HomeMy WebLinkAbout05-31-05
Mayor:
Beverly Aplikowski
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~HILLS
Arden Hills City Council
1245 W. Highway 96
Arden Hills, Minnesota
55112
651.634.5120
www.ci.arden-hills.mn.us
Councilmembers:
David Grant
Brenda Holden
Gregg Larson
Lois Rem
REGULAR MEETING
Tuesday
May 31,2005
City Vision
A strong community that values our unique environment, OUf fiscal soundness,
and our tradition as a desirable cit in which to live, work, and la .
Agenda
City Council Meeting Convenes 7:00 PM
Call to Order
LEDGE OF ALLEGIANCE
1. APPROVAL OF AGENDA
2. APPROVAL OF MINUTES
A. May 9, 2005
3. CONSENT CALENDAR
A. Claims and PayrolJ
B, Approve the City's 2004 Audit Report
C. Resolution No. 05-37: Approving the
Appointment of Arlene Mitchell to the
Communications Committee
Those items listed under the Consent Calendar are considered to be
routine by the City Council and will be enacted by one motion under
a Consent Calendar fonnat. There will be no separate discussion of
these items, unless a 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.
D. Payment No.4 to McBuilders, Inc. for the
Perry Park Pavilion
E. Approval of Goodpointe Technologies for
PCI Ratings
4. PUBLIC INQUIRIESIINFORMA TIONAL Public Inquiries/Informational is an opportunity for citizens to
bring to the Council's attention any items not currently on the
agenda. In addressing the Council, please state your name and
address for the record, and a brief summary of the specific item
being addressed to the CounciL To allow adequate time for cach
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.
S. PUBLIC HEARINGS
A. PC# 05-15: Vacating Pedestrian Way East of 1104 Amble Drive
6. NEW BUSINESS
A. Rezoning of City Hall Property
B. Appointment of a new City HeaIth/Insurance Broker
C. Approval of Ordinance No. 360-Regulating Peddlers, Solicitors, and
Transient Merchants
D. Approval of Resolution No. 05-38 Supporting the Consolidated
Dispatch Services in Ramsey County
E. City Council Chamber Computer-Technology Upgrades
F. LED Traffic Lights
G. Approval of Changes to the EDC By-Laws
Arden Hills City Council Agenda
May 31, 2005
Page 2
Peter Rellegers
Scott Clark/Peter Rellegers
Schawn Johnson
Schawn Johnson
Michelle Wolfe
Murtuza Siddiqui
Murtuza Siddiqui/Tom Moore
Scott Clark
-Closed Meeting to Discuss Offers and Counter Offers for the Purchase or Sale of the TCAAP Property-
Pursuant to MS 13D.OS SUBD 3.c3
*Regular City Council Meeting will resume immediately after the closed session meeting. No action will be
taken by the City Council at the closed meeting.
7. Unfinished Business
A. Action on GSA's Offer to Purchase
B. TCAAP Update
CITY COUNCIL REPORTS
A. Councilmember Holden
B. Councilmember Grant
C. Councilmember Rem
D. Councilmember Larson
E. Mayor Aplikowski
ADJOURN
Scott Clark
Scott Clark
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~
~HILLS
DRAFT
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
MAY 9, 2005, 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 Aplikowski, Councilmembers David Grant, Gregg Larson,
Lois Rem, and Brenda Holden,
Absent:
None.
Also present were City Administrator, Michelle Wolfe; Director of Operations &
Maintenance, Thomas Moore; Finance Director/Treasurer, Murtuza Siddiqui; Community
Development Director, Scott Clark; City Engineer, Greg Brown; Assistant to City
Manager, Schawn Johnson; City Planner, Pete Hellegers; and Recording Secretary,
Kathleen Altman.
1.
APPROVAL OF MEETING AGENDA
MOTION: Councilmember Grant moved and Councilmember Holden
seconded a motion to approve the meeting agenda as presented.
The motion carried unanimously (5-0).
2. APPROVAL OF MINUTES
A. April 25, 2005 City Council Meeting
B. April 18, 2005 City Council Work Session
Councilmember Holden requested the following changes: None.
Councilmember Grant requested the following changes: April 18, 2005 Council Work Session
Minutes, Page 7, last sentence, change "Councilmember Grant asked" to "Councilmember Grant
stated."
Councilmember Rem requested the following changes: None.
Council member Larson requested the following changes: None.
\ \Earth \Admin \Council'u\1inutes\Regular\2005\05-09-05,doc
ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
MAY 9, 2005
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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 April 25, 2005 City Council
Meeting Minutes as presented, the April 18, 2005 Council Work
Session Minutes as amended. The motion carried unanimously (5-
0).
3. CONSENT CALENDAR
a.
b.
Claims and Payroll
Resolution No. 05-30: Approving Lady Slipper chapter ABW A Charitable Gambling
License Renewal Request
Resolution No. 05-31: Recognizing National Public Works Week (May 15th to May
21st)
Resolution No. 05-32: Appointment of David McClung to the Planning Commission
Resolution No. 05-33: Appointment of Cynthia Wheeler to the Parks, Trails, and
Recreation Committee
Resolution No. 05-34: Approving Parking Restrictions in the 2005 Red Fox-Grey
Fox PMP Area
Resolution No. 05-35: Approving the Plans and Specifications and Ordering
Advertisement for Bids for the 2005 Pavement Management
Program
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c.
d.
e.
f.
g.
MOTION: Councilmember Grant moved and Councilmember Holden
seconded a motion to approve thc Consent Calendar and to
authorize execution of all necessary documents contained therein.
The motion carried unanimously (5-0).
4. PUBLIC INOUlRlES/INFORMATIONAL
None.
5. PUBLIC HEARINGS
None.
6. NEW BUSINESS
A.
Planninl! Case #05-14: Side Yard Setback Variance -1005 Amble Drive
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Mr. Hellegers requested that Council consider the proposed 10-foot side yard setback variance
to allow the existing home located at 1105 Amble Drive to remain compliant with City Code
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ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
MAY 9, 2005
3
while allowing for the expansion of Lexington Avenue.
recommended approval ofthe variance as proposed.
The Planning Commission
MOTION: Councilmember Grant moved and Councilmember Larson
seconded a motion to approve Planning Case #05-14: 10-foot Side
Yard Setback Variance - 1105 Amble Drive. The motion carried
unanimously (5-0).
B. Planninl! Case #05-10: Ramsev County Public Works Entrance Sil!n
Mr. Hellegers requested that Council consider the requested Sign Standard Adjustment of 130
square feet from the Signage Ordinance criteria for a freestanding monument sign. The Planning
Commission recommended denial ofthe Sign Standard Adjustment for the reason noted in staffs
May 9, 2005 report.
Councilmember Holden asked if the sign was 130 square feet. Mr. Hellegers replied it covered
only the sign and not the brick around it.
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Councilmember Rem asked if the letters were within the sign ordinance. Mr. Hellegers replied
the ordinance did not specifY letter size.
Mayor Aplikowski asked if the smaller letters would be back lit. Mr. Hellegers responded only
the large letters would be back-lit and the smaller letters would be lit by a couple of external
SIgnS.
Councilmember Grant stated this had been turned down by the Planning Commission based
upon the plan submitted to them at that time, which specified that "Minnesota" be spelled out.
He believed the Planning Commission would have looked favorably on this new sign if this plan
was available at that time because the size has been reduced by approximately 30 square feet. He
indicated this new sign had a nice appearance. He noted the Planning Commission had also
inquired about the plantings, and those plantings would be adjusted in the final plan. He
indicated while this had not gone back before the Planning Commission, he believed by
abbreviating "Minnesota" to "MN" this would have been looked upon positively by the Planning
Commission and he was in favor of this new sign.
Council member Rem stated with all of the facilities in these buildings, it did not make sense to
have a smallcr sign, so she was in favor of this.
Councilmember Larson asked if they were acting on an amended sign or the sign request that
Planning Commission denied. Mayor Aplikowski replied they were acting on the amended sign
presented tonight.
. Councilmember Larson statcd he would like this to go back to the Planning Commission. He
believed the sign was too big and less infonnation should be put on it. He indicated he would
not be in support ofthis amended sign.
ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
MAY 9, 2005
Councilmember Grant stated this had been discussed at the Planning Commission meeting and
it was deemed that some of the information was critical, such as setting out the Sheriffs Patrol
Station for safety reasons. He noted this sign would not compete with other signs in the area
because of the amonnt of acreage this facility took up. He stated the only change to the lettering
discussion at the Planning Commission was abbreviating "Minnesota" to "MN" in order to
reduce the size variance required and he bclieved the Planning Commission would have voted in
favor of this with these changes.
Bruce Thompson, Assistant Director of Property Management Ramsey Connty, stated there
were three reasons they needed a variance. One, they believed it was in the bcst interest of their
partnership by requesting this larger sign and while they could meet the ordinance by only putting
on Ramsey County, he believed this would bc a disservice to the partners. Two, the Sheriff had
specifically asked there be a larger sign for safcty rcasons and having their facility readily
identifiable. Third, in designing the sign they used the Traffic Signage Institute's guidelines and
the letters on the sign were to be readable for one City block. He indicated by reducing the size
of the letters, this would create dangers on the road because people would need to slow down to
read the sign. He stated they had listened to the Planning Commission and that was why they
reduced "Minnesota" to "MN". He indicated the Minnesota Army National Guard was in favor
of the sign and they approved their name being abbreviated to "MN".
Councilmember Larson stated he was not opposed to a variancc, but he believed there were
ways to do it that did not require as large of a variance. He suggested they use four lines and
stack them all up and back light everything. Mr. Thompson replied that with Councilmember
Larson's suggestion, a completely new sign would be required if any of the partners were to
change their names. He indicated the smaller letters were done in an industrial vinyl, which
could be changed without changing the entire sign.
Council member Larson stated he would like them not to retain the small letters and only have
the large letters and back light all of the letters. Mr. Thompson replied he understood his point,
but this would eliminate some ofthe smaller partners.
Councilmember Larson stated he did not believe cveryone needed to be listed. He believed this
could be done better and smaller.
Ramsey County Commissioner Tony Bennett stated thc sign was only 6 foot 2 inches and the
Arden Hills City Hall sign also did not meet the ordinance. He stated with one sign, it would be
less cluttcred than having individual signs. He noted there was pride among all of the partners
that they pulled together these agencies and they needed to let people know that they were there.
MOTION: Councilmember Grant moved and Mayor Aplikowski seconded a
motion to approve Planning Case #05-10: Ramsey County Public
Works Entrance Sign as amended to have "Minnesota" replaced as
"MN" in "MN Army National Guard" with the sign standing 6'2",
the letters portion of the sign being 23'8", and 3'4" for the sign's
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ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
MAY 9, 2005
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brick portion, for a total of a 105 foot variance (May 5, 2005
Revised Proposed RCPW Monument Sign plan). The motion
carried (4-1) (Councilmember Larson opposed).
C, Adopt Chanl!es to the City's Sanitary Sewer Rel!ulations
Mr. Clark stated staff was recommending the proposed additional language to help provide
clarity for responsibility and enforcement of the City's current regulations. The proposed
additions to the sewer regulations will provide clarity for staff to have the owner who was
responsible for blocking the sanitary sewer, to either make the necessary repairs/adjustments to
their sanitary sewer lines or be able to back charge the owner for all costs incurred by the City to
maintain or repair the City's sewer system.
MOTION: Councilmember Grant moved and Councilmember Larson
seconded a motion to adopt Changes to the City's Sanitary Sewer
Regulations in Ordinance No. 362. The motion carried
unanimously (5-0).
D. Adopt Chanl!es to the City's Liquor Rel!ulations
Mr, Clark stated staff was recommending the proposed additional language to help provide
clarity for responsibility and enforcement of the City current regulations. The proposed language
to the City's liquor regulations would enSnre that the business was in compliance with the most
recent fire and life safety regulations before issuance of a liquor license.
MOTION: Councilmember Larson moved and Councilmember Grant
seconded a motion to adopt Changes to the City's Liquor
Regulations in Ordinance No. 363. The motion carried
unanimously (5-0).
E. Resolution #05-36: Approvinl! the Plans and Specifications and Orderinl!
Advertisement for Bids for the 2005 Seal Coat Prol!ram
Mr, Brown stated the plans and specifications for the 2005 Seal Coat Program had been
completed. The proposed improvements included with the 2005 Seal Coat Project were feasible
and were within the budget of the City's Capital Improvement Program. It was recommended
that the 2005 Seal Coat Project be advertised for bid. Council would be presented with the bid
results and potential contract award at the June 13, 2005 meeting. Staff recommended adoption
of the Resolution.
MOTION: Councilmember Grant moved and Councilmember Larson
seconded a motion to adopt Resolution 05-36 Approving the Plans
and Specifications and Ordering Advertisement for Bids for the
2005 Seal Coat Program. The motion carried unanimously (5-0).
ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
MAY 9, 2005
6
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7. UNFINISHED BUSINESS
A. Planninl! Case #05-07: Covered Front Porch Ordinance
Mr. Hellegers rcquested that the Council consider Ordinance #357 which amended section
6.C2.a of the Zoning Ordinance and insert new section 6.C.2.d into the Zoning Ordinance,
allowing for front porches for up to ten feet and with a minimum sctback of 30 feet from the
front or side-yard comer property lines, which meet design standards to be allowed subject to
staff review and approval. Hc also requested Council consider Resolution #05-29 which added
the front porch language and Front Porch Design Guidelines to Appendix A of Zoning Ordinance
#291. He noted the Planning Commission unanimously recommended approval of the Zoning
Ordinance Amendments as was proposed at that time.
Mr. Hellegers indicated at the April 25, 2005 City Council Work Session, the Council directed
staff to review language to the base ofthe porch as a solid masonry perimeter and instead to
return to the Council with language which allowed for morc flexibility for the porch base.
Councilmember Holden noted there were a lot of covered porches with lattice work and they
looked nice and she believed this was a good compromise.
Councilmember Larson stated the solution to the foundation was a good one, but after giving .
this more thought, he would be voting against this because he believed an open porch was
preferable in the front yards. He indicated he believed open porches were less obtrusive and they
did not have the structure or mass of a porch that was completely screened in. He stated it was
important for the City to maintain consistency in the neighborhoods and the front yard setbacks.
He indicated he could support an open porch, but not screened in porches.
Councilmember Rem statcd she did not understand why anyone would build a structure in
Minnesota that was not screened. She did not want to see the screened portion rcmoved.
Councilmember Grant noted it was up to the person building the porch if they wanted it
screened in or not. He stated he did not want to take the option of a screened-in porch out of this
and believed people should have the option of having a screened-in porch ifit made it livable and
useful. He indicated he was in favor of leaving the screened porches in.
Councilmember Larson noted he was not saying people could not have screencd in porches, but
if they wanted a variance for their front yard, he did not believe they should have a screened-in
porch, but screened-in porches could be allowed anywhere else on the property.
MOTION: Mayor Aplikowski moved and Councilmember Rem seconded a
motion to adopt Ordinance #357 which amends section 6.C2.a of
the Zoning Ordinance and insert new section 6.C2.d into the .
Zoning Ordinance, allowing for !Tont porches of up to ten feet and
with a minimum setback of 30 feet from the front or side-yard
comer property lines, which meet design standards to be allowed
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ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
MAY 9, 2005
7
subject to staff review and approval. The motion carried (4-1)
(Councilmember Larson opposed).
MOTION: Councilmember Rem moved and Mayor Aplikowski seconded a
motion to adopt Resolution #05-29 adding the front porch language
and Front Porch Design Guidelines to Appendix A of Zoning
Ordinance #291. The motion carried (3-2) (Councilmembers
Larson and Grant opposed).
B. TCAAP Update
Mr. Clark updated the Council on recent TCAAP developments.
Mayor Aplikowski requested Ms. Wolfe read a letter received by the Mayor of Falcon Heights
regarding assertions about their TIP Districts at a recent public hearing. Ms, Wolfe read the
letter dated April 29, 2005 from Falcon Heights Mayor Sue Gehrz into the record.
C. Affirmation ofEDC Work Plan Priorities
Mr. Clark stated at the April 20th Economic Development Commission meeting, the EDC
discussed their "work plan" and priorities. He outlined the three items they decided as their main
focus for upcoming meetings.
Councilmember Holden asked if the EDC would be the ones creating the local resource plan.
Mr. Clark replied the EDC would be reviewing the plan and Ehlers & Associates would be
drafting the plan, with input from staff and others. He noted thc EDC would only be a
recommending body to Council and Council would have the final approval of that plan.
Councilmember Larson stated he had spoken with a resident, Ed Robinson, regarding public
financing and he believed Mr. Robinson would be a good person to have on the Commission.
Mr. Clark noted Mr. Robinson would need to make a formal request and since they had a full
EDC at this time, Council would need to amend the By-Laws to increase the nur;lber of members
to eight.
Councilmember Holden stated she would not have a problem amending the By-Laws.
Ms. Wolfe stated staff would prepare an appropriatc agenda item amending the By-Laws for
Council's next meeting.
Councilmember Larson stated it was not his intent to take any action on this tonight and he
believed Mr. Robinson would need to step forward and indicate his interest first.
MOTION: CounciImember Larson moved and Councilmembcr Grant
seconded a motion to affirm thc EDC Work Plan Priorities as
submitted. The motion canied unanimously (5-0).
ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
MAY9,2005
8
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CITY COUNCIL REPORTS
Ms. Wolfe - None.
Councilmember Holden - Asked for an update on the consolidated Dispatch Center. Ms.
Wolfe replied with respect to response time with this consolidation, the County has agreed to
take over the entire operation and to eventually take over 100 percent of the funding in the future.
She noted the County had committed to keeping the same response times as they currently had.
Councilmember Grant - Stated the Assessment Policy Task Force would be meeting this
Wednesday and they would be discussing refuse hauling.
Councilmember Rem - Stated the Flower Planting Day was a week from this Saturday (May 21,
2005) at the Holiday Inn Arden Hills at 9:00 a.m.
Conncilmember Larson - None.
Mayor Aplikowski - Congratulated David McClung to his appointment to the Planning
Commission and Cynthia Wheeler to her appointment to the Parks, Trails, and Recreation .
Committee.
Mayor Aplikowski adjourned the Regular City Council Meeting at 8:29 p.m.
Beverly Aplikowski
Mayor
Michelle A.Wolfe
City Administrator
NOTICE OF MEETINGS
The next Council Meeting will be held Tuesday, May 31, 2005 at 7:00 p.m. at the Arden Hills
Council Chambers.
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~
~HILLS
City 01 Arden Hills
Re uest for Council Action
Prepared by: Murtuza Siddiqui "" r
Depl.: Finance -"
Council Mtg. Date: May 31, 2005
Final Action Needed By: May 31, 2005
Agenda Item
Claims & Pavroll
Budgeted Amount: Across City Budllet - All Funds
Actual Amount: See Financial Implications
Funding Source: Across City Budllet - All Funds
Council Action Request:
Review and Approve Consent Agenda Item 3,A. - Claims and Payroll
Staff Recommendation:
Approve Consent Agenda Item 3,A. - Claims and Payroll
Advisory Commission Action:
Commission
Planning
PTRC
Date
Action
Not Applicable
Notl'.pplil:ClI:>}~.._..______
Not applicable
Supporting Documents (which are attached to this Action Form):
. 0 Memo/Letter:
o Resolution (No. )
o Ordinance (No. )
o Engineering Recommendation:
o Attorney Recommendation:
o Other:
Payroll and Claims Reports
Financial Implications:
Payroll #9 Total Cost $68,973.79
Payroll #10 Total Cost $53,436.14
Claims Total $272,245.57
Administrator/Staff Comments:
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Page 1 of 1
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PAGE I OF4
CITY OF ARDEN HILLS
ACCOUNTS PAYABLE CLAIMS REPORT
TO BE APPROVED AT 05/31/05 COUNCIL MEETING
CLAIMS PAID SINCE LAST COUNCIL MEETING 105/09/05\
FFcitiiiichl'. :vENDQif: ."<.>><<>",,,<<<<<<lij(lIloVW<I>t6MlIllij;iW'>'...... . ..
26690 05/10/05 10,000 Lakes Chapter 90.00 Summer Conference-D. Scherbel
26691 05/10/05 Aramark Uniform Service 42.15 CH-Rug Cleaning
26692 05/10105 BFI of MN. Ine 354.21 Waste Removal
26693 0511 0105 Sandra Bvl 43.25 Mileage Reimb 3/01-5104105
26694 05/10105 Chamnlain Planning Press 115.00 Ivr Subscription-Planning Journal
26695 05/10/05 Continental Research Corn 1,326.93 Weed Control-Parks
26696 05/10105 Camorate Exoress 875.40 Office Supplies
26697 0511 0/05 E-Z Recycling, Ine 5,248.00 Curbside Recycling
26698 0511 0/05 Ess Brothers & Sons, Ine 326.96 3075 CCB wIDiap:onal Grate
26699 0511 0105 Flexible Pipe & Tool Comnanv 142.10 LED Light Rings/O.Rings
26700 0511 0105 Frattallonc's Hardware, Ine 73.72 ShOD Suoolies
26701 05/10/05 Grainger, Joe 410.43 Storage Chests~Park.s
26702 05110/05 Bridget Hove 34.00 Refund-Soccerff-Ball Camp
26703 05/10/05 leI DuIux Paint Centers 1,403.24 Field Marking Paint
26704 05/10/05 LU.O.E. Loca149 15,600.00 Union Insurance-Jun-Aul!;
26705 05/10/05 Kath Auto Parts 258.78 Shop Sunnlies
26706 05/10105 Kraus-Anderson 60.00 Refund~Contractor License Fees
I Subtotal - Paid Claims 26,404171
Paid Claims -
119,896.67
Add Unpaid Claims,
152348.90
Total Accounts Payable Claims
for Council Approval, 05/31/05-
272,245.57
Note: Checks for unpaid claims totaling $165,530.80 were mailed May 10,2005
after approval at the May 9,2005 Council Meeting.
*Exp. Related to TeAAP Project.
""""i.,"'''"''''p.,....I..',],,;....,
PAGE20F4
CITY OF ARDEN HILLS
ACCOUNTS PAYABLE CLAIMS REPORT
TO BE APPROVED AT 05/31/05 COUNCIL MEETING
PAID CLAIMS REGISTER:
.....dd..IJ;:i4ii.~iii. ..d. .....
..... ., ...
i\M@N'i'
.::::.... .....y.
26707 05110/05 Lakes COWltrv Service Coonerative 10.469.00 Health Insurance
26708 05/10/05 Lillie Suburban Newsnaners 235.00 Ad-Emplovment-O&M
26709 05/10/05 McDonald Battery Company 55.00 Battery #307
26710 05/10/05 John Mennenga 10.00 Seminar-NW BJdg Insp 4/20/05
26711 05/10/05 :MN Dwt of Natural Resources 85.00 Firearm Safety Class
267]2 05/1 0105 MN NCPERS Life Insurance 76.00 Pera Life Insurance
26713 05/10105 :rvtTI DistributmJ!; Co. 927 Rod-ProD, Scat
26714 05/10105 Nextel Communications 540.82 Cell Phone Service
267]5 05/1 0105 Pitney Bowes 1,016.99 Postage-Meter
26716 05/1 0105 Steohen Saxe 34.99 2005 Unifoffil Purchase
26717 05/10/05 Schindler Elevator Corn 596.64 Elevator Maint 5/05-4/06
26718 05/10105 Star Tribune 376.78 Ad-Emnlovmenl.O&M
26719 05/1 0/05 Tessman Seed Com-panv 190.00 Turface Quick Drv 50#
26720 05/10/05 Tokle Inspections, Inc 2,270.40 Electricallnsnections-Anr
26721 0511 0/05 Triarco Arts & Crafts 67.87 Art & Craft SUPDlies
26722 05/10105 United Rentals 4036 Maintenance Supplies
26723 05/10/05 Vermeer Sales & Service 1,222.49 Chipper Repair #85406
26724 05/10/05 Vrooom Auto Care 701.00 Tires #202-Water
26725 05/10/05 Xcel Energy 9,766.11 Electric/Gas Service
26726 05/10/05 Zee Medical Eauinment 119.88 First Aid Supplies
26727 05/13/05 Acclaim Benefits 549.10 FSA Reimb 5/06/05
26728 05/J3/05 Linder's Greenhouses 30936 Holiday Wreaths
26729 05/17/05 Mfmitv Plus Federal Credit Union 3,038.87 Second Mav Payroll
26730 05/J 7/05 leMA Retirement Trust-457 2,248.96 Second Mav Pavroll
26731 05/J 7105 I\.1N Child Sunnort Payment Center 370.64 Second Mav Pavroll
26732 OS/20105 10.000 Lakes Cbanter 120.00 Chanter Education 6/16/05
26733 OS/20105 A-I Contract Cleaning. Ine 1,315.28 CH-Cleanine.
26734 05/20105 Acclaim Benefits 672.50 FSA Administration
26735 05/20/05 Aramark Uniform Service 42.15 CH-RuQ' CleaninQ
26736 05/20/05 BadQ'er Meter, Inc 745.50 Utilitv Service AQreement 5/05-5/06
26737 05/20105 Biffs, Ine 592.12 Portable Toilets
26738 05120105 Lvnn Burwell 1,175.00 Dance Instructor
26739 05120/05 Comorate Exurcss 41.92 Office Supplies
26740 OS/20/05 Davies Water EQuipment 4,816.23 New Water Line & Hydrant-Perry Park
26741 05/20/05 DeeD Rock Water Companv 5932 Soringwater-CH & O&M
I Paid Claims - Page 2 43,980.551
.
.
.
PAGE J OF 4
.
CITY OF ARDEN HILLS
ACCOUNTS PAYABLE CLAIMS REPORT
TO BE APPROVED AT 05/31105 COUNCIL MEETING
PAID CLAIMS REGISTER:
.
>~t:~~:::: J~ ~~~~ J;iAtiCI::: :!;~:AMo:Oi'!i1> ~
26742 OS/20/05 Dell Marketing, LP. 5.646.52 Renlacement PC's-2005 Tech CiP
26743 OS/20/05 Dent of Administration 794.36 Phone Service
26744 OS/20/05 Flexible Pine & Tool Companv 2,686.44 Reoair #308-Sewer
26745 OS/20/05 Kenneth Gammell 845.75 Cable Tech Services 3/02-5/10/05
26746 OS/20/05 Gooher Snon 437.24 Tennis Nets
26747 05/20/05 GrainQ.er, Ine ]46.42 Supplies
26748 OS/20105 Jackie Gritz 10.80 Mile.'e Reimb 5/09/05
26749 05/20105 Hagen, Christensen & McIlwain 182.15 Pem! Park Picnic Shelter
26750 OS/20/05 Health Partners 913.07 Dental Insurance
26751 OS/20/05 ICMA 674.75 Memhershin Renewal 7101105
26752 OS/20105 Ikon Office Solutions 3,870.06 Couier Rental thru 5/23/05
26753 05/20/05 Ingraham & Associates, Inc 443.75 AH Pm-k, Trail & OS Plans
26754 05/20/05 I.U.O.E. Local 49 240.00 Union Dues
26755 OS/20/05 Schawn Johnson 243.03 MileafJe!Exnense Reimb 5/] 1-5/13/05
26756 05/20/05 Labor & Industry 10.00 Shon Comnressor
26757 OS/20/05 Lea~rlle ofJv1N Human RiJilits Commission 55.00 Member Dues 2005
26758 OS/20/05 LiUie Suburban Newsnaners 235.00 Ad-Emnlovment-O&M Maint
26759 05/20/05 Linder's Greenhouses 1,506.79 Flowers-Flower Gardens
26760 OS/20/05 Lk Johanna Imorovement Socie:fv 500.00 Lk Johanna Goose Removal Proiect 2005
26761 OS/20/05 MAMA 18.00 :MAMA Luncheon 4122-?vfW
26762 OS/20105 Michael A MillerlISN 851.00 Umnire Services 4/26-5/12/05
26763 OS/20/05 Midwest Asohalt Comoration 55.66 Road Renair Materials
26764 OS/20/05 MMCVB 6,456.35 Hotel~Motel Tax Return
26765 OS/20/05 MN Dent of Health 23.00 W.ter Suoolv Ooerator Reoewal.jp
26766 OS/20/05 !vITI Distributing Co. 668.65 T oro Repair Materials
26767 OS/20/05 Mary Nosek 150.00 Mav Newsletter
26768 OS/20105 Pace Analytical 20.00 Perrv Park Water Test-CIP Project
26769 OS/20/05 Postmaster~St. Paul 3,000.00 Postae:e-Perrnit # 1962
26770 OS/20/05 Renewal bv Anderson, Ioc 190.94 Refund #B04.8983
26771 OS/20/05 S&S Tree & Horticulture Snec.,lnc 3,468.17 Tree Removal
26772 05/20/05 Spencer Fane Britt & BrO\.\'ne 6,966.81 * TCAAP Legal Fees 4/1-4/30/05
26773 OS/20/05 Star Tribune 1,545.12 Emnlov Ad-O&M Maint
26774 05/20/05 Steichen's SnortinQ: Goods 613 .25 18 doz Softballs
26775 OS/20/05 Tessman Seed Comoanv 2,539.79 SeedfWced Control
26776 OS/20/05 TimeSaver Off Site Secretarial 624.30 Recording Secretary
26777 OS/20/05 Triarco Arts & Crafts 7.27 Art Sunnlies
26778 OS/20/05 United Rentals 187.90 Field MarkulfJ Sunnlies
26779 OS/20/05 West Weld 44.84 Glass Cleaner
26780 OS/20/05 I\1ichelle Wolfe 218.37 2005 MCMA Conf Reimbursement
26781 OS/20/05 Xcel Energy 2.111.04 Electric/Gas Service
26782 OS/25/05 Acclaim Benefits 310.36 FSA Reimbursement 5/20/05
I Paid Claims ~ Page 3 49,511.951
.
