CHAIN LINK) LF $13.75 120.00 $1,650.00 120.00 $1,650,00 4 3' BITUMINOUS PAVING SF $4.25 1,250.00 $5.312.50 1,250.00 $5,312.50 5 CLASS 5 AGGREGATE BASE TON $4.00 37S,00 $1,500.00 375,00 $1,500.00 6 4' CONCRETE PAVING WITH 6' AGGREGATE SY $60.00 2S.00 $1.500.00 25.00 $l,SOO.OO BASE 7 SITE GRADING (INCL TOPSOIL AND SOD) SY $4.10 2.100.00 $8.610.00 1,000.00 $4.100.00 8 BERM REMOVAL CY $2.S0 1.300.00 $3,250,00 1,300.00 $3.250.00 9 8' HOPE (DIRECTIONAL BORING) LF $18,00 350.00 $6.300.00 300.00 $5.400.00 10 DRAINAGE STRUCTURE TYPE H WITH R4370 EA $1.SS0,00 1.00 $1.550.00 1.00 $1,550,00 TYPE 0 CASTING . WOOO FI8ER BLANKET SY $2.75 555.00 $1,526.25 0.00 $0.00 12 SILT FENCE LF $4.50 200,00 $900.00 0.00 $0.00 Subtotal: $42,698.75 $41.959.22 Grand Total: $42,698.75 $41,959.22 . Page 3 of 4 Application for Payment: Itemization Summary Contract To. Date Amount of Schedule Amount Work Completed . A. $42,698.75 $41.95922 Grand Total: $42,698.75 $41,959.22 . . Page 4 of 4 . Prepared by: PH CID Dept.: Com. Dev. Council Mtg, Date: 12/13/2004 Final Action Needed By: 12/13/2004 ~ ~HILLS City ot Arden Hills Request for Council Action Agenda Item~.lS 2005 Residential Curbside Recvclinll Fee Budgeted Amount: $80,425.00 Actual Amount: N/A Funding Source: Recvclinll Service Fee Council Action Request: Consider Resolution #04-67, A Resolution Establishing Service Fee Charge for 2005 Residential Curbside Recycling Program. The resolution would establish the 2005 residential recycling rate at $26.25 per residential parcels within the program. Staff Recommendation: Adopt Resolution #04-67 which establishes the 2005 residential recycling rate at $26.25 per residential parcel included in the curbside reycling program, Advisory Commission Action: Commission Date Action Not Not . Not applicable . Supporting Documents (which are attached to this Action Form): C8J Memo/Letter: December 13, 2004 - Memo to Council - 2005 Residential Recycling Service Fee Charge C8J Resolution (No. 04-67) o Ordinance (No. D Engineering Recommendation: D Attorney Recommendation: D Other: Financial Implications: Administrator/Staff Comments: . Page 1 of 1 ~ ~HILLS MEMORANDUM . DATE: December 13, 2004 Agenda Item 3.H TO: Mayor and Council Peter Hellegers, City Planne@ 2005 Residential Curbside Recycling Program Service Fee FROM: SUBJECT: Overview The City of Arden Hills participates in a Joint Powers Agreement with Ramsey County to collect fees necessary to cover the City's recycling program. Each year the City of Arden Hills is required to set a Residential Curbside Recycling Service Fee which the County will collect, on behalf of the City, through property taxes. As payment for the County's actual costs of administering the City's recycling service charge, the City is charged $.40 per parcel per year. Discussion . In order to recover our total recycling costs, the current recycling fees of $24.50 per residential property are inadequate. Based on anticipated costs for 2005, it will be necessary for the City to increase the Residential Curbside Recycling Service Fee by $1.75 for a new total of $26.25 per property. This fee includes recovering those costs associated with payment to Ramsey County for administering the City's recycling service charge. The City of Arden Hills receives roughly 20% of the funding for its recycling program from Ramsey County Recycling SCORE grants. The balance of the frmding is collected from residents through the Curbside Recycling Service Fee. Our in-house administrative costs are expected to increase slightly over last year's budgeted figures. In addition, this year's budget more accurately accounts for the City's actual payments to E-Z Recycling for recycling collection and Ramsey County for administering the recycling service charge. Anticipated Recycling Fund expenditures of $80,425.00 in the proposed 2005 budget include the aforementioned increase. ' Following are table and graph comparing projected 2005 Recycling Service Fees for other communities that operate under similar Joint Powers Agreements with Ramsey County: Proposed 2005 JP A City Recycling Fees City Arden Hills Lauderdale New Brighton North Oaks St. Paul Shoreview Residential $26.25 $29.40 $23.50 $51.48 Condo Apartments $26.25 $00.00 $29.40 $29.40 $23.50 $23,50 $51.48 $00.00 -- Figures Not Available-- $29.70 $29.70 . $29.70 . . . 2005 JPA City Recycling Fees $60.00 $50.00 ~ $40.00 :!. 0 Ii. .E m ill Residential u. . Condo " ,S o Apartments " ~ $20,00 '" $10.00 $0_00 Arden Hills Lauderdale New Brighton North Oaks Cities St. Paul Shoreview "'The three apartment developments (Cottage Villas, Hunters Park, and Parkshore) and Arden Manor are not included in the City's recycling program and have arranged for their own recycling collection. They are represented here by the apartment category. As the table and the graphs demonstrate, the proposed recycling fee of $26.25 is slightly below the group average ($32.07 if North Oaks is included, $27.2l if North Oaks is excluded). Recommended Action Staff recommends that thc City Council Adopt Resolution #04-67 which establishes the 2005 residential recycling rate at $26.25 per residential parcel included in the curbside reycling program. Attachments 3H-I 3H-2 Excerpt from proposed 2005 Budget Resolution No. 04-67 \\Farth\Plannillg\Misc Files\Rccycljng\Memo _to_Council _for _2005_ RccyclinLFee_doc . City Council Meeting December 13, 2004 . Attachment 3H-l . , ~ /f\~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. 2004 Bude.et: $75,586 Proposed 2005 Bude.et: $80,425 Operating Transfers, $0. 0% Personal Services, $9.425. 12% . Recycling --------------------. ---, Supplies. $500. 1% Other ServlCharges, $70,500, 87% . . City Council Meeting December 13, 2004 . Attachment 3H .. 2 . ~ ~~ILLS . CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA b~ 4J:'r RESOLUTION NO. 04-67 A RESOLUTION ESTABLISHING SERVICE FEE CHARGE FOR 2005 RESIDENTIAL CURBSIDE RECYCLING PROGRAM WHEREAS, the City of Arden Hills has an established curbside recycling program in place for Arden Hills residents; and WHEREAS, the City will continue the program into the year 2005, and WHEREAS, the City Council of Arden Hills has entered into a Joint Powers Agreement (JP A) with Ramscy County to assess individual residential property owners fees to support the recycling program; and . WHEREAS, the City of Arden Hills wishes to continue this funding mechanism. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota: That thc funding rate for residential recycling for the year 2005 is hereby established at $26.25 per residential parcel. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 13th DAY OF DECEMBER, 2004. ATTEST: BEVERLY APLIKOWSKI, MAYOR MICHELLE WOLFE, CITY ADMINISTRATOR . - ~ ~HrLLS City of Arden Hills Request for Council Action Agenda Item II Electrical Contractor AQreement Budgeted Amount: Actual Amount: Funding Source: , e Prepared by: Michelle Wolfe Dept.: Administration Council Mtg. Date: 12/13/2004 Final Action Needed By: 12/13/2004 Council Action Request: The current contract with the city's electrical inspector expires at the end of the 2004 calendar year. The electrical inspector has inquired into changing the contract language to reflect a continuous contract (until either party provides a 3D-day written notice) rather than one that expires each year, Currently, the contract has an annual expiration and must be renewed at the end of each calendar year. Staff Recommendation: Approve electrical contract with new language, Advisory Commission Action: Action Applicable n__Not Applicab~~_. Not applicable Commission Date . Supporting Documents (which are attached to this Action Form): o Memo/Letter: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: ~Other: Electrical contract. Financial Implications: None. AdministratorlStaff Comments: None. . Page 1 of 1 CITY OF ARDEN HILLS COMMUNITY DEVELOPMENT DEPARTMENT CONSULTANT SERVICES AGREEMENT THIS IS AN AGREEMENT entered into the 13th day of December, 2004 by and between the City of Arden Hills, Minnesota, hereinafter referred to as the City, and Tokle Inspections Incorporated, a corporation organized and existing 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 ofthe City in regard to City electrical and other construction within the corporate limits; said services are: I. Electrical inspection services based on Minnesota State Building Code; and the current version of the National Electrical code. (NEC) 2. Other inspection services as needed. NOW THEREFORE, the parties hereto do mutually agree as follows: 1. Scope of Service. The Consultant shall perform all the necessary professional services provided under this agreement as follows: a. Review electrical plans for construction, remodel projects; b. Provide all required on-site inspection services in a timely matter and within 24 hours of the date ofreceipt of a request for inspection. Tokle Inspections Inc. shall also provide, on a daily basis or at some other interval as determined 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 make them available to the City upon request. d, Have open office hours each business day during which the property owners and staff may work with the inspectors; e. Coordinate work (as necessary) with inspection work of the City through the Building Official. 2. Term. The inspection agreement shall be effective upon the approval date of the City Council and be effective until terminated by either party upon a 30-day written notice thereof. 3. Compensation. The fees for the Consultant services shall be based on eighty percent (80%) of the electrical permit fees as shown in Exhibit A (attached) and incorporated. The City shall remit payments within 30 days Page 1 of3 ~ , . . . i . following receipt of a monthly invoice for services performed. Invoices for inspections which were completed eighteen months prior to submission of the invoices shall be void and the City sball not be required to remit payment for such invoices. 4. Insurance. The consultant shall secure and maintain thc following . . . mlmmum Insurance: 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 written notice to the City of the insured's intention to cancel this insurance. d. The consultant shall provide the City with Certificates of Insurance evidencing 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 have at a minimum a Class A journeyman's license as required by Minn,. 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 agreement, being intended to secure certified electrical inspection services from employees of the consultant, shall not be assigned, sublet or transferred without the written consent of the City. 7. Conflict of Interest. The consultant agrees to immediately alert the city Community Development Director of possible contractual conflicts of interest in representing the city, as well as property owners or developers on the same project. Conflicts of interest may be grounds for termination 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. . Attest: 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 on . . Prepared by: M. Siddiqui Dept.: Finance Council Mtg. Date: 12/13104 Final Action Needed By: 12/13/04 ~ ~HlLLS City ot Arden Hills Request for Council Action i1l1i:11\1l! Agenda Item ~ Annual Special Assessments for Delinquent Utilities Budgeted Amount: $18.000 Actual Amount: $23,889 Funding Source: N/A Council Action Request: Approve Resolution No. 04-68 adopting and confirming annual special assessments for delinquent utilities. Staff Recommendation: (see above) Advisory Commission Action: Commission Date ..........--. ~ Action Not Applicable .... .~~~~~~llci~~I~J Planning PTRC Supporting Documents (which are attached to this Action Form): . D Memo/Letter: D Resolution (No. 04-68) D Ordinance (No. D Engineering Recommendation: D Attorney Recommendation: DOther: Financial Implications: Special Assessments are certified to the County and collected with the 2005 property taxes. Administrator/Staff Comments: . Page 1 of 1 . . ~ ~LLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 04-68 RESOLUTION ADOPTING AND CONFIRMING ANNUAL SPECIAL ASSESSMENTS FOR DELINQUENT UTILITIES WHEREAS, the amount to be specially assessed for DELINQUENT UTILITIES has been duly calculated in accordance with the provisions of the Municipal Code and Minnesota Statutes; and WHEREAS, notices havc been duly mailed as required by law; and . WHEREAS, said proposed assessments have at all times since their filing been open for public inspections, and an opportunity has been given to all interested parties to present objections, if any, to the proposed assessments; and WHEREAS, there were no oral or written objections received. 1. The amounts so calculated and set forth in said notices are hereby levied against the respective parcels ofland described therein, and 2, The proposed assessments are hereby adopted and confirmed as special assessments for each of said parcels of land and the assessments together with an additional penalty of eie.ht percent (8%) of the original unpaid amount, inclusive of any previous delinquency penalty, shall be a lien concurrent with general taxes upon such parcel. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota, that the City Administer be authorized and directed to transmit to the County Auditor a certified duplicate ofthe assessment roll to be extended upon the property tax lists of the County, and the County Auditor shall collect said special assessments with taxes levied in 2004, payable in 2005. . ~ . . . ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 13th DAY OF DECEMBER, 2004. ATTEST: BEVERLY APLIKOWSKI, MAYOR MICHELLE WOLFE, CITY ADMINISTRATOR \\EarthlAdmin\Council\Resolutions\2004\04-68, A Resolution Adopting and Confirming the Annual Special Assessments for Delinquent Utilities.doc ~ CITY OF ARDEN HILLS UTILITY ACCOUNTS ANNUAL DELINQUENT SPECiAL ASSESSMENTS RESOLUTION NO. 04-68 (CERTIFIED IN 2004 FOR TAXES PAYABLE [N 2005) ADOPTED BY CITY COUNCIL ON DECEMBER 13, 2004 . Acct. Prevo Certif. Utility 8% Cert. Total Count Pin Number No. 2003 2002 Name Service Address Arrears Penaltv Certified 04-02 22-30-23-34-0051 01-10530 X X William & Pam Ross 4 I 23 Norma Circle $676.65 54.13 730.78 04-06 22-30-23-24-0193 01-12070 David Johnson 4382 Arden View Court $219.77 ]7.57 237.34 04-12 22-30-23-2[-0037 01-]4650 X Robert & Janet Carver 1355 Arden View Drive $599.44 4796 647.40 04-13 22-30.23-21-0030 01-14930 X X Shirley Wuetherich 1375 Arden View Drive $886.44 70.92 957.36 04-[5 22-30-23-21-0124 01-16370 Michael Garbisch 1476 Arden View Drive $188.56 1508 203.64 04-16 22-30-23-11-0063 01-17830 X John & Che",1 Ber. 4510 Pleasant Drive $253.41 20.27 273.68 04-27 22-30.23-12-0007 01-26620 Kevin & Jackie Oui!!lev 1337 Karth Lake Circle $446.10 3568 481.78 04-28 28-30-23-13-0064 02-01540 Ritu Garc< 3908 Dellview Ave $1,32503 105.99 ]431.02 04-30 28-30-23-11-0019 02-07300 X X Larrv Gill 1671 Lake Valentine Road $370.40 29.62 400.02 04.32 28-30-23-41-0027 02-17490 Robert Sund(luist 1580 Chatham Ave $214.63 ]7.]7 231.80 04-34 28-30-23-43-0006 02-19770 X Dave & Sue Bamier 3719 Chatham Avenue $933.51 74.67 1008.]8 04-35 28-30-23-42-0004 02-20380 Brad Harlan 1799 Chatham Ave $270.09 21.6[ 291.70 04-37 28-30-23-43-0018 02-22960 X X Le Quan. 1781 Janet Court $540.39 43.23 583.62 04-38 33-30-23-11-0036 02-25370 X X Dave Moben! 1611 Lake JohatUla Blvd $1,015.44 8124 1096,68 04-39 21-30-23-41-0051 02-26060 X X Marv Fresonke 1681 Brueberrv Lane $372.51 29.79 402.30 04-45 33-30-23-34-0074 03-02910 Lvnnettc Gutzman 1900 Glennalll Avenue $126.84 10.16 137.00 04-46 33-30-23-34-0020 03-03200 X X Michael Johnson 3223 Lake Johanna Blvd $547.79 43,81 591.60 04-47 34-30-23-41-0053 03-03260 Kristv Bums 1191 Carlton Drive $224.95 17.99 242,94 04-48 34-30-23-34-0009 03-03680 Frank Rekuski 3170 Hamline Avenue $336.Q7 26.89 362.96 04-49 34-30-23-21-0016 03-03720 X X Sharon Da'lies 1437 Arden Place $462.53 36,99 499.52 04-51 33-30-23-33-0086 03-04880 X Dave & Tcrrv Koester 2027 W Cowltv Rd D $680,04 54.40 734.44 04-52 33-30-23-24-0098 03-04890 John Stickney 1901 Stowe Avenue $324.92 25.98 350.90 04-53 33-30-23-33-0083 03-04970 X X Catherine Callahan 2009 West County Road D $535.00 42.80 577.80 04-55 33-30-23-34-0099 03-05140 Jennv Barnes 1921 West County Rd D $222.28 1778 240.06 04-56 34-30-23-44-0050 03.05470 Francis C I-Ieiderschied 3197 Shoreline Lane $507.05 40.55 547.60 04-58 33-30-23-24-0032 03-06070 X Coortney McClosk'" 1876 Grant Road $288.34 23.06 311.40 04-59 34-30-23-42.0053 03-0609<l X X David J. Neubemcr 3330 Dunlao Street N $454.68 36.36 491.04 04-61 33-30-23-24-0094 03-06170 X X we.o", Weeks 1873 Stowe A venue $18898 [5.12 204.]0 04-63 33-30-23-24-0095 03-06930 Angela Morovkian 1879 Stowe Avenue $186.81 14.93 201.74 04-65 34-30-23-42-0030 03-07140 X Dam[ & Sharon INke, 1270 Inperson Road $457.31 36,57 493.88 04-67 33-30-23-31-0013 03.09[20 X X Rebecca Rae 1926 Stowe Avenue $1,777.73 142.21 [919.94 04-68 33-30-23-44-0002 03-11010 Christonher Peterson 1117 Edl:!cwaler Ave $327.65 26.21 353,86 04-69 34-30-23-14-0055 03-14730 Robert Quance 1164 Benton Way $868.43 69.47 937.90 04-71 34.30-23-14-0029 03-16180 X X Gary Alfred 1139 Hunters Court $557.02 44.56 601.58 04-73 30-30-23-33-0040 03-17150 William & Susan Jensen 1984 Edgewater Ave $394.76 31.58 426.34 04-74 33-30-23-32-0003 03-17230 X X Judie Pravfrock 1950 Stowe Avenue $456.28 3650 492.78 04-75 33-30-23-33-0034 03-17330 X X Robert Monissctte 2028 Ed~ewater Avenue $550.09 44.01 594.10 04-76 34-30-23-42-00[ I 03-] 7970 Sherry Stenerson 1298lnQerson Road $180,06 14.40 194.46 04-77 33-30-23-24-0001 03-18300 X X Paul Trites 1850 Indian Place $742.68 59.40 802.08 04-78 33-30-23-32-0033 03-22840 X X John Knutson 3332 Katie Lane $925.83 74.07 999.9<l 04-81 22-30-23-22-0009 09-0[200 X X George J ReilintJ' 661 Heinel Drive $1,482.89 ] [8.63 1601.52 ITotaJ- I $22,119.381 $1,769.361 $23,888.74 . . . Prepared by: Greg Brown Dept.: O&M Council Mtg. Date: 12/13/2004 Final Action Needed By: 12/13/2004 ~ ..-t..