CITY OF ARDEN HILLS
ACCOUNTS PAYABLE CLAIMS REPORT
TO BE APPROVED AT 05131105 COUNCIL MEETING
UNPAID CLAIMS REGISTER:
:<8kjj~: j A!?@~:~~#
26783
26784
26785
26786
06/01105
06/01105
06/01105
06/01105
...-......_-
..... .......
., ., ....
:<.MdiWNT~::~
Met Council Environmental Semces
Rams COUll
Peterson, Fram & Ber man
URS Co ration
Unpaid Claims - Page 4
43,888.06
63,460.25
11.604.73
33,395.86
152,348.90 I
Waste Water-June
Law Enforcement-Ma
Lc Fees-March & A ril
Engineering Fees-April
PAGE40F4
.
.
.
~
~HILLS
City of Arden Hills
Request for Council Action
Prepared by: Murtuza Siddiqui
Dept.: Finance
Council Mtg. Date: May 31, 2005
Final Action Needed By: 5-31-05
Agenda Item .,
2004 Audit
Budgeted Amount: N/A
Actual Amount: N/A
Funding Source: N/A
Council Action Request:
Approve the City's 2004 Audit.
Staff Recommendation:
Staff recommends that the Council approve the 2004 Audited Financial Statements and authorize staff to
officially release this document to the public.
Advisory Commission Action:
Commission
Date
Action
Not
Supporting Documents (which are attached to this Action Form):
.
[8J Memo/Letter:
Memo dated May 23, 2005
o Resolution (No. )
o Ordinance (No. )
o Engineering Recommendation:
o Attorney Recommendation:
o Other:
Financial Implications:
N/A
Administrator/Staff Comments:
.
Page 1 of 1
.
.
e
~
~~HILLS
MEMORANDUM
DATE:
May 23,2005
Agenda Item: 3.B
TO: Honorable Mayor and City Council
FROM: Murtuza Siddiqui, Finance Director/Treasurer~~
SUBJECT: 2004 Audited Financial Statements
BACKGROUND:
The City of Arden Hills, each year, hires an independent audit firm to audit the City's financial
records and issue the financial statements. The City hired Abdo, Eick, & Meyers to conduct this
audit. They have been the City's auditors for the past few years.
DISCUSSION:
I am pleased to inform that the City of Arden Hills has received an "unqualified (clean) opinion"
from the audit firm. The City has also implemented new GASB 34 rule for the December 31,
2004 statements. The main change resulting from the implementation was issuing financial
statements under a new reporting model.
Overall, 2004 was a good year for the City. The revenues came in slightly over the budget and
expenditures were under the budget. As a result of operating efficiencies, the city added about
$200,000 to its general fund balance.
Steve McDonald, Abdo, Eick, & Meyers presented the audit at the May Council Work Session.
Mr. McDonald explained the key features of the changes that resulted from the implementation
ofGASB 34 rule.
RECOMMENDED ACTION:
Staff recommends that the Council approve the 2004 Audit as presented.
Cmified Puhlic Accoumants & Consulfmlts
March 24, 2005
GranJview Square
5201 Eden Avenue
Suite 370
Edina, MN 55436
Our Responsibility Under Auditing Standards Generally Accepted in the
r 31,2004
e following
Honorable Mayor and Council
City of Arden Hills, Minnesota
We have audited the fInancial statements of the City of Arden Hills,
and have issued our report thereon dated March 24,2005. Profes
information related to our audit.
.
As stated in our engagement letter, our responsibility,
obtain reasonable~ but not absolute, assurance that the fi
presented in accordance with accounting principles genera
desi,!:,TJ1cd to provide reasonable, but not absolute, assurance
transactions, there is a risk that material errors, fraud or illeg
S, is to plan and perform our audit to
'~statement and are fairly
erica. Because an audit is
ot perfo a detailed examination of all
eteeted by us.
e City, for year ended
ermine our auditing procedures for the purpose of expressing
n the internal control. However, we noted certain matters
able conditions under standards established by the
ons involve matters coming to our attention relating to
that, in our judgment, could adversely affect the City's ability
with the assertions of management in the fmaneial statements.
Our studY
duties. Goo
from inception
duties in all respec
t becatis"e of the limited size of your office staff, the City has limited segregation of
"lates an adequate segregation of duties so that no one individual handles a transaction
e recognize that the City is not large enough to pennit an adequate segregation of
,however, that you be aware of this condition.
~ondition in which the design or operation of one or more of the internal control components
does not reduce to a relativelY,..l' level the risk that errors or fraud in amounts that would be material in relation to the financial
statements being audited may "occur and not be detected within a timely period by employees in the Donnal course of perfonning
their assigned functions.
Our consideration of internal control would not necessarily disclose all matters in internal control that might be reportable
conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material
. weaknesses as defined above. However, the reportable condition described above is not believed to be a material weakness.
952.835.9090 . EiX 952.835.3261
www.aerncp<ls.com
City of Arden HittllS
March 24, 20
Page Tw
As part of obtaining reasonable assurance about whether the [mancial statements are free of material misstatement, we performed
tests of compliance with certain provisions of laws, regulations, contracts and grants. However, the objective of our tests was not
to provide an opinion on compliance with such provisions. We noted one instance of non-co e "With Mirmesota statutes
noted below:
Management has the responsibility for selection and use of appropriate acco
engagement letter, we will advise management about the appropriateness of ac
significant accounting policies used by the City are d ed in Note I to the fi
were adopted and the application of existing policies nged during 2004.
City during the year that were both significant and unusu . 'ch, under profess
you, or transactions for which there is a lack of authoritati sensus,
Collateral Coverage
In accordance with Minnesota statute, section 118A.03, the City is required t
the deposits not covered with insurance. The City had adequate collater
December 31, 2004, the City did not have any collateral pledged.
discovery.
teral equal to I 10 percent of
r 30, 2004, but at
ituation upon
Significant Accounting Policies
ies_ ""In accordance with the temIS of our
policies and their application. The
tatements_ No new accounting policies
ted no transactions entered into by the
aIds, we 3re required to inform
Accounting Estimates
.
Accounting estimates are an inte
knowledge and experience a
particularly sensitive beca
affecting them may differ ;igni
capital asset basis and depreciatio
repared by agement and are based on management's
. ons about future events. Certain accounting estimates are
Is and because of the possibility that future events
'ficant estimate affecting the fmanciaJ statements were
d on es d historical cost and the estimate of depreciation is based on the
ed the key factors and assumptions used to develop these accounting estimates
ancial statements taken as a whole,
For pnrposes oft dards define an audit adjustment as a proposed correction of the combined [mancial
statements that, in 0 ave been detected except through our auditing procedures. An audit adjustment mayor
may not indicate matt a significant effect on the City's [mancial reporting process (that is, cause future fmancial
statements to be materiall n our judgment, none of the adjustments we proposed, whether recorded or unrecorded by
the City, either individually 0 .e aggregate, indicate matters that could have a significant effect on the City's [mancial
reporting process. W c did pr~,. e 24 journal entries that are considered year end accounting entries that a City should make in
order to have accurate records before an audit begins. Vl e encourage the City to reduce the accounting entries necessary to adjust
year end balances. We noted no uncorrected misstatements.
Disagreements with Management
For purposes of this letter, professional standards defme a disagreement with management as a matter, whether or not resolved to.
our satisfaction, concerning a financial accounting, reporting or auditing matter that could be significant to the [mancial statemen
or the auditor's report. \Ve are pleased to report that no such disagreements arose during the course of our audit.
952.835.9090 . Fax 952.835.3261
www.aemcpas.com
City of Arden Hills
March 24, 2005
Page Three
Consultations with Other Independent Accountants
.
Governmental Accounting
In some cases, management may decide to consult with other accountants about auditing and
obtaining a "second opinion)' on certain situations. If a consultation involves application 0
rmancial statements or a determination of the type of auditor's opinion that may be expr
standards require the consulting accountant to check with us to determine that the co
knowledge, there were no such consultations with other accountants.
Issues Discussed Prior to Retention ofIudepeudent Auditors
We generally discuss a variety of matters, including the application of
management each year prior to retention as the City's auditors. Ho
professional relationship and our responses were not a condition 0
Difficulties Encountered in Performing the Audit
We encountered no significant difficulties in dealing
Other Matters
As mentioned previously;
The main change res
features of this mode{are s
ent No. 34 for the December 31, 2004 financial statements.
ial statements under a new reporting model. The main
.
that builds upon traditional fund based fmancial statements. The government-
. . e a mOTe concise view of the government as a single unified entity.
vemme activities. The City now has fixed assets, bonds and compensated absences
et Assets for governmental activities. The addition of this information should help
w of the fInancial data.
. A distinctJ
criteria to be
Authority, Non-
governmental f
and nonmajor funds. More information is provided on individual funds that meet the
major funds. The General, Tax Increment Bonds of 1998A, Economic Development
able Road Improvements, and Permanent Improvement Revolving are considered major
. Budgeting analysis that considers both the adopted and final budget.
.
9S2.8RS.9090 . Fm 952.835.3261
WVlo"W,aemcpas.com
City of Arden Hi~
March 24, 20CW
Page Four
Financial Position and Results of Operations
General Fund
which are not required legally or
ce increased $200,090 from
ecounnend the ftmd balance be
June. We feel a reserve of
g capital and small
The General ftmd is used to account for resources traditionally associated with gov
by sound principal management to be accounted for in another ftmd. The Gener
2003. The ftmd balance of$I,314,929 is 41 percent of the 2005 budgeted ex
maintained at a level sufficient to fund operations until the major revenue sou
approximately 40 to 50 percent of planned expenditures and transfers 0
emergency needs.
The Minnesota Office of the State Auditor has classified cities'
follows:
Extremely low
Low
Acceptable
Moderately high
High
Very high
Extremely high
Under 20%
21 - 34
35 - 50
51- 64
65 - 100
101-150
Above 150 .
en making this calculation where our
no legislati regulating ftmd balance, it is a good policy to
n concerns as to the use of fund balance and tax levels.
The State Auditor does group
calculation is based only OIL
designate intended use 0
.
952.8~S.9090 . Fax 952.835.:~261
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City of Arden Hills
March 24, 2005
Page Five
A table summarizing the General fund balance in relation to budget follows:
Year
Unreserved
Fund Balance
December 31
2000
2001
2002
2003
2004
$ 601,394
713,704
753,172
1,114,839
1,314,929
$3,500,000
$3,000,000
$2,500,000
$2,000,000
$1,500,000
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Budget
Year
Percent
of Fund
Balance to
Budget
%
$3,239,930
41%
38%
2001
2002
2003
2004
2005
....... Actual Fund Balance
~Budget
City of Arden Hi_llS
March 24, 20
Page Si
The purposes and benefits of a Genera] fund balance are as follows:
. Expenditures are incurred somewhat evenly throughout the year. However, pr
received until the second half of the year. An adequate fund balance will pr
General fund expenditures.
Purposes and Benefits
. The City is vulnerable to legislative actions at the State and Federa
legislative session and imposed reductions of market value ered"
limits have also been implemented for municipalities in past
a temporary buffer against those aid adjustments and levy"
CA aid with the 200]
me cities. Levy
ance will provide
. Expenditures not anticipated at the time the annual budget was
would include capital outlay replacement, lawsuits and other items.'
needed for such expenditures.
. A strong fund balance will assist the City in
The 2004 operations are summarized as follows:
Variance with .
Final Budget -
Positive
Actua] (Negative)
2,875,931 $ 3,]4],020 $ 265,089
2,998,288 2,82] ,240 177,048
(122,357) 3]9,780 442,137
42,000 42,000
(147,938) (16],690) (13,752)
$ (228,295) 200,090 $ 428,385
],114,839
$ ],3]4,929
Fund balances, December 3], 2004
. The largest item of variance on the revenue side was licenses and permits. This item had a favorable variance of
$150,863 or 57 percent of the total revenue variance.
.
952.835.9090 . Fax 952.8.'35.3261
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City of Arden Hills
March 24, 2005
Page Seven
A comparison between 2004 and 2003 revenues and transfers is presented below:
Percent
of
Source 2004 Total
Increase
(Decrease)
From 2003
$
6
31,3
8,299
105,095
554,155
3,727,539 $ (544,519)
Taxes
Licenses and pennits
Intergoverrunental
Charges for services
Fines and forfeitures
Interest on investment
Miscellaneous
Transfers in
$ 2,244,078
510,963
77,631
144,869
43,055
23,376
97,04
42,000
Total revenues and transfers
A graphical presentation of 2004 revenues and tra
.
Misce
3.0'
Interest on mv
0.7%Fi
\ \
\ \ Licenses and pennits
d' "tur J \ Intergovernmental 16 1 %
lorlCl es L .
Charges for services 2.4%
4.6%
.
952.835,9090 . Fax 952.8.35.3261
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City of Arden Hills
Marcb 24, 200A
Page Eigh'"
A comparison between 2004 and 2003 expenditures and transfers is presented below:
A graphical presentation of 2004 expcnditures and tra
Program
2004
Percent
of
Total
Current
General government
Public safety
Public works
Culture and recreation
Economic development
Total current
$ 823,980
1,130,919
386,427
374,473
42,20
2,758,0 6
Increase
(Decrease)
From 2003
$ 72,081
54,909
( 603,079)
141,116
42,207
3,050,772 (292,766)
96,155 (32,921)
218,945 (57,255)
$ (382,942)
.
Capital outlay
Transfers out
T otaI expenditures and transfers
Public works
13.0%
.
952.835.9090 . Fax 952.835.3261
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Debt Service Funds
City of Arden Hills
March 24, 2005
Page Nine
Debt service fimds are used to account for the payment of long-term debt priucipal and i
not report the outstanding debt as a liability of the fund except for debt paid from ent
summary of the assets accumulated in each debt service fund and the related long-t
Debt Description
G.O. Tax Increment Bonds
Tax Increment Bonds of 1998A
Special Revenue Funds
Total
Cash
Final
Maturity
Date
A comparative summary of year end fund balanc
,----
i.2004
,.2003
5(14,870)
54,]82
952.835.9090 . Fax 952.83.'i.3261
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$.
--------
5(13,752)
$23] ,048
$553,081
$275,653 $147,532 $248,425
-----~.-._...- -..--
$267,488 $258,722 _L__S228,684
$(454,660)
$(685,73]) I
City of Arden Hi:'
March 24, 20W
Page Ten
Community Service
This fund will provide for various parks, recreation and public safety needs in the co
Council and pennitted by statute.
Recreation Program
The surrnner playground activities of this fund were reclassified from the
was made to reduce the fund deficit to $13,752.
Park
This fund is used to finance and plan future new park ca
dedication fees_
Cable TV
The fund balance is expected to be used for ca
TeAAP
.
The fund balance is expected to be used for future d
Risk Management
The revenue will come from insurance dividends received
d activity for the first time in 1997 and will account for tax increments and
ntlRedevelopment TIF capital projects fund was closed into this fund in
.
952.S;{5.9090 . Fax 952.835.3261
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Capital Projects Funds
City of Arden Hills
March 24, 2005
Page Eleven
These funds accumulate resources to finance major capital acquisition and construction pI
fund balances (deficits) follows:
Fund
Major
Non-Assessable Road Improvements
Permanent Improvement Revolving
Subtotal
Nonmajor
Municipal Land and Buildings
Capital Equipment
Public Safety Capital Equipment
Subtotal
Total
. A recap of each fund and
Increase
(Decrease )
7,944,488
82,310
4,053
40,944
538,104
127,307
$ 8,482,592
$ (1,461,556)
resources to the original funding source or to a permanent
s $4,79 , of which $838,955 represents the amount ofthe unpaid advance to the
relate,. the acquisitions of the Indy Kiewicz property. This entire advance is
und fro~ Ramsey County reimbursement and remnant parcel sale proceeds. Interest
rove existing City buildings or provide for new buildings. The deficit should be eliminated
ds.
Capital Equipment
Its purpose will be to accwnulate resources to finance major equipment purchases.
Public Safety Capital Equipment
The fund balancc will be used for equipment replacement.
952.835.9090 . Fax 952.83.').3261
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City of Arden Hills
March 24, 200.
Page Twelv
Enterprise Fnnds
$1,800,000
$1,600,000
$1,400,000
$1,200,000
$1,000,000
$800,000
$600,000
$400,000
$200,000
Water Fund
The results of the operations and cash position of the Water fund for the past [,
.
2003
2004
.& 976,107
$951,524
$24,583
$ 1 ,465,220
$1,115,163
$1,093,342
$21,821
$1,569,978
$1,000,507
$1,201,108
- ,-,--------_.._----
$(200,601)
$1,104,910
-k
gins l1ave been sufficient to meet working capital and major repair needs.
.
952.835.9090 . Fax 952.835.3261
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City of Arden Hills
April I , 2004
Page Thirteen
Sewer Fund
Sewer Fund
The results of the operations and cash position of the Sewer fund for the past foor ye
.
$1,800,000
$1,600,000
$1,400,000
$1,200,000
$1,000,000
$800,000
$600,000
$400,000
$200,000
$-
2003 2004
, 87 $848,976 $935,207
91,908 $1,096,590 $1,081,068
$(117,921) $(247,614) $(145,861)
$1,562,147 $958,132 $620,489
---------- -~~~~-
ncrease in operating expenses from 2002. This also resulted in the
.
952.835.9090 . Fax 952.835.3261
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Recycling Fund
The results of the operations and cash position of the Recycling fimd for the past fo
Recycling Fund
$120,000
$100,000
$80,000
$60,000
$40,000
$20,000
$-
$(20,000)
9S2.8n.;).9090 . .Fax 952.835.3261
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City of Arden Hi~
March 24, 20'W
Page Fourteen
.
2003
$107,986
$97,471
---------
$16,536
$27,051
$21,544
2004
$102,631
$78,761
$18,493
$42,363
$52,993
.
City of Arden Hills
March 24, 2005
Page Fifteen
Surface Water Management Fund
.
$200,000
e past four years are as
The results of the operations and cash position of the Surface Water Management
follows:
$600,000
$500,000
$400,000
$300,000
2002 2003 2004
$208,536 $178,782 $191,346
$94,367 $97,656 $97,515 ~
$114,169 $81,126 $93,831
- ---
$567,804 $334,342 $139,911
.
952.835.9090 . Fax 952.835.3261
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.
City of Arden Hi.l
March 24, 20
Page Sixtee
This report is intended solely for the information and use of management, Council and
and is not intended to be and should not be used by anyone other than these specified
* * * * *
Our audit would not necessarily disclose all weaknesses in the system because it
records and related data. The comments and recommendations in the Tepa
in this context.
tests of the accounting
lure, and should be read
If you have any questions or wish to discuss any of the items conta'
convenience. We wish to thank you for the opportunity to be of
your staff.
March 24, 2005
Minneapolis, Minnesota
.
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952.8;15.9090 . Fax 9S2.S;-t'i.B261
www.aem{:pa~.COJJl
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DRAFT
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CITY OF ARDEN HILLS
ARDEN HILLS, MINNESOTA
ANNUAL FINANCIAL REPORT
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YEAR ENDED
DECEMBER 31, 2004
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i j 1. INTRODUCTORY SECTION
CITY OF ARDEN HILLS, MINNESOTA
ANNUAL FINA}ilCAL REPORT
DECEMBER 31,2004
TABLE OF CONTENTS
II
Elected and Appointed Officials
11. FINANCIAL SECTION
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Independent Auditor's Report
Management's Discussion and Analysis
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Basic Finaocial Statements
Government-wide Financial Statements
Statement of Net Assets
Statement of Activities
Fund Finaocial Statements
Governmental Funds
Balance Sheet
Reconciliation of the Balance Sheet to the Statement of Net Assets
Statement of Revenues, Expenditures and Changes in Fund Balances (Deficits)
Reconciliation of the Statement of Revenues, Expenditures and Changes
in Fund Balances (Deficits) to the Statement of Activities
General and Economic Development Authority Funds
Combining Statement of Revenues, Expenditures and Changes in Fund Balances (Deficits)-
Budget and Actual
Proprietary Funds
Statement of Net Assets
Statement of Revenues, Expenses and Changes in Fund Net Assets
Statement of Cash Flows
Notes to Financial Statements
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Combining and Individual Fund Statements and Schedules
Norunajor Governmental Funds
Combining Balance Sheet
Combining Statement of Revenues, Expenditures and Changes in Fund Balances
Norunajor Special Revenue Funds
Combining Balance Sheet
Combining Schedule of Revenues, Expenditures and Changes in Fund Balances (Deficits)
Norunajor Capital Projects Funds
Combining Balance Sheet
Combining Schedule of Revenues, Expenditures and Changes in Fund Balances (Deficits)
Norunajor Proprietary Funds
Combining Statement of Net Assets
Combining Statement of Revenues, Expenses and Changes in Fund Net Assets
Combining Statement of Cash Flows
General Fund
Schedule of Revenues, Expenditures and Changes in Fund Balances - Budget and Actual
Tax Capacity, Tax Levies and Tax Capacity Rates
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III. OTHER REPORT
Report on Minnesota Legal Compliance
Schedule of Findings
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Page No.
2-3
I-XI
4
5
6-7
8
9 -10
11
12-13
14
15
16 -17
18 - 33
34
35
36-37
38 - 39
40
41
42
43
44.45
46-49
50
51
52
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INTRODUCTORY SECTION
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CITY OF ARDEN HILLS
ARDEN HILLS, MINNESOTA
YEAR ENDED
DECEMBER 31,2004
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CITY OF ARDEN HILLS, MINNESOTA
ELECTED AND APPOINTED OFFICIALS
DECEMBER 31, 2004
ELECTED OFFICIALS
Name
Title
Term Expires
Bev Aplikowski
David Grant
Brenda Holden
Gregg Larson
Lois Rem
Mayor
Council Member
Council Member
Council Member
Council Member
12/31/06
12/31/04
12/31/04
12/31/06
12/31/06
APPOINTED OFFICIALS
Michelle Wolfe
Murtuza Siddiqui
Jerome Filla
City Administrator
Finance Director
City Attorney
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FINANCIAL SECTION
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CITY OF ARDEN HILLS
ARDEN HILLS, MINNESOTA
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YEAR ENDED
DECEMBER 31, 2004
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1 I Civic Center Plaza
Suite 300
P.O. Box 3166
Mankato, MN 56002-3166
INDEPENDENT AUDITOR'S REPORT
DRAFT
Honorable Mayor and Council
City of Arden Hills
Arden Hills, Minnesota
We have audited the accompanying financial statements of the governmental activities, the business-type activities, each major
fimd, and the aggregate remaining fimd information of the City of Arden Hills, Minnesota (the City), as of and for the year ended
December 31,2004, which collectively comprise the City's basic financial statements as listed in the table of contents. These
financial statements are the responsibility of the City's management. Our responsibility is to express opinions on these fmancial
statements based on our audit.
We conducted our audit in accordance with auditing standards generally accepted in the United States of Aroerica. Those
standards require that we plan and perform the audit to obtain reasonable assurance about whether the fInancial statements are free
of material misstatement. An audit includes exaroining, on a test basis, evidence supporting the amounts and disclosures in the
financial statements. An audit also includes assessing the accounting principles used and significant estimates made by
management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable
basis for our opinions.
In our opinion, the fmancial statements referred to above present fairly, in all material respects, the respective financial position of
the governmental activities, the business-type activities, each major fimd, and the aggregate remaining fimd information of the City
as of December 31, 2004, and the respective changes in fInancial position and cash flows, where applicable, thereoffor the year
then ended in conformity with accounting principles generally accepted in the United States of Aroerica.
As described in Note 6, the City has implemented a new fInancial reporting model, as required by the provisions of GASB
Statement No. 34~ Basic Financial Statements - and Management's Discussion and Analysis - for State and Local Governments,
as of December 31, 2004.
The management's discussion and analysis on pages I through X is not a required part of the basic fmancial statements but is
supplementary information required by accounting principles generally accepted in the United States of America. We bave
applied certain limited procedures, whicb consisted principally of inquiries of management regarding the methods of measurement
and presentation of the required supplementary information, However, we did not audit the information and express no opinion on
it.
507.625.2727 . Fax 507.388.9139
www_aemcpas_com
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Our audit was performed for the purpose of forming opinions on the fmancial statements that collectively comprise the City's
basic fInancial statements, The combining aod individual fimd financial statements and schedules are presented for purposes of
additional analysis aod are not a required part of the basic fmancial statements. The combining and individual fimd financial
statements aod schedules have been subjected to the auditing procedures applied in the audit of the basic financial statements and,
in our opinion, are fairly stated in all material respects in relation to the basic financial statements taken as a whole. The
introductory section has not been subjected to the auditing procedures applied in the audit of the basic financial statement and,
accordingly, we express no opinion on it.
DRAFT
March 24, 2005
Minneapolis, Minnesota
ABDO, EICK & MEYERS, LLP
Certified Public Accountants
507.625.2727 . Fax 507.388.9139
www.aerncpas.com
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DRAFT
GOVERNMENT-WIDE
FINANCIAL STATEMENTS
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CITY OF ARDEN HILLS
ARDEN HILLS, MINNESOTA
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YEAR ENDED
DECEMBER 31, 2004
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CITY OF ARDEN HILLS, MINNESOTA
STATEMENT OF NET ASSETS
DECEMBER 31, 2004
Governmental
Activities
ASSETS
Cash and cash equivalents
Receivables
Accrued interest
Delinquent taxes
Accounts
Special assessments
Due from other governments
Inventories
Prepaid expense
Unamortized bond discount
Capital assets
Land and construction work in process
Depreciable buildings, property,
and equipment, net
$ 12,369,731
48,217
89,648
18,928
516,657
88,230
23,573
28,832
4,642,652
6,513,722
TOTAL ASSETS
24,340,190
LIABILITIES
Accounts payable
Accrued salaries payable
Due to other governments
Accrued interest payable
Unearned revenue
Long-term liabilities
Due within one year
Compensated absences
Bonds payable
Due in more than one year
Compensated absences
Bonds payable
706,661
17,097
662,750
60,298
37,818
69,868
2,545,000
23,289
2,395,000
TOTAL LIABILITIES
6,517,781
NET ASSETS
Invested in capital assets, net of related debt
Restricted for
Debt service
Umestricted
6,245,206
2,342,323
9,234,880
TOTAL NET ASSETS
$ 17,822,409
The notes to the financial statements are an integral part to tbis statement.
-4-
Business-type
Activities
$ 1,889,164
8,411
256,355
101,841
11,606
1,430
1,046,429
8,398,548
11,713,784
43,134
9,397
139,870
39,609
13 ,203
245,213
9,444,977
2,023,594
$ 11,468,571
Total
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$ 14,258,895
56,628
89,648
275,283
618,498
88,230
11 ,606
25,003
28,832
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14,912,270
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36,053,974
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749,795
26,494
802,620.
60,298
37,818
)
109,477 ;J
2,545,000 ,I
36,492
2,395,000
6,762,994 , ]
15,690,183 ;]
2,342,323
11,258,474
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$ 29,290,980
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DRAFT
FUND
FINANCIAL STATEMENTS
CITY OF ARDEN HILLS
ARDEN HILLS, MINNESOTA
YEAR ENDED
DECEMBER 31, 2004
----.-.-
, 1
'.
CITY OF ARDEN HILLS, MINNESOTA J
BALANCE SHEET ~
GOVERNMENTAL FUNDS
DECEMBER 31, 2004
Tax '1
Increment Economic :I
Bonds Development
General of1998A Authority U
ASSETS
Cash and cash equivalents $ 1,472,597 $ 2,373,781 $ 372,966
Receivables n
Interest 6,219 8 11,858
Delinquent taxes 28,914 60,734
Accounts 3,482 n
Special assessments
Due from other governments 50,872
Advance to other fimds
Prepaid items 23,573 11
TOTAL ASSETS $ 1,585,657 $ 2,373,789 $ 445,558
LIABILITIES AND FUND BALANCES (DEFICITS) n
LIABILITIES
Accounts and contracts payable $ 139,265 $ $ U
Advance from other fimds 838,955
Due to other governments 65,871
Accrued salaries payable 15,344 529_
Deferred revenue 50,248 60,734 .
TOTAL LIABILITIES 270,728 900,218 ;l
FUND BALANCES (DEFICITS)
Reserved for
Prepaid items 23,573 11
Compensated absences 93,157 ,
Debt service 2,373,789
Advance to other fimds II
Unreserved, reported in
General fimd 1,198,199
Special revenue funds (454,660) lJ
Capital project fimds
TOTAL FUND BALANCES (DEFICITS) 1,314,929 2,373,789 (454,660) U
TOTAL LIABILITIES AND FUND BALANCES (DEFICITS) $ 1,585,657 $ 2,373,789 $ 445,558
; ]
i 1
,
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The notes to the fmancial statements are an integral part of this statement. U
-6-
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Non- Other
Assessable Permanent Nomnajor Total
Road Improvement Governmental Governmental
") Improvements Revolving Funds Funds
I
$ 1,553,056 $ 4,950,684 $ 1,646,647 $ 12,369,731
II 6,702 16,350 7,080 48,217
89,648
I 15,446 18,928
516,657 516,657
37,358 88,230
1 838,955 838,955
23,573
I $ 1,559,758 $ 6,360,004 $ 1,669,173 $ 13,993,939
J $ 2,693 $ 449,953 $ 114,750 $ 706,661
838,955
11. 596,879 662,750
1,224 17,097
514,612 625,594
i] 2,693 1,561,444 115,974 2,851,057
U 23,573
93,157
U 2,373,789
838,955 838,955
lJ ],198,199
887,788 433,128
1,557,065 3,959,605 665,411 6,182,081
[J 1,557,065 4,798,560 1,553,199 11,142,882
$ 1,559,758 $ 6,360,004 $ 1,669,173 $ 13,993,939
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CITY OF ARDEN HILLS, MINNESOTA
RECONCILIATION OF THE BALANCE SHEET
TO THE STATEMENT OF NET ASSETS
GOVERNMENTAL FUNDS
DECEMBER 31, 2004
Total fimd balances - governmental fimds
$ 11,142,882
Aroounts reported for governmental activities in the statement
of net assets are different because:
Capital assets used in governmental activities are not [mandaI
resources and therefore are not reported as assets in governmental funds.
Cost of capital assets
Less: accumulated depreciation
12,280,884
(1,124,510)
Long-term liabilities, including bonds payable, are not due and payable in the
current period and therefore are not reported as liabilities in the fimds,
Long-term liabilities at year-end consist of:
Compensated absences
Bond principal payable
Less bond discount Det of accwnulated amortization
(93,157)
(4,940,000)
28,832
Delinquent property taxes receivable will be collected this year,
hut are not available soon enough to pay for the current period's expenditures,
and therefore are deferred in the fimds.
73,164
Delinquent special assessments receivable will be collected this year,
hut are not avai~able soon enough to pay for the current periodts expenditures.,
and therefore are deferred in the fimds.
514,612
Governmental fimds do not report a liability for accrued interest until
due and payable
(60,298)
Total Det assets - governmental activities
$ 17,822,409
'!be notes to the fmancial statements are an integral part of this statement.
-8-
I.
I Non- Other
Assessable Permanent Nonmajor Total
I Road Improvement Goverrnnental Goverrnnental
Improvements Revolving Fuods Funds
$ $ 651 $ 56,593 $ 2,898,769
I 510,963
77,826
144,869
] 43,055
235,803 235,803
43,525 141,675 43,112 283,525
] 219,084 316,132
43,525 378,129 318,789 4,510,942
I
] 823,980
1,130,919
386,427
]. 53,662 428,135
152,165
269, III 269,111
62,955 1,947,562 399,016 2,472,767
] 170,000
141,582
] 62,955 1,947,562 721,789 5,975,086
] (19,430) (1,569,433) (403,000) (1,464,144)
J 189,690 520,140
2,395,000
J (70,000) (520,140)
119,690 2,395,000
] (19,430) (1,569,433) (283,310) 930,856
1,576,495 6,367,993 1,836,509 10,212,026
J $ 1,557,065 $ 4,798,560 $ 1,553,199 $ 11,142,882
J.
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CITY OF ARDEN HILLS, MINNESOTA
RECONCILIA DON OF THE STATEMENT OF REVENUES, EXPENDITURES,
AND CHANGES IN FUND BALANCES (DEFICITS) TO THE STATEMENT OF ACTIVITIES
GOVERNMENTAL FUNDS
FOR THE YEAR ENDED DECEMBER 31,2004
Total net change in fimd balances - governmental fimds
Amounts reported for governmental activities in the statement
of activities are different because:
Capital outlays are reported in governmental fimds as expenditures. However in the statement of
activities, the cost of those assets is allocated over the estimated useful lives as depreciation
expense.
Capital outlay
Depreciation expense
The issuance of bonds provides current financial resources to governmental funds.
while the repayment of the principal oflong-term debt consumes the current financial
resources of governmental funds. Neither transaction has any effect on net assets.
Also. governmental funds report the effect of issuance costs, premiums discounts.
and similar items when debt is first issued, whereas these amounts
are deferred and amortized in the statement of activities. The arnouots below are the
effect of these differences in the treatment oflong-term debt and related items.
Debt issued
Less bond issuance costs
Principal repayments
Interest on long-term debt in the statement of activities differs from the amount reported in the
governmental funds because interest is recognized as an expenditure in the funds when it is due,
and thus requires the use of current financial resources, In the statement of activities, however
interest expense is recognized as the mterest accrues, regardless of when it is due.
Delinquent receivables will be collected this year, but are not available soon
enough to pay for the current period's expenditures, and therefore are deferred in the fimds.
Special assessments
Property taxes
Certain assets of the Enterprise fimds were purchased by governmental fimds.
The expense is recorded in the fund statements by the govenunental funds, however
a transfer is sho'ND. in the government-wide statements to record the asset in the
business-type activities.
Some expenses reported in the statement of activities do not require the use of current
financial resources and, therefore, are not reported as expenditures in governmental funds.
Compensated absences
Change in net assets - governmental activities
The notes to the financial statements are an integral part of this statement.
-11-
$
930,856
1,326,527
(358,069)
(2,395,000)
28,832
170,000
(9,509)
(41,963)
15,562
(30,762)
(14,480)
$
(378,006)
-12-
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Economic Development Authority Fund
U Variance with
Budgeted Amounts Final Budget -
Actual Positive
II Original Final Amounts (Negative)
$ 407,450 $ 407,450 $ 597,447 $ 189,997
n 195 195
n 3,700 3,700 31,837 28,137
.i
li 411,150 411,150 629,479 218,329
l!
.
[I 157,659 157,659 109,958 47,701
U 157,659 157,659 109,958 47,701
I; 253,491 253,491 519,521 266,030
Ii (288,450) (288,450) (288,450)
I, (288,450) (288,450) (288,450)
(34,959) (34,959) 231,071 266,030
( ,
I
,
( (685,731) (685,73]) (685,73 ])
$ (720,690) $ (720,690) $ (454,660) $ 266,030
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-13-
11
CITY OF ARDEN HILLS, MINNESOTA 1\
STATEMENT OF NET ASSETS
PROPRIETARY FUNDS ti
DECEMBER 31,2004
Other n
Nonmajor Total
Propri etary Proprietary
Water Sewer Funds Funds U
ASSETS
CURRENT ASSETS
Cash and cash equivalents $ 1,104,910 $ 620,489 $ 163,765 $ 1,889,164 n
Receivables
Interest 4,258 3,522 631 8,411
Accounts 113,477 119,587 23,291 256,355
Special assessments 12,438 12,438 76,965 101,841 II
Inventory 11,606 11,606
Prepaid items 715 715 1,430
TOTAL CURRENT ASSETS 1,247,404 756,75] 264,652 2,268,807 fI
NONCURRENT ASSETS U
Capital assets
Buildings 2,220 ],950 4,170
Machinery and equipment 323,032 610,453 50,820 984,305 [ ~
Construction in progress 178,724 195,657 672,048 1,046,429
Infrastructure 6,512,929 5,229,184 148,442 11,890,555
Less accumulated depreciation (1,880,442) (2,545,801 ) (54,239) (4,480,482
TOTAL NONCURRENT ASSETS 5,136,463 3,491,443 817,071 9,444,977
TOTAL ASSETS 6,383,867 4,248,194 1,081,723 11,713,784 11
J
LIABILITIES
CURRENT LIABILITIES !l
Accounts payable 18,947 17,997 6,190 43,134
Due to other governments 139,870 139,870
Accrued salaries payable 3,496 4,275 1,626 9,397 II
Compensated absences 14,374 17,335 7,900 39,609
TOTAL CURRENT LIABILITIES 176,687 39,607 15,716 232,010
NONCURRENT LIABILITIES I;
Compensated absences 4,791 5,779 2,633 13,203
TOTAL LIABILITIES 181,478 45,386 18,349 245,213 I:
NET ASSETS I
Invested in capital assets, net ofre1ated debt 5,136,463 3,491,443 817,071 9,444,977
Unrestricted 1,065,926 711,365 246,303 2,023,594 I
TOTAL NET ASSETS $ 6,202,389 $ 4,202,808 $ J,063,374 $ 11,468,57l
.'
,
The notes to the financial statements aTe an integral part of this statement. ~ ,
-14-
n
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CITY OF ARDEN HILLS, MINNESOTA
II. STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN FUND NET ASSETS
PROPRIETARY FUNDS
FOR TIffi YEAR ENDED DECEMBER 3], 2004
Ii Other
I: Nonrnajor Total
Proprietary Proprietary
f' Water Sewer Funds Funds
OPERATING REVENUES
Charges for services $ 998,732 $ 813,109 $ 260,733 $ 2,072,574
I' Permit fees 1,775 630 2,405
I: Miscellaneous 121,468 4,105 125,573
TOTAL OPERATING REVENUES 1,000,507 935,207 264,838 2,200,552
I'
,
i OPERATING EXPENSES
Personal services 213,395 252,204 93,497 559,096
[' Supplies and maintenance 30,512 17,417 2,045 49,974
I Other services and charges 59,176 29,673 14,641 ] 03,490
I,
Rent ]6,995 16,995 33,990
( ': Insurance 17,917 17,917 35,834
I Utilities II ,275 24,645 35,920
Purchased services 22,900 ] 1,882 34,782
Purchased water 663,269 663,269
I' Recycling charges 64,070 64,070
Sewer charges 582,027 582,027
I:. Depreciation 165,669 128,308 2,023 296,000
TOTAL OPERATING EXPENSES 1,201,108 1,081,068 176,276 2,458,452
1\
[ : OPERATING INCOME (LOSS) (200,601) (145,861) 88,562 (257,900)
NONOPERATING REVENUES
County recycling grant 18,489 18,489
L Interest on investments 26,861 25,136 6,947 58,944
Capital contributions 15,275 7,520 7,967 30,762
r' TOTAL NONOPERATING REVENUES 42,136 32,656 33,403 108,195
! CHANGE IN FUND NET ASSETS (158,465) (113,205) 121,965 (149,705)
! FUND NET ASSETS, JANUARY 1 6,360,854 4,262,554 1,287,487 11,910,895
,
( .
PRIOR PERIOD ADJUS1MENT 53,459 (346,078) (292,6] 9)
,
, FUND NET ASSETS, DECEMBER 31 $ 6,202,389 $ 4,202,808 $ 1,063,374 $ 11,468,571
t;
.
The notes to the financla]s statements are an integral part afthis statement.
-15-
CITY OF ARDEN HILLS, MJNNESOTA
ST A lEMENT OF CASH FLOWS
PROPRIETARY FUNDS
FOR TIJ.E YEAR ENDED DECEMBER 31, 2004
Business-type Activities - Enterprise Funds
Other
Nonmajor
Proprietary
Funds
Water Fund
CASH FLOWS FROM OPERATING ACTIVlTIES
Receipts from tenants and users
Payments to suppliers
Payments to employees
$ ],OJ 1,179
(812,961)
(214,397)
NET CASH PROVIDED (USED)
BY OPERA'l1NG ACTIVlTJES
(16,179)
CASH FLOWS FROM CAP]T AL
AND RELA lED FINANCING ACTIVlTIES
Acquisition of fixed assets
(478,16])
CASH FLOWS FROM NONCAPlTAL
AND RELATED FINANCING ACTIVITIES
Grants received
CASH FLOWS FROM INVESTING ACTIVlTIES
Interest on investments
29,272
NET DECREASE IN
CASH AND CASH EQUIVALENTS
(465,068)
CASH AND CASH EQUIVALENTS, JANUARY]
1,569,978
CASH AND CASH EQUIVALENTS, DECEMBER 31
$ 1,104,910
The notes to the financial statements are an integral part of this statement.
-16-
Sewer Fund
$
937,777
(779,561)
(254,233)
(96,017)
(267,264)
25,638
(337,643)
958,132
$ 620,489
$
246,841
(76,122)
(93,497)
77,222
(295,655)
18,489
7,823
(192,121)
355,886
$ 163,765
n
.
[l
n
n
(34,974) n
Total
Proprietary
Funds
$ 2,]95,797
(1,668,644)
(562,127)
(],04],080)
[I
[]
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18,489
62,733
(994'832~
2,883,996
n
$ 1,889,164
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!1 Business-type Activities - Enterprise Funds
Other
Nonmajor Total
C' Proprietary Proprietary
1\ Water Fund Sewer Fund Funds Funds
RECONCILIA nON OF OPERATING
Ii INCOME (LOSS) TO NET CASH PROVIDED
(USED) BY OPERATING ACI1VITIES
Operating income Ooss) $ (200,601) $ (145,861) $ 88,562 $ (257,900)
Ii Adjustments to reconcile
operating income (loss) to net cash
provided (used) by operating activities:
Depreciation and amortization 165,669 128,308 2,023 296,000
U (Increase) decrease in assets:
Receivables
Accounts 14,619 6,517 (1,375) 19,761
Ii Special assessments (3,947) (3,947) (16,622) (24,516)
Inventory (2,920) (2,920)
Prepaid items (634) (634) (1,268)
I' Increase (decrease) in liabilities:
Accounts payable 17,669 (78,371) 5,637 (55,065)
Due to other governments (5,032) (5,032)
Ii. Accrued salaries payable (3,203) (4,284) (2,011) (9,498)
Compensated absences 2,201 2,255 1,008 5,464
NET CASH PROVIDED (USED)
[ , BY OPERATING ACTIVITIES $ (16,179) $ (96,017) $ 77,222 $ (34,974)
NONCASH CAPITAL AND RELATED
FINANCING ACTIVITIES
Ii Fixed assets contributed from other funds $ 15,275 $ 7,520 $ 7,967 $ 30,762
Bond issuance cost. net of amortization $ $ $ $
[ [ Prior period adjustment $ $ (53,459) $ 346,078 $ 292,619
I: Dispositions of capital assets $ 2,771 $ 2,779 $ $ 5,550
1
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-17-
CITY OF ARDEN HILLS, MINNESOTA
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 2004
n
A, Reporting Entity
.,
n
Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The City of Arden Hills, Minnesota (the City), operates under the "Optional Plan A" form of government as defined
in the State of Minnesota statutes. Under this plan, the government of the City is directed by a Council composed of n
an elected Mayor and four elected Council members. The Council exercises legislative authority and detemaines all
matters of policy. The Council appoints personnel responsible for the proper administration of all affairs relating to
the City. The City has considered all potential onits for which it is fmancially accountable, and other organizations [ 1
for which the nature and significance of their relationship with the City are such that exclusion would cause the J
City's fmancial statements to be misleading or incomplete. The Governmental Accounting Standards Board (GASB)
has set forth criteria to be considered in detennining fmancial accountability, These criteria include appointing a [1
voting majority of an organization's governing body, and (I) the ability of the primary governmentto impose its will
on that organization or (2) the potential for tbe organization to provide specific benefits to, or impose specific
financial burdens on the primary government.
Blended component onits, although legally separate entities, are, in substance, part of the City's operations and so
data from these onits are combined with data of the City. The blended component onit has a December 31 year end,
The City has the following component unit.
[I
Blended Component Unit
n
The Economic Development Authority (EDA) of the City was created pursnaot to Minnesota statutes 469,090
through 469.108 to carry out economic and industrial development and redevelopment consistent with policies
established by the Council. It is comprised of the members of the City Council. The EDA activities are blended and
reported in a separate special revenue fimd. Separate financial statements are not issued for this component onit. _
B. Government-wide and Fund Financial Statements
[l
The government -wide financial statements (i.e., the statement of net assets and the statement of changes in net assets) [-.J'
report information on all of the nonfiduciary activities of the City and its component onit. For the most part, the
effect of interfund activity has been removed from these statements. Governmental activities, which normally are
supported by taxes and intergovernmental revenues, are reported separately from business-type activities, which rely f I
to a significant extent on fees and charges for support. Likewise, the primary government is reported separately
from certain legally separate component units for which the City is fmancially accountable. J
The statement of activities demonstrates the degree to which the direct expenses of a given function or segment are
offset by program revenues. Direct expenses are those that are clearly identifiable with a specific fimction or
segment. Program revenues include I) charges to customers or applicants who purchase, use, or directly benefit
from goods, services, or privileges provided by a given fimction or segment and 2) grants and contnbutions that are
restricted to meeting the operational or capital requirements of a particular function or segment. Taxes and other
items not properly included among program revenues are reported instead as general revenues.
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Separate fmancial statements are provided for governmental fimds and proprietary fimds. Major individual
governmental fimds and major individual enterprise fimds are reported as separate columns in the fimd finaocial
statements.
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CITY OF ARDEN IDLLS. MlNNESOT A
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 2004
Nntel: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES - CONTINUED
c. Measurement Focus, Basis of Accounting and Financial Statement Presentation
The government-wide fmandal statements are reported using the economic resources measurement focus and the
accrual basis of accounting, as are the proprietary fimd and fiduciary fimd fmancial statements. Revenues are
recorded when earned and expenses are recorded when a liability is incurred, regardless of the timing of related cash
flows. Property taxes are recognized as revenues in the year for which they are levied. Grants and similar items are
recognized as revenue as soon as all eligibility requirements imposed by the provider have been meL
Governmental fund financial statements are reported using the current financial resources measurement focus and
the modified accrual basis of accounting. Revenues are recognized as soon as they are both measurable and
available. Revenues are considered to be available when they are collectible within the current period or soon
enough thereafter to pay liabilities of the current period. For this purpose, the City considers revenues to be
available if they are collected within 60 days of the end of the current fiscal period. Expenditures generally are
recorded when a liability is incurred, as under accrual accounting. However, debt service expenditures, as well as
expenditures related to compensated absences and claims and judgments, are recorded only when payment is due.
Property taxes, franchise taxes, licenses and interest associated with the current fiscal period are all considered to be
suscepl1ble to accrual and so have been recognized as revenues of the current fiscal period, Only the portion of
special assessments receivable due within the current fiscal period is considered to be susceptlble to accrual as
revenue of the current period. All other revenue items are considered to be measurable and available only when cash
is received by the City.
Revenue resnlting from exchange transactions, in which each party gives and receives essentially equal value, is
recorded on the accrua1 basis when the exchange takes place. On a modified accrua1 basis, revenue is recorded in the
year in which the resources are measurable and become available.
Non-exchange transactions, in which the City receives value without directly giving equal value in return, inclnde
property taxes, grants, entitlement and donations_ On an accrual basis, revenue from property taxes is recognized in
the year for which the tax is levied. Revenue from grants, entitlements and donations is recognized in the year in
which all eligibility requirements have been satisfied. Eligibility requirements include timing requirements, which
specify the year when the resources are required to be used or the year when use is first permitted, matching
requirements, in which the City must provide local resources to be used for a specified purpose, and expenditure
requirements. in which the resources are provided to the City on a reimbursement basis. On a modified accrual
basis, revenue from non-exchange transactions must also be available before it can be recognized.
Deferred revenue arises when assets are recognized before revenue recognition criteria have been satisfied. Grants
and entitlements received before eligIoility requirements are met are also recorded as deferred revenue. On the
modified accrual basis, receivables that will not be collected within the available period have also been reported as
deferred revenue in the fimd financial statements.
The preparation of financial statements in conformity with accounting principles generally accepted in the United
States of America requires management to make estimates and asswnptions that affect certain reported amounts and
disclosures. Accordingly, actual results could differ from those estimates.
-19-
OTY OF ARDEN HILLS, MINNESOTA
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 2004
Notel: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES - CONTINUED
The City reports the following major governmental fimds:
The Generalfund is the City's primary operating fimd. It accounts for all financial resources of the City,
except those required to be accouoted for in another fimd.
The Tax Increment Bonds of I 998Afund accounts for the accumulation of resources and payment of general
obligation bond principal and interest from governmental resources and special assessment bond principal and
interest from special assessment levies when the City is obligated in some manner for the payment
The Economic Development Authority fund accounts for revenue sources that are legally restricted to
expenditures for specified purposes (not including major capital projects).
The Non-Assessable Road Improvements fund accounts for the acqnisition of fixed assets or construction for
this major capital project not being financed by proprietary fimds.
The Permanent Improvement Revolving fimd accounts for the acquisition of fixed assets or construction for
this major capital project not being financed by proprietary fimds.
The City reports the following major proprietary fimds:
The Water fund accounts for costs associated with the City's water system and insure that user charges are
sufficient to pay for those costs.
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The Sewer fund accounts for the costs associated with the City's sewer system and insure that user charges ara.1
sufficient to pay for those costs. ~
Private-sector standards of accounting and financial reporting issued prior to December I, 1989, generally are
followed in both the government-wide and proprietary fimd financial statements to the extent that those standards do
not conflict with or contradict guidance ofGASB. Governments also have the option of following subsequent
private-sector guidance for their business-type activities and enterprise funds. subject to this same limitation. The
City has elected not to follow subsequent private-sector guidance.
As a general rule the effect of interfimd activity has been eliminated from government-wide financial statements.
Exceptions to this general rule are payments-in-lieu of taxes and other charges between the City's water and sewer
fimction and various other fimctions of the City. Elinrination of these charges would distort the direct costs and
program revenues reported for the various functions concerned.
Amounts reported as program revenues include 1) charges to customers or applicants for goodsl services, or
privileges provided, 2) operating grants and contribution, and 3) capital grants and contributions, including special
assessments. Internally dedicated resources are reported as general revenues rather than as program revenues.
Likewise, general revenues include all taxes.
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Proprietary funds distinguish operating revenues and expenses from nonoperating items. Operating revenues and
expenses generally result from providing services and producing and delivering goods in connection with a
proprietary fimd's principal ongoing operations. The principal operating revenues of the City's enterprise fimds are
charges to customers for sales and services. The City also recognizes as operating revenue the portion of tap fees
intended to recover the cost of connecting new customers to the system. All revenues and expenses not meeting this
definition are reported as nonoperating revenues and expenses.
When both restricted and unrestricted reSOUTces are available for use, it IS the City's policy to use restricted resource' ;
fITst, then unrestricted resources as they are needed. I
-20-
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CITY OF ARDEN HILLS, MINNESOTA
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 2004
Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES - CONTINlJED
D. Assets, Liabilities and Net Assets or Equity
Deposits and Investments
The City's cash and cash equivalents are considered to be cash on hand, demand deposits and short-term investments
with original maturities of three months or less from the date ofacqnisition.
Cash balances from all fimds are pooled and invested, to the extent available, in certificates of deposit and other
authorized investments. Earnings from sucb investments are allocated on the basis of applicable participation by
each of the fimds.
Minnesota statutes authorize the City to invest in obligations of the U.S, Treasury, commercial paper, corporate
bonds) repurchase agreements, and shares of investment companies registered under the Federal Investment
Company Act of 1940 and whose only investments are obligations guaranteed by the United States or its agencies.
Investments for the City are reported at fair value. The 4M Fund and broker money market accounts operate in
accordance with appropriate state laws and regulations. The reported values of the pools are the same as the fair
value of the pool shares.
Property Taxes
The Council annually adopts a tax levy and certifies it to the County in December for collection the following year.
The County is responsible for collecting all property taxes for the City. These taxes attach an enforceable lien on
taxable property within the City on January I and are payable by the property owners in two installments. The taxes
are collected by the County Treasurer and tax settlements are made to the City during January, July and December
each year.
Taxes payable on homestead property, as defmed by Minnesota statutes, are partially reduced by a market value
credit aid. The credit is paid to the City by the State of Minnesota (the State) in lieu of taxes levied against the
homestead property, The State remits this credit in two equal installments in October and December each year.
Delinquent taxes receivable include the past six yearsl uncollected taxes. Delinquent taxes have been offset by a
deferred revenue liability for delinquent taxes not received within 60 days after year end in the fimd statements,
Accounts Receivable
Accounts receivable include amounts billed for services provided before year end, Unbilled utility enterprise fimd
receivables are also included for services provided in 2004. The City annually certifies delinquent water and sewer
accounts to the County for collection in the following year. Therefore, there has been no allowance for doubtful
accounts established.
Special Assessments
Special assessments represent the fmancing for public improvements paid for by benefiting property owners. These
assessments are recorded as receivables upon certification to the County. Special assessments are recognized as
revenue when they are annually certified to the County or received in cash or within 60 days after year end. All
governmental special assessments receivable are offset by a deferred revenue liability in the fund financial
statements.
.2]-
CITY OF ARDEN HILLS, MINNESOTA
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 2004
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Interfund Receivables and Payables
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Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES - CONTINUED
Activity between fimds that are representative oflending/borrowing arrangements outstanding at the end of the fiscal
year are referred to as either "due to/from other fimds" (i.e., the current portion ofinterfimd loans) or "advances
to/from other fimds" (i.e" the non-current portion ofinterfimd loans). All other outstanding balances between fimds
are reported as "due to/from other funds." Any residual balances outstanding between the governmental activities
aod business-type activities are reported in the government-wide financial statements as "internal balances."
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Advances between fimds, as reported in the fund fmancial statements, are offset by a fimd balance reserve account in
applicable governmental fimds to indicate that they are not available for appropriation aod are not expendable
available fmancial resources.
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Inventories and Prepaid Items
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All inventories are stated at the lower of cost or market on the first-in, frrst -out (FIFO) method.
Certain payments to vendors reflect costs applicable to future accounting periods and are recorded as prepaid items
in both goverrunent-wide and fimd fmancial statements.
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Capital Assets
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Capital assets, which include property, plant, equipment and infrastructure assets (e,g" roads, bridges, sidewalks, and l
similar items) are, reported in the applicable governmental or business-type activities columns in the goverrunent-
wide financial statements. Capital assets are defined by the City as assets with an initial, individual cost of more mel
$5,000 (amount not rounded) aod an estimated useful life in excess of one year. Such assets are recorded at ~ I
historical cost or estinaated historical cost if purchased or constructed. Donated capital assets are recorded at
estimated fair market value at the date of donation.
The costs of normal maintenance and repairs that do not add to the value of the asset or materially extend assets'
lives are not capitalized.
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Major outlays fOT capital assets and improvements are capitalized as projects are constructed. Interest incurred
during the construction phase of capital assets of business-type activities is included as part of the capitalized value
of the assets constructed.
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Property, plant and equipment are depreciated in the proprietary fimds of the City using the straight-line method over f]
the following estimated useful lives:
Assets
Useful Lives
in Years
l:
Buildings and improvements
Infrastructure and improvements
Machinery and equipment
Office furniture and equipment
Vehicles
7 -40
15 - 50
5 -15
5 - 10
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CITY OF ARDEN HILLS, MINNESOTA
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 2004
Note 1: SUMMARY OF SIGNIF1CANT ACCOUNTING POLICIES - CONTINUED
Compensated Absenees
It is the City's policy to permit employees to accunmlate earned but unused vacation and sick pay benefits.
Employees with at least ten years of service are entitled to receive one-third of their unnsed sick leave up to a
maximum of 800 hours upon termination in addition to any unused vacation and compensatory time. All vacation
pay is accrued wben incurred in the government-wide and proprietary finaocial statements. A liability for these
amounts is reported in governmental fimds only if they have matured, for example, as a result of employee
resignations and retirements.
Long-term Ohligations
In the government-wide fmancial statements, and proprietary fimd types in the fimd financial statements, long-term
debt and other long-term obligations are reported as liabilities in the applicable governmental activities, business-
type activities, or proprietary fund type statement of net assets. Bond premiums and disCOlUlts, as well as issuance
costs, are deferred aod amortized over the life of the bonds using the effective interest metho<l Bonds payable are
reported net of the applicable bond premium or discount. Bond issuance costs are reported as deferred charges and
amortized over the term of the related debt.
In the fimd fmaocial statements, governmental fimd types recognized bond premiums and discounts, as well as bond
issuance costs, during the current period. The face amount of debt issued is reported as other financing sources.
Premiums received on debt issuances are reported as other fInancing sources while discounts on debt issuances are
reported as other financing uses, Issuance costs, whether or not withheld from the actual debt proceeds received, are
reported as debt service expenditures.
Fund Equity
In the fimd fmaucia1 statements, governmental fimds report reservations of fimd balance for amounts that are not
available for appropriation or are legally restricted by outside parties for use for a specific purpose. Designations of
fund balance represent tentative management plans that are subject to change.
Comparative DatalReclassifications
Comparative total data for the prior year have not been presented for the governmental-wide aod all fimd fmandal
statements as this is the first year of implementation of GASB Statement No. 34.
Note 2: STEWARDSHIP, COMPLIANCE AND ACCOUNTABILITY
A, Budgetary Information
Annual budgets are adopted on a basis consistent with accounting principles generally accepted in the United States
of America for the General, special revenue and Debt Service fimds. The capital projects fimds adopt project length
budgets. All annual appropriations lapse at fiscal year end. The City does not use encumbrance accounting.
In August of each year, all departments of the City submit requests for appropriations to the City Administrator so
that a budget may be prepared. Before September 15", the proposed budget is presented to the Council for review.
The Council bo1ds public hearings and a fmal budget is prepared and adopted in December.
The appropriated budget is prepared by fimd, nmction and department. The City's department heads, with the
approval of the City Administrator, may make transfers of appropriations within a department. Transfers of
approprialions between departments require the approval of the CounciL The legal level of budgetary control is the
fund level. Budgeted amounts are as amended by the Council.
-23-
CITY OF ARDEN HILLS, MINNESOTA
NOTES TO FINANCIAL STATEMENTS
DECEMBER31,2004
Note 2: STEW ARDSIDP, COMPLIANCE AND ACCOUNTABiliTY - CONTINUED
B. Deficit Fund Equity
The following fimds bad fund equity deficits at December 31, 2004: Economic Development Authority fimd of
$454,660, and Community Service fimd of$14,870. The deficits will be eliminated through transfers from other
funds and future revenue sources.
Note 3: DETAILED NOTES ON ALL FUNDS
A, Deposits aod Investments
Deposits
In accordance with Minnesota statutes and as authorized by the Council, the City maintains deposits at those
depository banks, all of which are members of the Federal Reserve System.