~H1LLS City of Arden IIills Requcst for_ COlmcil Action Agenda Item I~I 2003 PMP Chanlle Order #1 Budgeted Amount: $2,030,024.03 Actual Amount: See Recommendation Funding Source: Utilitv Fund Council Action Request: Motion to approve Construction Change Order #1 for the 2003 PMP in the amount of $126,487.93. Staff Recommendation: The Arden Hills City Engineer recommends the Council approve Change Order #1 for the 2003 PMP project totaiing $126,487.93, The contract amount of $1 ,903,536.10 will therefore be increased by $126,487.93 to a new total contract amount of $2,030,024.03. Advisory Commission Action: Commission planning PTRC Date Action Not . Supporting Documents (which are attached to this Action Form): 18J Memo/Letter: Memo dated December 7, 2004 from Greg Brown D Resolution (No. ) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: 18J Other: Change Order #1 Financial Implications: Staff is requesting budget amendment of $126,487,93. Administrator/Staff Comments: . Page 1 of 1 Agenda Item 6A . URS Memo Thresher Square 700 Third Streer South Minneapolis. MN 554t5 Phone: (612) 370-0700 Fax: (612) 370-1378 Cc: Murtuza Siddiqui / Arden Hills Finance Director Michelle Wolfe / Arden Hills Tom Moore / Arden Hills Gregory S. Brown 97JP Arden Hills City En~e~ . File: 31809367 To: From: Date: December 7,2004 Subject: 2003 PMP - Ingerson Neighborhood Construction Contract Change Order #1 . Background The Council awarded the 2003 PMP Ingerson Neighborhood Reconstruction project to Amt Construction of Hugo, MN on June 9, 2003 for $1,903,536.10. The estimated construction cost in the adopted feasibility report was approximately $2,125,000. Project work was substantially completed in late fall 2003 with final punchlist items completed this past summer with the exception of landscape warranty work due to expire next spring. Six partial payments totaling $1,856,662.91 have been approved by the council to date. Change Order Description Change Order #1 addresses additional work which was required for the 2004 PMP Street Reconstruction Project. The work associated with Change Order 1 is detailed in five items on the attached Change Order Document. The following is a summary of the five general items. Item 1- Additional Underground Utility Work: A number of minor storm sewer, sanitary sewer and watermain modifications were necessary as a result of conflicts with existing private utilities and house utility services not included on as built drawings. A number of watermain gate valves were replaced due to poor existing working condition. The amount for this work totals $70,624.63 Item 2 - Additional Curb & Gutter Replacement (Karth Lake Neighborhood): The contract provided for the removal and replacement of sections of misaligned or settled . curb throughout the mill and overlay areas of the Karth Lake East neighborhood. The actual amount of curb replaced exceeded the contract quantity. The additional curb was marked by the field engineer and replaced at the contract unit price per foot. The amount for this work totals $29,008.00. . . . Memorandum December 7, 2004 Page 2 Item 3 - Additional Bituminous Mixture (Karth Lake Neighborhood): The contract provided quantities of bituminous mixture to be placed for patching poor roadway surface areas and areas adjacent to curb replacement prior to the overlay material being placed. The actual amount of bituminous mix used for patching exceed the contract quantity due to the higher amount of curb replacement and higher amount of general patching than estimated. The additional mix was placed at the contract unit price per ton. The amount for this work totals $18,703.30. Item 4 - Additional Femwood Channel Grading: The Contractor was excavated material from tbe channel per the plans. The contractor was subsequently ordered to replace a portion of the excavatcd material back into the channel as a result of a complaint from an adjacent resident. The amount for this work totals $2,152.00. Item 5 - Additional Lawn Sod: The contract provided quantities of sod to restore areas modified by roadway and pond grading activities. Additional areas of the boulevard were disturbed by Excel Energy as a result of gas main replacement work performed prior to the roadway construction. The actual amount of sod required for the project exceeded the estimated amount. The additional sod was placed at the contract unit price per square yard. The amount for this work totals $6,000.00. The total requested change order amount is $126,487.93. The requested Change Order represents approximately 6.6% of the original contract amount. A detailed cost breakdown is included with the attached Change Order document. Recommendation The City Engineer recommends that the City Council approve Change Order #l for the 2003 PMP Project totaling $126,487.93. The contract amount of $1,903,536.10 will therefore be increased by $126,487.93 to a new total contract amount of $2,030,024.03. ,. \ CHANGE ORDER NO.1 Pro' eel: 2003 Pavement Mana URS Job No.: 37951-023-0101 Owner: City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 Date of Issuancc: December 13, 2004 Contractor: Ami Construction, Inc. P.O. Box 549 Hugo, MN 55038 Engineer: URS Corporation Thresher Square Building 700 Third Street South Minneapolis, MN 55415 You are directed to make the following changes in the Contract Documents: Purpose of Change Order: The contract has been modified to include Ihe following: Additional Underground Ulility Work, Addilional Curb & Gutter Replacement, Additional Bituminous Pavement, Additional Grading at Femwood Ditch, Additional Sod. See Description Sheet. App There will be no changes in Ihe Contract time as a result of these revisions. By: By: Ami Construction, Inc. Approved By: City of Arden Hills / URS Copy City Copy Contractor Copy Inspector C' .,)\: . 1 of 3 Change Order No.1 . . . Attachment to Change Order No.1 URS Job No. 37951-023-0101 Owner: Contractor: Project: City of Arden Hills Amt Construction Company, Inc. 2003 Pavement Management Program Description of changes: Several additions and modifications were made to the project plans as a result of field comments and requests made by the City of Arden Hills and the engineer during construction of the projecl. These minor revisions were made to several different areas of the plans. As a result of these modifications, the scope of the project was increased, as well as the original contract amount for the work. The following is an overview of the modifications made to the contract: Item # 1- Additional Undere.round Utility Work The engineer requested the contractor to perform a variety of additional utility work throughout the process of construction. This work was required to accommodate the proposed utility installation, as well as eliminate future maintenance issues for the city. This work was performed on a time and material basis. Specific Work Orders are included with this Change Order for documentation. The scope of this additional utility work is as follows: STORM SEWER ^) Field adjustments. to manhole D-2 due to conflicts with in-place private utilities. B) Re-alignment of manholes STS-2 and STS-3 due to conflicts with in place private utilities. C) Modify catch basins CB-2, CB-3, CB-14 and CB-17 to avoid existing 6" steel gas main, D) Modify proposed storm structures. along Ingerson Road at Femwood Street, as well as along Cannon A venue at Tiller Lane as existing in-place utilities differed from as-built information. E) Miscellaneous minor field modifications to CBMH 30, CBMH 19, and CBMH 12. These changes were made to accommodate a field changes to. the road profiles. Cost of Storm Sewer Work = $16,433.88 SANITARY SEWER A) Exploratory excavation along Ingerson Road to verify existing utility locations. B) Relocate existing sanitary service at Fernwood Ct. to avoid a conflict with the proposed storm sewer. Cost of Sanitary Sewer Work = $10,851.87 W A TERMAIN A) Expose existing water main along Amble Drive. Unable to shut down gate valve. D) Remove. furnished and install a new gate valve along Amble Drive at Amble Circle. C) Performed a wafer main offset at STS-3 to avoid conflict with proposed storm sewer. D) Remove and replace unsuitable material in roadway (Amble Dr.) at damaged gate valve. E) Perform a water main offset along Ingerson Road at Fernwood Street to avoid a conflict with the proposed storm sewer. F) Removed, furnished and installed a new gate valve along Ingerson Road at Fernwood Street. G) Exploratory excavation along Ingerson Road to verify existing utility locations. Cost of Water main Work = $43,338.88 Total Cost of Item # 1 $70,624.63 20f3 Change Order No. ) . Item # 2 - Additional Concrete Curb & Gutter Replacement (Karth Lake) The engineer determined it was necessary to remove additional concrete curb and gutter in the Karth Lake neighborhood. The additional removals were required to take care of curbs that had settled, and subsequently would continue to pond water in the fUlure. Based on 1.813LF at the contract unit price of $16.00LF. Total Cost of Item # 2 $29,008.00 Item # 3 - Additional Bitumiuous Mixture (Karth Lake) During the process of removing and replacing concrete curb and gutter at the Kath Lake neighborhood, it became apparent that several areas of the in-place roadway were in worse shape than anticipated. The engineer directed the contractor to perform the required bituminous work prior to the placement of the two~ inch bituminous overlay. Based on 539 Tons at the contrad unit price of $34.70Ton. Total Cost of Item # 3 $18,70330 Item # 4 - Additional Fernwood Channel Grading The resident along the westerly side of the Fernwood Ditch claimed the contractor removed a portion of his back yard during their grading of the Fernwood Ditch. Following a meeting with the city, the engineer directed the contractor to import this property owners excavated material back to the site. This was satisfactory to the property owner. Based on time and materials documentation. . Total Cost of Item # 4 $2,152.00 Item # 5 - Additional Lawn Sod The engineer directed the contractor to perform additional boulevard grading at several locations throughout the project. This work was necessary to accommodate the residents concerns over maintaining a steep boulevard. This modification to the original grading limits required the contractor place severa) huodred more yards than the plan indicates. Based on 2,143 SY at the contract unit price of $2.80SY Total Cost of Item # 5 $6,000.00 Total Work Change Order No.1 $126,487.93 END OF CHANGE ORDER NO.1 . 3 of 3 Change Order No.1 MnDOTTP21830~07 (12~92) SHEET ~ OF ~ SHEETS . State of Minnesota - Department of Transportation WORK ORDER Contractor Amt Construction Company Inc. w~o~ No. 19 S.P. No. 187-109-01 F.P. No. N/A Contract No. Job Location: Hamline Avcnuc and Ingerson Road (Betw. S.T. 51 and Lexington Avenue) P.O. Box 549 Hugo. MN 55038 Address In accordance with standard applications 1103 and 1403 you are hereby authorized and instructed to do the work described herein. The engineer was notified by the contractor of a resident whose propcrty abutts the westerly side of the Pemwood Ditch. The property owner is concerned with the way the ditch grading was performed along his property line. After conferring with the city, as well as the property owner, it was determined that the ditch would be modified to accommodate thc resident. The contractor was directed by the engineer to haul the previously excavated material back to this propcrty, along with performing any grading as required. . The Contractor is hereby directed to proceed with the above identificd work. All work will be done in accordance with the pertinent portions of the plan, MnDOT Specifications, Special Provisions, Standard Plates and as directed by the Engincer. Payment for this work shall be made at the negotiated unit price of $2,152.00Iump sum, and includes all labor and materials to complete work. The cost of this Work Order is $2,152.00. Distribution: State Aid Participation Requested Co /~~-Jkd ~ecl -' gine~;;~onslr. ~~~::r Recei ved by: By: Date: /~ --.8 -04--- Date: /) G /" .y. - w--v~ . 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Siddiqui Dept.: Finance Council Mtg. Date: 12/13/04 Final Action Needed By: 12/13/04 Council Action Request: ~ ~HILLS City otArden Hills Request for Council Action Bllrl!!il!l Agenda Item J!~~~ Amend 2004 BudQet Budgeted Amount: See Document Actual Amount: See Document Funding Source: See Document Staff requests that the Council approve the amended 2004 Budget by increasing the originally adopted budget by $372,334. The modified 2004 Budget is $9,710,685. Staff Recommendation: (see above) Advisory Commission Action: Commission Planning PTRC -- ----- ~~~ ----~--- -- Not :::~~ablel . ..... ..... .1'J()tJl.ppliC::Cl~le__ I N()t applic81J1El ....J . Supporting Documents (which are attached to this Action Form): D Memo/Letter: D Resolution (No. ) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: DOther: Financial Implications: Amend 2004 Budget Administrator/Staff Comments: . Page 1 of 1 ~ ~~HILLS MEMORANDUM DATE: December 8, 2004 Agenda Item 6.B TO: Honorable Mayor and City Council FROM: Murtuza Siddiqui, Finance Director/Treasurer ">vIs SUBJECT: 2004 Budget Amendment BACKGROUND: Typically in December, the Council approves a final amended budget for the current year. At various times throughout the year, staff requests the Council to approve spending for items that were either not budgeted or were budgeted, but not adequate to complete a particular transaction. DISCUSSION: During the calendar year 2004, staff had requested budget amendments in the total amount of $372,334. These amendments were previously approved by the Council and has impacted various funds. The attached spreadsheet details the type of amendment, the dollar amount, the Council action date, and the funds impacted by these amendments. The original 2004 Adopted Budget is $9,338,351. Totaling all the amendments in the amount $372,334 will modify the 2004 Budget to $9,710,685. A summary of the amended 2004 Budget is also attached. RECOMMENDED ACTION: Staff requests that the Council approve the amended 2004 Budget by increasing the originally adopted budget by $372,334. The modified 2004 Budget is $9,710,685. ...... " . . . , ""'", . . . CITY OF ARDEN HILLS SUMMARY COMPARISON OF EXPENDITURES WITH EXPENDITURES OF I'RIOR YEARS 2004 AMENDED BUDGET GENERAL FUND Mayor & Council Elections Administrative Office Legal Planning & Zoning Government Bldgs. City Hall Police & Animal Control Fire Protection Protective Inspections Street Maintenance Park Maintenance Recreation Economic Development Operating Transfers Out Total General Fund SPECIAL FUNDS Community Services Fund Program Fund Park Fuud Cable TV Fund TCAAP Fund Risk Management Fund EDA General Activities "Fund EDA TIF Dist #2 EDA T1F Disc #3 Total Special Funds DEBT SERVICE FUNDS Advance Ref. Bonds orss GO Tax Increment Bonds 1998A Total Debt Service Funds CAPITAL PROJECT FUNDS Municipal Land & Bldgs. Non-Assessable Road Imp. Capital Equipment Public Safety Capital Eqnipment Perm Imp. Revolving (PIR) Total Capital Project Fnnds Total Governmental Funds ENTERPRISE FUNDS Water Utility Water Utmty~c/I Meter Replace Water lltility-Res Meter Replace Sanitary Sewer Utility Recycling Surface Water Management Total Enterprise Funds TOTAL ALL FUNDS 111,906 36,773 374,253 55,185 77,083 39,384 92 ,653 647,146 219,902 168,278 389,072 308,668 o o 122,835 2,643,138 o 155,390 62,108 25,229 143,177 15,059 34,052 288,519 34,184 757,718 22,471 286,315 308,786 55,312 o 26,310 26,640 181,145 289,407 3,999,049 1,002,687 o o 1,071 ,224 78,366 159,344 2,311,621 6,310,670 "","",'-"-,---- ..-.--. "-'--' )Atl!I~> )^~iilW) 132,374 490 341,005 50,204 107,230 31,049 99,392 682,037 242,815 188,279 1,000,488 271,565 o o 218,945 3,365,873 60,000 174,502 44,776 33,563 147,321 11 ,872 175,679 285,734 38,770 972,217 o 285,093 285,093 84,369 3,100 o 30,000 3,043,373 3,160,842 6,850,578 1,093,342 o o 1,235,565 97,471 97,656 2,524,034 9,374,612 .....2004 · .. .. ..".".. . .. ,...... '.. ..' - . . )~~~d . .. 