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Minnesota statutes require that all City deposits be protected by insurance, surety bond or collateral. The market
value of collateral pledged must equal 110 percent of the deposits not covered by insurance or bonds (140 percent in
the case of mortgage notes pledged). n
Authorized collateral inc1ndes the legal investments descnbed below, as well as certain first mortgage notes, and
certain other State or local government obligations, Minnesota statutes require that securities pledged as collateral [1
be held in safekeeping by the City or in a financial institution other than that furnishing the collateral, At year end,
the City bas deposits with a bank and a book value of$4,149,678. Of the bank balance, $2,139,000 was covered by .
federal depository insurance. The remaining balance of$2,010,679 was uninsured at year end, -1
Investments ~I
$ 7,752,886
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2,181,452 ,
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$ 10.109,217 -;
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Investments are categorized into these three categories of credit risk:
(I) Insured orregistered, or securities held by the City or its agent in the City's name.
(2) Uninsured and unregistered, with securities held by the counterparty's trust department or agent in the City's
name.
(3) Uninsured and unregistered, with securities held by the counterparty, or by its trust department or agent but not
in the City's name.
At year end, the City's investment balances were as follows:
Category
2
Carrying
Amount!
Fair Value
3
U,S. government securities
$
$
$ 7,752,886
Investments not subject to categorization
Broker market accounts
Minoesota Money Markey Mutual Fund
Total investments
-24-
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CITY OF ARDEN HILLS, MINNESOTA
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 2004
Note 3: DETAILED NOTES ON ALL FUNDS - CONTINUED
A reconciliation of cash and cash equivalents as shown on the Statement of Net Assets for the City follows:
Carrying aroount of deposits
Investments
$ 4,149,678
10,109,217
Total casb and cash equivalents
$ 14,258,895
B. Intergovernmental Receivables
A summary of all intergovernmental receivables as of December 31, 2004 is as follows:
Local
Total
State
General _
Permanent Improvement Revolving
$
$
50,872
37,358
$
50,872
37,358
Total Governmental Activities
$
$
88,230
50,872
$
37,358
Governmental funds report deferred revenue in connection with receivables for revenues that are not considered. to
be available to liqnidate liabilities of the current period, Governmental fimds also defer revenue recognition in
connection with resources that have been received, but not yet earned. At the end of the current fiscal year, the
various components of deferred revenue and uneamed revenue reported in the governmental funds were as follows:
Fund Unavailable Unearned
General
Delinquent taxes $ 12,430 $
Licenses and permits 37,818
Nonmajor
Delinquent taxes 60,734
Special assessments 514,612
Total $ 587,776 $ 37,818
-25-
CITY OF ARDEN HILLS, MlNNESOT A
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 2004
Note 3: DETAILED NOTES ON ALL FUNDS - CONTINUED
C. Capital Assets
Capital asset activity for primary government for the year ended December 31, 2004 was as follows:
Primary Government
Beginning Ending
Balance Increases Decreases Balance
Governmental activities:
Capital assets not being depreciated
Land $ 2,055,253 $ $ $ 2,055,253
Construction in progress 1,414,810 1,172,589 2,587,399
Total capital assets
not being depreciated 3,470,063 1,172,589 4,642,652
Capital assets, being depreciated
Buildings and structures 5,792,731 24,600 5,817,331
Infrastructure and
improvements 1,236,047 41,959 1,278,006
Machinery and equipment 248,750 35,984 284,734
Office furniture and equipment 7,734 7,734
Vehides 229,794 20,633 250,427
Total capital assets
being depreciated 7,515,056 123,176 7,638,232
Less accumulated depreciation for
Buildings and structures (545,883) (180,576) (726,459)
Infrastructure and
improvements (77 ,097) (123,605) (200,702)
Machinery and equipment (70,708) (28,662) (99,370)
Office furniture and equipment (1,805 ) (773) (2,578)
Vehides (70,948) (24,453) (95,401)
Total accumulated
depreciation (766,441) (358,069) (1,124,510)
Total capital assets
being depreciated, net 6,748,615 (234,893) 6,513,722
Governmental activities
capital assets, net $ 10.218,678 $ 937,696 $ $ I 1.156.374
-26-
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CITY OF ARDEN fiLLS, MTh'NESOTA
[1. NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 2004
Note 3: DETAILED NOTES ON ALL FUNDS - CONTINUED
[I Beginning Ending
Balance Increases Decreases Balance
n Business-type activities:
Capital assets not being depreciated
Construction in progress $ 451,113 $ 595,316 $ $ 1,046,429
[I Capital assets being depreciated
Buildings and structures 4,170 4,170
Infrastructure and
f1 improvements 11,376,364 514,191 11 ,890,555
Machinery and equipment 844,279 24,942 869,221
Office furniture and equipment 25,542 (13,567) 11,975
U Vebic1es 95,092 8,017 103,109
Total capital assets
being depreciated 12,345,447 547,150 ( 13 ,567) 12,879,030
[ [ Less accumulated depreciation for
Buildings and structures (1,894) (208) (2,102)
[I Infrastructure and
improvements (3,494,694) (24 J ,938) (3,736,632)
Machinery and equipment (606,831) (45,058) (651,889)
fie Office furniture and equipment (22,525) (2,866) 13,567 (11,824)
Vebic1es (64,088) (5,930) (8,017) (78,035)
Total accumulated
[i depreciation (4,190,032) (296,000) 5,550 (4,480,482)
Total capital assets
U being depreciated, net 8,155,415 251,150 (8,017) 8,398,548
Business-type activities
capital assets, net $ 8,606,528 $ 846,466 $ (8,017) $ 9,444,977
[! Depreciation expense was charged to functions/programs of the primary government as follows:
1I Governmental activities
General government $ 88,399
Public safety 1,474
Public works 149,149
Ij Culnrre and recreation 60,875
, Economic development 58,172
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[ : Total depreciation expense - governmental activities $ 358,069
Business-type activities
Water $ 165,669
Sewer 128,308
:. Surface water management 2,023
Total depreciation expense - business-type activities $ 296,000
-27-
CITY OF ARDEN HILLS, MINNESOTA
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 2004
Note 3: DETAlLED NOTES ON ALL FUNDS - CONTINUED
D. Interfund Receivables, Payables and Transfers
The Economic Development Authority fimd bas a loan from thc Permanent Improvement Revolving fund for
$838,955, of which 188,955 is for interest.
Interfund transfers:
Transfer in
Nonmajor
General Tax IncrCIllent governmental
Fund fimd Bonds ofl998A fimds Total
Transfer out
General $ $ $ 161,690 $ 161,690
Economic Development
Authority 288,450 288,450
Nonmajor governmental 42,000 28,000 70,000
Total transfers out $ 42,000 $ 288.450 $ 189,690 $ 520.140
Transfers are completed in accordance with the 2004 bndget.
E, Long-term Debt
General Obligation Bonds. The City issues general obligation bonds to provide fimds for the acqnisition and
construction ofmajor capital facilities. General obligation bonds have been issued for governmental activities.
Primary Government Debt
General Obligation Tax Increment Bonds
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The following bonds were issued for redevelopment projects. The additional tax increments resulting from increased [J
tax capacity of the redeveloped properties will be used to retire related debt.
Authorized
and Issued
Interest
Rate
Maturity
Date
Balance at
Year End
Issue
Date
G.O. Tax IncrCIllent Bonds
Series 1998A $
G.O, Tax Increment
Refunding
Bonds, Series 2004 A
03/01/98
02/01/15
$
2,545,000
3,100,000
4-4,75 %
2,395,000
3 - 3.5
11104/04
02/01/15
2,395,000
Total G,O, Tax Increment Bonds
$
4,940,000
-28-
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CITY OF ARDEN illLLS, MlNNESOT A
NOTES TOFINANClAL STATEMENTS
DECEMBER 31, 2004
Note 3: DETAILED NOTES ON ALL FUNDS - CONTINUED
Annual requirement to maturity for long-term liabilities is as follows:
Year Ending
December 31,
2005
2006
2007
2008
2009
2010 - 2015
Total
Governmental Activities
G,O. Tax Increment Bonds
Princ~~ Int~em Total
$ 2,545,000
190,000
215,000
220,000
225,000
1,545,000
$ 4,940.000
$
167,075 $ 2,712,075
72,250 262,250
66,175 281,175
59,650 279,650
52.975 277,975
158,492 1,703,492
576,617 $ 5.516,617
$
Changes in Long-term Liabilities
Long-term liability activity for the year ended December 31, 2004 was as follows:
Governmental activities
G.O. tax increment
bonds
Compensated absences
payable
Total governmental
activities
Business.type activities
Compensated absences
payable
Advance Refunding
Beginning Ending Due Within
Balance Additions Reductions B~ance One Year
$ 2,715,000 $ 2,395,000 $ 170,000 $ 4,940,000 $ 2,545,000
78,677 14,480 93,157 69,868
$ 2,793,677 $ 2.409.480 $ 170.000 $ 5,033.157 $ 2,614,868
$ 47.348
$
$
$ 52,812
$ 39,609
5.464
On November 4, 2004, the City issued General Obligation Tax Increment Refimding Bonds, Series 2004A for
$2,395,000. The Refunding Bonds were issued with a net int~est cost of3 . 3.50 percent to refimd the 2006 through
2015 maturities of the City's General Obligation Tax Increment Bonds, Series 1998A. The refimded bonds carried
an average coupon rate of 4 - 4.75 percent. It is estimated that the City will reduce its aggregate debt service
payments by approximately $161,259 over the eleven years and obtain an economic gain (difference between the
present values of the old and new debt service payments) of$13I,072. The net proceeds of the 2004 bonds will
provide for payment of interest on the 2004 issue and to call $2,545,000 of bonds outstanding on February 1, 2005.
.29-
CITY OF ARDEN IDLLS, MINNESOTA
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 2004
Note3: DETAILED NOTES ON ALL FUNDS - CONTINUED
D. Tax Increment Districts
The City is the administering authority for the following tax increment finance districts:
Tax Tax
Increment Increment
District No, 2 District No, 3
Authorizing law M.S. 469 M,S, 469
Type of district Redcvelopment Housing
Year established 1989 1993
Duration of district 25 years 15 years
Tax capacity
Original $ 25,135 $ 1,758
Current 425,847 43,529
Captured - retained $ 400,712 $ 41.771
Total General Obligation Tax Increment
Bonds and Notes issued $ 5,495,000 $
Amounts redeemed 555,000
Outstanding at December 31, 2004 $ 4,940,000 $
E. Fund Balance ReserveslDesignations
The City bas the following reservations and designatious of fimd balance:
Fund
Fuud balauce - Reserved
Geuera1
Purpose
Aroount
$ 23,573
93,157
2,373,789
838,955
$ 3,329,474
$ 1,198,199
Prcpaid items
Compensatcd absences
Debt service
EDA loan
Debt Service
Permanent Improvement Revolving
Total reserved fimd balance
Fund balance - Unreserved - Designated
General
W orldng capital
-30-
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CITY OF ARDEN HILLS, MINNESOTA
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 2004
Note 4: DEFlNED BENEFlT PENSION PLAN - STATEWIDE
A. Plan Description
All full-time and certain part-time employees of the City are covered by defined benefit plans administered by the
Public Employees Retirement Association of Minnesota (PERA). PERA administers the Public Employees
Retirement Fund (PERF), which is a cost-sharing, multiple-employer retirement plan, This plan is established and
administered in accordance with Minnesota statutes, chapters 353 and 356,
PERF members belong to either the Coordinated Plan or the Basic Plan. Coordinated Plan members are covered by
Social Security and Basic Plan members are not. All new members must participate in the Coordinated Plan,
PERA provides retirement benefits as well as disability benefits to members, and benefits to survivors upon death of
eligible members. Benefits are established by Minnesota statute, and vest after three years of credited service. The
defmed retirement benefits are based on a member's highest average salary for any five snccessive years of allowable
service~ age, and years of credit at termination of service.
Two methods are used to compute benefits for PERF's Coordinated and Basic Plan members. The retiring member
receives the higher of a step-rate benefit accrual fommla (Method I) or a level accrual formula (Method 2), Under
Method I, the annuity accrual rate for a Basic Plan member is 2.2 percent of average salary for each of the first 10
years of service and 2.7 percent for each remaining year, The annuity accrual rate for a Coordinated Plan member is
1.2 percent of average salary for each of the first 10 years and 1.7 percent for each remaining year, Under Method 2,
the annnity accrual rate is 2.7 percent of average salary for Basic Plan members and 1.7 percent for Coordinated Plan
members for each year of service. A reduced retirement annuity is also available to eligible members seeking early
retirement
There are different types of annuities available to members upon retirement, A single-life annnity is a lifetime
annnity that ceases upon death of the retiree--no survivor annuity is payable. There are also various types of joint
and survivor annnity options available which will be payable over joint lives. Members may also leave their
contnbutions in the fimd upon termination of public service, in order to qualify for a deferred annnity at retirement
age, Refimds of contributions are available at any time to members who leave public service, but before retirement
benefits begin.
The benefit provisions stated in the previous paragraphs of this section are current provisions and apply to active
plan participants. Vested, terminated employees, who are entitled to benefits but are not receiving them yet, are
bound by the provisions in effect at the time they last terminated their public service.
PERA issues a publicly available fmancial report that includes financial statements and required supplementary
information for PERF and PEPFF. That report may be obtained on the web at nmpera.org, by writing to PERA, 60
Empire Drive #200, St. Paul, Minnesota, 55103-2088 or by calling (651) 296-7460 or 1-800-652-9026,
B, Funding Policy
Minnesota statutes, cbapter 353 sets the rates for employer and employee contributions. These statutes are
established and amended by the State legislature, The City makes annnal contributions to the pension plans equal to
the amount required by Minnesota statutes. PERF Basic Plan members and Coordinated Plan members are required
to contribute 9.1 0 percent and 5.10 percent, respectively, of their annual covered salary. PEPFF members were
required to contnbute 6.20 percent of their annual covered salary. The City is required to contnbute the following
percentages of annual covered payroll: 11.78 percent for Basic Plan PERF members, 5.53 percent for Coordinated
Plan PERF members, and 9.30 percent for PEPFF members. The City's contributions to the PERF for the years
ending December 31,2004,2003 and 2002 were $61,421, $57,633, and $52,340, respectively. The City's
contributions were equal to the contractually required contnbutions for each year as set by :Minnesota statute.
-31-
CITY OF ARDEN HILLS, MINNESOTA
NOTES TO FINANCIAL STATEMENTS
DECEMBER 3 I, 2004
n
A, Risk Management
-
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Note 5: OTHER INFORMATION
The City is exposed to various risks ofloss related to torts; theft of, damage to and destruction of assets; errors and
omissions; injuries to employees; and natural disasters for which the City carries insurance, The City obtains r1[
insurance throngh participation in the League of Minnesota Cities Insurance Trust (LMCIT) which is a risk sbaring
pool with approximately 800 other governmental units, The City pays an annual premium to LMCIT for its workers
compensation and property and casualty insurance, The LMCIT is self sustaining throngh member premiums and [1
will reinsure for claims above a prescribed dollar amount for each insurance event. Settled claims have not exceeded .
the City's coverage in any of the past three fiscal years.
Liabilities are reported when it is probable that a loss has occurred and the amount of the loss can be reasonably [....1
estimated. Liabilities, if any, include an amount for claims that have been incurred but not reported (IBNRs). The
City's management is not aware of any incurred but not reported claims.
[.1
B. Legal Debt Margin I
The City's statutory debt limit is computed as two percent of the taxable market value of property within the City, [I
Long-term debt issued and financed partially or entirely by special assessments or the net revenues of enteIprise fimd
operations is excluded from the debt limit computation. There is no outstanding debt at year end that is applied
against the statutory debt limit.
C. Commitments
u
Ice Arena Financing
~
The City, along with three other cities and Ramsey County, entered into an agreement January 1, 1997 with the
Minnesota Amateur Sports Commission to provide fmancing of a four sheet ice arena. The agreement provides for
rental income to cover principal, interest and operating expenses, In the case of default, each City will be
responsible for a specific portion of the debt. Arden Hills' percentage is 15.5 percent of one of the four sheets and
the amount of the debt will not exceed $9,000,000 for all four sheets in the complex. No expenditures were incurred
under this commitment in 2004.
[1
J
D. Lake Johanna Volunteer Fire Department, Ine.
[l
The City receives fIre protection under a contract with the Lake Johanna Volunteer Fire Department, Inc. The [j
contract calls for annual payments and expires December 31, 2008 and allows renewal for two additional fIve-year
periods. The contract cost will be based on the budget submitted by the fire department and approved by the City.
Capital costs are billed separately in addition to the contract rate, The amount expended under the contract was [ II'
$219,736 in 2004,
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CITY OF ARDEN HILLS, MINNESOTA
NOTES TO FmANCML STATEMENTS
DECEMBER 31, 2004
Note 6: CHANGE m ACCOUNTmG PRINCIPLE
During fiscal year 2004, the City implemented several new accounting pronouncements issued by the GASB. They are
Statement No, 34, "Basic Financial Statements - and Management's Discussion and Analysis - for State and Local
Governments", Statement No, 37, "Basic Financial Statements - and Management's Discussion and Analysis -for State
and Local Governments: Omnibus ", and Statement No. 38, "Certain Financial Statement Note Disclosures ", paragraphs
6 through 11.
Because of implementation of the new standards, an adjustment is required for the December 31, 2003, carry forward
(net asset) balance of the governmental fimds. The following schedule reconciles the January I, 2004 balance to the
December 3 I, 2003 net asset balance using the new accounting standards,
Governmental funds
Fund balance, December 31, 2003 $ 10,212,026
Adjustments
Net book value of capital assets, including infrastructure 10,218,678
Bonds payable, net (2,715,000)
Accrued interest payable (50,789)
Compensated absences payable (78,677)
Deferred revenue on special assessments receivable 556,575
Deferred revenue on taxes receivable 57,602
Total net assets as restated, January 1,2004 $ 18200.415
Proprietary funds
Retained earnings, December 31, 2003 $ 4,816,513
Plus: Contributed capital 7,094,382
Total net assets as restated, January 1,2004 $ 11,910,895
.33-
INTENTIONALLY
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DRAFT
COMBINING AND INDIVIDUAL FUND
STATEMENTS AND SCHEDULES
n
[]
CITY OF ARDEN HILLS
ARDEN HILLS, MINNESOTA
[]
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YEAR ENDED
DECEMBER 31, 2004
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Special Capital
Revenue Projects
Funds Funds
$ 961,160 $ 685,487
4,122 2,958
15,446
$ 980,728 $ 688,445
CITY OF ARDEN HILLS, MINNESOTA
NONMAJOR GOVERNMENTAL FUNDS
COMBINING BALANCE SHEET
DECEMBER 31, 2004
ASSETS
Cash and cash eqnivalents
Receivables
Interest
Accounts
TOTAL ASSETS
LIABILITIES AND FUND BALANCES
LIABILITIES
Accounts and contracts payable
Accrued salaries and compensated absences payable
$
91,716
1,224
TOTAL LIABIUTIES
92,940
FUND BALANCES
Umeserved
Undesignated
887,788
TOTAL LIABILITIES AND FUND BALANCES
$ 980,728
1be notes to the fmancial statements are an integral part of this statement.
-34-
$
23,034
23,034
665,411
$ 688,445
[1
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Total fl
Nonmajor
Governmental
Funds n
$ 1,646,647
7,080 [1
15,446
$ 1,669,173 fl
$ 114,750 U
1,224
115,974 [1
Il
1,553,199
$ 1,669,173~
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CITY OF ARDEN HILLS, MINNESOTA
NONMAJOR GOVERNMENTAL FUNDS
COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
FOR TIIE YEAR ENDED DECEMBER 31, 2004
REVENUES
Taxes
Interest on investments
Miscellaneous
Total
Special Capital Nonmajor
Revenue Projects Governmental
Funds Funds Funds
$ 56,593 $ $ 56,593
25,282 17,830 43,112
219,084 219,084
300,959 17 ,830 318,789
TOTAL REVENUES
EXPENDITURES
Current
Culture and recreation
Miscellaneous
Capital outlay
NET CHANGE IN FUND BALANCES
53,662 53,662
269,111 269,111
374,555 24,461 399,016
697,328 24,461 721,789
(396,369) (6,631) (403,000)
55,752 133,938 189,690
(70,000) (70,000)
(14,248) 133,938 119,690
(410,617) 127 ,307 (283,310)
1,298,405 538,104 1,836,509
$ 887,788 $ 665,411 $ 1,553,199
TOTAL EXPENDITURES
DEFICIENCY OF REVENUES
OVER EXPENDITURES
OTHER FINANCING SOURCES (USES)
Transfers in
Transfers out
TOTAL OTIIER FINANCING SOURCES (USES)
FUND BALANCES, JANUARY I
FUND BALANCES, DECEMBER 31
The notes to the fmancial statements are an integral part to this statement.
-35-
ASSETS
Cash and cash equivalents (deficits)
Receivables
Interest
Accounts
TOTAL ASSETS
LIABILITIES AND FUND BALANCES (DEFICITS)
LIABILITIES
Accounts payable
Accrued salaries payable
TOTAL LIABILITIES
FUND BALANCES (DEFlOTS)
Umeserved
Undesignated
TOTAL LIABILITIES
AND FUND BALANCES (DEFICITS)
-36-
$
(14,870)
$
(14,870)
$
$
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14,010
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Cable TV TeAAP Management Total
l1 $ 260,895 $ 199,173 $ 273,045 $ 961,160
n 1,124 767 1,178 4,122
14,358 15,446
$ 276,377 $ 199,940 $ 274,223 $ 980,728
[]
[] $ 315 $ 51,593 $ 25,798 $ 91,716
409 815 1,224
n 724 52,408 25,798 92,940
U 275,653 147,532 248,425 887,788
[~ $ 276,377 $ 199,940 $ 274,223 $ 980,728
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-37-
CITY OF ARDEN IDLLS, MINNESOTA
NONMAJOR SPECIAL REVENUE FUNDS
COMBINING SCHEDULE OF REVENUES, EXPENDITURES,
AND CHANGES IN FUND BALANCES (DEFICITS)
FOR THE YEAR ENDED DECEMBER 31, 2004
Community
Service
Recreation
Program
$
REVENUES
Franchise taxes
Interest on investments
Miscellaneous
$
396
50,552
TOTAL REVENUES
50,948
EXPENDITURES
Current
Personal services
Supplies
Other services and charges
Capital outlay
TOTAL EXPENDITURES
EXCESS (DEFICIENCY) OF REVENUES
OVER (UNDER) EXPENDITURES
OTHER FINANCING SOURCES (USES)
Transfers in
Transfers out
TOTAL OTHER
FINANCING SOURCES (USES)
NET CHANGE IN FUND BALANCES
FUND BALANCES (DEFICITS), JANUARY I
FUND BALANCES (DEFICITS), DECEMBER 31
-38-
$
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8,204 n
500
8,704 []
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4,346 [1
368,391
372,737 II
(364'033)~
42,000
U
42,000 U
(322,033)
553,081 n
$ 231,048 !l
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ASSETS
Cash and cash eqnivalenls
Interest receivable
TOTAL ASSETS
LJABILlTJES AND FUND BALANCES
LJABlLlTIES
Accounts payable
FUND BALANCES
Unreserved
Undesignated
TOTAL LJABlLlTIES AND
FUND BALANCES
CITY OF ARDEN HILLS, MINNESOTA
NONMAJOR CAPITAL PROJECTS FUNDS
COMBINING BALANCE SHEET
DECEMBER 31,2004
Public
Municipal Safety
Laod and Capital Capital
Bnildings Eqnipment Equipment
$ 34,986 $ 147,569 $ 502,932
151 637 2,170
$ 35,137 $ ]48,206 $ 505,102
$
18,192
$
$
4,842
16,945
148,206
500,260
$
35,137
$ 148,206
$ 505,102
-40-
11
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Total U
$ 685,487
2,958 rl
$ 688,445
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$
23,034
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665,411 Ll
$ 688,445 11
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REVENUES
Interest OD investments
EXPENDITURES
Capital outlay
Generalgoverrunent
Public safety
CITY OF ARDEN HILLS, MINNESOTA
NONMAJOR CAPITAL PROJECTS FUNDS
COMBINING SCHEDULE OF REVENUES, EXPENDITURES,
AND CHANGES IN FUND BALANCES (DEFICITS)
FOR TIIE YEAR ENDED DECEMBER 31, 2004
Public
Municipal Safety
Land aod Capital Capital
Buildings Eqnipment Eqnipment Total
$ 361 $ 4,053 $ 13,416 $ 17,830
8,989 8,989
15,472 15,472
8,989 15,472 24,461
(8,628) 4,053 (2,056) (6,631)
90,938 43,000 133,938
82,310 4,053 40,944 127,307
(65,365) 144,153 459,316 538,104
$ 16,945 $ 148,206 $ 500,260 $ 665,411
TOTAL EXPENDITURES
EXCESS (DEFICIENCY) OF REVENUES
OVER (UNDER) EXPENDITURES
OTHER FINANCING SOURCES
Transfers in
NET CHANGE IN FUND BALANCES
FUND BALANCES (DEFICITS), JANUARY I
FUND BALANCES, DECEMBER 31
-41-
CIlY OF ARDEN HILLS, MINNESOTA [1
NONMAJOR PROPRIETARY FUNDS ti
COMBINING STATEMENT OF NET ASSETS
DECEMBER 31, 2004
Total fl
Surface Nonmajor
Water Proprietary
Recycling Management Funds n
ASSETS
CURRENT ASSETS
Cash and cash equivalents $ 23,854 $ 139,911 $ 163,765 f1
Receivables
Interest 631 631
Accounts 23,291 23,291 n
Special assessments 76,965 76,965
TOTAL CURRENT ASSETS 100,819 163,833 264,652 [}
NONCURRENT ASSETS
Capital Assets U
Machinery and eqnipment 50,820 50,820
Construction in progress 672,048 672,048
Infrastructure 148,442 148,442
Less accumulated depreciation (54,239) (54,239) []
TOTAL NONCURRENT ASSETS 817,071 817'071~
TOTAL ASSETS 100,819 980,904
1,081,723 J
LIABIl1TIES U
CURRENT LIABILITIES
Accounts payable 5,530 660 6,190
Accrued salaries payable 144 1,482 1,626 U
Compensated absences 568 7,332 7,900
TOTAL CURRENT LIABILITIES 6,242 9,474 15,716
NONCURRENT LIABILITIES U
Compensated absences 189 2,444 2,633
TOTAL LIABILITIES 6,431 11,918 18,349 U
NET ASSETS 1I
Invested in capital assets, net of related debt 817,071 817,071
Umestricted 94,388 151,915 246,303
TOTAL NET ASSETS $ 94,388 $ 968,986 $ 1,063,374 11
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-42-
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CITY OF ARDEN HILLS, MINNESOTA
r. NONMAJOR PROPRIETARY RJNDS
COMBINING STA1EMENT OF REVENUES, EXPENSES
AND CHANGES IN RJND NET ASSETS
n FOR THE YEAR ENDED DECEMBER 31, 2004
Total
n Surface Nonmajor
Water Proprietary
Recycling Management Funds
II OPERATING REVENUES
Charges for services $ 73,393 $ 187,340 $ 260,733
Miscellaneous 99 4,006 4,105
[] TOTAL OPERATING REVENUES 73,492 191,346 264,838
OPERATING EXPENSES
[] Personal services 8,911 84,586 93,497
Supplies and maintenance 250 1,795 2,045
Other services and charges 5,530 9,111 14,641
[! Recycling charges 64,070 64,070
Depreciation 2,023 2,023
n TOTAL OPERATING EXPENSES 78,761 97,515 176,276
OPERATING INCOME (5,269) 93,831 88,562
~ NONOPERATING REVENUES
County recycling grant 18,489 18,489
Interest on investments 4 6,943 6,947
U Capital contribntions 7,967 7,967
TOTAL NONOPERATING REVENUES 18,493 14,910 33,403
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CHANGE IN FUND NET ASSETS 13,224 108,741 121,965
U FUND NET ASSETS, JANUARY I 81,164 1,206,323 1,287,487
U PRIOR PERIOD ADruSTMENT (346,078) (346,078)
FUJ\1D NET ASSETS, DECEMBER 31 94,388 968,986 1,063,374
$ $ $
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CfIY OF ARDEN IDLLS, MINNESOTA
NONMAJOR PROPRIETARY FUNDS
COMBINING STATEMENT OF CASH FLOWS
FOR THE YEAR ENDED DECEMBER 31, 2004
Business-type Activities - Enterprise Funds
Total
Nonmajor
Proprietary
Funds
Recycling
CASH FLOWS FROM OPERATING ACTIVITIES
Receipts from tenants aod users
Payments to suppliers
Payments to employees
$
56,870 $
(64,235)
(8,911)
NET CASH PROVIDE BY
OPERATING ACTMTIES
(16,276)
CASH FLOWS FROM CAPITAL
AND RELATED FINANCING ACTIVITIES
Acqnisition of ftxed assets
CASH FLOWS FROM NON CAPITAL
AND RELATED FINANCING ACTMTIES
Grants received
18,489
CASH FLOWS FROM INVESTING ACTIVITIES
Interest on investments
NET INCREASE (DECREASE) IN
CASH AND CASH EQUN ALENTS
2,310
CASH AND CASH EQUN ALENTS, JANUARY I
21,544
CASH AND CASH EQUN ALENTS, DECEMBER 31
$
23,854
-44-
Surface
Water
Management
189,971 $
(11,887)
(84,586)
93,498
(295,655)
97
7,726
(194,431)
334,342
$ 139,91 I
246,841
(76,122)
(93,497)
77,222
(295,655)
18,489
(192,121)
355,886
$ 163,765
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RECONCILIATION OF OPERATING INCOME
TO NET CASH PROVIDED BY OPERATING ACTIVITIES
Operating income
Adjustments to reconcile
operating income to net cash
provided by operating activities:
Depreciation and amortization
(Increase) decrease in assets:
Receivables
Accounts
Special assessments
Increase ( decrease) in liabilities:
Accounts payable
Accrued salaries payable
Compensated absences
NET CASH PROVIDED
BY OPERATING ACTIVITIES
NONCASH CAPITAL AND RELATED
FINANCING ACTIVITIES
Fixed assets contnbuted from other fimds
Bond issuance cost, net of amortization
Prior period adjustment
Dispositions of capital assets
-45-
Business-type Activates - Enterprise Funds
Total
Nonmajor
Proprietary
Funds
2,023 2,023
(1,375) (1,375)
(16,622) (16,622)
5,530 107 5,637
(140) (1,871) (2,011)
225 783 1,008
$ (16,276) $ 93,498 $ 77,222
Recycling
Surface
Water
Management
$
(5,269) $
93,831
$
$ 7,967
$
$
$
$ 346,078
$
$
$
88,562
$ 7,967
$
$ 346,078
$
-----------
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CITY OF ARDEN HILLS, MJNNESOTA ' -
GENERAL FUND .-
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES -
BUDGET AND ACWAL
FOR THE YEAR ENDED DECEMBER 31, 2004
(With comparative actual amounts for the year ended December 31, 2003) [j
2004 2003
Variance with II
Final Budget -
Budgeted Amounts Actual Positive Actual
Original Final Amounts (Negative) Amounts n
REVENUES
General property taxes $ 2,179,192 $ 2,179,192 $ 2,244,078 $ 64,886 $ 2,230,113
Licenses and permits 11
Business 52,000 52,000 54,543 2,543 47,647
Nonbusiness 308,100 308,100 456,420 148,320 607,903
Total 360,100 360,100 510,963 150,863 655,550 II
Intergovernmental revenue n
State
Street aid 70,000 70,000 66,218 (3,782) 63,288
Property tax credits 6,234 6,234 5,925
Firefighter's relief aid 2,000 Il
Other 5,179 5,179 5,179 5,179
Total 75,179 75,179 77,631 2,452 76,39~
Charges for services
General government 53,120 53,120 56,063 2,943 59,112 [l
Public safety 5,900 5,900 5,914 14 7,269
Culture and recreation 80,600 80,600 82,892 2,292 220
Total 139,620 139,620 144,869 5,249 66,601 U
Fines and forfeitures 29,600 29,600 43,055 13,455 31,334
Interest on investments 8,000 8,000 23,376 15,376 8,299 Il
Miscellaneous
State building code surcharges 10,000 10,000 14,085 4,085 17,918 P
City building code surcharges 1,000 1,000 1,025 25 990 .I
Refunds and reimbursements 39,250 39,250 47,088 7,838 53,187
Sale of assets 860 860 U
Building rent 33,990 33,990 33,990 33,000
Total 84,240 84,240 97,048 12,808 105,095 U
TOTAL REVENUES 2,875,931 2,875,931 3,141,020 265,089 3,173,384
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-46-
n
CITY OF ARDEN HILLS, MINNESOTA
n. GENERAL RJND
SCHEDULE OF REVENUES, EXPENDllURES AND CHANGES IN RJND BALANCES -
BUDGET AND ACTUAL - CONTINUED
n FOR THE YEAR ENDED DECEMBER 3 1,2004
(With comparative actual amounts for the year ended December 31, 2003)
2004 2003
0 Variance with
Final Budget -
Budgeted Amounts Actual Positive Actual
n Original Final Amounts (N eRative) Amounts
EXPENDITURES
Current expenditures
n General government
Mayor and Council
Personal services $ 17,570 $ 17,570 $ 17,682 $ (112) $ 17,569
Supplies 3,100 3,100 2,271 829 2,742
II Other services and charges 76,000 76,000 85,593 (9,593) 112,063
Total 96,670 96,670 105,546 (8,876) 132,374
n Elections and voter registration
Personal services 1,076 1,076 1,076
Supplies 1,300 1,300 943 357
11 Other services and charges 13,800 13,800 13,289 511 490
[8 Total 16,176 16,176 ]4,232 1,944 490
J Administration
Personal services 212,414 212,414 253,808 (41,394) 247,683
P Supplies 13,250 13,250 12,331 919 10,948
Other services and charges 87,950 87,950 93,193 (5,243) 72,811
J
Total 313,614 313,614 359,332 (45,718) 331,442
r
f
J Legal
Other services and charges 68,000 68,000 48,802 19,198 50,204
n Planning and zoning
Personal services 74,710 74,710 69,467 5,243 95,619
[l Supplies 2,300 2,300 ],000 ],300 2,538
Other services and charges 17,870 17,870 6,900 10,970 9,073
Total 94,880 94,880 77,367 17,513 107,230
U Building
Personal servi ces 29,076 29,076 30,885 (1,809) 26,484
! Supplies 4,600 4,600 4,303 297 3,306
, Other services and changes 104,150 263,234 183,513 79,721 100,369
I
(j
Total 13 7,826 296,910 218,70] 78,209 130,159
. Total general government 727,166 886,250 823,980 62,270 751,899
-47-
I-I
U
CITY OF ARDEN HILLS, MINNESOTA
GENERAL FUND .w
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES -
BUDGET AND ACTUAL - CONTINUED
FOR TIIE YEAR ENDED DECEMBER 31, 2004
(With comparative actual amounts for the year ended December 31, 2003) U
2004 2003
Variance with []
Final Budget -
Budgeted Amounts Actual Positive Actual
Original Final Amounts (Negative) Amounts n
EXPENDITURES - CONTINUED
Current expenditures - Continued
Public safety
Police and animal control [J
Other services and charges $ 707,797 $ 707,797 $ 705,357 $ 2,440 $ 682,036
Fire protection !I
Other services and charges 219,736 219,736 219,736 205,695
Protective inspection n
Personal services 150,364 150,364 147,739 2,625 146,763
Supplies 850 850 385 465 977
Other services and charges 32,070 32,070 57,702 (25,632) 40,539
Total 183,284 183,284 205,826 (22,542) 188,279 [j
Total public safety 1,110,817 1,110,817 1,130,919 (20,102) 1'076'0]0~
Public works
Streets
Personal services 135,173 135,173 134,540 633 141,233 n
Supplies 44,145 44,145 38,564 5,581 39,094
Other services and charges 216,450 270,661 213,323 57,338 809,179
Total public works 395,768 449,979 386,427 63,552 989,506 U
Culture and recreation II
Park maintenance
Personal services 255,181 255,181 270,908 (15,727) 140,204
Supplies 47,450 47,450 56,661 (9,211) 37,844 II
Other services and charges 31,600 46,600 46,904 (304) 55,309
Total culture and recreation 334,231 349,231 374,473 (25,242) 233,357
II
Economic development Ii
Other services and charges 35,085 35,085 42,207 (7,122)
Total current expenditures 2,603,067 2,831,362 2,758,006 73,356 3,050,772 11
, ,
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-48-
n
CITY Of ARDEN HILLS, MINNESOTA
n. GENERAL FUND
SCHEDULE Of REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES -
BUDGET AND ACTUAL - CONTINUED
n fOR TIIE YEAR ENDED DECEMBER 31, 2004
(With comparative actual amounts for the year ended December 31, 2003)
2004 2003
n Variance with
final Budget-
Budgeted Amounts Actual Positive Actual
rJ Original Final Amounts (Negative) Amounts
EXPENDITURES - CONTINUED
Capital outlay
n General government $ 43,926 $ 43,926 $ 4,360 $ 39,566 $ 9,845
Public safety 20,000 20,000 20,633 (633) 37,120
Public works 22,000 22,000 1,163 20,837 10,982
Culture and recreation 81,000 81,000 37,078 43,922 38,208
U Total capital outlay 166,926 166,926 63,234 103,692 96,155
[J TOTAL EXPENDITURES 2,769,993 2,998,288 2,821,240 177,048 3,146,927
EXCESS (DEFICIENCY) OF REVENUES
[ 1 OVER (UNDER) EXPENDITURES 105,938 (122,357) 319,780 442,137 26,457
OTIIER FINANCING SOURCES (USES)
~.
[~ Transfers in 42,000 42,000 42,000 554,155
Transfers out (147,938) (147,938) (161,690) (13,752) (218,945)
TOTAL OTIIER FINANCING
n SOURCES (USES) (105,938) (105,938) (119,690) (13,752) 335,210
NET CHANGE IN FUND BALANCES (228,295) 200,090 428,385 361,667
IJ FUND BALANCES, JANUARY I 1,114,839 1,114,839 1,114,839 753,172
FUND BALANCES, DECEMBER 31 $ 1,114,839 $ 886,544 $ 1,314,929 $ 428,385 $ 1,114,839
I]
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TAX CAPACITY
Real estate
Personal property
TOTAL
CITY OF ARDEN HILLS, MINNESOTA
TAX CAPACITY, TAX LEVIES AND TAX CAPACITY RATES
(Shown by year of tax collectlbility)
2004
$ 10,536,631
151,838
10,688,469
FISCAL DISPARITY ADmSTMENT
Contribution
Distribution
(1,938,508)
684,727
$ 9,434,688
ADmSTEDTOTAL TAX CAPACITY
TAX LEVIES
General fimd
TAX CAPACITY RATES
General fimd
$ 2,265,678
24.014%
-50-
11.
2003 .-
$ 9,498,705 fl
146,814
9,645,519 f1
(1,637,508) II
655,063
! 'j
$ 8,663,074
$ 2,201,002 II
II
25.407%
II
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DRAFT
OTHER REPORT
CITY OF ARDEN HILLS
ARDEN HILLS, MINNESOTA
n
n
L-
U
YEAR ENDED
DECEMBER 31, 2004
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11 Civic Center Plaza
Suite 300
P.O. Box 3]66
Mankato, MN 56002-3166
REPORT ON MINNESOTA LEGAL COMPLIANCE
Honorable Mayor and Council
City of Arden Hills
Arden Hills, Minnesota
We have audited the [mandaI statements of the City of Arden Hills, Minnesota (the City) as of and for the year ended
December 31, 2004, and have issued our report thereon dated March 24, 2005,
We conducted our audit in accordance with auditing standards generally accepted in the United States of Aroerica and the
provisions of the Minnesota Legal Compliance A udit Guide for Local Government, promulgated by the Minnesota Office of the
State Auditor pursuant to Minnesota statute 6.65, Accordingly, the audit included such tests of the accounting records and such
other auditing procedures as we considered necessary in the circumstances,
The Minnesota Legal Compliance Audit Guide for Local Government covers six main categories of compliance to be tested:
contracting and bidding, deposits and investments, conflicts of interest, public indebtedness, claims and disbursements and
miscellaneous provisions, Our study included all of the listed categories,
The results of our tests indicate that for the items tested, the City complied with the material terms and conditions of applicable
legal provisions, except as described in the Schedule of Finding on the following page.
This report is intended solely for the information and use of the Council, management and the Minnesota Office of the State
Auditor, and is not intended to be and should not be used by anyone other than these specified parties,
DRAFT
March 24, 2005
Minneapolis, Minnesota
ABDO, ElCK & MEYERS, UP
Certified Public Accountants
-5]-
507.625.2727 . Fa:JI 507.388.9139
wv,"w.aemcpas.com
INTENTIONALLY
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CITY OF ARDEN HILLS, MINNESOTA
SCHEDULE OF FINDINGS AND QUESTIONED COSTS
DECEMBER 31, 2004
Descriotion
Segregation of Duties
Our study and evalnation disclosed that becanse of the limited size of your office staff, the City has limited
segregation of duties. Good internal control contemplates an adequate segregation of dnties so that no one
individual bandIes a transaction from inception to completion. While we recognize that the City is not large
enongh to permit an adequate segregation of duties in all respects, it is important, however, that you be aware of
this condition,
Management Response
Management recognizes that it is not economically feasible to correct this finding, is aware of the condition and
is relying on oversight by management and Council to monitor this condition,
Collateral Coverage
In accordance with Minnesota statute, section 118A.03, the City is required to have pledged collateral equal to
110 percent of the deposits not covered with insurance, The City had adequate collateral pledged through
September 30, 2004, but at December 31, 2004, the City did not have any collateral pledged. The City
innnediately corrected the situation upon discovery.
Management Response
Management recognizes the requirement for pledging collateral and will work with the bank to ensure it is in
place,
www_aemcpas.com
-52-
507.625.2727 . Fax 507.388.9139
.
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~
~HILLS
City of Arden Hills
Request for Council Action
Prepared by: SJ
Dept.: Admin
Council Mtg. Date: 5/31/2005
Final Action Needed By:
5/31/2005
Agenda Item a.~ill~"
..';UtS_
Adopt Resolution 05-37
Budgeted Amount: NA
Actual Amount: NA
Funding Source: NA
Council Action Request:
City staff is requesting that City Council adopt Resolution No. 05-37 appointing Arlene Mitchell to the
Communications Committee.
Staff Recommendation:
Adopt Resolution No. 05-37
Advisory Commission Action:
Commission
Date
--"-"'-"'..._'--
..... ...PI?n-"ing
. Supporting Documents (which are attached to this Action Form):
o Memo/letter:
.
[8] Resolution (No. 05-37)
D Ordinance (No.
D Engineering Recommendation:
D Attorney Recommendation:
DOther:
Financial Implications:
Not Applicable
Administrator/Staff Comments:
City staff recommends approval of Resolution No. 05-37.
Action
. . .f\Jotil.Pjllic,able
Not Applicable
Not applicable
\\Earth\Admin\Assistant City Administrator\Requests for Council Action\2005\2005 Approve Resolution 05-37 Arlene Mitchel! Conununication
Committee. doc
.
.
~
~~HILLS
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 05-37
A RESOLUTION APPOINTING ARLENE MITCHELL AS A COMMUNICATIONS
COMMITTEE MEMBER
WHEREAS, the City Council annually appoints residents to assist City Council and City
Staff in the creation of the Arden Hills Notes, a monthly newsletter;
THEREFORE, BE IT RESOLVED: The City Council appoints Arlene Mitchell to
serve on the Communications Committee.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS
31ST DAY OF MAY, 2005.
Beverly Aplikowski, Mayor
ATTEST:
Michelle A. Wolfe, City Administrator
. \\Earth\Admin\Council\Resolutions\20(}5\05~33, Appointing Cynthia Wheeler to the PTRC Committee.doc
.
~
~HILLS
City of Arden Hills
Request for Council Action
Agenda Item II
Pav Estimate #4 to MC Builders for Perry Park Pavilion
Budgeted Amount:
Actual Amount: $16,671,56
Funding Source: Park Fund
,
Prepared by: Tom Moore
Dept.: O&M
Council Mtg. Date: 5/31/05
Final Action Needed By: 5/31/05
Council Action Request:
Approve Pay Estimate #4 for MC Builders, Inc. of Becker, Minnesota in the amount of $16,671.56
Staff Recommendation:
Staff recommends that the City Council approve Pay Estimate #4 for MC Builders, Inc. of Becker,
Minnesota in the amount of $16,671 ,56.
Advisory Commission Action:
Commission
Date
Action
. Supporting Documents (which are attached to this Action Form):
IZI Memo/Letter:
Memo dated May 24, 2005
o Resolution (No. )
o Ordinance (No_ )
o Engineering Recommendation:
o Attorney Recommendation:
IZI Other:
Pay Estimate #4
Financiallmplicalions:
N/A
Administrator/Staff Comments:
.
Page 1 of 1
t
.
.
.
~
~~HILLS
MEMORANDUM
DATE:
Agenda Item 3.D
May 24, 2005
TO: Michelle Wolfe; City Administrator
FROM: Thomas J. Moore; Director of Operations & Maintenance
SUBJECT: Pay Estimate #4 - Perry Park Pavilion
Backeround
At the April 20, 2004 Regular Council Meeting, the City Council approved the plans and
authorized the advertisement for and the obtaining of bids for a new pavilion at Perry Park. The
City Council approved 2004 CIP Budget for the pavilion was $350,000. At the June 28, 2004
Regular City Council Meeting, the City Council authorized the bid award to MC Builders, Inc, of
Becker, Minnesota in the amount not to exceed $331,662.34. The funding source for this project
is the Park Fund. Construction began in August, 2004 and has proceeded in a timely manner.
Staff Recommendations
Staff recommends the City Council approve Pay Estimate #4 for MC Builders, Inc. of Becker,
Minnesota in the amount of $16,671.56. Total dollar amount paid to date is $318,418,84. A
retainage of$13,243.50 is currently held. Funds are to be provided by the Park Fund,
.
.
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City of Arden Hills
Re uest for Council Action
Prepared by: SJ
Dep\.: Admin
Council Mtg. Date: 05/31/2005
Final Action Needed By:
05/31/2005
Agenda Item
Motion to Approve the Awardinl! ofthe PCI Street Ratinl!
Contract to GoodPointe Technolol!ies
Budgeted Amount: NA
Actual Amount: NA
Funding Source: NA
Council Action Request:
Motion to approve the awarding of the PCI Street Rating Contract to GoodPointe Technologies
in the amount of $4,500.00.
Staff Recommendation:
City Council approval of awarding the PCI Street Rating Contract to GoodPointe Technologies,
AdvisoryCommiss~~IIP.ction:
Commission
- ----------,
,
Date
Action
. .l\Iot!'.pplicable
Not Applicable
. ......... ....... .l\Iot applicable
........F'I,,~~i~g
PTRC
Supporting Documents (which are attached to this Action Form):
rs:J Memo/Letter:
D Resolution
D Ordinance (No.
D Engineering Recommendation:
D Attorney Recommendation:
rs:J Attachments
. Overview of GoodPointe Technologies Proposal to the City of Arden Hills
Financial Implications:
Not Applicable-
Administrator/Staff Comments:
No additional comments at this time.
.
e
e
~
~~HILLS
MEMORANDUM
DATE:
May 5, 2005
AGENDA ITEM 3,E
TO:
Mayor and City Council
Michelle Wolfe, City Administrator
~\'~
FROM:
Tom Moore, Operations and Maintenance Director
Schawn Johnson, Assistant to the City Administrator
SUBJECT:
PC! Ratings for City Streets
BACKGROUND
A few months ago City Council directed staff to pursue a third-party vendor to perfolli1 the PC]
ratings process for our City streets. Staff issued a request for proposals in March, and received
two proposals by the deadline of April 29. We receivcd two proposals: one from GoodPointe
Technology Corporation and one from Bonestroo, Rosene, Anderlik & Associates. The 2005
budget includes $15,000 for performing the PC] ratings process this year.
DISCUSSION
The City has implemented a pavement management program (PMP), which includes field
surveying each roadway every three years to monitor its conditions, identify trends and
extrapolate pavement life expectancies. This survey measures all the pavement distresses within
a road segment and results in a numerical Pavement Condition Index (PC!) unique to each
particular road segment. To implement a maintenance program, specific
rehabilitation/reconstruction treatments arc recommended based on the PC] values of a section of
roadway, A specific PC! value is assigned to streets and used to rank all the City streets in order,
from highest to lowest. The PCI value does not determine the rehabilitation or reconstruction
cost of a project, but merely prioritizes all the City streets to determine those that are in the
worse condition and in urgent need of repair. In addition to surface PC] ratings, issues such as
storm water drainagelflooding, water quality improvements, design standardization, and utility
condition are considered when developing the recommended priority for reconstruction and
rehabilitation of City roadways. This approach allows for the City to effectively address storm
water drainage and water quality issues,
Proposal: GoodPointe Technology
GoodPointe Technology (GoodPointe) is specialized in developing roadway infrastructure
management systems, collecting infrastructure condition data, and providing ongoing technical
support. GoodPointe is headquartered in St. Paul. They have been developing pavcment
management consultation relationships with local, national, and intemational government
PCI Ratings for City Streets
May 26, 2005
Page 2 of5
.
agencies since the 1980's. GoodPointe does not provide professional engineering design/spec
services to their infrastmcture management clients. They feel this puts them in a position to
provide objective recommendations for multi-year maintenance, repair, and rehabilitation needs.
Their strategy for this proposed project, as outlined in their proposal, is to:
. Collect high quality pavement condition data according to the standards developed and
documented for this project;
. Highlight the technical issues facing the City of Arden Hills' infrastmcture network;
. Work with our staff to detem1ine aggressive, realistic goals for our network;
. Use a proven pavement management methodology to accomplish the goals; and,
. Establish the process so that Arden Hills can maintain its course with the PMS
information that is collected,
In the proposal, GoodPointe Technologies provided the City with tluee different options to
consider. Option 1 is a "Detailed PC1 Survey and Executive Summary Report". This basic
option provides the Ctiy with high quality pavement condition data and an executive summary
report to document network condition in 2005. Deliverables include the following:
. Pre-survey project kick-off meeting onsite with City staff;
. 100% surface area evaluation of all pavements; A
. Executive Summary Report to document the results of the condition survey (PCI _
distribution of network, results by street block, etc.);
. Digital MS Excel spreadsheet of PC I results; and
. Digital MS Word document of executive summary report,
Option 1 will be provided to us for a cost of $4,500. They also will conduct curb and gutter
evaluation as part of Option 1. Staff recommends that this be included.
Option 2 from GoodPointe includes all items from Option 1, plus additional items as listed in the
first attachment to this memorandum. The cost for Option 2 would be $15,425. Option 3
includes all items from Options 1 and 2, plus software and related software services (also
described in the attachment.) At this time, staff feels it would be premature and costly to
proceed with items outlined in Options 2 and 3.
Proposal: Bonestroo, Rosene, Anderlik & Associates
Bonestroo, Rosene, Anderlik & Associates (BonestTOo) is an engineering and architectural firm
located in Roseville. They provide engineering and architectural services to cities and counties
tluoughout the state. They have many years of experience doing PCI ratings for their clients.
They have done similar projects for Centerville, Spring Lake Park, and Oak Park Heights. They
use a system called the "Pavement Surface Evaluation and Rating" method of street rating (i.e.
P ASER). They believe that this method provides the following benefits:
. User-friendly pavement condition rating;
. Accurate and consistent pavement condition scores;
e
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.
PCl Ratings for City Streets
May 26, 2005
Page 3 of 5
. Low initial cost;
. Affordable long-term updating, compared to systems such as Micro-Pave or the PCI
method.
Bonestroo is quoting a price of $1 0,500 for the initial street ratings. This would include:
. Task I: Project management (oversight, minutes, schedules, budget reports)
. Task 2: Project initiation (meeting with staff, data collection including maps, photos and
segment data)
. Task 3: Setup of an excel spreadsheet to incorporate existing data and direct entry of the
new data (i.e. the assignment of a condition score 0-100), and discernment of the
existence of drainage systems.
. Task 4: Extract pavement Condition Data from Field Reviews (using the P ASER method
to assign condition values to the City streets),
Bonestroo offered some additional options. Periodic Condition Updates would cost $10,500 per
year (each time the entire city was done) or they could train our staff to perform this.
Establishing a database would cost $8,600, and drainage evaluation would cost $5,01 o. As noted
with the GoodPointe proposal, staff feels it would be premature and costly to proceed with the
options, until such time that we have establisbed our in-house engineering capabilities.
PROPOSAL ANALYSIS
Staff is in favor of contracting with GoodPointe for the 2005 PCI program. There are several
reasons why we are making this recommendation:
1. Cost: GoodPointe can provide a basic PCl rating process for us at the cost of $4,500.
This is significantly below Bonestroo's basic proposal ($10,500) and is also below our
budgeted amount of$15,000.
2. Engineering Services: Weare currently in the process of studying the issue of staff
engineering services. We feel it would be pre-mature to do more than the basic PCI
ratings this year, until we know whether we will be hiring someone on staff, joining
forces with another city, or pursuing a different option. We feel confident that
GoodPointe can provide the basic PCI rating information we need in order to prepare a
pavement management plan, assist with prioritization of projects, and be a resource for
CIPfbudget preparation.
3. Consistencv: For now, GoodPointe continues our tradition of using a numerical
pavement condition index based on visual surface inspection, The Bonestroo proposal
includes the use of a new process (P ASER), which seems like a very good approach but
at this time, staff feels a consistent approach is best for this year. Depending on the
outcome of this process and the outcome of our engineering services discussion, we may
want to pursue this option in a future year.
PCI Ratings for City Streets
May 26, 2005
Page 4 of 5
.
4. Specialization: GoodPointe specializes in infrastructure rating processes, and does not
provide other engineering services, We believe this argues for a more objective approach
to thc work.
5. Process: Since GoodPointe is a firm that specializes in this kind of work and does not
provide engineering design services, they are not a direct competitor with our contracted
City Engineer, which may make for a smoother work relationship.
6. Possible Future Use: As COlmcil is aware, staff is currently in discussions with the City
of Roseville regarding engineering services. Roseville also works with GoodPointe, and
they provide Arden Hills with IT services as well. This combination provides potential
opportunities for how we use, maintain, and update the rating information received
during this process.
In addition, GoodPointe has agreed to allow City staff (i,e, O&M employees) to participate in the
rating process as a training cxercise. In other cities, contractors have worked to train city staff so
that eventually the rating process can be conducted in-house, Some other cities have found that
the PCI process should be conducted every one or two years, instead of the three that we
currently use as a guide. The reason is that streets can significantly change in a one year period
depending on weather conditions and other factors.
References for GoodPointe: .
In terms of references, GoodPointe's proposal included as list of twenty-two city/county clients,
most of which are in the metro area. Assistant to the City Administrator Schawn Johnson
contacted several of the cities and a summary of those discussions is provided below.
SHOREVIEW: Jerry Auge stated that GoodPointe is a great company and they have provided
great service to the City of Shoreview over the years. They are very responsive and customer
service oriented. The City of Shore view budgets $5,000 per year for their PCI services. The
only concern he voiced is that each PCI rater is different, so if at all possible, it is important to
create continuity and have the same person complete the PCI ratings on a regular basis. He
would give the company a gradc of "A" and highly recommend them.
COTTAGE GROVE: Jennifer Levitt (City Engineer) stated that they hired GoodPointe for the
first time last year for a neighborhood-specific project. She said that GoodPointe was very
responsive and completed the project within a very small time frame. Their customer service
was excellent. Ms. Levitt stated they had one difficulty in the conversion of data, but the
problem was not caused by GoodPointe, Her overall grade for them was a "B+" and she would
recommend them to Arden Hills,
ROSEVILLE: Duane Schwartz (Public Works Director) said that the City of Roseville has been
working with GoodPointe for 15 to 20 years. This company has always been reliable and is very
client oriented. He said that they aTe always receptive to the client's ideas and like to create long
term relationships with clients. He gave GoodPointe Technologies an overall grade of an "A" .
and strongly recommends this company to Arden Hills.
.
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PCI Ratings for City Streets
May 26, 2005
Page 5 of5
NEW HOPE: Guy Johnson (Public Works Director) said that they are very happy with
GoodPointe Technologies. The City of New Hope recently created a 30 year pavement
management plan. GoodPointe Technologies was very helpful with the set-up and
implementation of this program. New Hope conducts PCI ratings on 1/3 ofthe City each year,
Guy said that he would give GoodPointe a grade of a "B+" and would strongly recommend this
company to Arden Hills.
In addition, GoodPointe included positive letters of reference from the cities of Eagan and
Bloomington as well as Washington County.
Recommendation
Staff recommends City Cow1cil approval of awarding the PCI street rating contract to
GoodPointe Technologies in the amount of $4,500.00.
\'IEarthlAdminIAssistant City AdministratorVt4emo's and Lellers\2005W5-31-05 Memo to Council RE PCI Ratings.doc
EXHIBIT A City of Arden Hills
April 8, 2005
.
This proposal presents 3 options for the City:
Option 1: Detailed PCI SulVey and Executive Summary Report:
Deliverables:
o . Pre-survey project kickoff meeting onsite with City staff;
o 100% surface area evaluation of all pavements;
o Executive Summary Report to document the results of the condition
survey (PC! distribution of network, results by street block, etc,);
o Digital MS Excel spreadsheet of Pel results; and,
o Digital MS Word document of executive summary report,
Option 2: Detailed PCI SulVey and Street Infrastructure Plan
Deliverables:
o All items included in Option 1 above, PLUS:
o Work with the City to develop a comprehensive street infrastructure
plan.
o Establishment of the Infrastructure CONsultant (lCON) Pavement
Management Database (to. be maintained at GoodPointe);
o Unkage of available ArCView GIS data (centerline shapefile) to Oty PMS
inventory for presentation and reporting purposes;
o Ongoing annual maintenance of ICON PMS data (at GoodPointe); and,
o Ongoing ICON PMS system report generation/request services.
Option 3: Detailed PC! Survey, Street Infrastructure Plan and ICON PMS Software
Deliverables:
o All items included in Options 1 and 2 above, PLUS:
o ICON PMs software to be installed and maintained at the City;
o Comprehensive ICON PMS software training; and,
o Ongoing, unlimited ICON PMS software support and upgrades.
e
iii....,
We start out with a brief introduction to our company, followed by our proposed scope of
work, At the end of the proposal we include our pricing summary, a short list of our client
references, and a statement of our insurance coverage.
We sincerely appreciate this opportunity to present this proposal to you, hope you enjoy
reading it, and look forward to helping you find the best way to manage your pavement
assets!
Copyright 2005 GoodPointe Technology Corporation.
All Rights Reserved,
Page 1 of 19
-
,ark Plan
Our prqject (Pam will disa.J5s the
prqJect with the Gty of Ilrden Hills
and will keep the City informed of
progress.
.
ConditkJn values will be assigned
to city streets based on the PASEk
manuals.
~
JII City of Arden Hllfs
lilt PCl5treet RatJngs
Task I: Project Management
. Project Management includes all activities to oversee and direct the project
and to help ensure it stays on sd1edule and on budget.
. Project Manager Mark Daly will provide meeting minutes, progress
schedule updates, and budget reports to keep the City advised of
project progress,
Task 2: Project Initiation
. The Bonestroo project team will meet with City staff to disruss project
expectations. .
. We will obtain the information needed to complete the project, including
maps, digital photos, and segment data.