96,670 16,176 357,540 68,000 94,880 32,838 104,988 707,797 219,736 203,284 417,768 292,076 158,240 o 147,938 2,917,931 70,000 o 350,000 54,591 363,884 9,000 33,639 342,450 70,020 1,293,584 o 288,450 288,450 o 150,000 o 54,830 2,241,636 2,446,466 6,946,431 1,047,677 o o 1,078,058 75,586 190,599 2,391,920 9,338,351 96,670 16,176 357,540 68,000 94,880 81,922 214,988 707,797 219,736 203,284 471,979 307,076 158,240 o 147,938 3,146,226 70,000 o 350,000 64,693 363,884 9,000 33,639 342,450 70,020 1,303,686 o 288,450 288,450 o 151,620 o 54,830 2,258,636 2,465,086 7,203,448 1,127,686 o o 1,092,280 75,586 211,685 2,507,237 9,710,685 City of Arden Hills 2004 Budget Amendments Amendment Type HVAC/Mold & Mildew Remedy Projector for the Council Chambers Fiber Optics Cable Street Signs (additional cost) New Speaker System - Chambers Goose Removal Program Utility Rate Study Stenciling Program Diseased Trees Operating Costs Public Works Facility City Hall Roof Testing Site Appraisal/Environmental Assessment Karth Lake PMP Change Order Edgewater PMP Change Order Total Amount $ 100,000 $ 3,702 $ 17,000 $ 1,620 $ 6,400 $ 500 $ 7,500 $ 870 $ 15,000 $ 24,084 $ 10,000 $ 25,000 $ 126,488 $ 34,170 $ 372,334 Council Action Date Fundls\ Impacted 1/26/2004 General Fund - City Hall 4112/2004 Cable Fund 4126/2004 PI R Fund 4/26/2004 Non-assesssable Road Fund 6/14/2004 Cable Fund 6/14/2004 General Fund - Streets 7/26/2004 113WA, 1/3SW, 1/3 SWM 7/26/2004 Sewer Fund 819/2004 General Fund - Parks Main!. 9/13/2004 General Fund - Gov. Building 9/27/2004 General Fund - City Hall 10/25/2004 General Fund - Gov. Bldg. 12/13/2004 General FundIWNSWISWM 12/13/2004 Water ,-. '\ . . . ~ ~!liLLS City of Arden lIilIs Request for Council Action I . Prepared by: Greg Brown Dept.: O&M Council Mtg. Date: 12/13/2004 Final Action Needed By: 12/13/2004 flf!:-M1 I: . Agenda Item:'",;rl 2004 PMP Edcewater Neichborhood - Chance Order #1 Budgeted Amount: $1.093.359.76 Actual Amount: See Recommendation Funding Source: Utilitv Fund Council Action Request: Approve Change Order #1 for 2004 Pavement Management Program in the amount of $34,170.. Staff Recommendation: The Arden Hills City Engineer recommends the Council approve Change Order #1 for the 2004 PMP in the amount of $34,170. The total contract amount of $1 ,059,189.76 will therefore be increased by $34,170 to a new total contract amount of $1 ,093,359.76. Advisory Commission Action: Commission Date Action Not Not Not applicable PTRC . Supporting Documents (which are attached to this Action Form): ~ Memo/Letter: Memo dated December 7, 2004 from Greg Brown o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: ~ Other: Change Order #1 Financial Implications: Staff is requesting budget amendment of $34,170. Administrator/Staff Comments: . Page 1 of 1 , Agenda Item 6C . URS Memo Thresher Square 700 Third Streel South Minneapolis, MN 55415 Phone: (612) 370.0700 Fax: (612) 370.1378 Cc: Murtuza Siddiqui I Arden Hills Finance Director Michelle Wolfe I Arden Hills Tom Moore I Arden Hills Gregory S. Brown ~ p~ Arden Hills City Engin~' December 7,2004 }i'ile: 31809367 To: From: Date: Subject: 2004 PMP - Edgewater Neighborhood Construction Contract Change Order #1 . Background The Council awarded the 2004 PMP Edgewater Neighborhood Reconstruction project to Amt Construction of Hugo, MN on June 28, 2004 for $1,059,189.76. The project is essentially complete with lhe exceplion of minor punchlist items and landscape warranty work. Three partial payments totaling $915,414.64 have been approved by the council to date. Change Order Description Change Order #1 addresses additional water main work which was required for the 2004 PMP Street Reconstruction Project. During utility construction activities, it became apparent thaI several hundred feet of watermain along Edgewater A venue was in poor condition and should be replaced. The watermain pipe and fittings in this area had significant amounts of corrosion which would likely lead to multiple breaks in the future. The pipe was replaced to ensure the safe and efficient water systcm operation would not be disrupted by breaks in the future. Any future breaks would likely require the excavation and patching of the new roadway as well. The need for the additional watermain work was verbally communicated to Council during the project. The additional work was completed at contract unit prices or at negotiated prices for items not included in the original contract. The total requested change order amount is $34,170.00. A detailed cost breakdown is included with the attached Change Order document. Recommendation . The Cily Engineer recommends that lhe City Council approve Change Order #1 for lhc 2004 PMP Project lotaling $34,170.00 (3.2% of the original contract amount). The contract amount of $1,059,189.76 will therefore be increased by $34,170.00 to a new tolal contract amount of $1,093,359.76. f . CHANGE ORDER NO.1 URS Job No.: 37951-027-0101 City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 Date of Issuance: December 13, 2004 Contractor: Amt Construction, Inc. P.O. Box 549 Hugo, MN 55038 Engineer: URS Corporation Thresher Square Building 700 Third Street South Minneapolis, MN 55415 You are directed to make the following changes in the Contract Documents: Purpose of Change Order: The contract has been modified to include the following: Additional Water Main Work. See Description Sheet. Ap There will be no changes in the Contract time as a result of these revisions. - By: Amt Construction, Inc. Approved By: City of Arden Hills 005 Copy C~y Copy Contractor Con:.! In$&)L.J.(..'1or CV} j . 10f2 Change Order No.1 , Attachment to Change Order No.1 URS Job No. 37951-027-0101 . Owner: Contractor: Project: City of Arden Hills Amt Construction Company, Inc. 2004 Pavement Management Program Description of changes: Additional water main work was made to the project plans as a result of field comments and requests made by the City of Arden Hills and the engineer duriog construction of the project. The additional work induded removing and replacing water main along Edgewater A venue. As a result of the additional work, the scope of the project increased, as well as the original contract amount for the work. The following is an overview of the modifications made to the contract: Item # 1- Additional Water Main Work Once excavated. the water main appeared to be in poor condition and the additional work was recommended by the engineer in field to eliminate future maintenance issues for the city. This work was performed on a unit price. The scope of this additional utility work is as follows: WATER MAIN A) 6" DIP B) 1" Type K Copper Pipe C) 1" Corp. Stop D) Remove Water Maio 490 LF @ $32.00 LF = 250 LF @ $12.60 LF = 13 @ $130.00 EA = 650 LF @$21.00= $15,680 $3.150 $1.690 $13.650 . Cost of Additional Water Main Work = $34,170.00 Total Work Change Order No.1 $34,170.00 END OF CHANGE ORDER NO.1 . 20f2 Change Order No.1 .'W . ~ ~HILLS City 01 Arden Hills Request for Council Action .~ Agenda Item l~.! AdoDtion of 2005 Budqet Budgeted Amount: (See Document) . Actual Amount: N/A Funding Source: (See Document) . Prepared by: M. Siddiqui Dept.: Finance Council Mtg. Date: 12/13/04 Final Action Needed By: 12/13/04 Council Action Request: Staff recommends that the Council approve the attached 2005 Budget as presented by staff in the following manner: 1. Adopt the proposed 2005 Budget at $8,739,274; 2. Certify a final 4% levy increase to the County in the amount of $2,426,670; 3. Adopt a revised 2005 Employee Compensation Plan; 4. Revise the City's Contribution amount toward the Insurance premiums to $533 per month per employee. Staff Recommendation: (see above) Advisory Commission Action: .-------- _________________ __________n__________ Planning PTRC Action j I Not Applicable I NotApplicable . ... .....j Not <3Qplic:abl~____-.l Commission Date Supporting Documents (which are attached to this Action Form): o Memo/Letter: o Resolution (No. 04-62, 04-63, 04-69 & 04-70) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: Adoption of 2005 Budget Administrator/Staff Comments: . Approve items as outlined above. Page 1 of 1 y . ~ ~~HILLS . MEMORANDUM DATE: December 8, 2004 Agenda Item: 7.A TO: Honorable Mayor and City Council FROM: Murtuza Siddiqui, Finance Directorffreasurer ""<\5 SUBJECT: 2005 Proposed Budget BACKGROUND: At the June 21, 2004 Work Session, Murtuza Siddiqui presented an overview of the City's Financial Structure and requested the Council to provide a general guidance to staff as they prepare the Preliminary 2005 Budget. At that meeting, the following direction was provided by the Council: · Assume a levy increase in the range of3% to 4%, with a desire to stay closer to 3%. · Assume a 3% increase in step/COLA. . Increase per employee (non-bargaining) City contribution to health/dental benefits to $533 per month. . At the August 16,2004 Work Session, Michelle Wolfe and Murtuza Siddiqui presented a 2005 Preliminary Budget. Staff mentioned that based on the direction provided at the August 16th meeting, the budget will be adjusted accordingly over the next two to three months, prior to its finalization. The Council also directed staff to prepare a revised Five Year ClP and to conduct a Utility Rates Study. The revised budget would incorporate the revised CIP as well as the new utility rates. At the August's meeting, there was also a consensus to certify a preliminary tax levy of 4%, with an understanding that the final certification may change. At the November 15, 2004 Council Work Session, the Council reviewed and discussed a revised draft ofthe 2005 Budget. At the conclusion, Council directed staff to proceed with the preparation for the Truth-In- Taxation meeting, scheduled for December 6,2004. On December 6, 2004, Murtuza Siddiqui, Finance Director/Treasurer, presented the proposed 2004 Budget at the Truth-In-Taxation Hearing meeting. At the conclusion of the meeting, the Mayor announced that the hearing has been concluded and that there will not be a need to . schedule a follow-up hearing date. . . . , , , Memo Proposed 2005 Budget 2 DISCUSSION: Staff has taken a conservative approach in preparing this budget. The Proposed 2005 Budget has incorporated the following assumptions: . Levy increase was limited to 4%. The 2005 levy revenue has been conservatively budgeted at less than 100% in anticipation of tax petitions or any other shortfall. If collection is higher than anticipated, it will offset any other revenue shortfall, or provide the opportunity to fund unanticipated projects, or contribute to the Capital Improvement Fund. . Salary adjustments as part of COLA/steps have been budgeted at 3%. . City contribution to health/dental benefits for both bargaining and non-bargaining staff has been increased to $533/employee. All technology upgrades, including the purchase of a copier have been budgeted as previously discussed by the Council. It should be noted that the City has not purchased the document imaging equipment as originally planned in the 2004 Budget. Staff is evaluating the option of hiring professionals to image the documents as opposed to purchasing the equipment and hiring part-time help to image the documents. The proposed budget has included the full purchase amount in the 2005 Budgct. A cost bcncfit analysis will be conducted. . Construction and road maintenance costs (PMP) were extensively reviewed by the Council over the past couple of months and the proposed budget has incorporated the projects included in the approved 5 Year CIP. . The City conducted a Utility Rates Study in September. In October, the Council approved the study and adopted the new rates as proposed in the study. The new revenue and expenditures are reflected in the Enterprise Fund Budgets. . Additional operating costs for the new Maintenance Facility have been budgeted. . Credit Card implementation - $12,000 has been budgeted for on-going service fees. . Diseased trees - $25,000 has been budgeted to address this issue. . Revenue reimburscmcnt for the half-time position from the Lake Johanna Fire Department has been eliminated as they plan to hire a full-time Fire Marshal. . Please note that the projected expenditures exceed projected revenue in certain non- general fund types' budgets. The variance is primarily due to funding portions of the construction projects from the fund balance. The overall Proposed 2005 Budget is $8,739,234 with a staff complement of23.75 FTEs. The proposed General Fund budget is $3,239,930. A preliminary levy was certified to the County on September IS, 2004. A final levy must be certified by Dccember 28, 2004. Memo Proposed 2005 Budget 3 RECOMMENDED ACTION: Staff recommends that the Council approve the attached 2005 Budget as presented by staff in the following manner: I. Adopt the proposed 2005 Budget at $8,739,274; 2. Certify a final 4% levy increase to the County in the amount of $2,426,670; 3. Adopt a revised 2005 Employee Compensation Plan; 4. Revise the City's Contribution amount toward the Insurance premiums to $533 per month and per employee. , " , . . . . . . , CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 04-69 RESOLUTION ADOPTING THE 2005 BUDGET WHEREAS, the City Administrator has prepared an annual budget and the City Council has met several times for the purposc of discussing the 2005 budget; and WHEREAS, Chapter 275, Section 065 of Minnesota Statutes requires that the City hold a public hearing to adopt a budget; and WHEREAS, The City Council held a Truth-in- Taxation public hearing on December 6, 2004, to discuss the 2005 budget and has concluded the budget as prepared is appropriate. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota, that the attached 2005 budget be adopted and approved: Revenue and Expenditures and General Fund Transfers In Transfers Out Taxes $2,370,270 General Gov't $1,388,843 .-............-.......-."".""".--.- Licenses & Permits $483,910 Public Safety $1,084,947 Intergovernmental $70,879 Street Maintenance $448,680 Charges for Service $153,715 Parks Maintenance $275,726 Fines & Forfeits $31,000 Other Financing Uses $41,734 Miscellaneous $36,490 Other Financing Uses $93,666 Special Revenue Funds (including the EDA) (Comm. Svc., Park, Cable, TCAAP Insurance Deductible, _EDA,L_~ (Advance Refunding, G.O. Tax Increment Bonds) (Non-Assess. Road Imprv., Mun. Bldgs., PIR, Cap & Fire E ui Sinkin $1,828,052 I $738,935 $733,381 Debt Service Funds $286,376 $286,376 Capital Project Funds $1,132,745 , Revenue aud Expenditures and General Fund Transfers In Transfers Out Entetprise Funds $2,651,495 $2,884,559 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 13th DAY OF DECEMBER, 2004. BEVERLY APLIKOWSKI, MAYOR ATTEST: MICHELLE WOLFE, CITY ADMINISTRATOR " . . . . . . . ~ ~HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 04-70 A RESOLUTION SETTING THE FINAL LEVY FOR TAXES PAYABLE IN 2005 BE IT RESOLVED by the Arden Hills City Council that the following proposed sums of money be levied for levy year 2004, payable in 2005 upou taxable property in said City of Arden Hills for the following purposes: LEVY AMOUNT BEFORE HACA HACA CERTIFIED LEVY AMOUNT General Fund $2,426,670 $ - 0- $2,426,670 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 13th DAY OF DECEMBER, 2004. BEVERLY APLIKOWSKl, MAYOR ATTEST: MICHELLE A. WOLFE, CITY ADMINISTRATOR .:.\l:i: 0\ 0\ 0\ .... lrl 0 lrl 0 0 0\ ..... 0 00 00 ~ ~ :::::,:<,i:l;. .... lrl lrl .... "'" 00 r- 0\ 0\ N lrl "'" ~ ~ N lrl ::<>~~ ~ "'" "'" N N 00 00 r- ~ "'" 0 r- .... .... lrl ..... r-:- 'li 'li . .rr ..r ..r ..r ..r ..r . ,.) ,.) ,.) . . ~ "'" N .... ..:::::>il .... 0 0 .... lrl "'" 0\ 00 ..... N 00 ..... .... .... lrl 0 /U~ .... 0\ 0\ 00 0\ 00 r- 0\ 0 lrl "'" 0\ .... .... N .... .... N N 0\ 0\ ~ ~ lrl lrl N 00 lrl N N "'" 0 r-:- . 'li .rr .; ..r ..r ..r ..r ..r ,.) ,.) ,.) ,.) .... ,.) ~ ...<:,,,,.. 00 N N "'" r- 0 V') r- "'" V') V') V') 0\ 0\ "'" "'" .i:l;. N "'" "'" .... or. 0\ 00 0 ..... r- lrl V') 0\ 0\ N 0 :.>:>:~: 0 0\ 0\ r- r- "'" "'" "'". .... 0 ~ ~ 0 O. .... c:r;.. <::<rJl. r-:- .rr .rr .rr .; ..r ..r "'" .; ..r ,.) ,.) ,.) .... .... N <::<>i N "'" "'" lrl - "'" 0\ V') r- OO .... .... "'" "'" .... 00 .~ N 00 00 00 .... 0\ 00 ..... 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'0 1//< .. = ...... <.> ~ .. = = lrl ...... ~ 0 = .. 0 .. .- S " Q .. 1<> ~ N ...... e. l:l.. .5 ~ I> Q = .. ~ - .- ...... = .. ~ .. '" 00 ~ ~ .8 .- !: = .. .- <.> .... > ~ ~ "0 S " .. " ...... .... V') .. '0 " Q ~ '" '" r- - C .... .. .... .- .- I~ '" .. < = '" Q - - -.,;., e '" ~ ~ 'j; " OJ) .. .- .... .- I~ t .- 'C Q "0 .... <.> '" <.> ~ p:: .. = .- = .. '" ~ .. .s s ...... = .- .. l:l.. < l:l.. .. ~ i:Q U ~ l:l.. '" .. .. ~ .. S .. - ~ = " IX: 00 w - <.> /> Q .. ~ ~ U .f .. ...... , .- .. rFJ - :=: .... ...... .... <.> Q l:l.. .. <.> o:S .. .. '" U 0 .. !o:: ~ S OJ) Q Q OJ) i> .- .. .. ... " '0 " .. " .. .... Q .. l:l.. .~ 00 .- .... .... " 0 '" " .- a .- .- .... = '0 l:l.. - S ~ Q Q .s. = .. - .. .... = Q OJ) - = = .- s .. .. " OJ) = ~ .- i:Q '0 .. Q .s = .- e = .. rFJ 00 <.> ><l ~ .... <.> <</ < = .... .- .... ~ ~ ~ i:Q = .. .. C Q " <.> <.> '0 '" .. " <.> <.> .... C .. .. :~ - .- c .. <.> C !o:: !o:: := '" \ = .. ... .- '" l:l.. = -;:: = u .- .- .- = '" .- .. .- .- .... .... ~ ~ ~ U i:Q u " " is: = Q .- .... " '" = .. '" l:l.. :3 e :=: Q = U .. .. '0 .. .. ... <.2 .... l:l.. Q S c><l .- = U Q 'j; ;;;> I " Q Z V') o o N . c ro 0:: 0- E 0 . c :::> . c 0 Z '" 0 0 N ...... <.> ~ .. ...... := Q U '" .. .. 0\ "'" '" <.> Q ,..l " ..:= .... "0 " " Q .. 0. 0. < - u "'" := 0 ::l . 0\ . 0 N U , - ;..- ;':: " U 0 . . . , , ~ ~~HILLS CITY OF ARDEN HILLS COUNTY OJ,' RAMSEY STATE OF MINNESOTA RESOJ,UTION NO. 04-62 A RESOLUTION APPROVING THE 2005 CITY CONTRIBUTION TO THE NON-BARGAINING UNIT EMPLOYEE MONTHLY BENEFITS BE IT RESOLVED, that the City Council of Arden Hills does hereby approve thc contribution of five hundred and thirty-three dollars ($533.00) per month, per employcc toward the non-bargaining unit employees benefits. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 13th DAY OF DECEMBER, 2004. Beverly Aphkowski, Mayor ATTEST: Michelle A. Wolfe, Administration \ \Eanh'AdminCouocil Resoluliow2004' 04-60. ^ Resolution Approving the 2005 Benefil Contribution .doc . . . ~ ~~HILLS City of Arden Hills 2005 Proposed Budget December 13, 2004 City of Arden Hills . 1245 West Highway 96 . Arden Hills, MN . 55112-5743 Phone 651.634.5120 . Fax 651.634.5137 . www.ci.arden~hills.mn.us and will be faced with a deficit in the utility funds, starting as early as two years. It was indicated that the City has not increased the water rates since 1999 and the sewer and surface water rates since 2001. Based on this review, the City hired a consultant to conduct a Utility Rate Study. The study took a multi pronged approach. First it reviewed the City's rate structure and compared it with a number of surrounding communities of comparable size. The next approach was to determine the future cash flow requirements in order to have adequate funds to support the undertaking of the proposed projects, as well as maintaining a desirable fund balance in the utility funds. The Council met twice to discuss the outcome of the study, and in late October, the Council approved the study and adopted new utility rates, effective January 1, 2005. . At the November IS, 2004, Work Session, Murtuza Siddiqui presented a Revised Preliminary Budget, based on the newly adopted 5 Year CIP, the outcome of the Utility Rates Study, and other requested changes. At this meeting, the Council directed staff to proceed with the preparation for the Truth-In-Taxation presentation. Key Bude:et Elements A conservative approach was taken in the preparation of this budget. The Proposed 2005 Budget has incorporated the following assumptions: . Levy increase was limited to 4%. The 2005 levy revenue has been conservatively budgeted slightly below 100% in anticipation of tax petitions or any other shortfall. If collection is higher than anticipated, it will offset any other revenue shortfall, or provide the opportunity to fund unanticipated projects, or contribute to the Capital hnprovement Fund. . Salary adjustments as part of COLAJsteps have been budgeted at 3%. . City contribution to health/dental benefits for both bargaining and non-bargaining staff has been increased to $533/employee. . All teclmology upgrades, including the purchase of a copier have been budgeted as previously discussed by the Council. It should be noted that the City has not purchased the document imaging equipment as originally planned in the 2004 Budget. Staff is evaluating the option of hiring professionals to image the documents as opposed to purchasing the equipment and hiring part-time help to image the documents. The proposed budget has included the full purchase amount in the 2005 Budget. A cost benefit analysis will be conducted. . Construction and road maintenance costs (PMP) were extensively reviewed by the Council over the past couple of months and the proposed budget has incorporated the projects included in the approved FiveYear CIP. . The City conducted a Utility Rates Study in September. In October, the Council approved the study and adopted the new rates as proposed in the study. The new revenue and expenditures are reflected in the Enterprise Fund Budgets. . There has been a re-a1ignment of "Celebrate Arden Hills" budget. Costs have been shifted from the Mayor & Council to the Administration budget. . A staff Engineer position has been added to this budget. This is a new position. . . . . . . . . Additional operating costs for the new Maintenance Facility have been budgeted. . Credit Card implementation - $12,000 has been budgeted for on-going service fees. We expect the implementation to take place in early January 2005. . The City has been faced with a problem of diseased trees. $25,000 bas been budgeted to address this issue. . Revenue reimbursement for the half-time position from the Lake Johanna Fire Department has been eliminated as they plan to hire a full-time Fire Marshal. . Please note that the projected expenditures exceed projected revenue in certain non-general fund budgets. The variance is primarily due to funding portions of the construction projects from the fund balance. The overall Proposed 2005 Budget is $8,739,234 with a staff complement of23.75 FTEs. The general fund budget is proposed to be $3,239,930. The general fund budget is approximately ten percent (10%) higher than the originally adopted 2004 Budget. It should be noted that approximately one half ofthis increase is due to the increase in insurance costs, inflationary increases in the Public Safety (fire) and Police Protection budgets, new staff position, and other operating inflationary increases. The other half of the budget increase is the amount that will be set aside for future Public Safety projects/acquisitions and a contribution to the Capital Improvement Funds. The Truth-in- Taxation hearing was held on December 6, 2004, with a final budget adoption date of December 13,2004. On September 15,2004, the City had transmitted a preliminary certification to Ramsey County at 4%. A final levy must be certified by December 28, 2004. If you have any questions with regards to this budget, please contact the City's Finance Director/Treasurer, Murtuza Siddiqui at (651) 634-5132 or Sandy Berres at (651) 634- 5129. 