Task 3: Setup Excel Spreadsheet
. We will incorporate the City's existing information into an Excel
spreadsheet
. The Excel file will allow direct entry of the pavement condition rating and
drainage information into the City.s pavement management system. This
creates a very user-friendly interlace.
. We will assign each street segment a condition score 10-100).
. We will discern the existence of drainage systems.
Task 4: Extract Pavement Condition Data from Reid
Reviews
We propose to use the Pavement Surface Evaluation and Rating jPASERJ
manuals to assign condition values to the city streets. PASER is a well
established rating system. Similar to bridge safety inspection, PASER uses
a rating system of I - 10 based on established degrees of deterioration,
The manual includes written descriptions and pictures of each level.
A Copy of the PASER manual for asphalt roads has been included in
Appendix A for your reference, or you may view the PASER asphalt and
concrete manuals online at:
- http://tic.engrwisc.edu/ManualS/Concrete-PASER 02,pdf
- http://tic.engr.wisc.edU/ManualS/Asphalt-PASER 02,pdf
. Using the PASER manuals, we will rate the pavement condition for each
street segment.
. The rater will input the pavement condition score directly into the
Excel file_The Excel file will convert the PASER score into equivalent
scores based on a 0-100 scale.
o Additional (Optionalt Services
These seNices are optional and listed as such on the cost form. Brief
information is included here describing two proposed additional
seNices, and we invite you to contact us for more information.
3
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I
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I
I
A5 an additionalsetWce, we can
create a Microsoft Acce.s:r
database with a report that
provides a visual and verbal
summary of aIr street segments.
III City of /lrden Hills
1Jt PCI Srreet R.adngs
Periodic Condition Updates
We can perform periodic condition rating updates or provide PASER .
training to City staff to perform condition rating updates. Updates are
recommended every one to four years, depending on pavement type
and traffic levels.
Pavement Management Database
We can create a simple database using Microsoft Access software. Access
reports combined with digital pictures will provide City staff with a
verbal and visual summary of all street segments. An example of a report is
shown in .Appendix B. This summary will help the City provide effective
customer 5eNice to their citizens. Bonestroo can administer the pavement
management: data and, using our experience and expertise, make
recommendations for a detailed street rehabilitation program.
Recommendations for Drainage Improvements
We can evaluate existing drainage facilities and street profiles and make
recommendations for drainage improvements.
o Project Deliverables
. Pavement Condition scores 10-100) for each street segment identified by
City staff
. Verification of existing storm sewer system for each street segment
o City Contributions
The City will assist in completing the project as outlined below,
. The City will prOVide an Excel or IV:.a!ss file containing tile fo/lOINing street
segment information !inm tile pavement management program:
. Street names
. Beginning and ending points
. Segment length
. PO scores from all previous reviews
.
. The City will provide a city map showing all street segments and
existing storm sewer fadlities.
o QUality Assurance/Quality Control Procedures
As a firm, quality control and assurance are of great importance to our
ongoing operations and integrity, To provide the city with excellent
seNice and quality deliverables, we will employ the following quality
control measures:
. Each of our PASER manual experts has at least: 20 years of construction
experience and has performed pavement condition ratings for at least
seven years,
. The Project Manager will conduct a quality control review and rating of
approximately 50% of the entire street system. The quality control review
will include drMng the entire street segment and walking a ponion of the
segment
~
4
,.
. Prepared by: PH ~".lr
Dept.: CD
Council Mtg. Date: 5/31/2005
Final Action Needed By: -
~
~HILLS
City ot Arden Hills
Request for Council Action
Agenda Item II
PC # 05-15: Vacatina a Pedestrian Wav
Budgeted Amount: $0,00
Actual Amount: $0,00
Funding Source: $0,00
Council Action Request:
Consider Resolution 05"38 which would vacate all but two portions of the Pedestrian Way in Block 2 of
the Karth Lake Hills pial.
Staff Recommendation:
Deny Resolution 05-38 which would vacate all but two portions of the Pedestrian Way in Block 2 of the
Karth Lake Hills pial.
Advisory Commission Action:
Commission
Date
Action
Not
. Supporting Documents (which are attached to this Action Form):
[SJ Memo/Letter:
Staff Report to the City Council - May 31 , 2005
[SJ Resolution (No. 05-38)
D Ordinance (No.
D Engineering Recommendation:
D Attorney Recommendation:
D Other:
Financiallmplic~tions:
Administrator/Staff Comments:
.
Page 1 of 1
.
.
.
~
~~HILLS
MEMORANDUM
DATE:
Agenda Item 5.A
May 31, 2005
TO:
Mayor and City Council
Peter Hellegers, City Planner \\\
/V
PC #05-15, the City of Arden Hills
Vacating a Pedestrian Way east of 1104 Amble Drive
FROM:
SUBJECT:
ReQuested Action
Consider vacating all or part of the Pedestrian Way located in Block 2 of the Karth Lake Hills
plat, east of 1104 Amble Drive (Lot 1, Block 2),
Overview
Currently the resident to the west, at 1104 Amble Drive, has shrubs which lie east of the
Pedestrian Way in the County Right-of-Way, The Pedestrian Way is a grassy strip without any
plantings or structures on it. Directly west of the Pedestrian Way, the resident of 1104 Amble
Drive has a wooden fence which screens the back yard fTOm Lexington Avenue. The resident
has maintained the Pedestrian Way to the same standard as his own for the past 28 years.
The widening of Lexington Avenue will have the County removing the shrubs east of the
Pedestrian Way and replacing them with the new concrete sidewalk. This change is necessary
due to the widening of Lexington Avenue which will use more ofthe Right-of-Way for street.
The resident at 1104 Amble Drive contacted City Staff about vacating a 10' x 150' strip of land
dedicated as a Pedestrian Way on the Karth Lake Hills plat in October, 1977, The oddity of the
dedicated Pedestrian Way is that it is only adjacent to one parcel; Lot 1, Block 2. The Pedestrian
Way does not continue on the platted property to the north, and there is no Pedestrian Way to the
south as this property was divided through a Minor Subdivision/Lot Split rather than a plat
(dedicating land is only done through platting).
At their January 24,2005 Work Session, the City Council reviewed this matter and directed staff
to return with a solution which would allow the owner of 1104 Amble Drive to acquire some of
the property but would leave space at the comer for any future traffic light and pathway changes.
\\Earth\Plannin,g\Planning Cases\2005\05-15 Vacation of Pedestrian Way by I ]04 Amble - Len Ciallus (PENDlNG)\05-J ]-05 CC Report 05-
IS.doc
Page 1 of3
No path or walkway has ever been constructed on the Pedestrian Way; the existing pathway is .
located in the Ramsey County Right-of-way. Even after the widening and improvements to
Lexington Avenue, the pathway would not be located in the Pedestrian Way. However, it would
be directly adjacent to the east side of the Pedestrian Way. This could be problematic if a fence
were built right up to this property line by a future property owner (the current owner has stated
that he would not be installing a fence up to this point). Therefore, if the Council elects to vacate
the Pedestrian Way, staff would recommend keeping a strip of at least 2 feet along the eastern
edge of the Pedestrian Way. This 2-foot buffer would allow people to use the full 5-foot width
of the new walkway without feeling like they were walking right next to a waiL In addition, if
the intersection of Amble Drive and Lexington Avenue were ever to have a traffic signal
installed in the Right-of-way, the pathway could shift to the west at the comer. Therefore, staff
has also included a recommendation that if Council elects to vacate the Pedestrian Way, that the
north 20 feet of the Pedestrian Way be retained for future improvements.
The City Engineer, Operations and Maintenance Director, and Ramsey County have been
informed of the plans and all recommend that the City not vacate the Pedestrian Way. During
the Lexington Avenue widening and improvements the edge of construction entered the
Pedestrian Way. Had the Pedestrian Way been vacated, then a temporary easement from the
property owner (at cost to the City & County) would have been necessary. Included in the
attachments is a Ramsey County Right-of-Way sketch which shows the new alignment of
Lexington Avenue, the new concrete path, and the edge of construction,
Should the Council elect to vacate the Pedestrian Way at the present time, Ramsey County would
need a temporary easement for the construction limits while they reconstruct Lexington Avenue.
The resident at 1104 Amble Drive has stated that he would be willing to grant Ramsey County a
no-cost temporary easement for the construction limits while Ramsey Connty reconstructs
Lexington Avenue. One way to work with this would be to require the resident to provide
Ramsey County with the temporary easement, have the easement recorded with the County, and
the applicant provide the City with a recorded copy of the easement prior to the vacation taking
effect.
.
Ovtions
1. Recommend approval as submitted.
2. Recommend approval with conditions,
3, Recommend dcnial with reasons for dcnial. If the City denies the petitioners request,
"...it must state in writing the reasons for the denial at the time it denies the request."
4. Table for additional information.
Notice
Notice was published in the Arden Hills/Shoreview Bulletin on Wednesday, May] 1,2005 and
notice was prepared by the City and mailed to residents within three-hundred fifty (350) feet of
the subject property.
\\Earth\Planning\Planning Cases\2005\05-15 Vacation of Pedestrian Way by 1104 Amble - Len Gallus (PENDING)\05-31-05 CC Rcpon 05- .
IS.doc
Page 2 of 3
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Attachments
"';,
5A-l
5A-2
5A-3
5A-4
5A-5
Resolution 05-38; A Resolution Vacating the City of Arden Hills' Interest III A
Pedestrian Way in the Karth Lake Hills Plat.
Location Map, other pertinent maps
Statement, pictures, and plans submitted by the resident at 1104 Amble Drive
Ramsey County drawing of Lexington Avenue improvements
January 24,2005 Council Work Session Minute excerpt
\\Earth\Planning\Planning Cases\2005\05~15 Vacation of Pedestrian \Vay by 1 ] 04 Amble - Len Gallus (PENDING)\05-31-05 CC Report 05-
15.doc
Page 3 of3
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City Council Meetiug
May 31, 2005
Attachment SA - 1
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~
~HILLS
CITY OF ARDEN HILLS
Ramsey County, Minnesota
RESOLUTION No. 05-38
A Resolution Vacating the City of Ardeo Hills' Iuterest io
A Pedestrian Way in the Karth Lake Hills Plat
WHEREAS, Len Gallus, resident of 1104 Amble Drive, Arden Hills, MN, has petitioned
the City of Arden Hills to vacate a Pedestrian Way which is adjacent to 1104 Amble Drive at
Lexington Avenue and is located within the City of Arden Hills; and
WHEREAS, on the 31" day of May, 2005, a Public Hearing preceded by published,
posted, and mailed notice as required by Minn. Stat. 9412.851 was conducted before the Arden
Hills Council; and
WHEREAS, the Pedestrian Way currently contains the construction limits for
improvements to Lexington Avenue and a temporary easement to Ramsey County;
WHEREAS, the resident at 1104 Amble Drive has agreed to grant Ramsey County a no-
cost temporary easement for the construction limits during their improvements to Lexington
Avenue; and
WHEREAS, at the conclusion of the Public Hearing, the Arden Hills Council
determined that retention of the Pedestrian Way no longer in the public's interest.
NOW, THEREFORE, BE IT RESOLVED that the Arden Hills Council hereby vacates
the City's interest in the following described Pedestrian Way:
1. That certain Pedestrian Way in Block 2 of the Karth Lake Hills plat dated the
14th day of October, 1977; Except the following portions:
a. The City retains ownership of the northerly 20 feet of the Pedestrian
Way for future improvements.
b. The City retains ownership of the easterly 2 feet of the entire length of
the Pedestrian Way (as a buffer to the new five-foot concrete sidewalk
to be constructed as part of the 2005 Lexington A venue
improvements).
AND BE IT FURTHER RESOLVED, that such Pedestrian Way Vacation shall be
effective the day following publication in the Shoreview I Arden Hills Bulletin.
ADOPTED by the Arden Hills City Council this 31" day of May, 2005.
Beverly Aplikowski, Mayor
ATTEST:
Michelle Wolfe, City Administrator
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City Council Meeting
Attachment SA - 2
May 31, 2005
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Attachment SA - 3
May 31, 2005
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LEXINGTON A VENUE .
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CITY COUNCIL MEETING
MA Y 31, 2005
SUBJECT:
VACATION OF THE 10' PEDESTRIAN 'WAY
PROPOSED ROAD'WAY AND LOT IMPROVEMENTS
SCALE 1/8"=1'
Leono.rd E, & Mo.r jorie F. Go.llus
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Afden Hills City Council Meeting
May 31 st, 2005
To be distributed to City Council Members
Subject: Vacation of 10' Pedestrian Way
Arden Hills Advantages:
I. The property, including the new fence, landscaping, & filling in the low lying areas of the
10" pedestrian way to be upgraded at homeowner expense, which will visually enhance
the corner property at the entrance to Amble Drive.
Note: It has become of more importance that the low area at the South end of the 10'
dedicated pedestrian way, and adjacent to the Sabot residence be filled in, They have
been given approval to add an additional driveway, which could have a storm water
impact to the adjacent property. The Arden Hills pedestrian way area should be brought
up to better meet the higher terrain of the Sabot property,
2. Helps to correct the legal building code setback problem of this property.
Homeowner Advantages:
L With the addition of the 10' pedestrian way to be officially part of my property, I will
only be 10' out of building code setback otfLexington Ave., instead of the present 20'.
2. Vacating the pedestrian way will help the resale of my home by appearance, lot size, and
that the property is fully owned by the homeowner, without limitations.
3. Improve privacy and help to reduce noise from Lexington Ave by better positioning a
new 6' privacy fence to be 4' otfthe sidewalk, and at grade level.
4. With the reconstruction of Lexington Ave., I could maintain and enhance the entire
property including: filling in the low area at the rear of the Arden Hills land, add fencing
and landscaping as appropriate,
Please see proposal drawing
Leonard E Gallus
~C2P~
Homeowner
1 104 Amble Drive
Arden Hills, MN 55112
. City Council Meeting
Attachment SA - 4
.
.
May 31, 2005
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City Council Meeting
May 31, 2005
Attachment SA - S
.
.
.
Operations and Maintenance Director Tom Moore stated that the PTRC will be working on a
formal policy for naming trails in the future,
Mayor Aplikowski agrees with the plan to name a trail after former Governor Anderson.
Councilmember Larson is comfortable with the proposal but would like to have the PTRC create
some guidelines for naming or renaming parks and trails in the City. The City could also
consider purchasing a plaque honoring Governor Anderson at the trail location.
Councilmember Holden noted that the PTRC vote regarding the naming of the trail after
Governor Anderson was not documented in the December 14, 2004, meeting minutes.
Councilmember Larson said that he would confer with the PTRC to make sure that there is a
consensus for naming a park trail after former Governor Elmer Andcrson,
Installation of Enerl!Y SavinI! Traffic Sil!nal LED Lil!hts
Operations and Maintenance Director Tom Moore provided a brief overview to the City Council
regarding the possible cost savings to the City if our traffic signals are switched over to LED
lights, Mr. Moore stated that this is not a state mandated project and that the existing traffic
lights are working properly, but it could result in a considerable energy cost savings for the City
in the long run, The initial cost to the City would be approximately $7,000, The projected
energy cost savings could be roughly $27,360 per year. City staff has reviewed the latest utility
bill from Ramsey County regarding the traffic signals, and believe that the estimated cost saving
numbers are accurate.
Ramsey County notified the City of the energy rebate program through Xcel Energy, Ramsey
County would like to have each City in the county operating the same type of LED street light
for improved maintenance activities,
Mr. Moore noted that there is a February deadline for this program if the City does decide to
proceed.
Mayor Aplikowski requested that City staff provide the City Council with potential funding
options, She feels that the project is a good idea, but docs request that City staff explore the
financial and budget implications of this proposed project.
1104 Amble Drive-Requested Pedestrian Way Vacation-Karth Lake Hills plat; Block 2
City Plmmer Peter Hellegers informed the City Council that the resident at 1104 Amble Drive
has contacted City staff and requested that the City Council review the possibility of vacating the
Pcdestrian Way shown on his property plat from 1977, The property abuts a 10' by 150' strip
dedicated as a Pedestrian Way, At this time, a path has never bcen constructed at this location.
Thc resident at 1104 Amble Drive currently has some shrubs/hedges in the Ramsey County
6
right-of-way to the east ofthe pedestrian Way. The resident has essentially adopted the land and .
has maintained the area as his own for the past 28 years.
Typically lots that are designated as R-I are supposed to have minimum dimensions of95 feet by
130 feet and 14,000 square feet of area. Front dimensions for this property are 83 feet and do not
meet the City's current standards, City staff is seeking direction from the City Council regarding
whether or not the City should vacate this piece of property.
Councilmember Grant asked if the City currently owns the property.
City PlalU1er Petcr Hellegers stated that the property was dedicated to the City on the plat.
Councilmember Rem asked if this piece of property is in addition to the existing right-of-way
along Lexington Avenue,
City PlalU1er Hellegers said that this piece of property is in addition to the existing right-of-way.
Councilmember Larson said that he is very reluctant to vacate this piece of property.
Mayor Applikowski asked staff members if a variance is necessary for this property,
Mr. Hellegers stated that technically a variance would be necessary to remedy the non-
conformity of the lot in meeting the City's current R-I requirements. .
Mr. Len Gallus (1104 Amble Drive) stated that his lot is grossly undersized in comparison to the
other homes in his ncighborhood due to the 10 foot Pedestrian Way easement.
Councilmember Larson said that he is sympathetic to Mr. Gallus situation, but the City calU10t
address all of the residential home owner issues in the City.
Mr. Gallus questioned why the City issued the original building permit in 1977. Why was the
origin a] permit approved ifit did not meet the R-l standards?
City PlalU1er Hellegers stated that it is possible that the City Codes have changed over time
making this property non-conforming to today's R-] zoning district.
Mayor Aplikowski asked if the City has any other Pedestrian Ways,
Mr. Hellegers said that the City has a Pedestrian Way near Colleen Avenue and Norma Avenue,
The pedestrian ways are dedicated to the City through platting.
Councilmember Grant asked if the City would benefit at all if this property is vacated.
City Planner Hellegers stated that the City has not used thc property for 28 years, but it may be
beneficial for the City to hold onto the property in thc event that it necessary for future road or
infrastructure improvcmcnts.
.
7
.
.
.
Councilmember Larson asked Mr. Gallus if he would be willing to purchase the land from the
City.
Mr, Gallus said that he would be willing to consider this option.
Mayor Applikowski asked staff to work with the City's Attorney and Mr. Gallus to see if a legal
agreement can be worked out between the two parties, The agreement would entail that Mr.
Gallus is able to take over the property and that the City could reacquire a portion of the land
back if it is necessary for future infrastructure and road improvements,
Direction was given by the City Council to work out an agreement with the resident that allows
the City to retain ownership of the boulevard comer. The City would in-return vacate the
remainder of the property and allow the resident to continue to maintain and use the property as
his own. City Council members did request that the agreement allow the City to reacquire the
land in the future if it is determined to be necessary.
TCAAP Update
*Councilmember Rem left at approximately 7:00 PM
Community Development Director Scott Clark provided the City Council with a review of the
current activities regarding the TCAAP project including an overview of the January 20th
teleconferen<;;e call with the GSA, Army, and regulators,
Community Development Director Clark prcsentcd a draft project flow chart and reviewed for
the City Council the four areas in which the City must move forward in order for the City to
meet a June 15t offer to purchase letter. They are the following:
. Environmental Process
. Land Use Process
. Transfer Process
. Master Development Agreement
On January 31 st, members of the City Council will be participating in a work session to discuss
public financing options for the City Council to consider regarding the TCAAP project.
Mr. Clark mentioned that the City Council must establish business terms for this process to move
forward, It is also important that more escrow funding be unlocked to fund this project in the
near future.
Councilmember Holden asked if the FOST and FOSET would be reviewed at the same time.
Community Development Director Clark said that the FOST and FOSET are scheduled to be
reviewed at the same time,
Councilmember Holden asked how many acres are involved in the early transfer process,
8
,
,
~
'1\~HILLS
City 01 Arden Hills
Request for Council Action
Prepared by: PH
Dept.: Com. ev.
Council Mtg, Date: 5/31/2005
Final Action Needed By: -
Agenda Item '.
PC # 05-05: RezoninQ Old City Hall/ PW Site from R-1 to NB
Budgeted Amount: $0.00
Actual Amount: $0.00
Funding Source: $0,00
Council Action Request:
Consider adopting Ordinance # 364 which would rezone the western portion of the old City Hall/Public
Works site from R-1: Single Family Residential to NB: Neighborhood Business,
Staff Recommendation:
Adopt Ordinance #364 which would rezone the western portion of the old City Hall/ PW site from R-l:
Single Family Residential to NB: Neighborhood Business.
Advisory Commission Action:
Commission
Planning
PTRC
Date
Action
Not
Supporting Documents (which are attached to this Action Form):
. 1ZI Memo/Letter:
Staff Report to the City Council - May 31. 2005
D Resolution (No.
1ZI Ordinance (No,364)
D Engineering Recommendation:
D Attorney Recommendation:
DOther:
Financial Implications:
Administrator/Staff Comments:
.
Page 1 of 2
.
~
~~~ILLS
MEMORANDUM
DATE:
May31,2005
Agenda Item 6.A
TO:
FROM:
Mayor and City Council
Peter Hellegers, City Planner ~
SUBJECT: PC #05-05, the City of Arden Hills
Old City HalllPW Site
Rezoning from R-l to NB
Requested Action
Consider rezoning the western portion of the old City HalllPublic Works site from R-l: Single
Family Residential to NB: Neighborhood Business,
Planninl! Commission Recommendation
. Recommendation and Conditions of Approval
At their May 4, 2005 meeting the Planning Commission reviewed Planning Case #05-05 and
unanimously recommended approval (6-0) of the Rezoning as proposed.
Options
1. RecC'mmend approval as submitted (4/5 majority required),
2. Recommend approval with conditions (4/5 majority required),
3. Recommend denial with reasons for deniaL If the City denies the petitioners request,
".,.it must state in writing the reasons for the denial at the time it denies the request"
4, Table for additional information.
Attachments
6A-1 Ordinance No. 364 Rezoning the Old City Hall 1 PW site
6A-2 Staff Report to the Planning Commission - May 4,2005
6A-3 Planning Commission Minute Excerpt - May 4, 2005
.
\\EarthIPlanning\Pbnning Cascs'2005\05-0S Rezoning R-l to NB Old City Hall & PW Site (PENDING)\05-}1 -05 CC Report Old City Hall
Rezoning 05-05.doc
Page 1 of 1
.
.
.
City Council Meeting
May 31, 2005
Attachment 6A - 1
.
~
~~HILLS
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
ORDINANCE NO, 364
AN ORDINANCE ADDING SECTION IV.F. TO THE
ZONING ORDINANCE OF THE CITY OF ARDEN HILLS
REI~ATING TO THE RE-ZONING OF PROPERTY.
THE ARDEN HILLS CITY COUNCIL HEREBY ORDAINS THAT SECTION IV.
E. AND SUBDIVISION 4F IS HEREBY ADDED TO ZONING ORDINANCE #291
OJ<' THE CITY OF ARDEN HILLS TO READ AS FOLLOWS:
Section IV. F. Re-Zoning
The official map for the City of Arden Hills has been amended to indicate that the
described properties have been re-zoned as follows:
. Described Properties. The following properties arc generally located south of Highway
96, west of Ham line Avenue, cast of Keith son Drive, and north of Arden View Drive and
are also described by the following legal description:
The west 397.5 feet ofthe north 276.82 feet of the Northeast Quarter of the Northwcst
Quarter of Section 22 Township 30 Range 23 is rezoned from an R-I zone (Single
Family Residential District) to a NB zone (Neighborhood Business District) pursuant to
Ordinance #364.
Effective Date. This Ordinance shall become effective the day following its publication.
Adoption Date. Passed by the City Council on the City of Arden Hills the 31 st day of
May, 2005.
BEVERLY APLlKOWSK1, MAYOR
ATTEST:
MICHELLE WOLFE, CITY ADMINISTRATOR
.
Publication Date, Published on the
day of
,2005.
. City Council Meeting
May 31, 2005
Attachment 6A - 2
.
.
.
.
.
~
~HILLS
MEMORANDUM
DATE:
PC Agenda Item 4. C
May 4, 2005
TO: Planning Commission
FROM: Peter Hellegers, City Planner
SUBJECT: PC #05-05, the City of Arden Hills
Old City Hall/PW Site
Rezoning from R-l to NB
Requested Action
Consider rezoning the western portion of the old City Hall/Public Works site from R-l: Single
Family Residential to NB: Neighborhood Business.
Backl!round
Property Proposedfor Rezoning
The property proposed forrezoning is PID number 22-30-23-21-0141 (includes former PID's
223023210004,223023210003,223023210002) and is shown as parcels A, B, & C on the
attached location map, The property is generally located to the west of Ham line Avenue, to the
north of Arden View Drive, to the east of Keithson Drive, and to the south of Highway 96.
The legal description of the property is: the west 397,5 feet of the north 276.82 feet of the
northeast quarter of the northwest quarter of Section 22 Township 30 Range 23,
Overview
The property that is proposed for rezoning houses the former Arden Hills Publie Works Facility
and at one time also housed the Arden Hills City HalL The property has been vacant since the
Operations and Maintenance department moved into the Ramsey County Partners Public Works
Facility on the north side of Highway 96, Direetly east ofthe property is vacant land which is
also 0"'11ed by the City of Arden Hills, Combined, the properties equal about 6,83 acres when
Highway 96 right-of-way is subtracted. However, the eastern portion of the property was zoned
as Neighborhood Business and the western portion of the property remained as R-l Single
\\Earth\Planning\Planning Cascs\2005\05-05 Rezoning R-llo NB Old City Hall & PW Site (PFNDlNG)\05-04-05 PC Report 05-05.doc
Page 1 of3
Family Residential. The proposed rezoning would make the zoning land use consistent with how
the future land use is guided in the Comprehensive Plan.
.
Directly east of the property is vacant land and the day care center is further east; north of the
property is Highway 96; south of the property is the townhouse development; and to the west is
the single family homes along Keithson Drive.
Surrounding Area
North
Public and Institutional
cc: Civic Center District
R,3: Townhouse and Low
Density Multiple Dwelling
District
Institutional
East
Neighborhood Business
N,B: Neighborhood Business
R,I: Single Family Residential
District
Single Family Attached
Residential
Vacant I Neighborhood
Commercial
Single Family Detached
Residential
South
Medium Density Residential
West
Low Density Residential
Site Data
Neighborhood Business
Vacantllnstitutional
R-I: Single Family Residential District
2,5 acres (I 10,036 square feet)
N/A
Slopes downward to the east
Notice
Notice was published in the Arden Hills/Shoreview Bulletin on Wednesday, April 20, 2005 and
notice was prepared by the City and mailed to residents within three-hundred fifty (350) feet of
the subject property.
Compliance with the Comprehensive Plan
The Comprehensive Plan shows the property as NB: Neighborhood Business while our Zoning
Map shows the property as being zoned R-l: Single Family Residential. Rezoning the property
from R-l to NB will make the Zoning consistent with the land use as guided by the
Comprehensive Plan,
\\Earlh\Planning\Plarming Cases\2005\05-05 Rezoning R-] to Nil Old City Hall & P\V Site (PENDfNG)\05-D4-05 PC Report 05~05_doc
Page 2 of 3
.
.
.
.
Staff Recommendation
In Planning Case #05-05 staff recommends rezoning the wesl 397.5 feet of the north 276.82 feet
of the Northeast Quarter of the Northwest Quarter of Section 22 Township 30 Range 23 from R-
I Single Family Residential to NB Neighborhood Business,
Options
1. Recommend approval as submitted,
2, Recommend approval with conditions.
3, Recommend denial with reasons for denial. If the City denies the petitioners request,
"...it must state in writing the reasons for the denial at the time it denies the request."
4, Table for additional information,
Attachments
4c- I Location Map, Zoning Map, Future Land Use Map (Comp Plan Map)
4c-2 Excerpts from the Comprehensive Plan
\\Earth\Planning\Planning Cas.es\2005\OS-OS Re7.0ning R-l to NB Old City Hall & PW Site (PEN()[NG)\05~04-05 PC Report OS-OS_doc
Page 3 of3
.
.
.
Planning Commission Meeting
Attachment 4c - 1
May 4, 2005
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Zoning Districts
R-1: Single Family Residential
R-2: Single & Two Family Residential District
R-3: Townhouse & LO'N Density Multiple Dwelling
R-4: Multiple Dwelling District
B.1: Limited Business District
B-2: General Business District
B-3: Service Business District
8-4: Retail Center District
N.S: Neighborhood Business
G-B: Gateway Business
1.1: Limited Industrial District
1.2: General Industrial District
I-N: I-FLEX District
CC: Civic Center District
Railroad
Right-of-Way
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e
~
~~ILLS
Future Land Use Map
Figure 3.2
Legend
Future Land Use
D LOR: Low Density Residential
D MDR: Medium Density Residential
e - HDR: High Density Residential
D MR: Mixed Residential
- NB: Neighborhood Business
- COM: Commercial
D MB: Mixed Business
D IND: Industriai
D PII: Public & Institutional
D Park
- Park Preserve
D Right,of,Way
D Water
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Map Dale: April 13, 2004
. Planning Commission Meeting
Attachment 4c - 2
.
.
May 4, 2005
.
.
.
1. Low Density Residential (LDR) - is the traditional single family residential
land use category. A density range of3 - 5 units per acre maximum density is
allowed.
2. Medium Density Residential (MDR) - is the apartment and townhome land
use category providing for density of up to 8 units per acre. Mobile homes are
also in this category.
3. Hie:h Density Residential (HDR) - is the apartment and townhome land use
category providing for density of up to 12 units per acre. Mobile homes are also in
this category.
4. Mixed Residential (MR) - is the category designed to provide for a variety and
mixture of housing types, particularly in the TCAAP area. This category will
allow for those types of units not readily available now in the city.
The triangular area bounded on the: south by Highway 96, east by Highway 10,
and the west by 1-35W contains the Arden Manor mobile home neighborhood. As
development in the 1-35W sub-region increases, it is anticipated this area will be
considered for redevelopment. Its location and access characteristics make it an
appropriate site for a commercial and/or industrial use. This evolution of land
uses is not anticipated to occur from government intervention, but rather private
market forces. It is not expected that any redevelopment will occur within the
next ten years, and the land use designation and zoning are not proposed to be
changed at this time. With development proposals, the city may want to entertain
changing the designation and zoning for commercial and/or industrial uses and
removing the residential designation. Market forces and the pace of development
on TCAAP will determine the timing of this expected change.
", Neighborhood Business
Neighborhood Business designates small, isolated areas for neighborhood
commercial land uses when they are compatible with surrounding residential uses.
Commercial uses that are high traffic generators, noise generators or otherwise
not compatible with residential neighborhoods, are inappropriate. Typically
Neighborhood Business areas will be located on intersections or nodes that are on
the edge of residential areas, are not desirable sites for housing or have
traditionally been occupied with neighborhood services,
Commercial
Commercial designates areas for a broad range of retail shopping and services to
meet the needs of the community, Compatible uses such as office buildings are
also intended for this area,
City of Arden Hills Comprehensive Plan, 1998
Land Use
Page 18
There are scattered medium density residential sites throughout the City, The .
largest developed areas include the townbomes adjacent to Hamline Avenue and
south of Highway 96, and the Arden Manor manufactured home neighborhood
between Highway 10,96 and 1-35W, There is an apartment building located
south of County Road E and west of Lexington Avenue and an apartment building
near Round Lake on Parkshore Drive.
Neighborhood Business
Sites that met the criteria and are designated on the land use map for
Neighborhood Business include:
Neighborhood Business Sites
County Road E and Old Highway 10
Northeast comer of Co, Road D and Cleveland
County Road D and New Brighton Road
County Road E2 and New Brighton Road
County Road E2 and 1-35W
<<'Hi hway 96 west of Hamline
4703 Ig way
Current Use
Lindey's Restaurant
Vacant
Coffee Shop
Baptist Conference Council
Vacant
01 i Hall and Da care
Big Ten Supper u
Commercial
Most of the City's conunercial uses are located adjacent to County Road E,
between Highway 51 and Lexington Avenue. This area serves the day-to-day
retail needs of Arden Hills' residents, containing a mixture of retail, office,
industrial, restaurants, and other conveniences. It contains some underutilized
parcels resulting in a mixed conunercial and general business center. Although
the mix of uses does not always provide for ideal transitions between land uses,
the area is highly occupied and functioning well for many small and start up
businesses.
Industrial
.
The City's industrial land is located adjacent to 1-694 on the eastern and western
edges ofthe community. Arden Hills serves as corporate headquarters for large
corporations, such as Land O'Lakes, Cardiac Pacemakers, Mutual Service
Insurance and Control Data, as well as home to hundreds of smaller companies.
The Gateway Business District at the northeast corner ofInterstates 694 and 35W
is in the developing stages. The Gateway Business zoning district is designed to
promote high quality, unified, large-scale development; to take advantage of the
site's visibility; to protect the site's environmental resources; to promote
.
CiIy of Arden Hills Comprehensive Plan, 1998
Land Use
Page 20
.
.
.
I.
OVERVIEW
The Comprehensive Plan guides the future of the community, It sets overall
direction and provides a framework for on-going decision making within the City.
It contains the larger picture goals and policies as well as some specific items to
achieve the City's preferred future. The following items address specific
measures to be taken by the City to implement the goals and policies of the
Comprehensivc Plan.
II. IMPLEMENTATION OF SPECIFIC CHAPTERS
Chapter 1: lntroduction
The 2000 Census data will be available in 2002. This section will need to be
revised to show the new statistical data.
Chapter 3: Land Use
South of
Highway 96
Since nearly all of the land south of Highway 96 is
developed, the emphasis in this area is to continue to
strengthen the neighborhoods, parks and trails, businesses
and employment centers that exist. Tbe City will continue
to work with the North Mctro 1-35W Corridor Coalition
on common issues that work to protect and improve
neighborhoods.
I, Develop a new zoning district, Neighborhood
Business, designed to allow some limited, compatible
commercial uses to be located on the edge of
neighborhoods, providing goods and services for
nearby citizens.
2. Continue to work with the North Metro 1-35W
Corridor Coalition on sub-regional planning processes
and issues in order to support the Land Use Plan for
Arden Hills.
3. Address inconsistencies between the Comprehensive
Plan and Zoning, as follows:
City of Arden Hills Comprehensive Plan, 1998
Implementation
Page 100
Inconsistencies Between Zoning and Comprehensive Plan
.
TCAAP
North of Arden Manor
Bruebe Lane
High School, All Parks,
Library, Northwestern and
others
Bethel
East Lexin ton/Fox Area
South of Harriet
South of Presbyterian
Homes
Southeast of Cleveland and
Stowe
Ba tist Church Council
1-2 and R-I
R-3
R-3
R-l
B-1
B-3 and B-4
R-3
R-2
Institutional
Industrial
LOR
MOR
R-3
LOR
R-I
Commercial
4. Review all proposed land use and development
proposals with respect to the Natural Resources section
of the Plan.
.
TeAAP
The redevelopment of the TCAAP area will occur over a
long period of time. The overall land use plan sets the
general parameters to work with.
I, The TeMP Phase II Implementation Study will be
undertaken in 1999. It will guide the City in its land
use decision making and development processes, and
provide much more detailed and specific information
on land uses, housing, transportation and utilities.
2. In the immediate time frame, the City is working on a
number of fronts, including: obtaining a land lease to
build the City Hall facility, working with other
agencies to develop a joint maintenance facility,
securing release of the initial 50 acre site along the
northwestern side of the property, involvement in the
County Road I improvements related to development
.
City of Arden Hills Comprehensive Plan - 1998
Implementation
Page 101
. City Council Meeting
Attachment 6A - 3
.
.
May 31, 2005
.
.
.
ARDEN HILLS PLANNING COMMISSION - MAY 4, 2005
5
Commissioner Bezdicek asked what the ramification of their decision would have on Mr.
Peterson's negotiations with Ramsey County. Mr. Peterson responded he believed their
decision would have somewhat of an impact on what would happen,
Chair Sand asked to what extent the Commission had the authority to do this, He noted
they did not have the authority to deny this because the County had eminent domain
authority, Mr. Clark respondcd what was important was to make sure the Commission
separated the issues that Mr. Peterson's remedies were an issue between the County and
the property owner and what the City was doing was saying there would be an impact to
the property in the structure being non-conforming once the road was widened and
therefore, the Peterson's would need a variance for the non-conforming structure, which
would be helpful to both the Petersons and the City,
Commissioner Larson asked if granting the variance at this time was timely considering
the negotiation was not complete, He asked if this favored the County. Mr. Clark replied
all they were remedying was one issue, which was the non-conformity.
Commissioner Larson asked if the variance was in place, did this aid the County because
there was not the non-conformity question. Mr. Clark replied from hif perspective, the
answer would be no because there was two issues - the non-conformity and the
negotiations the County was having with Mr. Peterson.
Commissioner Zimmerman asked what brought this to the City's attention. Mr. Clark
responded staff had looked awhile ago at what properties were going to be affected with
this road reconstruction and staff wanted to make sure that these types of requests were
all done at one time, He noted it was quite common to look at these issues in advance of
a road reconstruction,
Chair Sand asked if the County had already prepared a survey, Mr. Clark replied they
had.
Chair Sand indicated the only thing that had not been established was the amount of
compensation to the Petersons, Mr. Clark replied that was correct.
Chair Sand closed the public hearing at 7:49 p.m.
Commissioner Thompson moved, seconded by Commissioner Zimmerman to approve
Planning Case No. 05-14, The City of Arden Hills, 1105 Amble Drive, Variance, The
motion carried unanimously (6-0).
c.
PLANNING CASE 05-05: CITY OF ADEN HILLS. 1245 WEST HIGHWAY 96:
REZONING THE OLD CITY HALL AND PUBLIC WORKS SITE 0440-1450
HIGHWAY 96) FROM R-l: SINGLE-FAMILY RESIDENTIAL TO NB:
NEIGHBORHOOD BUSINESS
Mr, Hellegers stated applicant was requesting rezoning the western portion of the old
City Hall/Public Works site from R-l: Single Family Residential to NB: Neighborhood
Business.
ARDEN HILLS PLANNING COMMISSION - MAY 4, 2005
6
Staff recommended rezoning the west 397.5 feet ofthe north 276.82 feet of the Northeast .
Quarter of the Northwest Quarter of Section 22 Township 30 Range 23 from R-l Single
Family Residential to NB Neighborhood Business,
Chair Sand opened the public hearing at 7:56 p,m.
Chair Sand invited anyone for or against the rezoning to come forward and make
comment.
Greg Redman, 1480 Arden View Drive, representing Arden Hills Townbome Board,
stated he was representing the association directly south of this proposal. He stated the
Board did not have any specific objection to the rezoning, but the Board did have some
concerns with the subsequent development proposal and reserved the Board's right to
comment on that proposal.
Chair Sand noted they were reserving comments as to how the property was developed,
but they did not oppose the rezoning. Mr. Redman replied that was correct.
Gail Van Buskirk, 1390 Arden View Drive, stated she was opposed to the zoning change
because she believed the Comprehensive Plan was taking over green space and making
more industrial area. She expressed concern that there were a lot of industrial areas being
put in the City. She noted she was not opposed to residential homes or townhomes being
put in this area, but she did not want to see a neighborhood business put ;n, She indicated .
putting in a neighborhood business would be a waste of this site,
Chair Sand closed the public hearing at 8:00 p,m,
Commissioner Larson moved, seconded by Commissioner Thompson, to approve
Planning Case No. 05-05, the City of Arden Hills, 1245 West Highway 96; Rezoning the
Old City Hall and Public Works Site (1440-1450 Highway 96) from R-I: Single Family
Residential to NB: Neighborhood Business,
Commissioner Bezdicek asked if this was consistent with the Comprehensive Plan. Mr.
Hellegers responded it was,
The motion carried unanimously (6-0).
D. PL"'NNINC C'.SE fJ5 12: ROYAL O""'KS REALTY, IfJfJfJ COUNTY ROAD E
WEST, SIIOREVIEW, MINNESOTA; M.\STER AND FIN.\.L PUD ....ND
PRELlMIN}.RY PLAT FOR OLD CITY H.\.l~L L...."'D PUBLIC WOR.'{S SITE
(1140 145fJHICHWAY9ti
Continued to the June 1,2004 Planning Commissioner meeting,
UNFINISHED AND NEW BUSINESS
None,
.
e
.
.
~
~HILLS
City of Arden Hills
Request for Council Action
Prepared by: SJ
Dept.: Admin
Council Mtg. Date: 05/31/2005
Final Action Needed By:
05/31/2005
Agenda Item ..
Motion to Aoorove the Aooointment of Financial Conceots.
Inc. as the City's Health/Insurance Broker
Budgeted Amount: NA
Actual Amount: NA
Funding Source: NA
Council Action Request:
Motion to approve the appointment of Financial Concepts, Inc. as the City's health/insurance
broker, effective June 1,2005.
Staff Recommendation:
City Council approval of appointing Financial Concepts, Inc. as the City's health/insurance
broker.
Advisory ComlTlission Action:
Commission
Date
Action
'" , Not Applicable
Not ApplicablEl,
Not applicable
Planning
PTRC
Sllpporting Docllments(which are allached loiiiis Action Form):
[8:J Memo/Letter:
o Resolution
o Ordinance (No,
o Engineering Recommendation:
o Attorney Recommendation:
[8:J Attachments
. List of Interviewed Insurance Brokers
. Financial Concepts, Inc, Reference Checks
. Request for Proposal Response from Financial Concepts, Inc,
. Health and Welfare Service Agreement between the City of Arden Hills and
Financial Concepts
Financial Implications:
Not Applicable-
Administrator/Staff Comments:
\\Earth\Admin\Assistant City Administrator\Requests for Council Action\2005\Finanical Concepts Health Insurance Broker-May 31,
2005,doc
.
.
.
~
~~HILLS
MEMORANDUM
DATE:
May 23,2005
Agenda Item 6.B.
TO:
Honorable Mayor and City Council Members
Michelle Wolfe, City Administrator
Schawn Johnson, Assistant to the City Administrator~
FROM:
SUBJECT:
Recommend the Appointment of Financial Concepts, Inc. as the City of
Arden Hills New Health/Insurance Broker
Backl!:round
In March, City staff began the search for a new health/insurance broker and mailed out eighteen
requests for proposals (RFP's), Out of the eighteen RFP's that were mailed out, ten health
insurance brokers expressed interest in this contract In order to narrow down the field of
potential candidates, the City Administrator, Finance Director, and Assistant to the City
Administrator asked each of the ten potential brokers to give a verbal presentation on the
services that their company provides, After meeting with the potential brokers, City staff
contacted the different references that were submitted by each of the ten individual brokers,
After reviewing and discussing the interview process, reference checks, and bid proposals, City
staff believes that Financial Concepts, Inc. of Minnetonka is the company that would best serve
the health and insurance needs of the City and its staffmembers.
Why did City Staff initiate this Process?
The City of Arden Hills has been with the same health and insurance broker (TC Fields) for over
ten years, We also have a second broker for life insurance and long-term disability policies. We
rccently discovered some overlaps in coverage's that we receive from the two brokers, which
caused us concern about the current level of scrvices. Staff felt that perhaps we would be better
served by consolidating all of our policies under one broker. In addition, staff believes it is
generally a good practice to check the market periodically to review professional services
contracts.
As part of this review, City staff had the opportunity to review different insurance benefit
packages, wellness programs, and internet-based information that is currently available.
Throughout this process, City staff has also become more aware of additional services that are
available through tJle broker's commission fees that would be new, beneficial, and potentially a
cost savings to the City, For example, Financial Concepts would assist City staff with COBRA
\\Ea11h\AdminIAssistant City AdministratorlMemo's and Letters\2005\Financial Concepts. Inc-CC Memo,DOC
compliance issues, employee benefit surveys, online employee resources, education, and .
wellness initiatives. The various brokers all offered different levels of services. Some offered
more than others. The selection of broker we have made is based upon the number and quality
of services and resources they offer, the quality of the presentation, the experience, background,
and depth of staff, and references. There were many good brokers that we met with, and staff
feels several would represent us well. However, at this time staff believes that Financial
Concepts is the best fit to the City of Arden Hills.
All of the services offered by the broker are included in the commission fees paid to them. Since
the City of Arden Hills is considered a small organization (fewer than 50 employees),
compensation is set per the carrier's standard commission agreement. (Any broker that the City
selects will be paid on a commission basis. In addition, if we choose to deal directly with the
insurance providers and not work through an insurance broker, the City's insurance premiums
would not decrease as a result.) Brokers are paid on the basis of insurance premiums paid
through the City. The City of Arden Hills currently operates in this manner and therefore will
not experience any financial impact or change in terms of how the new broker would be
compensated, Staff is also hopeful that the new broker will be able to help us find new ways to
reduce our claim totals, monthly premiums, and possibly save the City money in the future,
Reference Checks
City staff recently contacted the Cities of Champlin, Maplewood, and Roseville regarding the
services provided by Financial Concepts, Inc. The contact person at each of the three
municipalities ranked Financial Concepts, Inc. very high and would highly recommend this
company to the City of Arden Hills. For your review, copies of the e-mailed references from the
three respective cities are attached,
.
Recommendation
Staff recommends City Council approval of Financial Concepts, Inc, as the City of Arden Hills
Health/Insurance Broker.
Attachments.
List of Interviewed Insurance Brokers
II Financial Concepts, Inc. Reference Checks
.. Request fOT Proposal Response from Financial Concepts, Inc.
. Health and Welfare Service Agreement between the City of Arden Hills and Financial Concepts
.
.
City of Arden Hills
2005 List of Interviewed Insurance Brokers
. Acordia Benefits
. Johnson-McCann
. Nesbit Agencies
. Virchow & Krause LLP
. Financial Concepts
. Stanton Group
. TC Field & Company
. AT Group
. Health Systems Innovations
. HR Total
.
.
Zeference Checks for Employee Benefit Services Company
Page I of:
Johnson, Schawn
From: Sherrie Le [Sherrie,Le@cLmaplewood.mn,us]
Sent: Monday, May 02, 2005 4:04 PM
To: schawn.johnson@ci,arden-hills,mn,us
Subject: RE: Reference Checks for Employee Benefit Services Company
.
iere are my answers below.
,herrie
'ro m: schawn ,joh nson@ci.arden-hills.mn.us [mailto:schawn ,joh nson@ci,arden'hills.mn.us]
lent: Monday, May 02, 2005 2:06 PM
fo: Sherrie Le
lubject: Reference Checks for Employee Benefit Services Company
ii Sherri:
-he City of Arden Hills is in the process of evaluating potential health/insurance care brokers and Financial Concepts, Inc, listed YOl
IS a reference, I was wondering if I could take a few moments of your time to answer the following questions:
!. What are the broker's areas of responsibilities in your City? Health and dental insurance, Section 125 plans and EAP
" In your opinion, what does the broker do well? Negotiates rates, communication with me and with labor-managemenJ..
:ommittee, accuracy, knowledge, resolve problems .
I. Are there any performance issues or problems that you have had with the broker? No
I. Does the broker do a good job educating and relating to your staff regarding employee benefit packages? Yes
>. Is your broker timely in returning phone calls and answering any questions or concerns that you may have? Very timely
esponses
i. Does the broker have any service limitations or problems meeting your employees benefit needs? Not that I can think of
What type of letter grade would you give your broker? Probably an A compared to anyone we have used before,
I. Would you recommend this company to the City of Arden Hills? If not, please explain, Yes I would
'hank you again for your assistance in this matter,
,chawn P Johnson
;ity of Arden Hills
\ssistant to the City Administrator
'hone Number: 651-634-5125
'ax Number: 651-634-5137
.
rhis email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this
mail in error you are hereby notified that any disclosure, copying, distribution, or action taken in reliance on the contents of these documents is strictly prohibited. Please
otify the system manager and the sender immediately and arrange for the return or destruction of these documents. Please note that any views or opinions presented in thi~
mail are solely those of the author and do not necessarily represent those of the City. Finally, the recipient should check this email and any attachments for the presence of
5/3/2005
~eferencc Check on Financial Concepts, Inc.
Page 1 of:
Johnson, Schawn
II:
Julie Tembreull Utembreull@ci.champlin,mn,us]
Tuesday, May 03, 2005 11:05 AM
To: schawn,johnson@ci.arden-hills,mn,us
Subject: RE: Reference Check on Financial Concepts, Inc,
;chawn:
;ee my response below (in blue).
ulie
---Original Message-----
'ro m: schawn .joh nson@ci.arden-hills.mn.us [mailto :schawn .joh nson@ci,arden-hills,mn,us]
ient: Monday, May 02, 2005 2:00 PM
ro: Julie Tembreull
.ubject: Reference Check on Financial Concepts, Inc.
Hi Julie:
L
My name is Schawn Johnson. I am the Assistant to the City Administrator for Arden Hills. We are in the process of
evaluating potential health/insurance care brokers and Financial Concepts, Inc, listed you as a reference, I was wondering if
I could take a few moments of your time to answer the following questions:
_' What are the broker's areas of responsibilities in your City? [Julie Tembreull] Financial Concepts is our agent of record for
ealth, dental, life and long term disability insurance, As such, they are responsible for reviewing the plan design and claims
experience and recommending changes, negotiating insurance contract renewals with the vendors, resolving any claim
issues between the City and the vendor and/or the employee and the vendor, conducting employee education meetings and
surveying employees regarding benefits, etc, They also provide seminars and newsletters on human resources related
topics,
2, In your opinion, what does the broker do well? We work with Jim Sarych and Shari Wodarck and they are very responsiVE
to our inquiries, They return phone calls/e-mails promptly, they provide good information both to our Insurance Committee
and to the employees, they look for ways to reduce our premiums and offer us plenty of options so that we feel we can really
customize our plans to exactly the way we want. They are really helpful in all areas,
3. Are there any performance issues or problems that you have had with the broker? No
4, Does the broker do a good job educating and relating to your staff regarding employee benefit packages? Yes They do ,
good Job presenting the information, answering questions, and following up, They provide good informational handouts, and
will bring in a representative of the vendor, if necessary,
5, Is your broker timely in returning phone calls and answering any questions or concerns that you may have? [Julie
Tembreull) Yes, even if they are out of the office, they have someone else on staff that can answer your question They cOPI
you on all e,mails so that you know that they are follOWing up on your question,
6, Does the broker have any service limitations or problems meeting your employees benefit needs? No
7, What type of letter grade would you give your broker? A
_, Would you recommend this company to the City of Arden Hills? If not, please explain, [Julie Tembreuil] Yes, definitely
We are very happy with Financial Concepts and the services they provide,
Thank you again for your assistance in this matter.
5/3/2005
Zeference Check on Financial Concepts, lnc,
Schawn p, Johnson
City of Arden Hills
Assistant to the City Administrator
Phone Number: 651-634-5125
Fax Number: 651-B34-5137
[Julie Tembreull]
Page 2 of:
.
We are in the process of implementing a Wellness Program and Financial Concepts has been very helpful in giving us
options for wellness activities that cost little or no money, They have a wealth of information and are willing to take the extra
time to get a Wellness Program implemented here, They also provided an Employee Survey that we could use to find out
what kind of wellness activities our employees are interested in and then tabulated the results for us,
They also provided great information/templates for the Implementation of HIPAA We really relied on them to help get all of
our policies, etc, in place,
.
.
5/3/2005
Johnson, Schawn
A,m'
'-nt:
To:
Subject:
Bacon, Dona
Tuesday, May 03, 2005 7:53 AM
Johnson, Schawn
RE: Reference Checks for Employee Benefit Services Company
See below, Good luck,
Dona
> -----Original Message-----
> From: Johnson, Schawn
> Sent: Monday, May 02, 2005 2:10 PM
> To: Bacon, Dona
> Subject: Reference Checks for Employee Benefit Services Company
>
> Hi Dona:
>
> The City of Arden Hills is in the process of evaluating
> potential health/insurance care brokers and Financial
> Concepts, Inc, listed you as a reference, I was wondering if
> I could take a few moments of your time to answer the
> following questions:
>
> 1, What are the broker's areas of responsibilities in your City? All insurances and wellness committee, COBRA help,
legal guidance,
>
> 2, In your opinion, what does the broker do well? Good communication, Responsive,
., Are there any performance issues or problems that you
> have had with the broker? None so far,
>
> 4, Does the broker do a good job educating and relating to
> your staff regarding employee benefit packages?
with me
Yes, Could be a bit more progressive in their planning
though, They seem to be getting busier.
>
> 5, Is your broker timely in returning phone calls and
> answering any questions or concerns that you may have?
is quite
>
> 6, Does the broker have any service limitations or problems
> meeting your employees benefit needs?
>
> 7, What type of letter grade would you give your broker?
>
> 8, Would you recommend this company to the City of Arden
have
they
> Hills? If not, please explain,
Yes, same day, Very good here, Their attorney
slow though,
Not that I am aware of.
B+
Yes, they are heads and tails above the rest I
worked with, My expectation are very high and
come close most of the time,
>
> Thank you again for your assistance in this matter.
>
> Schawn p, Johnson
> City of Arden Hills
> Assistant to the City Administrator
.hone Number: 651-634-5125
.ax Number: 651-634,5137
>
>
>
REQUEST FOR PROPOSAL RESPONSES - SECTION 1
.
A, ,FINANCIAL CONCEPTS WORKPLACE SKRVICES
In tod'!Y's raPidly changing world of employee benefits,
your business needs a dedicated team of proftssionals
to intepret and represent your intensts. Financial
Concepts, Inc. provides expertise through consulting
and brokering services to help meet your specific
employee benefit and human nsources needs.
Group & Individual Insurance Products
Medical
Dental
Life
Disability
Voluntary Programs
Long Term Care
'Property and Casualty
Benefit Administration Services
COBRA Administration
Cafeteria/Section 125 Plans
Section 105 ~ HRA Plans
Health Savings Account (HSA)
Pre-tax Parking/Section 132 Plans
Pre-paid Legal Plans
Human Resources Consulting
HR Hotline
Educational Seminars
On Staff Legal Assistance
Oltline Benefits Administration
Recruitment & Retention Strategies
Executive Benefits
Deferred Compensation
Phantom Stock Plans
Benefit Carve Out Plans
Buy/Sell Agreements
Retirement Plan Services
Registered Investment Advisory Services
Retirement Plan Administration
ERISA 404(c) Compliance Assistance
Investment Policy Statements
Employee Stock Option Plans
Non Qualified Plans
Retirement Plan Design Consulting
.
Employee Benefit Communications
Group Benefit Education
Retiretnent Plan & Investment Education
Investment Allocation Modeling Program
On-site workshops/ seminars
Workstation kiosks
Surveys
Total Compensation & Benefit Statements
Health and Wellness Programs
Employee Assistance Programs (EAPs)
Online Benefit Summaries
New Hire Kits
Investment Allocation Modeling Program
.
2
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B) FIRM HISTORY AND EXPERIENCE
Financial Concepts, Ine.
11100 Bren Road West
Suite B
Minnetonka, Minnesota 55343
Telephone: (952) 653-1300
Fax: (952) 653-1301
www.fci-benefits.com
1. Firm histOlY and background
Financial Concepts, Ine. (FCI) is a multi-service employee benefits consulting firm founded in 1983.
In 1996, FCI became a member of National Fin~ncial Partners (NFP). With hundreds of member
firms nationwide, our alliance with NFP allows us to offer clients products and services unavailable to
our competitors. Our clients can request and access legal resources, compliance guidance, proprietary
products and improved purchasing power.
FCI employs over thirty individuals includitig management, sales and marketing professionals and
administrative staff. The majority of our employees are located in our Minnetonka, Minnesota office,
We also have an office in Arizona, We maintain registered representative smtus in multiple states and
heavily utilize our nationwide resources as a member of NFP to provide high quality service to our
multi-state clients.
FCI offers employee benefit services to over 250 organizations. \Y/e are proud of our client retention
rate of ninety eighty percent - a number unheard of in this competitive market. In fact, our first client,
the Better Business Bureau ofA-linn,sota remains a client today, Fel specializes in employer groups ranging in
size of 10 and 1,000 employees. We find that the mid market industry realizes the highest level of
value from our high touch client service. Budget and resource constraints common in mid market
organizations require FeI to become an integral part of the organizations benefits and human
resources functions. We partner with our clients' senior managers and human resources staff to offer
high quality benefits, a wide array of additional services and strategic focus toward goals.
2. Financial references
National Financial Partners (NFP)
Elliot Holtz
(201) 301-4060
Price Waterhouse Cooper
Amy IGmnode
(720) 931-7318
3. Distinctive Services
Our finn provides organizations with custom designed benefit packages. We believe benefit programs
should be based on the strategic objectives of the organization, We partner with our clients to understand
their business market:, ernployce tnotivators, challenges and organizational culture to create benefit
programs that help the organization tneet core business goals_ Tn many cases, we act as a virtual
extension of the organization's human resource department reducing soft dollar costs for our clients.
3
Our goal is to work with our clients to identifY one, tluee and five year ohjectives and defme
"success" for dIose tirncframes.
.
We attribute our success to (1) our unsurpassed dedication to client service, (2) a highly skilled team
of benefit professionals, (3) firm independence, and (4) a vast array of products and services,
1) In addition to a mandatory 24-lwur return call policy required from all representatives and staff,
FCI has instituted a proprietary benefits management system, 'Ibis system, custom designed to
each client, establishes annual procedures to ensure proactive and efficient management of
renewals including vendor selection and negotiation, product design alternatives, employee
education and implementation.
2) FCl employs a highly skilled team of benefit professionals to provide day-to-day service to our
clients. Whether it is problem resolution for claims or billing issues or the facilitation of strategic
planning meetings, the FCl team is dedicated to the highest level of client service, In addition to
our internal team of experts, we. have established cross-functional alliances with several key
personnel in the benefits industry to bring our clients exceptional value. These professionals
include HR Executives, Attorneys, Certified Public Accountants and Business
Management/Planning Executives, FCI may call upon any of these closely held relationships to
aide our clients in problem resolution.
3) As an independent firm, PCI has access to all uon-captive insurance companies licensed to do
business in the state of Minnesota.
4) Please refer to the Section 1 - A, Workplace Services for a more complete listing of the vast array
of products and services offered by PCL
.
Over the past few years, many employer groups have experienced annllill double-digit increases in
health insurance premiums. The causes of these increasing trends spread far and wide and cannot be
pinpointed to one overpowering source. 'Il1e cost of new and improved technology in the medical
industry, the rising cost of medical malpractice suits, the aging population, government mandates, the
cost associated with hringing new pharmaceuticals to market and patient utilization all play key roles
in escalating insurance premiuins,
As a result of d,ese increases, FCI has witnessed a unique eruption of choice in the group health and
welfare insurance marketplace. At no other time in recent history has there been so many options
available to employers and employees, Insurance companies are as aggressive as they have ever been
before in pricing, new member acquisition and value added senrices. Most insurance companies are
introducing new products and services including greatly expanded benefit design options, tiered drug
copays, disease management programs, employee assistance and counseling programs, patient
welhless resources, tiered networks and nurselines. In addition, legislative changes have added new
opportunities for the medical insurance marketplace that benefit both the employer and the employee,
including Health Reimbursement Arrangements (HRAs) , Health Savings Accounts (HSAs) and
Deductible Reimbursement Plans (DRPs).