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Finance 2.75 2.75 Community Services Community Development Director 1.00 1.00 City Planner 1.00 1.00 Building Official 1.00 1.00 Building Inspector 1.00 1.00 Community Services 4.00 4.00 Operations and Maintenance O&M Director 1.00 1.00 Recreation Supervisor 1.00 1.00 O&M Superintendent 1.00 1.00 O&M Maintenance 8.00 8.00 Operations & Maintenance 11.00 11.00 Total 2005 FTE 22.75 23.75 . . . . 2004 Bud!!et: $7,403,097 Financial Overview - 2005 Other Internal Revenue, $54,666 ,1% Interest Income, $280,150 , 3% utility Billing Receipts, $2,722,647,33% ~ ~H1LLS 2005 PROPOSED BUDGET REVENUE SUMMARY Proposed 2005 Bud!!et: $8,282,545 . All Fund Ffoperty Taxes, $2,81 9,035, 35% Licenses & F1'lrnits, $486,645, 6% Intergovernmental Revenue, $753,639, 9% Msc Receipts, $452,152,5% Fines & Forfeits. $31,000, .003% . . . CITY OF ARDEN HILLS 2005 BUDGET SUMMARY ALL FUNDS REVENUE PROPERTY TAXES $2,285,839 $2,518,152 $2,587,142 $2,819,035 LICENSES & PERMITS $300,903 $660,525 $362,100 $486,645 INTERGOVERNMENTAL REVENUE $294,570 $878,884 $192,357 $753,639 C1lARGES FOR SERVICES $150,034 $157,577 $139,620 $153,715 FINES & FORFEITS $38,062 $31,334 $29,600 $31,000 MISCELLANEOUS RECEIPTS $489,090 $872,878 $887,850 $452,152 UTILITY BILLING RECEIPTS $2,407,801 $2,253,081 $2,376,350 $2,722,647 INTEREST INCOME $508,022 $306,726 $308,500 $280,150 OTHER INTERNAL REVENUE $32,300 $33,000 $33,990 $54,666 .HER FINANCING SOURCES $554,662 $1,265,334 $506,388 $528,896 TOTAL REVENUE $7,061,283 $8,977,491 $7,423,897 $8,282,545 EXPENDITURE-'S PERSONAL SERVICE $1,312,654 $1,447,910 $1,495,778 $1,688,864 SUPPLIES $183,002 $155,880 $155,820 $162,242 OTHER SERVICES & CHARGES $3,534,453 $4,384,870 $3,798,542 $4,009,588 CAPITAL OUTLAY $779,840 $3,021,065 $3,347,833 $2,294,978 OPERATING TRANSFERS $478,250 $1,298,334 $540,378 $583,562 REFUNDS & REIMBURSEMENTS 0 0 0 0 FORGIVABLE LOAN DISBURSEMENTS 0 0 0 0 OTHER 0 0 0 0 TOTAL EXPENDITURES $6,288,199 $10,308,059 $9,338,351 $8,739,234 . City of Arden Hills 2005 Proposed Budget . REVENUE PROPERTY TAXES 31010 General Tax Levy 1702127 2057674 1993192 2170660 31020 Deliqueut Property Taxes 7398 4753 10000 10400 31030 Mobile Homes 7447 10087 5000 5200 31040 Fiscal Disparities 170868 157599 171000 184010 31051 4C Tax Increment 329636 215164 338450 378000 31052 3C Tax Increment 0 0 0 0 31053 2H Tax Increment 37605 42988 39000 39850 31059 Tax Increment Excess Current 29693 27638 30000 30000 31900 Penalties & Interest 1065 1328 500 915 31920 Forfeited Tax Sales 0 921 0 0 Total - Property Taxes $2,285,839 $2,518,152 $2,587,142 $2,819,035 LICENSES & PERMITS 32110 Liquor, On Sale & Sunday 32900 25020 32900 33770 32111 Liquor, Off Sale 350 640 400 640 32160 Contractors 3360 4620 4500 4260 32180 Business Licenses 12685 14666 13000 13010 32190 Sign Permits 1020 2701 1200 1875 32210 Plan Review & Bldg Permits 142531 305350 165000 266820 . 32211 Permit Penalty Fee 0 0 0 0 32215 Plan Chcck Fce 49444 176793 70000 70000 32220 Mechanical Permits 17893 53957 30000 36175 32230 Plumbing Permits 9212 21032 10000 15100 32240 Dog Registratiou 2104 2613 500 2500 32245 Cat Registration 176 231 200 250 32260 Electrical Permits 20691 36801 25000 30015 32270 Water Permit Fees 833 4205 1500 2175 32275 Fire Suppression Permits 6331 8904 8400 7870 32278 Fire Permit Plan Check Fee 1023 2222 1000 1625 32280 Scwer Permit Fces 350 770 500 560 Total Licenses & Permits $300,903 $660,525 $362,100 $486,645 . . . . 2004 Budeet: $9,338,351 Operating Transfers, $583,562, 7% Capital Outlay, $2,294,978, 26% ~ ~HILLS . 2005 PROPOSED BUDGET EXPENDITURE SUMMARY Proposed 2005 Budeet: $8,739,234 All Fund Personal Services, $1,688,864, 19% . Other Ser.4Charges, $4,009,588, 46% . . . (/) Q) '-- ::::l :t= -0 C Q) o..."'=t xCi) WN -00) Q)Ci) (/)1'-- o - 0...<:0 Of:F.t '-- a.. 1.0 o o N . -o"#. COCl :JC"'l LL - _0 roC"'l 1-0) Q) - cO) Q)C"'l (9 N_ C"'l "'O~ CO :JO LLC"'l Q)I.{) t/)O) .;:: '<t 0.. - 1- 'r" Q)I[) ""(0 C - UJN Q)"#. :JOCl C - Q)'r" >0Cl Q)C"'l 0:::('") -C"'l . ro l'- U - Q)"'O o..C (j) :J LL "#. Q)C"'l U - ._ (0 i::l'- Q)C"'l (j)<D ....0Cl .oN Q) - 0"'0 C :J LL -"#. "'0 'r" CN :J LL N- - I[) 20 . 0.. cx:i roN o 0Cl_ 'r" . . . City of Arden Hilts 2005 Proposed Budget .~' ."",; , '..Ft 43550 Newsletter Printing 14240 16408 23900 24400 43552 Newsletter WritinglEditing 1200 1200 1500 1500 43610 General Liability Insurance 15069 44095 46500 47400 43615 Excess Liability Insurance 5310 6717 6400 6836 43620 Open Meeting Liability Insurance 0 0 500 500 43650 Surety Bond 915 450 650 510 43800 City Hall Water/Sewer Utilities 1963 0 2000 2060 43810 Electric Utility 29346 31251 29800 27480 43812 Electricity-Serna phores 9610 10957 10000 10300 43813 Electricity-Street Lighting 16092 19538 17500 18025 43814 Electricity-Civil Defense 217 199 225 225 43815 Electricity-Lift Stations 22430 25632 24000 24720 43820 Water Purchases-Rosevilte 567834 691913 625000 783937 43825 MN DR Water Testing Fees 17680 19709 18000 18540 43830 Natural Gas Expense 22734 26744 34050 25556 43840 Res Recycling Costs 59233 83492 59000 63000 . 43845 Residentia] Cleanup Costs 5740 0 7000 7000 43850 Gopher State Fees 400 811 500 515 43860 MWCC-Current Year 509183 513331 550000 566500 43865 SAC Reimbursements 39204 137585 0 0 44010 Cleaning & Waste Removal 21961 25476 20750 19313 44015 Maint ofBldg & Grounds 6283 7657 13750 116500 44030 Maint of Civil Defense Siren 9 0 50 0 4403] Maint of Semaphores 0 0 0 0 44032 Misc Street Maint Projects 5828 3163 3000 3090 44033 Pvmt Management Sea] Coatiug 0 76099 0 75000 44034 Pvmt Management Alloc Costs 101065 691275 150000 150000 44035 County Proj Alloc Costs 0 0 0 0 44036 Maiut of Utilities 188539 19050 70000 72100 44037 Maint of Street Lights 1813 0 4000 4120 44038 Maint of Strom Sewers 68638 3607 50000 32000 44040 Maint of Vehicles & Equip 10206 12033 15500 15800 44045 Maintenance of Office Equip 50 373 500 1995 44050 Tree Removal-Public Prop 4473 1784 2500 28750 . . City of Arden Hills 2005 Proposed Budget . 45600 Furniture & Fixtures 17261 0 0 0 45700 Office Equip & Furuishings 36899 9563 43926 104400 45720 Office Equip -Capital Lease 0 0 0 0 45800 Construction Coutract 200889 3369850 3129071 1985000 45801 Outside Engineering 123438 290925 235565 15000 45804 Legal Fiscal Costs 57 2003 0 0 45805 Other Project Costs 612 37729 50000 152050 45807 AlIoc Pvmt Mgmt to Genl Fund -85165 -731966 -150000 -150000 45808 AlIoc Pvmt Mgmt to SWM Fund -15900 -346078 -205000 -75000 45809 AlIoc Pvmt Mgmt to Water Fund 0 -6084 -38000 -100000 45810 Alloc Pvmt Mgmt to Sewer Fund 0 0 -245000 -25000 45830 Alloc PMP to City of New Brighton 0 0 0 0 45900 Trees & Landscaping 0 0 0 0 45901 Hard So rfaces & Trails 0 0 0 0 45903 Playground Equipment 3 36999 0 0 45905 Park Equip (Fixed) 43828 0 0 0 45907 Mise Park Improvements 0 7475 0 0 45950 Capital-Enterprise Funds 0 0 0 0 46010 Debt Principal 155000 160000 170000 175000 46020 Interfund Loan Principal 5050 0 50000 0 46120 Interfund Loan Interest 18575 10000 10000 10000 . 46011 Interest on Bonds 131315 125093 118450 111376 46300 Bond Underwriting Fees 0 0 0 0 Other Q Q Q Q Total Capital Outlay $779,840 $3,021,065 $3,347,833 $2,294,978 Operating Transfers 47200 Transfer to Genl Fund (101) 69100 587155 75990 93666 47212 Oper Transfer to Prog Fund (226) 0 69945 0 0 47213 Transfer Out 0 0 42000 0 47215 Oper Transfer to TCAAP Fund (229 0 0 0 0 47240 Oper Transfer to Bldg Fuud (408) 0 170000 90938 0 47242 Oper Transfer to Cap Equip (411) 0 0 0 41734 47243 Oper Trausfer to Pub Safety (412) 0 39000 43000 161786 47260 Oper Transfer to PIR (501) 122835 147141 0 0 47284 Transfer to EDA TIF #2 (704) 0 0 0 0 47285 Transfer to GO Bouds 1998 (325) 286315 285093 288450 286376 Total Transfers $478,250 $1,298,334 $540,378 $583,562 . . . on ~ l. :: ..- .... "0 :: ~ Q.. ~ ~ "0 :: :: ~ - ~ l. ~ :: ~ Co-' "0 ~ on o Q.. o l. ~ I() o o N ..,. 0 N 0 M ;:) ~ ~ '" '" 0 '" ~ 0 0 . 0 0 M 0 N ~ N M N ~ N ~ N M ..,. ~ ~ 0 ~ M N '" '" '" ~ N. ~ '" ,.: '" :i ... "," '" Cj" '" 0 '" '" .n ;;; "' ~ '" '" 0 N M ..,. ~ ~ M '" ~ '" ;;; ~ N N ..,. N ;;; ;;; N '" '" '" '" '" '" '" '" '" '" 0 ~ ~ '" 6 0 a f- w C/O ~ 6 '" " f: u w w ~ u u ~ u '" ~ ""' ~ w C/O x 0 Z C/O ~ 6 c. a1 ~ ~ w 5 0 " C/O " ~ N ~ f: IS h 5 0 <<l ~ u w ~ f- 6 ~ '" u C/O w > IS " 1! <<l 6 f- " :3 ""' f- f: ;;;: f: IS C/O ~ '" ~ <<l 0 <( ~ '" f: ~ "' '" U f- ;;;: <( f- ~ ~ ~ ~ fC u c. w w w ;2 " &5 ;;;: >- f- W '" '" > ::l ::l 0 [': '" u w " <( ""' ~ ""' 8 f- 0 '" <( w c. 15 ;;;: w c. tl c. u: c. C/O c. '" 0 f- z o ~ ~~ "'~ z~ ~ o ~ D '" z Z o N ~# "'~ z z z ~ ~ ~ . '" '" z 9 5* m~ ~ " z ~ o U'" ~N ~ o ~ ~ ~ " z o ~ u "' ~" :?~ ~ "' ~ ~ . 6 ~ ~ z o u ~ ~~ ZN ~ ro "' u ~ o ~ " . ~ ~ o '" ~ "' ~ '" z ~" ~~ '" z ~ w n. o . z o ~ i:ii* ~m u "' ~ . z o ~ '-' w n. '" z -'" w, > ~ '-' w ~ o ~ n. . w '-' z ':1 w ~;;E: _m ~ ~ ~ ~ ~ ~ " w U Z ~ Z w ~ ~~ ~ ~ "' w ~ ~ '" D . . CITY OF ARDEN HILLS 2005 BUDGET SUMMARY GENERAL FUND BY DEPARTMENT REVENUE MAYOR & COUNCIL $16,634 $11,841 $8,000 $0 ELECTIONS $26,310 $0 $0 $0 ADMINISTRATION $2,142,873 $2,354,783 $2,295,991 $2,504,729 LEGAL $0 $0 $0 $0 PLANNING & ZONING $66,284 $196,590 $77,200 $80,475 GOVT. BUILDINGS $32,300 $33,000 $33,990 $54,666 CITY HALL $2,000 $0 $0 $0 POLICE & ANtMAL CONTROL $42,347 $37,704 $35,500 $36,900 FIRE PROTECTION $26,640 $32,000 $0 $0 PROTECTIVE INSPECTION $229,598 $472,554 $274,150 $370,595 STREET MAINTENANCE $79,712 $587,943 $70,500 $66,200 PARK MAINTENANCE $1,823 $1,119 $1,500 $1,465 RECREATION $0 $0 $121,100 $124,900 OPERATING TRANSFERS OUT $0 $0 $0 $0 TOTAL GENERAL FUND REVENUE $2,666,521 $3,727,534 $2,917,931 $3,239,930 . EXPENDITURES MAYOR & COUNCtL $111,906 $132,374 $96,670 $67,404 ELECTIONS $36,773 $490 $16,176 $800 ADMINISTRATION $374,253 $341,005 $357,540 $513,732 LEGAL $55,185 $50,204 $68,000 $64,000 PLANNING & ZONING $77,083 $107,230 $94,880 $109,823 GOVT. BUILDINGS $39,384 $31,049 $32,838 $126,113 CITY HALL $92,653 $99,392 $104,988 $112,387 POLICE & ANIMAL CONTROL $647,146 $682,037 $707,797 $718,225 FIRE PROTECTION $219,902 $242,815 $219,736 $230,936 PROTECTIVE INSPECTION $168,278 $188,279 $203,284 $213,329 STREET MAINTENANCE $389,072 $1,000,488 $417,768 $448,680 PARK MAINTENANCE $308,668 $271,565 $292,076 $275,726 RECREATION $0 $0 $158,240 $181,255 OPERATING TRANSFERS OUT $122,835 $218,945 $147,938 $177,520 TOTAL GENERAL FWVD EXPENDITURES $2,643,138 $3,365,873 $2,917,931 $3,239,930 . ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: Mayor and CQuncil 2004 Budget: $96,670 Proposed 2005 Budget: $67,404 Operating Transfers, $0, 0% . Mayor & Council Capital Outlay, $0, 0% Personal Services, $17,655,26% Other Serv/Charges, $46,549,69% moved to the General Fund Corridor Coalition has been eliminated. . . . . Mayor & Council REVENUE MISCELLANEOUS RECEIPTS 36230 Contributions/Franchise Fees 16,634 11,841 8,000 0 Total - Misc. Receipts $16,634 $11,841 $8,000 $0 Grand Total - Revenues $16,634 $11,841 $8,000 $0 . Mayor & Council . EXPENDITURES PERSONAL SERVICE 41060 Council Salaries 16,320 16,320 16,320 16,400 41220 Fica Expense 1,249 1,249 1,250 1,255 Total Personal Service $17,569 $17,569 $17,570 $17,655 SUPPLIES 42010 Office Supplies/Accessories 1,178 913 1,300 1,000 42020 Copier/Paper Expense 800 1,000 1,050 1,000 42030 Printed Forms 1,142 829 750 1,200 Total Supplies $3,120 $2,742 $3,100 $3,200 OTHER SERVICES & CHARGES 43070 Prof Svcs-Managements Fees 16,860 24,026 4,000 4,000 . 43110 Recording Secretary Fees 4,447 4,485 4,700 4,500 43220 Postage Gencral 1,850 2,044 2,500 2,200 43224 Postage Newsletter 4,828 6,145 5,000 5,500 43240 Delivery Service 71 37 100 100 43510 Legal Notice Publishing 1,720 2,717 2,000 2,500 43550 Newsletter Printing 7,680 7,036 8,000 8,000 43552 Newsletter WritingfEditing 1,200 1,200 1,500 1,500 43620 Open Meeting Liability Insnrance 0 0 500 500 44330 Dues/Su bscriptions/Licenses 9,619 6,461 9,600 9,500 44360 I-35W Corridor Coatition 0 12,305 11,600 2,549 44370 Training & Subsistence 2,936 3,494 4,500 4,500 44372 Employee Recognition Program 407 0 1,000 1,000 44900 Misc Community Projects 36,549 42,036 20,000 0 44905 Town Hall Meeting 3,050 77 1,000 200 Total Other Services & Charges $91,217 $112,063 $76,000 $46,549 Grand Total - Expenditures $111,906 $132,374 $96,670 $67,404 . ~ ~HILLS . 2005 PROPOSED BUnGET - SUMMARY BY DEPT. Department Name: Elections 2004 Budget: $16,176 Proposed 2005 Budget: $800 Financial Overview - 2005 Elections . Supplies, $0, 0% Capital Oullay, $0, 0% Other ServlCharges, $800, 100% Operating Transfers, $0. 0% Personal Ser..;ces, $0, 0% Significlmt ChaDl!eS Crom :Prior Year: ... . No City election scheduJed for 2005. The only expenditures budgeted are software. support/upgrades and training. . . . . Elections REVENUE OTHER FINANCING SOURCES 39235 Operating Transfer from 411 26,310 Total- Other Financing Sonrces $26,310 $0 $0 $0 Grand Total- Revenues $26,310 $0 $0 $0 Elections . EXPENDITURES PERSONAL SERVICE 41020 Overtime Salaries 855 0 950 0 41130 Employer Savings Match 18 0 0 0 41210 Pera Employer Expense 44 0 53 0 41220 Fica Expense 66 0 73 0 Total Personal Service $983 $0 $1,076 $0 SUPPLIES 42010 Office Supplies/Accessories 731 0 500 0 42030 Printed Forms 697 0 800 0 Total Supplies $1,428 $0 $1,300 $0 OTHER SERVICES & CHARGES 43065 Election Judge Payments 5,648 0 10,500 0 . 43090 Appl Software Support Fees 0 0 700 600 43220 Postage General 323 300 350 0 43240 Delivery Service 27 0 100 0 43310 Mileage Reimbursement 140 21 150 0 44090 Other Services 1,189 0 1,200 0 44370 Training & Subsistence 725 169 800 200 Total Other Services & Charges $8,052 $490 $13,800 $800 CAPITAL OUTLAY 45700 Office Equip & Furnishings 26,310 0 0 0 Total Capital Outlay $26,310 $0 $0 $0 Grand Total - Expenditures $36,773 $490 $16,176 $800 . ~ ~HlLLS 2005 PROPOSED BUDGET - SUMMARY BY DEPT. . 2004 Budl!:et: $357,540 Proposed 2005 Budl!:et: $513,732 Dellartmelll:II'Overview/Summa..v: . .) ....;. The Adminis: tJepadJHent is responsible for administering Council policies, coordinating "iagendas, managing City finances,issuing business licenses; permits and pr0yiding administrative support to other functional areas withint Administration Capital Outlay, $89,200, 17% Operating Transfers, $0, 0% Personal Set\lices, $276,187, 54% Other Ser\dCharges, $134,845, 26% ".''';h'>:'' . Sil!:nificant Chanl!:es from Prior Year: . .. .. Personal services increase due to addition of City Engineer position and step increases, New/additional costs for 2005 are credit card service fees, Technology CIP increase. . . Administration REVENUE PROPERTY TAXES 31010 General Tax Levy 1,702,127 2,057,674 1,993,192 2,170,660 31020 Deliqnent Property Taxes 7,398 4,753 10,000 10,400 31030 Mobile Homes 7,447 10,087 5,000 5,200 31040 Fiscal Disparities 170,868 157,599 171,000 184,010 Total - Property Taxes $1,887,840 $2,230,113 $2,179,192 $2,370,270 LICENSES & PERMITS 32110 Liquor, On Sale & Sunday 32,900 25,020 32,900 33,770 32111 Liquor, Off Sale 350 640 400 640 32160 Contractors 3,360 4,620 4,500 4,260 32180 Bus.iness Licenses 12,685 14,666 13,000 13,010 32240 Dog Registration 2,104 2,613 500 2,500 32245 Cat Registratiou 176 231 200 250 Total Licenses & Permits $51,575 $47,790 $51,500 $54,430 . INTER GOVERNMENT AL REVENUE 33401 Local Government Aid (LGA) 11,729 33403 Mfg Home HACA 5,925 33410 Homestead Mkt Value Credit 117,645 33422 Acquired Property Rental 147 33480 Statc PERA Aid 5,179 5,179 5,179 5,179 Total- Intcrgovernmental Rev. $134,700 $11,104 $5,179 $5,179 CHARGES FOR SERVICES 34100 General Government Fees 1,067 1,618 1,500 1,350 34120 Water Tower Antenna Rentals 47,913 48,723 45,620 50,500 Total - Charges for Services $48,980 $50,341 $47,120 $51,850 MISCELLANEOUS RECEIPTS 36230 Coutributions/Franchise Fees 10,000 36270 Misc Reimbursements 9,974 7,141 5,000 5,000 Total- Misc. Receipts $9,974 $7,141 $5,000 $15,000 INTEREST INCOME 36210 Interest Income 9,804 8,294 8,000 8,000 Total - Interest Income $9,804 $8,294 $8,000 $8,000 Grand Total - Revenues $2,142,873 $2,354,783 $2,295,991 $2,504,729 . Administration . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 191,692 163,320 160,904 210,243 41020 Overtime Salaries 270 98 0 200 41110 Unused Vacation/Sick Pay 0 16,824 0 0 4 t120 Car Allowance 3,437 1,288 2,400 1,800 41130 Employer Savings Match 5,743 1,984 2,270 2,511 41210 Pera Employer Expense 10,616 7,890 8,900 11,637 41220 Fica Expense 15,087 14,407 12,310 16,291 41300 Insurance Expense 18,415 15,523 14,365 21,909 41310 Life Insnrance 0 1,299 1,825 1,680 41410 Paid Unemployment Benefits 15,789 15,888 0 0 41510 Workers' Comp Ins Premiums 7,082 9,162 9,440 9,915 Total Personal Service $268,131 $247,683 $212,414 $276,187 SUPPLIES 42010 Office Supplies/Accessories 7,484 6,450 7,000 7,500 . 42020 CopierlPaper Expense 803 1,956 2,000 2,000 42030 Printed Forms 993 330 1,500 1,500 42040 Euvelopes & Letterhead 2,459 2,212 2,750 2,500 Total Supplies $11,739 $10,948 $13,250 $13,500 OTHER SERVICES & CHARGES 43010 Prof Svcs-Auditing Fees 3,179 5,736 7,200 9,335 43060 Clerical Services Fees 5,373 1,361 2,500 0 43075 ProfSvcs-FSA Admin Fees 1,100 1,465 1,200 1,600 43076 EAP Admin Fce 1,500 1,500 1,500 1,500 43090 Appl Software Support Fees 11,529 2,004 5,000 7,165 43091 PC Network Support Fces 7,713 6,867 12,000 12,000 43215 Cell Phone Charges 619 1,490 1,300 1,300 43220 Postage General 6,405 7,570 9,000 8,000 43240 Delivery Service 221 169 300 300 43310 Mileage Reimbursement 1,353 1,434 1,650 1,000 43410 Advertising-Employment 12,090 0 4,500 2,500 43610 General Liability Insurance 5,023 14,865 16,500 16,500 43615 Excess Liability Insurance 1,770 2,239 1,900 2,200 43650 Surety Bond 305 150 350 200 44045 Maintenance of Office Equip 50 373 500 1,995 44090 Other Services 961 412 500 500 . 44150 Equipment Rental 13,721 13,191 12,000 6,500 44330 Dues/Su bscriptionslLicenses 6,243 8,673 2,800 3,000 . . . Administration EXPENDITURES OTHER SERVICES & CHARGES cont. 44370 Training & Subsistence 4,639 3,287 7,000 7,000 44380 Bank Services Charges 0 25 250 12,250 44900 Mise Community Projects 0 0 0 40,000 Total Other Services & Charges $83,794 $72,811 $87,950 $134,845 CAPITAL OUTLAY 45700 Office Equip & Furnishings 10,589 9,563 43,926 89,200 Total Capital Outlay $10,589 $9,563 $43,926 $89,200 Graud Total- Expenditures $374,253 $341,005 $357,540 $513,732 ~ ~~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: Legal 2004 Budl!et: $68,000 Proposed 2005 Budl!et: $64,000 De{}artmentaIOverview/Summarv: .... . . ..... .~.' . The City Attorney acts as au. advisor to the Council and staff: on legal'inatte. represents the City in legal adions.. He prepares the contracts, ordjp;ilices, leg and legal documents needed for the operation of City government. Legal Capital Outlay, $0, 0% Supplies, $0, 0% Operating Transfers, $0. 0% Sil!nificant Chanl!es from Prior Year: None Personal Services, $0, 0% Other ServlCharges, $64,000, 100% . ,,,-,,,----'>,,-,,,,, _ '.'n",___ "'>___'W__'_' __ _, .__, __~ n." " _ ,,","-___~_ .w -'-~~~i~:;[;:;J; , . . Legal EXPENDITURES OTHER SERVICES & CHARGES 43040 Prof Svcs-Legal Fees 14,571 17,608 20,000 22,000 43045 Prof Svcs-Legal Prosecution 40,614 32,596 48,000 42,000 Total Other Services & Charges $55,185 $50,204 $68,000 $64,000 Grand Total- Expenditures $55,185 $50,204 $68,000 $64,000 . . . ~ ~HlLLS 2005 PROPOSED BUDGET - SUMMARY BY DEPT. 2004 Budl!et: $94,880 . Proposed 2005 Budl!et: $109,823 Other ServlCharges, $17,400, 16% Operating Transfers, $0, 0% Supplies, $2,300, 2% Planning & Zoning Sij!nificant Chanl!es from PriorY ear: . . Personal Services increasecdue to step increase in pay scale. Capital Outlay. $2,100,2% Personal Ser\ices, $88,023, 80% . ......-..............,:.....:...::.:..::.....,.., Increase in Technology CIP. . . Planning & Zoning REVENUE LICENSES & PERMITS 32190 Sign Permits 1,020 2,701 1,200 1,875 32215 Plan Check Fec 49,444 176,793 70,000 70,000 Total Licenses & Permits $50,464 $179,494 $71,200 $71,875 CHARGES FOR SERVICES 34103 Plat & Other Fees 8,424 8,771 6,000 8,600 Total- Charges for Services $8,424 $8,771 $6,000 $8,600 MISCELLANEOUS RECEIPTS 36274 Developer Reimbursement 7,396 8,325 Total - Misc. Receipts $7,396 $8,325 $0 $0 Grand Total - Revennes $66,284 $196,590 $77 ,200 $80,475 . . . Planning & Zoning . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 45,831 76,009 59,045 69,454 41130 Employer Savings Match 1,471 1,678 1,400 1,507 41210 Pera Employer Expeuse 2,535 4,367 3,265 3,841 41220 Fica Expense 3,618 6,180 4,520 5,428 41300 Insurance Expense 4,113 6,838 5,900 7,240 41310 Life Insurance 0 547 580 554 Total Personal Service $57,568 $95,619 $74,710 $88,023 SUPPLIES 42010 Office Supplies/Accessories 1,588 1,096 1,000 1,000 42020 Copier/Paper Expense 750 1,316 1,000 1,000 42030 Printcd Forms 423 126 300 300 Total Supplies $2,761 $2,538 $2,300 $2,300 . OTHER SERVICES & CHARGES 43030 Prof Services-Engineering Fees 1,555 -876 2,000 1,500 43035 Rebillable Engineering Fees 6,201 5,549 3,000 3,000 43040 Prof Svcs-Legal Fees 943 -3,906 1,500 1,500 43042 Rebillable Legat Fees 2,597 2,910 2,000 2,000 43090 Appl Software Support Fees 0 0 2,000 2,000 43110 Recording Secretary Fees 2,358 1,697 2,000 2,000 43220 Postage General 850 900 950 950 43310 Mileage Reimbursement 43 47 150 100 44330 D u es/Su bscriptions/Licenses 1,446 2,107 1,570 1.650 44370 Training & Subsistence 761 281 2,000 2.000 44375 Planning Commission Training 0 364 700 700 Total Other Scrvices & Cbarges $16,754 $9,073 $17,870 $17 ,400 CAPITAL OUTLAY 45700 Office Equip & Furnishings 0 0 0 2,100 Total Capital Outlay $0 $0 $0 $2,100 Grand Total - Expenditures $77,083 $107,230 $94,880 $109,823 . ~ ~HlLLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Departnl~nt Name: . Government Building - 0 2004 Budl!et: $32,838 Proposed 2005 Budl!et: $126,113 Personal Sen.;ces, $7,771,6% Supplies, $2,030,2% . Government Bldg. (O&M) Operating Transfers, $0, 0% Capital Outlay, $10,500, 8% Other ServlCharges, $105,812, 84% Sil!nificant Chan1!es from Prior Year: Joint O&M facility annual operations cost $82,000. . . . . Government Buildings - Operations and Maintenance REVENUE OTHER INTERNAL REVENUE 38400 Building Rent 32,300 33,000 33,990 54,666 Total - Other Internal Revenue $32,300 $33,000 $33,990 $54,666 Grand Total- Revenues $32,300 $33,000 $33,990 $54,666 Government Buildiugs - Operations aud Maintenance . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 12,519 2,955 4,510 4,749 41020 Overtime Salaries 1,781 1,511 975 1,545 41110 Unused Vacation/Sick Pay 0 0 0 100 41210 Pcra Employer Expense 790 254 305 348 41220 Fica Expense 1,049 333 420 482 41300 Insurance Expense 1,622 441 448 510 41310 Life Insurance 0 26 30 37 Total Personal Service $17,761 $5,520 $6,688 $7,771 SUPPLIES 42110 Cleaning Supplies 0 23 0 0 42230 Bldg & Grounds Maintenance 1,202 948 1,000 1,030 42400 Small Tools & Minor Equip 0 0 0 1,000 . Total Supplies $1,202 $971 $1,000 $2,030 OTHER SERVICES & CHARGES 43210 Telephone 1,013 880 1,200 1,236 43215 Cell Phone Charges 3,812 4,046 4,000 4,120 43810 Electric Utility 3,505 4,690 3,800 700 43830 Natural Gas Expense 6,873 10,130 12,200 3,050 44010 Cleaning & Waste Removal 1,455 2.928 2,000 0 44015 Maint ofBldg & Grounds 2,984 1,165 1,750 96,500 44090 Other Services 779 437 200 206 Total Other Services & Charges $20,421 $24,276 $25,150 $105,812 CAPITAL OUTLAY 45400 Other Equipment 0 282 0 10,500 Total Capital Outlay $0 $282 $0 $10,500 Grand Total - Expenditures $39,384 $31,049 $32,838 $126,113 . ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: 2004 Budeet: $104,988 Proposed 2005 Budeet: $112,387 Departmental Overview/Summary: This department captures all of the operation/maintenance j'elat~p costs for the City Hall facility. Capital Outlay, $O,~ 0% City Hall .3 Personal Services, $19,669, 18% . Operating Transfers, $0, 0% Other Ser.n'Charges, $89,010,79% Sieuifieant Cbanees from Prior Year:. .' . . Building maintenance costs were not accurately budgeted in previous year. agreement forHV AC is substantially higher than anticipated. ^' ,....... . ,'" Maintenance . . . . City Hall REVENUE CHARGES FOR SERVICES 34130 City Hall Facility Rentals 2,000 Total - Charges for Services $2,000 $0 $0 $0 Grand Total- Revenues $2,000 $0 $0 $0 City Hall . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 3,596 16,926 18,038 15,576 41020 Overtime Salaries 0 9 0 0 41110 Unused Vacation/Sick Pay 0 0 0 100 41130 Employer Savings Match 0 155 125 123 41210 Pera Employer Expense 199 981 1,000 861 41220 Fica Expense 273 1,297 1,385 1,201 41300 Insurance Expense 252 1,476 1,710 1,666 41310 Life Insurance 0 120 130 142 Total Personal Service $4,320 $20,964 $22,388 $19,669 SUPPLIES 4211 0 Cleaning Supplies 74 135 100 103 42230 Bldg & Grounds Maintenance 4,591 2,200 3,500 3,605 Total Supplies $4,665 $2,335 $3,600 $3,708 . OTHER SERVICES & CHARGES 43210 Telephone 14,717 13,564 15,000 15,450 43800 City Hall Water/Sewer Utilities 1,963 0 2,000 2,060 43810 Electric Utility 12,701 11,283 10,500 10,815 43830 Natural Gas Expense 15,094 15,205 20,000 20,600 44010 Cleaning & Waste Removal 19,914 22,124 18,000 18,540 44015 Maint ofBldg & Grounds 3,299 6,492 12,000 20,000 44090 Other Services 1,853 7,010 1,000 1,030 44150 Equipment Rental 405 415 500 515 Total Other Services & Charges $69,946 $76,093 $79,000 $89,010 CAPITAL OUTLAY 45200 Building & Structures 4,030 0 0 0 Total Capital Outlay $4,030 $0 $0 $0 Grand Total - Expenditures $82,961 $99,392 $104,988 $112,387 . ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. DepartlllenfNallie: Police & AnimatControl 2004 Budl!et: $707,797 Proposed 2005 Budl!et: $718,225 Capital Outlay, $0, 0% Personal Services, $0, 0% . Police & Animal Control Operating Transfers, $0, 0% Supplies, $0, 0% Other ServlCharges, $718,225, 100% Sil!nificant Chanl!es from Prior Year: None . . Police & Animal Control REVENUE CHARGES FOR SERVICES 34202 False Alarms 3,900 5,950 5,500 5,500 34206 Dog Impound Fees 385 420 400 400 Total - Charges for Services $4,285 $6,370 $5,900 $5,900 FINES & FORFEITS 35110 Hwy Patrol Fines 1,564 18,392 1,600 18,000 35130 DWI Forfcitures 2,081 891 1,000 1,000 35140 Violations Bureau 34,417 12,051 27,000 12,000 35150 Tobacco Fines Total Fines & Forfeits $38,062 $31,334 $29,600 $31,000 Grand Total- Revenues $42,347 $37,704 $35,500 $36,900 . . Police & Animal Control EXPENDITURES OTHER SERVICES & CHARGES 43130 Ramsey County Sheriff Contract 640,184 676,696 700,572 711,000 43150 Animal Ord Enforcement 6,460 5,142 6,500 7,000 43814 Electricity-Civil Defense 217 199 225 225 44030 Maint of Civil Defense Siren 9 0 50 0 44090 Other Services 176 0 250 0 44370 Training & Subsistence 100 0 200 0 Total Other Services & Charges $647,146 $682,037 $707,797 $718,225 Grand Total - Expenditures $647,146 $682,037 $707,797 $718,225 . . . ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. riimartment Name: Fire ProtectiOn 2004 Bud2et: $219,736 Proposed 2005 Bnd2et: $230,936 DepartmentaIOverView/Snmmarv:.. ..~. ~.~: .~ Fire protection for Arderi Hills ispJoYided by Lake Johanna.\ToJunteer Fire on a contractual basis. Lake JohannaVohlllteer Fire delJartment presentlyproYideS:;; .~ services from four stations to Ardim Hills as well as Shoreviewand North OaKs. Arden Hills pays direct costs associa~ed with Station No. 1, locate~d at .3246 New Bright.li!}RoaiI, and other allocated costs pro~ided in the contract. . :s .... ..... .,. Finaneial Overview - 2005 Capital Outlay, $0, 0% Supplies, $0, 0% Operatil1fl Transfers, $0, 0% . Fire Protection Personal Se,.;ces, $0, 0% Other ServlCharges, $230,936, 100% Si2nificant Chanl!es from Prior Year: LJVFD fire protection services increased 5% over past year. Primarily due to the conversion of a halftime Fire Marshal position to full time position. . . . . Fire Protection REVENUE INTERGOVERNMENTAL REVENUE 33420 Fireman's Relief 2,000 Total- Intergovernmental Rev. $0 $2,000 $0 $0 OTHER FINANCING SOURCES 39236 Operating Transfer from 412 26,640 30,000 Total - Other Financing Sources $26,640 $30,000 $0 $0 Grand Total - Revenues $26,640 $32,000 $0 $0 Fire Protection . EXPENDITURES OTHER SERVICES & CHARGES 43140 Fire Protection Contract 188,212 203,695 219,736 230,936 43141 State Insurance Fire Benefit Pymt 0 2,000 0 0 Total Other Services & Charges $188,212 $205,695 $219,736 $230,936 CAPITAL OUTLAY 45200 Building & Structures -24,116 0 0 0 45400 Other Equipment 0 37.120 0 0 45500 Heavy Machinery & Auto 55,806 0 0 0 Total Capital Outlay $31,690 $37,120 $0 $0 Grand Total - Expenditures $219,902 $242,815 $219,736 $230,936 . . ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Departlit~nt Name: . PriJtectiveInspection 2004 Budl!et: $203,284 Proposed 2005 Budl!et: $213,329 D.euartmental Overview/Summary:' , The c' f[includes a Bwldmg . ainglnspector (full-time posit . 0(5Q With UVFy'rollcostfor the uilding Irtspe!;tor was. 6 t ro withreimbursementreven1\e budgetedfdr50% received.fromLJVFD thrau : 2004_. Begiriiiiiig in: 2005 the City may have a full-time Bujidin:g h]spector weith no reimbUrsement revenue: This depar huent is respQ'nsiblefor all building construction, plumbing, sanitary sewer, water and mechanicallnspections,witliin the City. Electrical inspections are contrl!cted for by an independent inspection flrip.' This.det>artment is also responsible for enforcement of the Zoning Code and other sections ofthe City Code of Ordinances. Protective Inspections Capital Outlay, $3.500,2% Other Serv/Charges, $39,245,18% Supplies, $850,0% . Personal Services, $169,734, 80% Operating Transfers, $0, 0% FTE Allocation: 2.4 Sil!nificant Chanl!es from. Prior Year: 50% Building inspector cost reimbursement from UVFD will end. Part-time position may move to full-time position. . . Protective Inspections REVENUE LICENSES & PERMITS 32210 Plan Review & B1dg Permits 142.531 305,350 165,000 266,820 32220 Mechanical Permits 17,893 53,957 30,000 36,175 32230 Plumbing Permits 9,212 21,032 10.000 15,100 32260 Electrical Permits 20,691 36,801 25,000 30,015 32275 Fire Suppression Permits 6,331 8,904 6,400 7,870 32278 Firc Permit Plan Check Fee 1,023 2,222 1,000 1,625 Total Licenses & Permits $197,681 $428,266 $237,400 $357,605 MISCELLANEOUS RECEIPTS 36202 State B1dg Code Surcharges 7,584 17,918 10,000 12,000 36203 City B1dg Code Surcharges 986 990 1,000 990 36271 Fire Inspcction Reimb LJFD 23,347 25,380 25,750 0 Total- Misc. Receipts $31,917 $44,288 $36,750 $12,990 . Grand Total - Revenues $229,598 $472,554 $274,150 $370,595 . Protective Inspections . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 95,821 117,167 120,159 134,502 41130 Employer Savings Match 807 784 800 886 41210 Pera Employer Expense 5,299 6,869 6,645 7,438 41220 Fica Expense 7,015 9,124 9,195 10,357 41300 Insurance Expense 1 0,464 11,904 12,600 15,536 41310 Life Insurance 0 915 965 1,016 Total Personal Service $119,406 $146,763 $150,364 $169,734 SUPPLIES 42010 Office Supplies/Accessories 241 498 300 300 42020 CopierfPaper Expense 50 60 50 50 42030 Printed Forms 277 419 500 500 Total Supplies $568 $977 $850 $850 . OTHER SERVICES & CHARGES 43035 Rebillable Engineering Fees 10,725 0 0 0 43100 Code Enforcement Activity 2,900 0 0 0 43101 BIdg InspectionfPlan Review 0 150 0 0 43102 Electrical Inspections 18,984 23,635 20,000 22,000 43215 Cell Phone Charges 982 997 1,200 1,000 43310 Mileage Reimbursemcnt 132 241 200 200 44040 Maint of Vehicles & Equip 598 167 500 500 44060 Bldg Code Surcharges 9,295 12,916 8,000 12,000 44330 Dues/S u hscriptionslLicenses 260 545 170 545 44370 Training & Subsistence 4,428 1,888 2,000 3,000 Total Other Services & Charges $48,304 $40,539 $32,070 $39,245 CAPITAL OUTLAY 45500 Heavy Machinery & Auto 0 0 20,000 0 45700 Office Equip & Furnishings 0 0 0 3,500 Total Capital Outlay $0 $0 $20,000 $3,500 Grand Total- Expenditures $168,278 $188,279 $203,284 $213,329 . ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Deli1titriIent Name; Street MaiJitenance 2004 Bud2et: $417,768 Proposed 2005 Bud2et: $448,680 Capital Outlay, $350, 0% Operating Transfers, $0, 0% Other ServlCharges. $262,009, 59% Street Maintenance . Personal Ser;,ices, $140,851, 31% Supplies, $45,470, 10% Si2nificant Chan2es from Prior Year: '. The City historicafIy has &cheduled seal toating of residential streets on an every other. year basis. The budgeted amount for this project in 2005 is $50,000. The capital outlay for 2005 was reduced significantly from that of2004. . . Street Maintenance REVENUE INTERGOVERNMENTAL REVENUE 33419 MSA-Maintenance 68,149 63,288 70,000 65,700 Total- Intergovernmental Rev. $68,149 $63,288 $70,000 $65,700 MISCELLANEOUS RECEIPTS 36275 Private Street Light Reimb 520 500 500 500 36990 Sale of Equipment 11,043 Total - Misc. Receipts $11,563 $500 $500 $500 OTHER FINANCING SOURCES 39233 Operating Transfer from 501 524,155 Total- Other Financing Sources $0 $524,155 $0 $0 Grand Total- Revenues $79,712 $587,943 $70,500 $66,200 . . Street Maintenance . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 91,301 100,355 96,053 95,742 41020 Overtime Salaries 4,216 6,989 9,415 7,000 41030 Part-Time Salaries 4,427 0 0 0 41040 Temporary Employees 0 6,799 4,500 8,500 41110 Unused Vacation/Sick Pay 1,821 0 0 3,009 41130 Employer Savings Match 139 212 135 140 41210 Pera Employer Expense 5,282 6,289 5,835 5,682 41220 Fica Expense 7,558 8,732 8,070 8,521 41300 Insurance Expense 10,530 11,057 10,310 11,382 41310 Life Insnrance 0 800 855 876 Total Personal Service $125,274 $141,233 $135,173 $140,851 SUPPLIES 42010 Office Suppliesl Accessories 319 284 300 309 . 42030 Printed Forms 0 8 50 52 42040 Envelopes & Letterhead 73 0 0 0 42111 Uniform Expense 543 961 675 695 42120 Motor Fuel-Gas 18 20 20 21 42121 Motor Fuel-Diesel 2,940 2,975 2,500 2,575 42150 Shop Materials-O&M 2,710 1,415 2,000 2,060 42210 Equip Maintenance Material 6,817 6,498 6.500 6,695 42240 Sand, Salt, Roadmix 31,358 24,836 25,000 25,750 42260 Sign Repair Materials 5,041 883 5,000 5,150 42400 Small Tools & Minor Equip 802 498 600 618 42401 Safety Equipment 3,814 716 1,500 1,545 Total Supplies $54,435 $39,094 $44,145 $45,470 OTHER SERVICES & CHARGES 43030 Prof Services-Engineering Fees 30,779 25,264 25,000 19,315 43090 Appl Software Support Fees 600 0 600 618 43310 Mileage Reimbursement 134 0 150 155 43812 Electricity-Serna pho res 9,610 10,957 10,000 10,300 43813 Electricity-Street Lighting 16,092 19,538 17,500 18,025 44010 Cleaning & Waste Removal 115 0 0 0 44032 Misc Street Maint Projects 5,828 3,163 3,000 3,090 . . Street Maintenance EXPENDITURES OTHER SERVICES & CHARGES cont. 44033 Pvmt Management Seal Coating 0 52,799 0 50,000 44034 Pvmt Management Alloc Costs 85,165 691,275 150,000 150,000 44037 Maint of Street Lights 1,813 0 4,000 4,120 44040 Maint of Vehicles & Eqnip 578 2,321 2,500 2,575 44090 Other Services 131 996 1,500 1,545 44150 Equipment Rental 927 1,888 1,200 1,236 44330 DueslSu bscriptions/Licenses 442 608 400 412 44370 Training & Subsistence 875 370 600 618 Total Other Services & Charges $153,089 $809,179 $216,450 $262,009 CAPITAL OUTLAY 45400 Other Equipment 0 282 22,000 0 45500 Heavy Machinery & Auto 55,298 10,700 0 0 . 45700 Office Equip & Furnishings 0 0 0 350 Total Capital Outlay $55,298 $10,982 $22,000 $350 Grand Total- Expenditures $388,096 $1,000,488 $417,768 $448,680 . ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: 2004 Budl!:et: $292,076 Proposed 2005 Budl!:et: $275,726 Financial Overview - 2005 Capital Outlay, $350,. 0% Park Maintenance Supplies, $35,558, 13% Operating Transfers, $0, 0% . Other ServlCharges. $81,499, 30% Personal Sel"'Jices, $158,319, 57% FTE Allocation: 2.3 Sil!nificant Chaul!:es from Prior Year: . Capital outlay for 2004 was $81,000, the capital outlay budgeted for 2005 is $350. The City budgets for routine seal coating every other year, the budget for this project in 20D5 is $25,000. . . . . . Park Maintenauee REVENUE CHARGES FOR SERVICES 34408 Reimb ofDis Tree Removal 575 899 735 34780 Park Faeility Rental Fees 1,248 220 1,500 730 Total- Charges for Serviees $1,823 $1,119 $1,500 $1,465 Grand Total - Revenues $1,823 $1,119 $1,500 $1,465 Park Maintenanee . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 120,214 92,842 97,231 100,912 41020 Overtime Salaries 809 2,495 1,865 2,705 41040 Temporary Employees 21,979 19,093 21,500 22,000 41110 Unused Vacation/Sick Pay 0 0 0 4,012 41130 Employer Savings Match 208 129 80 84 41210 Pcra Employer Expense 6,665 5,599 5,480 5,730 41220 Fica Expense 10,213 8,907 7,585 9,616 41300 Insurance Expense 14,761 10,398 10,905 12,315 41310 Life Insurance 0 741 780 945 Total Pcrsonal Service $174,849 $140,204 $145,426 $158,319 SUPPLIES 42010 Office Supplies/Accessories 300 404 300 309 42020 Copier/Paper Expense 9 0 0 0 . 42030 Printed Forms 62 2 0 0 42111 Uniform Expense 785 923 750 773 42120 Motor Fuel-Gas 3,866 4,316 3,500 3,605 42121 Motor Fuel-Diesel 5,597 5,777 5,000 5,150 42151 Shop Materials-Parks 223 194 750 773 42210 Equip Maintenance Matcrial 3,396 4,856 3,000 3,090 42230 Bldg & Grounds Maintcnance 16,274 15,867 15,000 15,450 42250 Landscaping Material 11,916 4,100 5,000 5,150 42260 Sign Repair Materials 210 0 0 0 42400 Small Tools & Minor Equip 448 1,376 500 1,000 42401 Safety Equipment 256 29 250 258 Total Supplies $43,342 $37,844 $34,050 $35,558 OTHER SERVICES & CHARGES 43030 Prof Services-Engineering Fees 6,727 7,129 8,500 6,565 43110 Rccording Secretary Fees 1,672 1,642 1,400 1,442 43180 Veh LicenselInspection Fees 75 0 0 0 43210 Telephonc 1,136 1,371 1,200 1,236 43215 Cell Phonc Charges 1,105 956 1,200 1,200 43310 Mileage Reimbursement 585 1,495 750 773 . . Park Maiutenanee EXPENDITURES OTHER SERVICES & CHARGES cont. 43810 Electric Utility 4,782 6,725 6,500 6,695 44010 Cleaning & Waste Removal 477 424 750 773 44033 Pvmt Management Seal Coating 0 23,300 0 25,000 44040 Maint of Vehicles & Equip 5,567 3,246 4,000 4,120 44050 Tree Removal-Public Prop 4,473 1,784 2,500 28,750 44055 Tree Removal-Private Prop 1,046 3,419 0 0 44058 Weed ControIlRemoval 1,458 983 1,200 1,236 44090 Other Services 1,482 1,062 1,000 1,030 44150 Equipment Rental 181 171 150 155 44180 Sanitation/Facitity Rental 301 866 1,200 1,236 44330 Dues/Su bscriptionslLicenses 291 496 250 258 44370 Training & Subsistence 986 45 1,000 1,030 44900 Mise Community Projects 209 195 0 0 . Total Other Services & Charges $32,553 $55,309 $31,600 $81,499 CAPITAL OUTLAY 45400 Other Equipment 0 1,209 59,000 0 45500 Heavy Machinery & Auto 56,945 0 22,000 0 45700 Office Equip & Furnishings 0 0 0 350 45903 Playground Equipment 3 36,999 0 0 Total Capital Outlay $56,948 $38,208 $81,000 $350 Grand Total - Expenditures $307,692 $271,565 $292,076 $275,726 . ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: Re~reation Program 2004 Budeet: $158,240 Proposed 2005 Budeet: $181,255 Departmental;Overview/Summarv:, , ;',; Tli,e Recreationdepartnient was moved to the general fund in 2004, from the Special Revenue '26 (program Fund). This department provides all year n:creation, " activities to dents of Arden- Hills as well as residents fromneigllboringcormfiunities. The COlPIllumt): ServiceFun~.(SpeCial Revenue Fund #225) continues to suppl;~eiii= youth activities through an operating transfer each year. ' ." , Recreation . Capital Outlay, $1,400, 1% Operating Transfers, $0, 0% Other ServlCharges, $47,725,26% Supplies, $13,800, 8% Personal Services, $118,330, 65% -" .. .-." FTE Allocation: 1,5 Sienificant Changes from Prior Year: " The increase in the 2005 Recreation budget is largely due to an expenditure of $10,006 '. for a new software program. There are also increases in personal services due to step . increases and scheduled equipment upgrades in the technology ClP. . Recreation REVENUE CHARGES FOR SERVICES 34730 Summer Playground Fees 5,550 8,000 34740 Summer Trip Fees 500 500 34781 Adult Programs 250 400 34782 Youth Programs 33,000 40,000 34785 Adult Softball 20,500 18,000 34790 After School Programs 18,000 17,000 34791 Special Events Programs 1,300 2,000 Total - Charges for Services $0 $0 $79,100 $85,900 OTHER FINANCING SOURCES 39230 Transfer from 225 42,000 39,000 Total- Otber Financing Sources $0 $0 $42,000 $39,000 . Grand Total - Revenues $0 $0 $121,100 $124,900 . Recreation . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 0 0 68,960 74,573 41040 Temporary Employees 0 0 21,500 22,000 41130 Employer Savings Match 0 0 1,515 1,562 41210 Pera Employer Expense 0 0 3,815 4,124 41220 Fica Expense 0 0 6,500 7,507 41300 Insurance Expense 0 0 6,900 8,144 41310 Life Insurance 0 0 565 420 Total Personal Service $0 $0 $109,755 $118,330 SUPPLIES 42010 Office Supplies/Accessories 0 0 1,700 1,700 42020 Copier/l'aper Expense 0 0 1,600 1,600 42030 Printed Forms 0 0 100 100 42170 Arts & Crafts Supplies 0 0 500 600 . 42171 Adult Sports Equipmcnt 0 0 2,500 2,500 42172 Youth Sports Equipment 0 0 4,500 4,500 42173 Summer Playgronnd Trips 0 0 500 500 42174 Misc Family Special Events 0 0 1,500 1,800 42175 Penny Carnival Materials 0 0 500 500 Total Supplies $0 $0 $13,400 $13,800 OTHER SERVICES & CHARGES 43080 Prof Svcs-Instructor Fces 0 0 15,000 16,000 43084 Aftcr School Programs 0 0 1,000 1,000 43086 Special Events Programs 0 0 1,000 1,000 43088 ISD 621 Bldg Coordinator 0 0 500 2,000 43090 Appl Software Support Fees 0 0 500 10,000 43215 Cell Phone Charges 0 0 800 800 43220 Postage General 0 0 700 750 43224 Postage Newsletter 0 0 1,450 1,500 43310 Milcagc Rcimbursement 0 0 750 800 . . Recreation OTHER SERVICES & CHARGES conI. 43550 Newsletter Printing 0 0 9,500 10,000 44180 SanitationlFacility Rental 0 0 2,500 2,575 44330 D ues/S u bscriptionslLicenses 0 0 385 300 44370 Training & Subsistence 0 0 1,000 1,000 Total Other Services & Chargcs $0 $0 $35,085 $47,725 CAPITAL OUTLAY 45700 Office Equip & Furnishings 0 0 0 1,400 Total Capital Outlay $0 $0 $0 $1,400 Grand Total- Expcnditures $0 $0 $158,240 $181,255 . . ~ /f\~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. 2004 Budeet: $147,938 Proposed 2005 Bndeet: $177,520 Capital Outlay, $0, 0% Supplies, $0, 0% Other Serlb'Charges, $0,0% Operating Transfer Out Operating Transfers, $177,520, 100% Personal Services, $0, 0% . Significant Chanees from Prior Year: , " ' The operating transfers are based on the budgeted excess revenue over expendltUie~ ,in, the General Fund, ,The tran~fer in 2005 will go to: Public sarety Capitahnd ~apital; Improvement Funds for future CIP needs, . Operating Transfers Ont EXPENDITURES OPERATING TRANSFERS OUT 47212 Oper Transfer to Prog Fund (226) 0 33,945 0 0 47213 Transfer Out 0 0 42,000 0 47240 Oper Transfer to Bldg Fund (408) 0 170,000 90,938 0 47242 Oper Transfer to Cap Equip (411) 0 0 0 41,734 47243 Oper Transfer to Pub Safety (412) 0 15,000 15,000 135,786 47260 Oper Transfer to PIR (501) 122,835 0 0 0 Total Transfers $122,835 $218,945 $147,938 $177,520 Grand Total - Expenditures $122,835 $218,945 $147,938 $177,520 . . . l/l Q) l/l L- "0.2 c"o :J c LL Q) Q) c.. :J X cW Q)"O > Q) Q) l/l 0:::: 0 - c.. .<tl 0 o L- Q)o.. c..LO Cl)o o C\J o o ~~ -(0 ZfF> ::> -:::R ~l/lo ~WO'> OU U> 0::: W en o N o L() C') fF> c0~ 'Il:L() LL I- <( o W . 'QR. CO ~ o C') N CO ~ C') '<I" I'-- ~ fF> 'QR. CO o L() (0. L() L() fF> - ~ 0'> CO CO L() fF> W --l Lll <( U .-: Z W ~~ WN (9 - <(0 zg <( . ~~ ~fF> l/l 0::: . -1 <(~ 0:::0 W <0_ Z<o WN (9 ~. ~ <('<I" OfF> W (0 I'-- C') o 0'> N fF>~ .0 NO'> 'Il:C') LL I- <( o W . . CITY OF ARDEN HILLS 2005 BUDGET SUMMARY SPECIAL REVENUE FUNDS BY FUND REVENUE COMMUNITY SERVICES $53,401 $62,999 $70,800 $65,750 PROGRAM $15s.o07 $161.483 $0 $0 PARKS $65,595 $35,114 $62,000 $15,500 CABLE $46,264 $57,589 $54,600 $52,825 TCAAP $135,903 $173,067 $372,000 $126,850 RISK MANAGEMENT $8,306 $44,006 $26,000 $25,865 EDA GENERAL $29,938 $27,937 $30,000 $30,275 EDA TIF #1 $0 -$87 $0 $0 EDA TIF #2 $329,615 $215,089 $338,450 $378,000 EDA TIF #3 $39,188 $44,211 $40,200 $41,185 EDA REVOLVING $24,554 $16,945 $2,500 $2,685 TOTAL SPEClAL REV FUND REVENUE $887,771 $838,353 $996,550 $738,935 EXPENDiTURES 4lMMUNITY SERVICES $0 $60,000 $70,000 $65,000 PROGRAM $155,390 $174,502 $0 $0 PARKS $62,108 $44,776 $350,000 $55,650 CABLE $25,229 $33,563 $54,591 $58,891 TCAAP $143,177 $147,321 $363,884 $174,318 IUSK MANAGEMENT $15,059 $11,872 $9,000 $13,000 EDA GENERAL $34,052 $175,679 $33,639 $41,126 EDA TlF #t $0 $0 $0 $0 EDA TlF #2 $288,519 $285,734 $342,450 $290,376 EDA TlF #3 $34,184 $38,770 $70,020 $35,020 EDA REVOLVING $0 $0 $0 $0 TOTAL SPECIAL REV FUND EXPENDlTVRES $757,718 $972,217 $1,293,584 $733,381 . ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. 2004 Budl!et: $70,000 Proposed 2005 Budl!et: $65,000 Capital Outlay, $0, 0% Supplies, $0, 0% Other Serv/Charges, $0,0% Community Services . Operating Transfers , $65,000, 100% Personal Services, $0, 0% Sil!uificant Chanl!es from Prior Year:, The expenditures (transfers out) in the Community Services fund are based on the revenues; Since this fund is dependent upon, charitable gambling revenue it is difficult to forecast. The budgetecttrarisfers in 2005 will be split $39,000 to the General Fund for youth activities and $26,000 to Public Safety Capital. . . . . Community Services Fund REVENUE MISCELLANEOUS RECEIPTS 36230 Conttibutions/Franchise Fees 52,030 63,377 70,000 65,000 Total - Misc. Receipts $52,030 $63,377 $70,000 $65,000 INTEREST INCOME 36210 Interest Income 1,371 -378 800 750 Total - Interest Income $1,371 -$378 $800 $750 Grand Total - Revenues $53,401 $62,999 $70,800 $65,750 Community Services Fund . EXPENDITURES OPERATING TRANSFERS 47200 Transfer to Genl Fund (101) 0 0 42,000 39,000 47212 Oper Transfer to Prog Fund (226) 0 36,000 0 0 47243 Oper Transfer to Pub Safety (412) 0 24,000 28,000 26,000 Total Transfers $0 $60,000 $70,000 $65,000 Grand Tota1- Expenditures $0 $60,000 $70,000 $65,000 . . . Program Fund REVENUE CHARGES FOR SERVICES 34730 Summcr Playground Fees 5,346 8,946 34740 Summer Trip Fees 508 1,483 34781 Adnlt Programs 132 330 34782 Youth Programs 38,595 41,053 34785 Adnlt Softball 21,250 19,115 34790 After School Programs 17,418 16,603 34791 Special Events Programs 1,273 3,446 Total - Charges for Services $84,522 $90,976 $0 $0 MISCELLANEOUS RECEIPTS 36230 ContributionslFranchise Fees 355 500 36270 Mise Reimbursements 68 60 Total - Misc. Receipts $423 $560 $0 $0 INTEREST INCOME . 36210 Interest Income 2 Total - Interest Income $0 $2 $0 $0 OTHER FINANCING SOURCES 39101 Transfer from 101 33,945 39230 Transfer from 225 70,062 36,000 Total- Other Financing Sources $70,062 $69,945 $0 $0 Grand Total- Revenues $155,007 $161,483 $0 $0 . Program Fund . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 58,320 66,653 0 0 41040 Temporary Employees 24,072 27,562 0 0 41130 Employer Savings Match 1,626 1,497 0 0 41210 Pera Employer Expensc 3,225 3,865 0 0 41220 Fica Expense 6,286 7,512 0 0 41300 Insnrance Expense 6,063 6,633 0 0 41310 Life Insurance 0 549 0 0 Total Personal Service $99,592 $114,271 $0 $0 SUPPLIES 42010 Office Snpplies/Accessories 1,224 1,619 0 0 42020 CopierlPaper Expense 0 1,500 0 0 42030 Printed Forms 246 106 0 0 42170 Arts & Crafts Snpplies 569 731 0 0 42171 Adnlt Sports Eqnipment 2,772 3,173 0 0 42172 Y onth Sports Equipment 4,526 6,304 0 0 . 42173 Snmmer Playgronnd Trips 18 677 0 0 42174 Misc Family Special Events 2,289 1,782 0 0 42175 Penny Carnival Materials 554 636 0 0 Total Supplies $12,198 $16,528 $0 $0 OTHER SERVICES & CHARGES 43060 Clerical Services Fees 2,440 0 0 0 43080 Prof Svcs-Instructor Fees 22,248 22,461 0 0 43084 After School Programs 1,101 1,411 0 0 43086 Special Events Programs 1,173 2,171 0 0 43088 ISD 621 Bldg Coordinator 501 120 0 0 43090 Appl Software Support Fees 925 0 0 0 43215 Cell Phone Charges 776 459 0 0 43220 Postage General 580 600 0 0 43224 Postage Newsletter 963 1,040 0 0 43310 Mileage Reimbursement 586 774 0 0 43550 Newsletter Printing 6,560 9,372 0 0 44180 Sanitation/Facility Rental 3,816 4,816 0 0 44330 Dues/Subscriptions/Licenses 385 220 0 0 44370 Training & Subsistence 1,546 259 0 0 Total Other Services & Charges $43,600 $43,703 $0 $0 . Grand Total ~ Expenditures $155,390 $174,502 $0 $0 ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: Parks Fund 2004 Bud2et: $350,000 Proposed 2005 Bndeet: $55,650 Departmental Overview/Summary: , ','.' , This' Special Revenue fund was established for park/trail acquisition and development. Revenue for the Park Fund comes from developer park dedication fees, contributions, state grants, and investment interest. Financial Overview - 2005 Supplies, $0, 0% Other Serlb'Charges, $0,0% Operating Transfers, $0, 0% Park Fund . Capital Outlay, $55,650, 100% Personal Services, $0, 0% Si2nificant Chan2es from Prior Year: In 2004, the City had a $350,000 CIP for Perry Park, There are two elP projects budgeted for in 2005, Trail Signage $22,050 and Tony Schmidt Underpass $33,600. . . Park Fund REVENUE MISCELLANEOUS RECEIPTS 36230 Contributions/Franchise Fees 23,000 5,000 3,000 0 36235 Park Dedication Fees 23,805 19,500 0 0 Total- Misc. Receipts $46,805 $24,500 $3,000 $0 INTEREST INCOME 36210 Interest Income 18,790 10,614 17,000 15,500 Total - Interest Income $18,790 $10,614 $17,000 $15,500 OTHER FINANCING SOURCES 39101 Transfer from 101 0 0 42,000 0 Total - Other Financing Sources $0 $0 $42,000 $0 Grand Total- Revenucs $65,595 $35,114 $62,000 $15,500 . . Park Fund . EXPENDITURES OTHER SERVICES & CHARGES 43120 Planning Consultant Fees 18,223 1,448 0 0 Total Other Services & Charges $18,223 $1,448 $0 $0 CAPITAL OUTLAY 45140 Streets & Sidewalks 0 0 0 33,600 45800 Construction Contract 0 35,244 350,000 0 45801 Outside Engineering 0 609 0 0 45804 Legal Fiscal Costs 57 0 0 0 45805 Other Project Costs 0 0 0 22,050 45905 Park Equip (Fixed) 43,828 0 0 0 45907 Misc Park Improvements 0 7,475 0 0 Total Capital Outlay $43,885 $43,328 $350,000 $55,650 Grand Total - Expenditurcs $62,108 $44,776 $350,000 $55,650 . . ~ /f\~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. DepartmentName: Cable Fund 2004 Budl!et: $54,591 Proposed 2005 Budl!et: $58,891 Cable Other ServlCharges, $23,400, 40% Personal Services, $24,491,41% . Capital Outlay, $7,500, 13% Operating Transfers, $0, 0% Supplies, $3,500,6% Significant Chanl!es from 'hior Year: Scheduled equipment upgrades in the 2005 technology ClP, , . . . . CableTelevision REVENUE MISCELLANEOUS RECEIPTS 36230 Contributions/Franchise Fees 39,326 52,632 48,600 46,850 Total - Misc. Receipts $39,326 $52,632 $48,600 $46,850 INTEREST INCOME 36210 Interest Income 6,938 4,957 6,000 5,975 Total - Interest Income $6,938 $4,957 $6,000 $5,975 Graud Total- Revenues $46,264 $57,589 $54,600 $52,825 CableTelevision . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 3,804 3,765 22,934 19,205 41030 Part-Time Salaries 1,140 4,450 0 0 41130 Employer Savings Match 163 103 485 391 41210 Pera Employer Expense 210 217 1,270 1,062 41220 Fica Expense 304 309 1,755 1,469 41300 Insurance Expense 439 420 2,105 2,168 41310 Life Insurancc 0 33 40 197 Total Personal Service $6,060 $9,297 $28,589 $24,491 SUPPLIES 42010 Office Supplies/Accessories 1,141 926 1,500 1,500 42210 Equip Maintenance Matcrial 3,489 0 1,000 1,000 42400 Small Tools & Minor Equip 631 518 1,000 1,000 Total Supplies $5,261 $1,444 $3,500 $3,500 . OTHER SERVICES & CHARGES 43060 Clerical Scrvices Fecs 0 0 3,836 5,400 43410 Advertising- Em ployment 228 0 0 0 44040 Maint of Vehicles & Equip 0 4,187 5,000 5,000 44330 Dues/Su bscriptions/Licen scs 11,720 12,672 12,675 13,000 Total Other Services & Chargcs $11,948 $16,859 $21,511 $23,400 CAPITAL OUTLAY 45400 Other Equipment 1,960 5,963 991 0 45700 Office Equip & ,Furnishings 0 0 0 7,500 Total Capital Outlay $1,960 $5,963 $991 $7,500 Grand Total - Expenditures $19,169 $24,266 $26,002 $58,891 . ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: TeAAP Fund 2004 Budl!et: $363,884 Proposed 2005 Bndl!et: $174,318 Capital Outlay, $0, 0% Operating Transfers, $0, 0% Other Serlb'Charges, $126,400, 73% FTE, Allocation: .6 TeMP . Personal Services, $47,918, 27% Supplies, $0, 0% Sil!nificant Chanl!es from Prior Year: , - . TeAAP revenues and expenditures are projected to decline due to the fact that the, planning line item which comprised 60% of the total TCAAP budget, will be significantly completed in 2004, . . . . TCAAP Fund REVENUE INTERGOYERNMENTAL REVENUE 33500 Met Council Planning Grant 27,763 38,659 Total - Intergovcrnmental Rev. $27,763 $38,659 $0 $0 MISCELLANEOUS RECEIPTS 36272 TCAAP Dcveloper Reimb-CRR 100,000 130,000 364,000 120.000 Total - Misc. Receipts $100,000 $130,000 $364,000 $120,000 INTEREST INCOME 36210 Interest Income 8,140 4,408 8.000 6,850 Total - Interest Income $8,140 $4,408 $8,000 $6.850 Grand Total - Revcnues $135,903 $173,067 $372,000 $126,850 TCAAP Fund . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 8,211 33,143 34,384 38,996 41130 Employer Savings Match 95 568 435 446 41210 Pera Employer Expcnsc 454 1,888 1,900 2,156 41220 Fica Expense 639 2.707 2,630 3,017 41300 Insurance Expense 504 2,470 2,615 3,071 41310 Life Insurance 0 202 220 231 Total Personal Service $9,903 $40,978 $42,184 $47,918 SUPPLIES 42010 Office Supplies/Accessories 119 150 0 0 42030 Printed Forms 792 61 0 0 Total Supplies $911 $211 $0 $0 OTHER SERVICES & CHARGES . 43030 Prof Services-Engineering Fces 1,047 238 0 0 43031 TCAAP-Civil Engineer-URS 813 2,182 30,000 15,000 43040 Prof Sves-Legal Fees 5,461 1,763 0 0 43046 TCAAP Legal-Briggs Morgan 7,200 0 30,000 0 43047 TCAAP Legal-Larkin Hoffman 0 5,145 0 0 43048 TCAAP Legal-Peterson Fram 1,664 0 16,800 0 43049 TCAAP Legal 0 5,976 60,000 60,000 43051 TCAAP Finance Consultant-Ehlers 3,163 0 28,000 15,000 43120 Planning Consultant Fees 13,520 -2,820 0 0 43122 TCAAP Planning-DSU 95,624 92,547 150,000 30,000 43220 Postage General 960 900 0 0 43240 Delivcry Service 129 0 0 0 43310 Mileage Reimbursement 29 0 0 0 43550 Newsletter Printing 0 0 6,400 6,400 44180 Sanitation/Facility Rcntal 0 149 0 0 44370 Training & Su bsistenee 2,753 52 500 0 Total Other Services & Charges $132,363 $106,132 $321,700 $126,400 Grand Total - Expenditures $143,177 $147,321 $363,884 $174,318 . ~ /f\~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: Risk Management 2004 Budl!et: $9,000 Proposed 2005 Budl!et: $13,000 Departmental Ov~rview/Summarv: ' , ,,' ,:" 0., ',' T~isSpecia! Revenue fUnd wa~ ~stablished to p10l dividends recejve(i trom the " ofMN CitIes for positIve claims experience, Tnisfund tracks divid~nd~revell\ies d~ductible costs for cl,ai~s, Tile goal of this fund.is to buildoa filrtdbalance t)lat would, , allo'-Y the cjfyto increase dednctible Iimitkin order to reduce premiiim:cosfsf",,' t: .' Risk Management Capital Outlay, $0, 0% Supplies, $0, 0% Operating Transfers, $0, 0% Personal Services, $0, 0% . Other ServlCharges, $13,000, 100% Sil!nificant Chaill~es from Pdor Year: ' The expenditure for deductibles was increased to reflect the actual average from the past few years. ' . . . . Risk Management REVENUE MISCELLANEOUS RECEIPTS 36260 Group Liability Ins Dividend 20,195 20,000 20,000 36265 Liability Ins Loss Procceds 1,689 18,828 Total- Misc. Receipts $1,689 $39,023 $20,000 $20,000 INTEREST INCOME 36210 Interest Income 6,617 4,983 6,000 5,865 Total - Interest Income $6,617 $4,983 $6,000 $5,865 Grand Total - Revenues $8,306 $44,006 $26,000 $25,865 Risk Management . EXPENDITURES OTHER SERVICES & CHARGES 44340 Awards & Indemnities-Property 15,059 5,220 7,500 9,000 44345 Awards & Indemnities-Auto 0 6,652 1,500 4,000 Total Other Services & Charges $15,059 $11,872 $9,000 $13,000 Grand Total - Expenditures $15,059 $11,872 $9,000 $13,000 . . ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: :EDA'(]efi~ral 2004 Bndl!et: $33,639 Proposed 2005 Budl!et: $41,126 EDA General Capital Outlay, $10,000,24% Other Serlb'Charges, $0,0% are not Operating Transfers, $0, 0% . P ers onal Services, $31,126,76% Sil!nificant Changes from Prior Year: The increase is due to reallocation of staff costs, resulting in a higher percentage being charged to this fund, as well as step increases in the pay scale, . . . . EDA General Activities REVENUE PROPERTY TAXES 31059 Tax Increment Excess Current 29,693 27,638 30,000 30,000 Total- Property Taxes $29,693 $27,638 $30,000 $30,000 INTEREST INCOME 36210 Interest Incomc 245 299 275 Total - Interest Income $245 $299 $0 $275 Grand Total - Revenues $29.938 $27,937 $30,000 $30,275 EDA General Activities . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 8,567 11,809 19,334 25,393 41130 Employer Savings Match 85 211 215 279 41210 Pera Employer Expensc 474 716 1,070 1,404 41220 Fica Expense 663 1,025 1,480 1,964 41300 Insurance Expense 638 910 1,450 1,960 41310 Life Insurancc 0 75 90 126 Total Personal Service $10,427 $14,746 $23,639 $31,126 OTHER SERVICES & CHARGES 43050 Fiscal Consultant Fees 0 3,565 0 0 43060 Clerical Services Fees 0 227 0 0 Total Other Services & Charges $0 $3,792 $0 $0 CAPITAL OUTLAY . 46020 Interfund Loau Principal 5,050 0 0 0 46120 Interfund Loan Intcrcst 18,575 10,000 10,000 10,000 Total Capital Outlay $23,625 $10,000 $10,000 $10,000 OPERATING TRANSFERS 47260 Oper Transfer to PIR (501) 0 147,141 0 0 Total Transfers $0 $147,141 $0 $0 Grand Total - Expenditures $34,052 $175,679 $33,639 $41,126 . ~ /f\~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Deoartment Name: TIF District # 2 - Round Lake 2004 Budl!et: $342,450 Proposed 2005 Budl!et: $290,376 Depai"flllental Overview/Summary: TIF DistridNo. 2, Round Lake Office, was established as a twenty~five year Redevelopment Development District on June 29, 1989, T!:ris district is loc'lted qn:the riOftheast quadrant of the I-35W/I-694 intersection. ' ,". " ." llll~rovements for this district were funded with the issuance of $3;1 00,000 General.. ;: :E, ' ObligatjonTax Illcrement Bond on March 1, 1998, Debt S~rvice Fund,No..325 .Was ' created to track repayment of the bond principal and interest, , , An inter-fund loan from PTR fund No, 501 was needed for the acquisition ofthe .,.' IQdyklewicz property, There is currently a receivable on the books from Ramsey County for creation of the storm retention pond and other improvements needed because of the linkage with their Highway 96 reconstruction project. It is planned to pay-offthe inter- fund loan, when the Indy property is sold and the Ramsey County receivable is realize<1. Financial Overview - 2005 TIF #2 Round Lake Other Serv/Charges, $4,000, 1% Supplies, $0, 0% Capital Outlay, $0, 0% ,..-,'j' . Operating Transfers, $286,376, 99% Personal Services, $0, 0% a expertditure was not budgeted for in 2005,nor was 2004, . . TIF #2-RLR Office _.' ,',' ._.,'. '_".',"11" . '1':"g"IIl" , ~-'~'l!l'j;l!:*"P.!;III"'.'''''','~''_,' . ~ "!', . ;:r., ~::*. j,. !rq;;;f:~.. . '~I9i.~.>$i~!l? " :.,'" ., " ' 111;\;. l ,.~18.':,' ~l %'fu!?:le". -~'I:'i;:. m <<, 4!" . . '".', 'im-i-: :~wti, i<Ji~.u> ~kf :ii;~iBP'~;g ',. i REVENUE PROPERTY TAXES 31051 4C Tax Increment 329,636 215,164 Total - Property Taxes $329,636 $215,164 INTEREST INCOME 36210 Interest Income -21 -75 Total - Interest Income -$21 -$75 Grand Total- Revenues $329,615 $215,069 338,450 $338,450 378,000 $378,000 $0 $0 $338,450 $378,000 . . TIF #2-RLR Office . 'j!1I~:i;'j1!1lllfll~l!$HlIl"_1'" ".tAh .';"H~ "", '".-1 iB" ",,",.> ," ,", 'Ei"Ill"" ,.. .cl...",W"... . . ?; "~:~ .: 'I&U ~;. ~d~;l' " .; ~~;, "'. .". :. . EXPENDITURES OTHER SERVtCES & CHARGES 43030 Prof Services-Engineering Fees 76 0 1,000 1,000 43040 Prof Svcs- Legal Fees 614 293 1,000 1,000 43050 Fiscal Consultant Fees 514 0 800 800 43055 County TtF Admiu Fees 0 348 1,100 1,100 435tO Legal Notice Publishing 0 0 100 100 44090 Other Services 1,000 0 0 0 Total Other Services & Charges $2,204 $641 $4,000 $4,000 CAPITAL OUTLA Y 46020 Interfund Loan Principal 0 0 50,000 0 Total Capital Outlay $0 $0 $50,000 $0 OPERATtNG TRANSFERS 47285 Transfer to GO Bonds 1998 (325) 286,315 285.093 288,450 286.376 Total Transfers $286,315 $285,093 $288,450 $286,376 . Grand Total ~ Expenditures $288,519 $285,734 $342,450 $290,376 . ~ /f\~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: TIF District # 3 - Cottage Villas 2004 Budl!et: $70,020 Proposed 2005 Budl!et: $35,020 Departmental Overview/SUmmar,,: :: : ' : ,. " TlF Dist No.3, Cottage: Villas Housing, w~s originally certified as a HouslugDistrict on May 10, 1993, This district is located.on the east side, of Cleveland Ave, just south of County Rd E-2/Cleveland Ave i~tersection. This 64 unit Cottage Villas Apartment. complex is availablc for low~moderate iricome sepiors: '. ' The City entered into a "pay-as-you-go" agreement with Cottage Villas of Arden Hills ' Limited Partnership on February 28, 1994. The Development Agreement calls for the developer to be reimbursed for certain public develbpment activities initially esti~ated at $834,286, Repayment to the developer will only be from tax increment actually received from the district. Payments will be 90% of the tax increment received not to exceed,a total annual payment of $57,557. The City is not obligated to make payments after February 1,2010. . Supplies, $0, 0% Personal Services, $0, 0% T1F #3 Cottage Villas Capital Outlay, $0, 0% Other ServlCharges, $35,020, 100% Operating Transfers, $0, 0% Si!wificaut Chanl!.es from Prior Year: In tbe 2004 budget there was a budgeted expenditure for a are no budgeted projects for 2005, . . . . TIF #3-Cottage Villas REVENUE PROPERTY TAXES 31053 2H Tax Increment 37,605 42,988 39,000 39,850 Total- Property Taxes $37,605 $42,988 $39,000 $39,850 INTEREST INCOME 36210 Interest Income 1,583 1,223 1,200 1,335 Total - Interest Income $1,583 $1,223 $1,200 $1,335 Grand Total - Revenues $39,188 $44,211 $40,200 $41,185 TIF #3-Cottage Villas .,l'1!)_: 'lr "'!'~'" ,!ai~~ .,.' , ! ,i~j~ '! ..~,.,,:. ":H!~ EXPENDITURES OTHER SERVICES & CHARGES 43050 Fiscal Consultant Fees 339 0 400 400 43055 County TlF Admin Fees 0 273 300 300 43059 Developer TIF Paymeuts 33,845 38,497 34,320 34,320 Total Other Services & Charges $34,184 $38,770 $35,020 $35,020 CAPITAL OUTLA Y 45800 Construction Contract 0 0 35,000 0 Total Capital Outlay $0 $0 $35,000 $0 Grand Total - Expenditures $34,184 $38,770 $70,020 $35,020 . . e EDA Revolving Fund . REVENUE MISCELLANEOUS RECEIPTS 36205 DTED Loan Principal Pymts 20,671 13,939 36215 DTED Loan Interest Pymts 892 436 Total- Misc. Receipts $21,563 $14,375 $0 $0 INTEREST INCOME 36210 Interest Income 2,991 2,570 2,500 2,685 Total - Interest Income $2,991 $2,570 $2,500 $2,685 Grand Total - Revenues $24,554 $16,945 $2,500 $2.685 . . ~ ~HILLS 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: Debt Service-G.O. TI Bonds 1998:A 2004 Budget: $288,450 . Proposed 2005 Budget: $286,376 Departmental Overview/Summarv: ' , .'" .' , Issuance of $3,1 OO,O()O General Obligation Tax Increment Bonds dated March 1, were to financevanouspublic improvements within TIE DistridNo,2" The. ' iinprovements were generally the relocated 14th .street project and the, Round Lake Roaa> intersection improvements project. .The bond issue:~asrated A+by Siaridffi'irandro!li:~~ Corporation, The seventeen year bonds mature on February I, 2015, The City is currently is in the process of bond refunding to be completed in February, 2005: ,'I;Qis " will significantly reduce the interest cost over the life, , , Financial Overview - 2005 Supplies, $0, 0% Operating Transfers, $0, 0% Other Serlb'Charges, $0,0% Debt Service Capital Outlay, $286,376, 100% . Sil!nificant Chaugesfrom Prior Year: None Personal Services, $0, 0% . . . . GO TI Bonds 1998A REVENUE INTEREST INCOME 36210 Interest Income -10 -91 Total - Interest Income -$10 -$91 $0 $0 OTHER FINANCING SOURCES 39240 Transfer from EDA #704 286,315 285,093 288,450 286,376 Total- Other Financing Sources $286,315 $285,093 $288,450 $286,376 Grand Total - Rcvenues $286,305 $285,002 $288,450 $286,376 GO TI Bonds 1998A EXPENDITURES CAPITAL OUTLAY 46010 Dcbt Principal 155,000 160,000 170,000 175,000 46011 Intcrcst on Bonds 131,315 125,093 118,450 111,376 Total Capital Outlay $286,315 $285,093 $288,450 $286,376 Grand Total- Expenditures $286,315 $285,093 $288,450 $286,376 . . . . w C/) --.J ~~ m ZC0 (/) WN (/) 0:;;; _ w<(w8 (/)0>0 (/)n::Oci <} n::N Z lL'<t o :;;;'" Z I- Z >-w I-:;;;;:R W ~ 0 LL:=C0 <(:::l . C/)ofij OW O. - _ICXl ....J '<t co~'" :::l_ lLlL <( o (J) Q) '- :J ...... .- . "'0 C (J) Q) "'00... C >< :JW u.. - "'0 ro Q) ;t=(J) 0...0 roo... o e 0.. L{) o o N > ....:.?f!. on::'<t - ..... 0:: lL _ lL ~o :;;;>0 -....J O. :;;;00 o::>~ WW - a...lYZ; . . CITY OF ARDEN HILLS 2005 BUDGET SUMMARY CAPITAL FUNDS BY FUND REVENUE MUNICIPAL LAND & BUILDINGS $22,594 $169,947 $90,938 $0 NON-ASSES SIBLE ROAD IMPROVEMENTS $48,738 $28,340 $143,328 $405,690 CAPITAL IMPROVEMENTS $5,213 $2,526 $4,000 $45,649 PUBLIC SA~'ETY CAPITAL EQUIPMENT $13,914 $47,452 $55,000 $161,786 PERM IMPROV REVOLV (PIR) $472,916 $1,423,868 $384,000 $519,622 TOTAL CAPITAL FUND REVENUE $563,375 $1,672,133 $677,266 $1,132,747 EXPENDITURES fNICIPAL LAND & BUILDINGS $55,312 $84,369 $0 $0 N-ASSESSIBLE ROAD IMPROVEMENTS $0 $3,100 $150,000 $420,000 CAPITAL IMPROVEMENTS $26,310 $0 $0 $0 PtJBLlC SAFETY CAI'JTAL EQUIPMENT $26,640 $30,000 $54,830 $48,052 PERM IMPROV REVOLV (I'IR) $181,145 $3,043,373 $2,241,636 $1,360,000 IVTAL CAPITAL FUND EXPENDITURES $289,407 $3,160,842 $2,446,466 $1,828,052 . Municipal Land & B1dgs . REVENUE INTEREST INCOME 3621 0 Interest Income 94 -53 0 0 Total- Interest Income $94 -$53 $0 $0 OTHER FINANCING SOURCES 39101 Transfer from 101 0 170,000 90,938 0 39237 Operating Transfer from 315 22,500 0 0 0 Total - Othcr Financing Sources $22,500 $170,000 $90,938 $0 Grand Total - Revcnues $22,594 $169,947 $90,938 $0 . . . Municipal Land & B1dgs EXPENDITURES OTHER SERVICES & CHARGES 43020 Prof Svcs-Architect Fees 1,861 5,503 0 0 43030 Prof Services-Engineering I<'ees 2,732 1,946 0 0 43040 Prof Svcs-Legal Fees 2,366 18,712 0 0 Total Othcr Scrvices & Chargcs $6,959 $26,161 $0 $0 CAPITAL OUTLAY 4511 0 Land Acquisition -1,945 0 0 0 45600 Furniture & Fixtures 7,569 0 0 0 45800 Construction Contract 42,729 22,611 0 0 45805 Other Project Costs 0 35,597 0 0 Total Capital Outlay $48,353 $58,208 $0 $0 . Grand Total - Expenditurcs $55,312 $84,369 $0 $0 . ~ /f\~ HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Nanie: N6n-Assessahle Fund 2004 Budl!et; $150,000 Proposed 2005 Budl!et: $420,000 Other ServlCharges, $0,0% Operating Transfers, $0, 0% Supplies, $0, 0% Non-Assessible Improvements Sil!nificant Chan1?:es from Prior Year: There is an increase in the 2005 ClP for this fund, . Capital Outlay, $420,000, 100% Personal Services, $0, 0% . . . . Non-Assess. Road Improvement Fund REVENUE INTERGOVERNMENTAL REVENUE 33418 MSA Construction 0 0 98,328 365,000 Total- Intergovernmental Rev. $0 $0 $98,328 $365,000 INTEREST INCOME 36210 Interest Income 48,738 28,340 45,000 40,690 Total - Interest Income $48,738 $28,340 $45,000 $40,690 Grand Total - Revenues $48,738 $28,340 $143,328 $405,690 Non-Assess. Road Improvement Fund EXPENDITURES CAPITAL OUTLAY 45800 Construction Contract 0 3,100 0 385,000 45801 Outside Engineering 0 0 100,000 15,000 45805 Other Project Costs 0 0 50,000 20,000 Total Capital Outlay $0 $3,100 $150,000 $420,000 Grand Total - Expenditures $0 $3,100 $150,000 $420,000 . . . Capital Equipment . REVENUE INTEREST INCOME 36210 Interest Income 5,213 2,526 4,000 3,915 Total- Interest Income $5,213 $2,526 $4,000 $3,915 OTHER FINANCING SOURCES 39101 Transfer from 101 41,734 Total - Other Financing Sources $0 $0 $0 $41,734 Grand Total- Revennes $5,213 $2,526 $4,000 $45,649 . . ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: Public SafetfCapital Equipment 2004 Bndl!et: $54,830 Proposed 2005 Budl!et: $48,052 Departmental Overview/SummarY: Tbis Capital fund was created in 1995 with the intent of building a reserve 10 fund " General Fund public safety capital equipment requirements~ This use of the fund would level future levy spikes caused by acqilisition of costly specialized policeandJire capital requirements, Supplies, $0, 0% Operating Transfers, $0, 0% Other ServlCharges, $0,0% Public Safety Capital Capital Outlay, $48,052, 100% . Personal Services, $0, 0% Si!!llificant Changes from Priol' Year: ' The budget for this fund is based on: the UVFD and Ramsey County CIP for the budgeted year. . . . . Public Safety Capital REVENUE INTEREST INCOME 36210 Interest Income 13,914 8.452 12,000 Total- Interest Income $13,914 $8,452 $12,000 $0 OTHER FINANCING SOURCES 39101 Transfer from 101 15,000 15,000 135,786 39230 Transfer from 225 24,000 28,000 26,000 Total- Other Financing Sourccs $0 $39,000 $43,000 $161,786 Grand Total - Revenues $13,914 $47,452 $55,000 $161.786 . Public Safety Capital . EXPENDITURES CAPITAL OUTLAY 45200 Building & Structures 0 0 16,000 2,500 45400 Other Equipment 0 0 20,750 42,927 45500 Heavy Machinery & Auto 0 0 18,080 2,625 Total Capital Outlay $0 $0 $54,830 $48,052 OPERATING TRANSFERS 47200 Trausfer to Genl Fund (101) 26,640 30,000 0 0 Total Transfers $26,640 $30,000 $0 $0 Grand Total - Expenditures $26,640 $30,000 $54,830 $48,052 . . ~ /f\~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. ''','' --" Dellartmimt Name: PIR Fund 2004 Budl!et: $2,241,636 Proposed 2005 Budeet: $1,360,000 Departmental Overview/Snmmarv: , "; , , The: PeJ,inanent Improvement Revolving (PJR) fund wa:s established tatemporariW. ,,' finance payement management projects being partially fimmced by special assessments (ir for ~1iigh cost improvements for which bonds have not ]zee!1 tssued, _ ' , ' ',' '" Balances in debt service funds after bonds have matured are cteditedt(5'this fund as are: " :_ : :, _', :,: '_ <',',> :.',:"''-.- >,- " >.,' <." _ ':: "_)-,' ,,''''' _ _ _ :>,:" ,'> --: :':-- :::!'::. ~_-' -:_ ":::i::,':- >,:: _ ' :"', :',/<: " , ,- ,-., - - : - - -- .',', - , dJ. special assessments for improvements'financed by this furtd,' " Financial Overview - 2005 Supplies, $0, 0% Operating Transfers, $0, 0% Other Serlb'Charges, $0,0% PIR . Capital Outlay, $1,360,000, 100% Personal Ser\oices, $0, 0% Sh;:nificant Chanees from Prior Year: , In 2004 this fund had the Ramsey County Joint O&M Facility eXIlenditure, This project is due for completion in 2004 with no expenditures expected in 2005, . . Permanent Improvement Revolving Fund REVENUE PROPERTY TAXES 31900 Pcnalties & Interest 46 82 0 0 31920 Forfeited Tax Salcs 0 921 0 0 Total - Property Taxes $46 $1,003 $0 $0 INTERGOVERNMENTAL REVENUE 33418 MSA Construction 0 747,164 0 300,000 Total- Intergovernmental Rev. $0 $747,164 $0 $300,000 MISCELLANEOUS RECEIPTS 36100 Special Assessments 63,136 334,143 259,000 109,622 36196 Spcc Assess Del Utility #0046 0 348 0 0 36211 Interfund Loan Intercst Pymnt 18,575 10,000 10,000 0 Total- Misc. Receipts $81,711 $344,491 $269,000 $109,622 INTEREST INCOME . 36210 Interest Income 268,324 184,069 t15,000 110,000 Total- Intcrcst Incomc $268,324 $184,069 $115,000 $110,000 OTHER FINANCING SOURCES 39101 Transfer from 101 122,835 0 0 0 39240 Transfer from EDA #704 0 147,141 0 0 Total - Other Financing Sources $122,835 $147,141 $0 $0 Grand Total - Rcvenues $472,916 $1,423,868 $384,000 $519,622 . Permanent Improvement Revolving Fund . EXPENDITURES CAPITAL OUTLAY 45800 Construction Contract 158,160 3,308,895 2,744,071 1,600,000 45801 Outside Engineering 123,438 290,316 135,565 0 45804 Legal Fiscal Costs 0 2,003 0 0 45805 Other Project Costs 612 2,132 0 110,000 45807 Alloe Pvmt Mgmt to Genl Fnnd -85,165 -731,966 -150,000 -150,000 45808 Alloe Pvmt Mgmt to SWM Fund -15,900 -346,078 -205,000 -75,000 45809 Alloe Pvmt Mgmt to Water Fund 0 -6,084 -38,000 -100,000 45810 Alloc Pvmt Mgmt to Sewer Fund 0 0 -245,000 -25,000 Total Capital Outlay $181,145 $2,519,218 $2,241,636 $1,360,000 OPERATING TRANSFERS 47200 Transfer to Genl Fund (101) 0 524,155 0 0 Total Transfers $0 $524,155 $0 $0 Grand Total - Expcnditures $181,145 $3,043,373 $2,241,636 $1,360,000 . . . ::R 0 I'- _V ~ - WO 1-1'- <(N.. s~ N ..- ~ W- ~~::R <(ifi~ C/) S:2:cri wWv Q) o C) <0_ !..... <(<(M :::::l LLZI'- ~<(..- +-' =>:2:W- C/) "'0 (j) "'0 C C Q) :::::l 0.. LL >< . W Q) "'0 C/) .- Q) !..... 0- C/) !..... 0 Q) 0- +-' 0 C !..... W a.. l.() 0 cj~ 0 ::R 0 N ZM M -l.o >- -V ~ ~ - ON <(W"- >-V I-S~_ 00 WCO ZWCO ~W- <((j)M (j) ......- ...... W- . . CITY OF ARDEN HILLS 2005 BUDGET SUMMARY ENTERPRISE FUNDS BY FUND REVENUE WATER $1,185,798 $1,145.617 $1.211 ,450 $1,294,049 SANITARY SEWER $1,116,380 $997,476 $1,069.700 $1,140,333 RECYCLING $109,Q25 $124.522 $64,450 $64,555 SURFACE WATER MANAGEMENT $246,108 $186,853 $198,100 $385,622 TOTAL ENTERPRISE FUND REVENUE $2,657,311 $2,454,468 $2,543,700 $2,884,559 EXPENDITURES WATER $1,002,687 $1,093,342 $1,047,677 $1,259,270 4NITARY SEWER $1,071,224 $1,235,565 $1,078,058 $1,138,151 ECYCLING $78.366 $97,471 $75,586 $80,425 SURFACE WATER MANAGEMENT $159,344 $97,656 $190.599 $173.649 TOTAL ENTt."RPRISE FUND EXPENDITURES $2,311,621 $2,524,034 $2,391,920 $2,651,495 . ~ ~HILLS . 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: Water Utility Fund 2004 Budl!et: $1,047,677 Proposed 2005 B~dl!et: $1,259,270 c'-" ,H,:,' - " ,(, ..' ., Departmental Overview/Summary: '.', " ',.. '. , , . TlieCity maintains it's oWn water distribution system. Water'is;purc "... thc'eity ~~~~eville, wlio in turn, purchases water on a wholesale basis ,from ,St. ~llU1Water ,Arden HiIIlihave not seen anincrease in waterrates siq,ceJanuary 1, 1999.: " " The Cilyundeiwent a utilitpate study perfohhed by Abd&, Eick& MeyerS. A.r~t~' increase will.take effect January, 2005. ' Operating Transfers, $27,333, 2% Capital Outlay, $0. 0% Other ServlCharges, $982.484, 78% FTE Allocation: 3,1 Water Personal Services, $228,135, 18% . Supplies, $21,318,2% Significant Chaol!es from Prior Year: , Tlie Board of Water Commissioners has proposed an increase in waterrates in the';' amount of .05 per 100 c.f.. It is anticipated that the City ofRoseville wiii pass on this increase to Arden Hills which will mean an increase of approximately 10% in 2005. . . . Water Fund REVENUE PROPERTY TAXES 31900 Penalties & Interest 449 529 200 390 Total - Property Taxes $449 $529 $200 $390 LICENSES & PERMITS 32270 Water Permit Fees 833 4,205 1,500 2,175 Total Liccnscs & Pcrmits $833 $4,205 $1,500 $2,175 MISCELLANEOUS RECEIPTS 36100 Special Assessments 5.711 36196 Spec Assess Del Utility #0046 7,656 2,207 9,000 8,000 36270 Misc Reimbnrsements 6,752 36990 Sale of Equipment 4,800 1,250 Total - Misc. Receipts $12,456 $15,920 $9,000 $8,000 UTILITY BILLING RECEIPTS . 37100 Water Billings 929,062 901,599 980,000 1,057,780 37110 Standby Charges 158,063 147,177 150,000 153,364 37120 Late Charges 7,296 7,498 5,000 6,600 37130 MDH Water Test Fce 14,451 15,422 15,000 11,890 37140 Sales Tax 14,556 13,942 15,000 16,000 37170 Hydrant Rental 920 37180 Meter Deposits 1,430 8,479 500 500 37190 Water Meter Upgrade Sve Chrg 630 250 250 Total - Utility Billings Reeeipts $1,125,488 $1,095,037 $1,165,750 $1,246,384 INTEREST INCOME 36210 Iutcrest Income 46,572 29,926 35,000 37,100 Total - Intcrest Income $46,572 $29,926 $35,000 $37,100 Grand Total- Revenues $1,185,798 $1,145,617 $1,211,450 $1,294,049 . . Water Fund . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 120,618 111,072 142,654 157,214 41020 Overtime Salaries 6,838 6,488 6,695 6,900 41040 Temporary Employees 3,646 6,799 3,600 8,500 41110 Unuscd Vacation/Sick Pay 1,763 0 0 3,009 41130 Employer Savings Match 236 212 595 977 41210 Pera Employer Expense 7,048 6,612 8,455 9,076 41220 Fica Expense 9,856 9,132 12,240 13,280 41300 Insnrance Expense 13,707 12,386 15,715 17,946 41310 Life Insurance 0 863 930 1,320 41510 Workers' Comp Ins Premiums 7,082 9,162 9,440 9,915 Total Personal Service $170,794 $162,726 $200,324 $228,135 SUPPLIES 42010 Office Supplics! Accessorics 863 839 750 773 42020 CopierlPaper Expense 27 0 0 0 . 42030 Printed Forms 1,402 483 1,500 1,545 42040 Envelopes & Letterhead 0 615 600 618 42111 Uniform Expense 543 387 550 567 42120 Motor Fuel-Gas 5,034 6,269 5,500 6,000 42150 Shop Matcrials-O&M 26 682 500 515 42210 Equip Maintcnance Material 930 1,403 1,000 1,450 42270 Utility Maint Materials 11,744 6,702 8,000 9,000 42400 Small Tools & Minor Equip 728 427 250 500 42401 Safety Equipment 0 282 250 350 Other Q Q Q Q Total Supplies $21,297 $18,089 $18,900 $21,318 OTHER SERVICES & CHARGES 43010 Prof Svcs-Auditing Fecs 3,150 3,736 7,200 9,335 43030 Prof Scrvices-Enginccring Fees 7,255 21,436 10,000 7,725 43040 Prof Svcs-Legal Fees 78 181 0 0 43042 Rebillable Legal Fces 0 1,361 0 0 43060 Clerical Services Fees 976 0 0 0 43090 Appl Software Support Fees 5,373 3,884 2,750 6,475 43091 PC Network Support Fces 6,222 7,439 6,900 7,200 43222 Postage Utilities 2,142 2,077 2,000 2,060 . 43310 Mileage Reimbursement 134 0 50 52 . . Water Fund EXPENDITURES OTHER SERVICES & CHARGES cont. 43610 General Liability Insurance 5,023 14,615 15,000 15,450 43615 Exccss Liahility Insurance 1,770 2,239 2,250 2,318 43650 Surety Bond 305 150 150 155 43810 Electric Utility 8,358 8,553 9,000 9,270 43820 Water Purchases-Roseville 567,834 691,913 625,000 783,937 43825 MN DH Water Testing Fees 17,680 19,709 18,000 18,540 43830 Natural Gas Expense 767 1,409 1,850 1,906 43850 Gopher State Fees 400 811 500 515 44036 Maint of Utili tics 64,122 12,270 10,000 10,300 44040 Maint of Vehicles & Equip 2,115 1,324 1,500 1,545 44090 Other Services 209 215 500 515 44150 Equipment Rental 0 179 0 0 44200 Deprcciation 85,739 89,073 87,808 93,856 . 44330 Dues/Su bscriptions/Licenscs 483 306 500 515 44370 Training & Subsistencc 775 233 500 515 44390 Sales Tax 13,536 12,914 10,000 10,300 Total Othcr Scrvices & Charges $794,446 $896,027 $811,458 $982,484 OPERATING TRANSFERS 47200 Transfer to Gcnl Fund (101) 16,150 16,500 16,995 27,333 Total Transfcrs $16,150 $16,500 $16,995 $27,333 Grand Total - Expenditures $1,002,687 $1,093,342 $1,047,677 $1,259,270 Capital Outlay $124,665 $561,261 $191,585 $315,550 . ~ /f\~HILLS 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department N!ltrte~ $aniiilrySewer 2004 Budl1:et: $1,078,058 Proposed 2005 Budl!et: $1,138,151 De alimental 'everview/Summar 'Fhe iriIDntenanCe of ~ewer lines and lift stations are the responsibility of the City Operation' department. The maintenance program involves inspections, flushing a:ud c1eamng of sewer lilies and routine maintenance ofthe lift stations, Sanitary seW~frate~ have not increased since January 1, 2001. The Cityund~ent a lltllity ra,t(stiJdy performed by Abdo, Eick & Meyers. A rate increase wilt fake'effectJ artuary, '2005, Sanitary Sewer Transfers, $27,333, 2% Capital Outlay, $0, 0% Personal Services, $260.193, 23% Other Serlb'Charges, $837,980, 74% Sil1:nificaIit Changes from Prior Y car: None . . . . . . Sanitary Sewer Fund REVENUE PROPERTY TAXES 31900 Penalties & Interest 449 529 200 390 Total - Property Taxes $449 $529 $200 $390 LICENSES & PERMITS 32280 Sewer Permit Fees 350 770 500 560 Total Licenses & Permits $350 $770 $500 $560 MISCELLANEOUS RECEIPTS 36100 Special Assessments 5,712 36196 Spec Assess Del Utility #0046 7,656 2,207 9,000 8,190 36990 Sale of Equipment 4,800 Total- Misc. Receipts $12,456 $7,919 $9,000 $8,190 . UTILITY BILLING RECEIPTS 37120 Late Charges 5,684 6,421 5,000 5,700 37200 Sanitary Sewer Billings 1,005,586 833,866 1,015,000 1,092,943 37271 SAC Charges 43,200 138,975 Total - Utility Billings Receipts $1,054,470 $979,262 $1,020,000 $1,098,643 INTEREST INCOME 36210 Interest Income 48,655 8,996 40,000 32,550 Total - Intcrest Incomc $48,655 $8,996 $40,000 $32,550 Grand Total - Revennes $1,116,380 $997,476 $1,069,700 $1,140,333 . . Sanitary Sewer Fund . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 122,855 140,286 166,853 178,481 41020 Ovcrtimc Salaries 10,780 13,995 9,785 10,500 41040 Temporary Employees 3,646 6,799 3,500 8,500 41110 Unused Vacation/Sick Pay 1,763 0 0 4,012 41130 Employer Savings Match 366 212 595 977 41210 Pera Employer Expense 7,390 8,496 9,770 10,451 41220 Fica Expense 10,340 11,646 13,775 15,182 41300 Insurance Expense 13,969 15,755 18,110 20,646 41310 Life Insurance 0 1,069 1,145 1,530 41510 Workcrs' Comp Ins Prcmiums 7,082 9,162 9,440 9,915 Total Personal Service $178,191 $207,420 $232,973 $260,193 SUPPLIES 42010 Office Supplies/Accessories 873 839 725 747 . 42030 Printed Forms 1,402 357 1,250 1,288 42040 Envelopes & Letterhead 0 615 450 464 42111 Uniform Expense 543 367 550 567 42120 Motor Fuel-Gas 45 51 50 52 42121 Motor Fuel-Diesel 2,487 2,495 2,000 2,060 42150 Shop Materials-O&M 1,002 721 500 515 42151 Shop Matcrials-Parks 0 6,325 0 0 42210 Equip Maintenance Material 4,862 0 2,900 2,987 42270 Utility Maint Materials 6,215 3,598 3,000 3,100 42400 Small Tools & Minor Equip 1,100 379 500 515 42401 Safety Equipment 920 2,743 250 350 Total Supplies $19,449 $18,490 $12,175 $12,645 OTHER SERVICES & CHARGES 43010 Prof Svcs-Auditing Fees 3,150 3,736 7,200 9,335 43030 Prof Services-Engineering Fees 53,053 176,781 45,000 34,765 43060 Clerical Services Fees 976 1,361 0 0 43090 Appl Software Support Fees 2,071 1,222 2,000 3,575 43091 PC Network Support Fees 6,222 6,867 5,000 7,200 43210 Telephone 5,843 7,276 5,000 9,800 . 43222 Postage Utilities 2,142 2,077 2,100 2,163 , . Sanitary Sewer Fund EXPENDITURES OTHER SERVICES & CHARGES cont. 43310 Mileage Reimbursement 134 0 100 103 43610 General Liability Insurance 5,023 14,615 15,000 15,450 43615 Excess Liability Insurance 1,770 2,239 2,250 2,318 43650 Surety Bond 305 150 150 155 43815 Electricity-Lift Stations 22,430 25,632 24,000 24,720 43860 MWCC-Current Year 509,183 513,331 550,000 566,500 43865 SAC Reimbursements 39,204 137,585 0 0 44036 Maint of Utilities 124,417 6,780 60,000 61,800 44040 Maint of Vehicles & Equip 1,348 788 2,000 2,060 44090 Other Services 0 632 0 0 44150 Equipment Rental 55 76 0 0 44200 Depreciation 94,715 89,891 94,715 96,594 . 44330 Dues/S ubscriptionslLicenses 422 352 400 412 44370 Training & Subsistencc 1,121 1,764 1,000 1,030 Total Other Services & Charges $873,584 $993,155 $815,915 $837,980 OPERATING TRANSFERS 47200 Transfer to Genl Fund (101) 0 16,500 16,995 27,333 Total Transfers $0 $16,500 $16,995 $27,333 Grand Total - Expenditures $1,071,224 $1,235,565 $1,078,058 $1,138,151 Capital Outlay $361,532 $596,937 $405,991 $296,600 . ~ /f\~LLS 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: Recycling Program 2004 Budl!et: $75,586 Proposed 2005 Budl!et: $80,425 :O~l>artmental Overview/Summary: , :. '.' ': ' .. , The City of Arden Hills participates in a Joint Powers Agreement witJ(Ra:msey CoUnty to assist in funding the residential curbside recycling program. The County D~~::u!tirent of Property Taxation directly places a city recycling fe~ on reside~*; propert~t!ci " .c~ ' ~tatements. Ramsey County then collects the fees and distribut . m:to the.~i\:)'.'\yith , the:Jlily and December tax settlements. ' , " ' , ,:: , ~"<'::"_".:'.::<>> >;:;:-_",".'; ,"::':' " ", ' '" _ ',' ", ',-...' .'''.-.'. ".- " '," ", -'i:;::-."::' ",.",'/:'::::"-:::,,."':;: ::':~-:<':<::_,:<:_:-:,'>_:::~t:::: - ., Charges for recycling costs to residents include all costs assoCiatewith'recycling: ' including the cooperative spring and fall joint cleanup day effortWith the City of " , Shoreview, Capital Outlay, $0, 0% Recycling Personal Services, $9,425, 12% Other Serv/Charges, $70,500, 87% Supplies, $500, 1% Operating Transfers, $0, 0% Sil!nificant Chanl!es from Prior Year: Contract increase in recycling collection is anticipated in 2005, . . . . . . REVENUE PROPERTY TAXES 31900 Penalties & Interest 121 188 100 135 Total - Property Taxes $121 $188 $100 $135 INTERGOVERNMENTAL REVENUE 33620 County Aid-Recycling 63,958 16,669 18,850 17,760 Total- Intergovernmeutal Rev. $63,958 $16,669 $18,850 $17,760 MISCELLANEOUS RECEIPTS 36100 Special Assessments 106,928 36196 Spec Assess Del Utility #0046 830 36199 Recycling Service Fee 43,147 45,000 46,000 36270 Misc Reimbursements 228 Total - Misc. Receipts $43,147 $107,986 $45,000 $46,000 . INTEREST INCOME 36210 Interest Iucome 1,799 -321 500 660 Total - Interest Income $1.799 -$321 $500 $660 Grand Total - Revenues $109,025 $124,522 $64,450 $64,555 . ~ . . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 8,995 4,423 6,226 6,810 41020 Overtime Salaries 562 826 620 650 41130 Employer Savings Match 296 52 110 140 41210 Pera Employer Expense 528 322 380 413 41220 Fica Expense 751 417 525 581 41300 Insurance Expcnse 788 478 685 772 41310 Life Insurance 0 38 40 60 Total Personal Service $11,920 $6,556 $8,586 $9,425 SUPPLIES 42010 Office Supplies/Accessories 500 250 250 250 42030 Printed Forms 0 0 250 250 Total Supplies $500 $250 $500 $500 . OTHER SERVICES & CHARGES 43095 Outside Data Processing 973 1,108 500 500 43840 Res Recycling Costs 59,233 83,492 59,000 63,000 43845 Residential Cleanup Costs 5,740 0 7,000 7,000 44090 Other Services 0 6,065 0 0 Total Other Services & Charges $65,946 $90,665 $66,500 $70,500 Grand Total - Expenditurcs $78,366 $97,471 $75,586 $80,425 . ~ ~HILLS 2005 PROPOSED BUDGET - SUMMARY BY DEPT. Department Name: Surface Water Management 2004 Budeet: $190,599 Proposed 2005 Budl!et: $173,649 Departmental Overview/Summarv:, ' ' ": The function ofthe Surface Water Management (SWM) utility is the collection, treatment and disposition of storm water as well as the maintenance of the &torm sewers.' Fees'have remained the same for this utility since January 1, 1999, The current fee stl1.\ctu're is . , based upon zoning classification and parcel acreage. Due to results from flie utility r~ie study performed in 2004 by Abdo, Eick and Meyers, SWM rate will increase effect January, 2005, Collection of these fees is done through the utility billing process. Capital Outlay, $0, 0% Surface Water Management Other Serlb'Charges, $78,749, 45% Supplies, $3,863, 2% FTE Allocation: 1.5 Personal Services, $91,037,53% / Operating Transfers, $0, 0% Sienificattt Chan~es from Prior Year: The decrease in eJ<penditures from 2004 to 2005 is primarily due to reduced elP and a reduction in engineering cost due to in-house engineering position, .. . . . . . . . . Surface Water Management Fund REVENUE UTILITY BILLING RECEIPTS 37120 Late Charges 1,326 1,395 600 1,107 37300 SWM Billings 226,517 177,387 190,000 376,515 Total - Utility Billings Receipts $227,843 $178,782 $190,600 $377.622 INTEREST INCOME 36210 Interest Income 18,265 8,071 7,500 8,000 Total- Interest Income $18,265 $8,071 $7,500 $8,000 Grand Total - Revenues $246,108 $186,853 $198,100 $385,622 . Surface Water Management Fund . EXPENDITURES PERSONAL SERVICE 41010 Regular Office Salaries 29,290 61,225 65,364 68,796 41020 Overtime Salaries 1,524 454 530 590 41040 Temporary Employees 1,302 0 1,250 1,300 41110 Unused Vacation/Sick Pay 529 0 0 1,805 41130 Employer Savings Match 0 190 215 251 41210 Pera Employer Expense 1,704 3,268 3,645 3,837 41220 Fica Expense 2,425 4,275 5,045 5,427 41300 Insurance Expense 3,132 6,495 7,390 8,404 41310 Life Insurance 0 454 480 627 Total Personal Service $39,906 $76,361 $83,919 $91,037 SUPPLIES 42010 Office Supplies/Accessories 12 0 0 0 42030 Printed Forms 105 1,749 0 0 . 42150 Shop Materials-O&M 0 59 0 0 42270 Utility Maint Materials 9 1,469 3,000 3,090 42400 Small Tools & Minor Equip 0 142 750 773 Total Supplies $126 $3,419 $3,750 $3,863 OTHER SERVICES & CHARGES 43030 Prof Services-Engineering Fees 21,735 11,154 50,000 38,625 43040 Prof Svcs-Legal Fees 268 1,095 0 0 43060 Clerical Services Fecs 488 227 0 0 44034 Pvmt Managcment Alloc Costs 15,900 0 0 0 44038 Maint of Strom Sewers 68,638 3,607 50,000 32,000 44090 Other Services 386 0 0 0 44150 Equipment Rental 9,067 0 0 0 44200 Depreciation 2,830 1,793 2,830 8,021 44330 Du es/Su bscrip tionslLicenses 0 0 100 103 Total Other Services & Charges $119,312 $17,876 $102,930 $78,749 Grand Total - Expenditnres $159,344 $97,656 $190,599 $173,649 Capital Outlay $0 $0 $255,000 $75,000 . ~ . . ~ ~HILLS MEMORANDUM DATE: December 8, 2004 TO: Mayor and City Council Michelle Wolfe, City Administrator FROM: Scott Clark, Community Development Director SUBJECT: Update on Meeting with Am1y/GSA and Environmental Regulators At the December 13, 2004 meeting staff will present to the Council an updatc on tbe November 30, 2004 meeting between the City and the Army/GSA and environmental regulators, The key points of the meeting follow: . The EP A stated, and the MPCA concurred, that "there is, along with a few additional items, enough information for the environmental regulators to sign off on the early transfer process." This statement was followed by tbe MPCA's cavcat that any other use, beyond minimum industrial standards as a base line, will require further information and analysis as the City/developer develops the property, This position, by the environmental regulators, brings the issue of needed additional characterization back to the dcvelopers as the Army is currently looking at only six additional samples and cleaning l8 known exceedence areas, . The issue of site characterization is also exacerbated by the fact that based on tbe Army's understanding of environmental law, that petroleum products are excluded from the CERCLA warranty proccss, · The developer, before risking the cost of additional site characterization, needs the GSA to establish the business terms and a base line range of value on the property, This position is similar to a requcst made by the developer in June that was not responded to by the GSA, . The cbief negotiator for the GSA could not make this meeting do to a last minute conflict The GSA did fulfill their promise to have a follow-up mecting to discuss this item which is schcduled for December 21, 2004. Memo to City Council November 30, 2004 Meeting with Army/GSA and Environmental Regulators Page 2 · The Army still maintains that a January of2006 transfer is feasible, In order for this to happen a great deal of cooperation will be needed, by all entities, to not only coordinate all of the documentation needed but an effort is necded to simple start the process. The Mayor led the charge in demanding dates when the individual parties will present the needed types of documents, tasks, etc, to the City so a process of accountability can be established, which will include twice a month conference calls, The Army will submit information by December 14, 2004, the GSA is to establish the business terms by January 14, 2005, Staff will discuss at this meeting future strategy issues and answer additional questions, \\Earth\Planning\Misc FilesITCAAPIArmy-GSAIII 3004 meeting summary,doc - . .