As a standard practice, FCI in/Jestigates any and all new prvductJ, services, and legislation with insurance
vendors as well as our benefit attorneys. Our cfientJ are continuously updated on new developments with
regular conununication including etnails) semi-annual training seminars for HR professionals (see
Section I - G, Workplace WelIness Seminar) and regularly scheduled mid year strategic planning
.
4
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meetings with each client. Our unique benefit management cycle enables us to ensure that we've
worked with each of our clients individually to evaluate the feasibility and timing of new products and
services for their organization.
4. Municipality experience
FCI maintains relationships with nine cities in the Minneapolis/St. Paul metropolitan area. Our first
City client, the City of Little Canada, remains a valued client today,
FCI considers mUlIiapalilie..- om of tis illdustry ,rpedalties as it rclates to employee benefit plans and human
resources management. We make it a practice to understand the issues, challenges and changes
affecting City govermnents in Minnesota and work with the appropriate City personnel to deal with
the situation_ For example, as the new HIP AA policies and procedures loomed last year, FCI initiated
and sponsored a FREE HIP AA training session for ,all municipalities and was presented by a leading
HIP AA attorney, Darcy J-litesman, from I laynesHitesman, P.c. The training was held at one of
FCl's city clients and FCI emailed invites to all City HR personnel on the League of Minnesota Cities
email distribution list. Approximately 35 people attended the seminar representing cities from all over
the metro area. 'lbe seminar evaluations indicated a 1000;', satisfaction level with the seminar topic,
presentation material-and presentation content.
FCI continues to grow with our municipality clients focusing on issues at the forefront of City
govermnent including bndget issues, wellness programs and upcoming F ASB mlcsregarding funding
and accounting practices for retirees,
.
The following is a current list of cities that FCI maintains full services relationships with:
City of Brooklyn Park
City of Fridley
City of Inver Grove Heights
City ofLittlc Canada
City of Roseville
City of Champlin
City of Hopkins
City of Lakeville
City of Maplewood
5. FCI's association with providers
FCl is an independent agent licensed with all major non-captive insurance carriers in Minnesota. If
there is a new or existing product held by the group that FCl is not registered with that specific
carrier, FCI will obtain licensing to service the product.
6. Commnnication responsibilities
Acting as agent of record for benefit plans, FCl will request updated employee census information,
plan designs and premium rates. FC! will provide ti,e City with timely information regarding
renewals; market and industry updates and any benefit related legislative changes that may affect the
City's benefit programs through our exclusive benefit management system.
.
At the onset of tile relationship with tbe City of Arden I-lills, FCl will immediately input the City's
benefit plans into our benefit management system, FCI proven proprietary benefits management
process helps anticipate cost increases as well as allows time to proactively implement cost
contal1lment measutes, Through this process, FCI systematically analyzes quarterly claims
information (if available) from vendors to identify problematic trends over the course of the year, In
addition, we monitor market trends for groups with similar demographics and work rype.
5
This information is provided to your benefits staff with appropriate recommendations for immediate
and future action items. Recommendations may include, but are not limited to, evaluating other
vendors, funding arrangements and! or implementing plan design alternative. The graphie below
summanzes the specitlc procedures and action items included in FCI's annual benefits management
system.
~
Renewal!
Effective Date
...
~;plementatioD
'---- Review
Enrollment!
Communicati6R
,
\.
Benefit
Management
Cycle
.
Benefit & Cal'Tier
Selection
First Quarter
eports & Ana)ys'
t
Third Quarter
eports & Allalysi
Administrative!
Compliance Audit
Ongoing Key
Support Seniccs
-I
'\,
Markel Surveyl
Renewal Process
Mid-Yeal" Strategk
PlaDning Meetin
... ~~-=.:
~
,
FCI will establish a quarterly claims review process (if available) and a mid-year strategic planning
meeting which will determine the action items and timetable for the UpCOlning months, As a part
of the benefits management system, FCI generally works with you to set two to three strategic
planning meetings to review information and prepare for the next benefit event. We consider
benefits management a continuous process~ not just an annual renewal.
6
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I
t.
~
c) QUALIFICATIONS
1. Service Philosophy
FC]'s value proposition is providing consulting and brokerage services that result in cost effective
benefit programs that meet the unique goals and objectives of the organization. We achieve our value
proposition by leveraging our independence, a proprietary strategic benefit management system,
innovative enlployee services and a comprehensive array of tools and resources to case the plan
administration for the employer.
1) As an independent firm, FCl generates sufficient volume in the state of Minnesota to maintain
preferred broker status with all the major insurance carriers. Our clients benefit from this status
by receiving more timely information as well as,increased negotiating power. FC]'s negotiation
skills have resulted in significant reductions for our clients' health insurance renewals, In addition,
as a member of NFP, FCI has access to proprietary products not offered through other local
employee benefit agencies,
2) FCI employs a proven proprietary benefits management process that helps anticIpate cost
increases as well as allows time to proactively implement cost containment measures, Through
tlus process, FCI systematically analyzes claims information from vendors to identify problematic
trends over the course of the year, This information is provided to your benefits staff with
appropriate recommendations for immediate and future action items. Recommendations may
include, but arc not limited to, evaluating other vendors, funding arrangements and/or
implementing plan design alternatives.
3) FCI advocates a very high level of employee interaction throughout the benefits management
process. In most organizations, employees today arc oblivious to the dramatic cost increases
affecting the health insurance industry. We believe that industry trends point toward increased
employee responsibility for healthcare, We work with our clients to implement a strategic
education and/or wellness campaign to help prepare employees for the future as well as keep
them infomled and involved in immediate benefit plan changes. In addition; our extensive library
of educational presentations is aimed at raising awareness of insurance trends, understanding plan
design and cost shating changes and encouraging health management behaviors among
employees. While the employee interaction may not immediately impact tile overall cost to the
plan, it does help alleviate contention among employees when benefit changes (both cost and plan
design) are the only option.
4) FCl strives to act as a virtual extension of your Human Resources staff by providing tools and
resources that help ease benefit plan administration, maintain compliance with current and new
laws, regulations and commwucations with participants. As an FCI client, you win have an
opportunity to take advantage a "vide array of Human Resources support services.
\X/ith out prominence in the industry, strategic benefit management process, employee involvemcnt~
and extensive hurnan resources support sernces, we believe FCl ranks highest m110ng its'
competitors, Our clients benefit from FCl's thorough cost negotiations with insurance carriers and our
ability to reduce the internal burden of sponsoring your benefit plans,
7
2. Conceptual program structure
Upon engagement with the City of Arden Hills. your FCI account team will work with you to set the
first strategic planning meeting, \YJe refer to this meeting as a "Benefits Audit" meeting which is
conducted with the appropriate City personnel to gain a better understanding of the employee
benefits programs, and more importantly the organization's dynamics, We would seek to understand
the City's work culture, employee demographics, work conditions, perceived value of benefits and any
challenges or issues that the City currently faces or expects to encounter in the near future as it relates
to employee benefits.
After FCl understands the group's unique goals, objectives and challenges, our staff will work with
you to create a customized action plan and timetable,
As a result of the Benefits Audit meeting, many 'l'unicipalities have approved an action plan to
appoint a benefits committee that included representatives from all levels of the organization. This
benefits committee may serve several functions including communication with other employees,
understanding the diversities of your workforce, and acting as an advocate for plan changes which is
sometimes better perceived from a fellow employee rather than management,
3, Technology
Technology Resources
Through our relationship with NFl', FCI provides the latest in web based HR support services to
help meet your group needs including:
.
MyHRView provides HR professionals access to a comprehensive resource and reference
center, containing employee benefits, HR/ employment, and personal financial planning
infomlation that help answer questions and research topics related to human resources
and benefits plan issues, MyHRView also explains and analyzes complicated federal laws
and confusing acronyms - such as COBRA, ERISA, ADA, FLSA, FMLA, HIP AA and
others. Includes a voluminous library of forms, checklists, model language, glossaries,
calculators, organization policies, sample lerters and employee communications, covering a
wide range of benefits and employment-related areas. Links to state and federal
govenunent sites, hundreds of dowuloadable forms, including a complete sample
Employee Handbook are also available.
.
Benchmark Reporting keeps your benefits program current and competitive and is vital
to achieving your business strategies. A non-existent or flawed benchmarking process may
lead to poor decisions and costly results. NFl' Benefits survey-based benchmarking report
will help you detennine how your benefit plan compares to other organizations in your
competitive marketplace, as well as control costs. Drawing upon data from a national
survey, our advisors provide you benefits benchmarking information based on size,
industry, and geographic locations.
.
Employee Benefit Surveys are designed to capture employees' perceptions and
understanding of your organization's benefit package. This can be used to demonstrate to
employees tllat their organization is looking out for their best interest, as well as to
determinc adequacy of the current benefit package and if dollars are being spent "wisely".
Confidential and anonymous, the survey can be administered through the Internet or on
papet and re')Wres minimal time and effort from the HR and IT departments. Providing
8
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solid research on employee attitudes, our advisors help you get the most out of your
investment in people, programs and systems.
j
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Employee Benefits Newsletters were created especially for our clients. The newsletter
provides articles and information that are pertinent to today's hottest HR and Benefits
topics. The newsletter is distributed every two months via email and keeps you abreast of
constantly changing and increasing laws and regulations and positions your organization
to take advantage of opportunities in your marketplace.
.
Special Edition Newsletters are sent periodically via email and focus on a single topic
such as new regulations, legislative decisions, or specific products and issues that may arise
between Newsletters.
.
MyBenefitsView (MBV) is a benefits comhmnication service that helps employees
understand and evaluate both their basic and optional benefits, learn about important plan
features or changes, and appreciate the value of their total benefits package. Since MBV is
an Internet -based application, there is no software to install or hardware to buy. It
provides employees and their families 24/7 access to planning information and necessary
forms to enroll in sponsored or voluntary benefits. It is a customized and branded website
that incorporates the organization name and logo, and can also feature news and events
outside of the benefits field.
.
SeminarslWorkshopslWebinars PCI offers senu atlliual client training workshops that
cover hot topics in the benefits industry, These HR training seminars are offered at no
cost to our clients and provide expert resources on complex legislative changes and
industry news. In addition, FCI offers customized employee education workshops to help
employees understand benefits and the current market conditions in the benefits industry,
Communication Systems
FCI utilizes state of the art technology to help service clients. Our primary software systems are
Microsoft including: Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Microsoft
Outlook. Each ofnte City of Arden Hills Account Team members arc email enabled and are capable
of servicing your account via technology - if that is your desired mode of communication,
In addition, a number of the third party administrators offer onlinc account access and reporting
systems. If that is identified as a priority in the strategic planning process, FCI will research the
market to ensure adequate delivery of technology and reporting capabilities.
4, DRAFT Action plan/timetable
The Sample Timeline below shows a draft timelinc for FCI to begin working with The City of Arden
Hills, The timelines generally include strategic planning meetings, administrative meetings, committee
meeting, and employee education and details the overall benefit plan implementation schedule. A
more detailed timeline will be developed upon obtaining more infomlation on the the City of Arden
llills benefit plans,
9
Action Item Date Responsibility
Benefit Audit/Initial Strategy Meeting ASAP FCI w / the City
Develop Benefit Committee ASAP City
Educate committee:
- Health insurance trends
- Renewal/RFP process May, 2005 FCI
- HRA/HSA
Preliminary Cost Analysis of Options/Plan
Designs
- Medica ,
- Preferred One Summer, 2005
HealthPartners FCI
-
- BCBS
Determine whether or not to go to market
for health, dental, life, LID, STD for 1/1 September, 2005 FCI/City
- Complete applications for submission
by 10/1/05
Cost Analysis of Options/Plan Designs
- Medica
- Preferred One Late October/Early FCI/City
November, 2005
- HealthPartners
- BCBS
Determine
- Vendor
- Plan design Early November Fel/City
- Contribution levels for premium and
HRA, if appropriate
Employee Meetings Late November Fe!
Post Implementation Meeting/Follow Up January FCI/City
10
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5. Detailed Services
Strategic Planning
FCI will provide The City of Arden Hills with benefit and financial consulting,
recommendations and support that includes the following responsibilities:
(a,) Examine current employee benefit plans.
(h,) Review insurance plan design and claims experience.
(e) Analyze competitive plan position considering plan design, employee choice, and
both employer and employee costs,
(d.) Review and recommend plan design and financial fimding alternatives.
(e,) Assist in preparation of budget projections.
(f.) Establish the City of Arden Hills with a renewal strategy encompassing all the
components of a cost effective, high quality benefit plan for the upcoming year.
(g,) Recommend relationships with FCI alliances to help achieve organizational goals and
objectives (property and casualty insurance, legal, HR generalists, accounting
professionals, ete)
Renewal Service
FCl will provide full vendor management responsibilities including:
(a,) Vendor negotiation for renewals.
(b.) Managing the proposal process to ensure competitive programs and pricing.
(e) Securing rate guarantees and caps if available,
(d,) Securing attractive fmancial alternatives.
(e,) Vendor non-standard problem resolution, including assistance with irreconcilable
claims and billing issues between the City of Arden Hills and the vendors,
(f.) Recommend plan design alternatives to best manage costs and offer a competitive
benefits package for employees.
(g,) Educate the employees of the City of Arden Hills on their new benefit plans and
costs as well as market ttends and wbat to prepare for in the future as it relates to
benefits.
Human Resources Support Services
FCI has available full technical services for dle benefits plan, Much of the technical work will
be inherent in dle development of the strategic plan mentioned above. The sttategic plan will
include the important technical considerations for your organization including:
11
Ca.) Assist Human Resources staff on compliance related issues through training
setninars, newsletters and correspondence.
.
(b,) Appraisal of industry, legislative, and regulatory developments and consultative
recommendations as it relates to employee benefits.
(c.) Provide consultation on employee relation issues as needed.
(d.) Full access to FC!'s online hwnan resources library (MyHRVleW) of explanations
and analysis oflaws, trends and developments in benefits and related areas,
MyHRView
$l,OOO/annually
Included
Semi-annual HR training seminars
Varies
Included
Legal support
$150-$275/hour
Included
Benefit plan benchmarking data
$500 - $2,500/project
Included
.
Benefit conunittce meetings
N/A
. Included
Monthly newsletter to HR staff
N/A
Included
c..oQ"QA~
Employee Services
Ca.) FCI will work with the City of Arden Hills management to design and deliver an
employee communications strategy that aligns with the strategic benefit initiatives,
(b.) Conduct/review employee surveys; provide objective and subjective feedback to
management and/ or benefits committee, jf applicable.
(c.) Review effective communication methods to educate employees on their new
benefits package as well as the strategic benefit objectives of The City of Arden Hills.
.
12
Employee surveys
$1,500-$2;000 with $500 for online set,up
Included
Assist with employee education
$150/hour
Included
Support for Employee Wellness
Initiatives
$100/hour
Included
MyBenefitsView (MBV) is a benefits communication service that helps employees understand
and evaluate both their basic and optional benefits, learn about important plan features or
changes, and appreciate the value of their total benefits package. Since MBV is an Internet-based
application, there is no software to install or hardware to buy. It provides employees and their
families 24/7 access to planning infottrultion and necessary forms to enroll in sponsored or
voluntary benefits. It is a customized and branded web site that incorporates the organization
name and logo, and can also feature news and events outside of the benefits field.
~--- ------- ---- ----~-- --~
,
OP1IO'-\L SE R\ ICES
Additional Services Additional Services Additional Services
MyBenefitsView (online $3.50/ employec/month plus set up costs $1,50/employee/month inc. set up
employee resource)
6. Account Team
The City of Arden Hills group benefit services account team will consist of the following
represent"tives and staff:
.
Jim Sarych
Senior Consultant
Jim, as Vice President, is responsible for directing the marketing efforts and as well, as acts as
a Senior Consultant for FCL Jim began his career in the insurance and benefit industry in
1989 with ]>rudential Financial Services. Jim joined FCI in 1991 and specializes in
municipalities, unions, and manufacturing organizations. Jinl holds the Life Underwriter
Training COlillCil Fellow (LUTCF) designation, is a member of the American Socicty of
Chartered Firulncial Consultants and Chartered Life Underwriters, the l\1llmesota life and Health
Insnrance Profession and a mcmber of NFPSI, a NASD member broker-dealer, Jim graduated
from the College ofSt 1bomas in 1988.
13
Shari W odarck
Senior Consultant
Shari provides benefit plan consulting for FCL She has over 12 years of experience in the
employee benefit., industry and has been with FCl for the past five years. Shari began her
career at American Express Retirement Services, first managing employee education projects
and departing as Manager, Client Marketing and Communications. Shari's portfolio includes
employee education campaigns honored by the Profit Shatirlg Council of America for
creativity and results, Shari holds a lVlinnesot>l Life and Health License, is a member of the
National Association of Women Business Owners, a member of NFPSI, a NASD member
broker-dealer and continues to be an active writer for the financial services industry as well as
several publications on a volunteer basis. Shari graduated from the University of Minnesota in
1990 with a B.A. in Psychology with an empllilsis in Industrial Relations.
Karyn Maki
Account Manager
Karyn provides Account Malllgement services for FCI in both the large and small group
markets, working with the client's Medical Insurance, Dental Insurance, Group Term Life,
Disability, and Flexible Spending Account plans. Karyn st.arted with FCI in 2002 after
working in Human Resources for five years at a company in Burnsville, MN, first as a Trainer
for a year and a half and then as a Benefits Administrator for three and a half years. Karyn
graduated from the University of St. Thomas with a B.A. in Communications and Psychology.
In addition to her Account Management responsibilities, Karyn conducts employee edncation
workshops and assists with managing our vendor relationships.
Diane Toner
Client Scrvice Representative
Diane manages FCl's benefit management cycle and ensures tinlely delivery of vendor
renewals, fonns and application processing and oversees the overall workflow processes with
FCI and the prodnct vcndors, Diane also provides support to the FCI Account Managers.
Diane llils over 20 years experience in the insurance industry working the majority of that time
with FCL
Professional Partnerships
In addition to our qualified team of FCI representatives, FCI maintains multiple professional
relationships with expert resources to help scrvice our clicnts. These resources include:
ERlSA Attorney
Pension Benefit Attorney
Human Resources Attorney
Human Resources Generalist Consult>lnt
Compensation Consultant
Actuary/Underwriting Analyst
Certified Public Accountant
14
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SEE REVERSE S~DE FOR OPENING INSTRUCTiONS
Minnesota Department of Commerce
Licensing Division
85 - 7th Place East, Suite 600
St. Paul, MN 55101-3165
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FINANCIAL CONCEPTS TWIN CITIES INC
11100 BREN ROAD WEST
SUITE B
MINNETONKA, MN 55343
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'Jilt; L fUlfi" lulu Hili fu ILu I f ,II. 1I111i1 tI Hu u In ii
STATEMENT OF COMPLIANCE
.
Financial Concepts complies with all applicable state and federal laws and
regulations. Each representative holds Minnesota State Lifejl Iealth Insurance
license and abides by the continuing education requirements set forth by the State
of Minnesota.
In addition, Financial Concepts is a member ofNFP, a broker.dealer regulated by
the National Association of Securities Dealers (NASD). Each securities licensed
representative abides by the continuing education and regulatory requirements
established by the NASD.
Refer to Attachments for a copy of our Privacy Policy and HIP All. Business
Associate Agreement.
.
.
City of Arden Hills
Health & Welfare Benefits
Service Agreement
Effective May 31st, 2005
Prepared by:
Financial Concepts, Inc.
11100 Bren Road West, Suite B
Minnetonka, MN, 55305
Direct. 952,653,1300
Toll Free. 800.693.1175
Fax. 952,653.1301
www.fei-benefits.com
\
r.iu.lil,ial~QIil{~~
AN ~F.). fill.....
~An fmployu hodi' (WU/fiof C(fIUp"
This document is to outline Financial Concepts, lnc. (FCI) setvices related to City of Arden Hills's
employee benefit plans, including health and dental,
.
At the starting point of the City of Arden Hills and FCrs relationship, FCI will work with your
organization to perform an audit of your current benefit programs. FCI will analyze the current benefits
and meet with the appropriate leadership of your organization to understand the respective objectives
and priorities. Based on these objectives and priorities, FCI will develop a benefits blueprint to meet the
unique needs of your organization, The blueprint will be reviewed and refined as needed to ensure that
the strategic benefit plan meets organizational needs. The resulting strategic plan will setve as the road
map to design the ongoing management and administration of the benefit programs. FCI utilizes a
Benefits Management Cycle approach of ensuring diligent plan management and completion of
administrative responsibilities,
L Strategic Plan
FCI will provide City of Arden Hills with financial consulting and support including the
following responsibilities:
A. Examine current employee benefit plans,
B. Review insurance plan design and claims experience, (if obtainable).
C. Analyze competitive plan position considering plan design, employee choice, and both
employer and employee costs.
D,
Review and recommend plan design and financial funding alternatives.
.
E. Assist in preparation of budget projections.
F. Establish with City of Arden Hills a renewal strategy encompassing all the components
of a cost effective, high quality benefit plan for the upcoming year,
II. Compliance
FCI has available full technical setvices for the benefits plan, Much of the technical work will be
inherent in the development of the strategic plan mentioned above. The strategic plan will
include the important technical considerations for your organization including:
A. Assist Human Resources staff on compliance related issues through training seminars,
newsletters and correspondence.
B. Appraisal of industry, legislative, and regulatory developments and consultative
recommendations as it relates to employee benefits.
C. Provide consultation on employee relation issues as needed,
D. Full access to FCrs online human resources library of explanations and analysis oflaws,
trends and developments in benefits and related areas.
.
2
.
.
.
III.
Renewal Service
FCl will provide full vendor management responsibilities including:
A. Vendor negotiation for renewals,
B. Managing the proposal process to ensure competitive programs and pricing,
C. Securing rate guarantees and caps if available.
D, Securing attractive financial alternatives.
E, Vendor non-standard problem resolution, including assistance with irreconcilable claims
and billing issues between City of Arden Hills and the vendors.
F. Recommend plan design alternatives to best manage costs and offer a competitive
benefits package for employees.
G, Educate the employees of City of Arden Hills on their new benefit plans and costs.
IV, Employee Communication
FC! will work with City of Arden Hills management to design and deliver an employee
communications strategy that aligns with the strategic benefit initiatives.
A
Conduct! review employee surveys; provide objective and subjective feedback to
management, if applicable,
B. Review effective communication methods to educate employees on their new benefits
package as well as the strategic benefit objectives of City of Arden Hills.
C. Conduct employee education meetings related to the Health & Welfare benefits for City
of Arden Hills,
3
It is our understanding that the objective is to provide a high level of benefits to City of Arden Hills and
to keep these benefits within current and future budgets,
.
Assistance to be supplied to us by your personnel should include:
. Confidential census information.
. Full support in extracting claims data from City of Arden Hills.
. Management input on City of Arden Hills strategic benefit objectives, both short and long term,
. Communications strategy, input and support,
. Direction on management issues related to the adoption of the various plans.
The parties hereby acknowledge that the services described above which ate provided by Financial
Concepts, Inc, under the letter agreement, "do not telate to an employee benefit plan" in the context of
Section 514 of ERISA.
Our compensation for all services is based on the amount received from the product vendors
throughout the contract period. If Financial Concepts, Inc. is not the broker of record with the vendors,
City of Arden Hills agrees that Financial Concepts, Inc. can bill for the balance of the compensation not
yet received through the vendors for the remaining contract period.
Either party may terminate this agreement with 30 days advance written notice delivered to the party
with "Cause," Cause shall be defined as (i) the failure to perform any material term of this Agreement,
or (il) material dishonesty in the performance of services under this Agreement.
As a subsidiary of National Financial Partners Corp, ("NFP'), we are a member of a financial services
network containing approximately 200 owned firms and approximately 250 affiliated finns. Finns within the
NFP network engage in onc or more of its primary lines of business) which include corporate and executive .
benefits and property and casualty insurance brokerage. Firms are compensated through fee and
commissions for services provided to clients in each of these lines of business_ In addition to the standard
commissions received for the services provided to you, we or our affiliates may earn additional compensation
for our role in providing certain products and services to you under separate contracts with insurance
companies and group benefits providers, Insurance companies and group benefits providers may pay us or
our affiliates contingent compensation upon satisfaction of factors such as volume, persistency or
profitability of the business placed ",oth such insurance company or group benefits provider, In addition,
such product and service providers may pay us or our affiliates ftxed amounts related to the support ofNFP
company conferences, conventions and other marketing efforts.
If the foregoing is in accordance with your understanding, please sign and return to us the duplicate copy
of this letter.
Sincerely Yours,
James Sarych
Senior Consultant
ACCEPTED
BY:
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DATE:
4
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Prepared by: SJ
Dept: Admin
Council Mtg, Date: 05/31/2005
Final Action Needed By:
05/31/2005
~
~HILLS
City ot Arden HIlls
Re uest for Council Action
Agenda Item
Motion to Approve the Peddlers, Solicitors, and Transient
Merchants Ordinance #360-Revisinl! Section 340 of the
City Code
Budgeted Amount: NA
Actual Amount: NA
Funding Source: NA
Council Action Request:
Motion to Approve the Peddlers, Solicitors, and Transient Merchants Ordinance #360
Staff Recommendation:
City Council Approval of Peddlers, Solicitors, and Transient Merchants Ordinance #360
,~<I"i!;()ryc:ol11rnissi()nAction: ._
Commission
u. __l'.@n.niI1g__
PTRC
I
Date I
'" ""'" ---L.
.1.....
Action
Not Applicable
_ NotApplicable
Not applicable
-----~
,
Supporting Documents (which are-attached to this Action Form):
I2J Memo/Letter:
D Resolution
D Ordinance (No.
D Engineering Recommendation:
D Attorney Recommendation:
I2J Other:
. Copy of Peddlers, Solicitors, and Transient Merchants Ordinance #360
Financial Implications:
Not Applicable-
Administrator/Staff Comments:
\\Earth\Admin\AssIstant City Admlnistralor\Requests for Council Action\2005\Peddlers, Solictors, and Transient Merchants
Ordinance-May 31, 2005.doc
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~~HILLS
MEMORANDUM
DATE:
Agenda Item 6.C.
May 25, 2005
TO:
Honorable Mayor and City Council Members
Michelle Wolfe, City Administrator
Schawn Johnson, Assistant to the City Administrator~
FROM:
SUBJECT:
Proposed Peddlers, Solicitors, and Transient Merchants Ordinance #360
-Revising Section 340 of the City Code
Backe:round
In 2004, City staff received a number of inquires from peddlers, solicitors, transient merchants,
and political organizations regarding the process and procedures involved in the distribution of
goods, services, and political literature to the residents of Arden Hills. After reviewing the
City's current ordinance, it was determined by the City Attorney and staff that the creation of a
new ordinance may be more advantageous to the City. The existing ordinance can be very
difficult to interpret and some of the information that is being regulated is outdated or no longer
applicable, The proposed ordinance more clearly defines the application process and the City's
regulations regarding the sclling or distribution of goods, services, advertisement, and political
literature, City staff is also attempting to minimize confusion by clearly defining what
organizations are exempt from the permitting process. The following groups or organizations are
considered exempt from Section 340,03 of the permitting process stated in this ordinance:
I. Bona fide residents of the state selling farm and/or garden produce cultivated by
themselves, provided that such sales can be conducted without creating traffic hazards;
2. Children age eighteen or younger, soliciting for school sponsored activities;
3. Garage sales, flea markets and estate sales;
4. Thc acts of merchants or their employees in delivering goods in the regular course of
business;
5. Solicitations by organizations for philanthropic religious, political, charitable, non-profit
or educational causes,
Although these groups are considered exempt from the permitting process, the City will still
require that these activities be registered on an application form, provided by the City, ten days
prior to the event.
Recommendation
City staff is requesting City Council approval of the Peddlers, Solicitors, and Transient Merchant
Ordinance #360,
. Attaclnnents:
. Proposed Peddlers, Solicitors, and Transient Merchants Ordinance #360
\\Earth\Admin\Assistant City Administrator\Memo's and Letters\2005\Peddlers, Solictors, and Transient Merchants
5-31.05,DOC
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~H1LLS
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
ORDINANCE NO. 360
AN ORDINANCE REGULATING PEDDLERS, SOLICITORS, AND
TRANSIENT MERCHANTS IN ARDEN HlLLS-
AMENDING CITY CODE CHAPTER 3 BY REVISING SECTION 340
The City Code of Arden Hills is amended by adding Chapter 340 to read as follows:
340.01
Purpose, This section is not intended to interfere with the legitimate
business activities of peddlers, solicitors or transient merchants, These
provisions are intended only to, as nearly as possible, regulate and
control all those who would use their unique presence on property
within the City to create nuisances, commit theft, or engage in other
unlawful activities.
340.Q2
Definitions, For the purpose of this section, the terms used herein are
defined as follows:
A. "Peddler" means any person who goes from place to place;
conveying or transporting goods, wares or merchandise;
offering the goods, wares or merchandise for sale; making
sales; and delivering goods, wares and merchandise, It does
not include vendors of milk, bakery products or groceries who
distribute their products to regular customers on established
routes.
B. "Solicitor" means any person who goes from place to place
soliciting donations or taking orders for the sale of goods,
wares or merchandise for future delivery or for services to be
performed in the future.
c.
"Transient Merchant" means any person who engages in a
temporary business, either in one locality, or in any traveling
from place to place, selling goods, wares and merchandise;
and who, for purpose of carrying on such temporary business,
hires, leases, occupies or uses a building, shelter, vacant lot.
vehicle, trailer. tent. boat, public room in a hotel, motel or
340.03
lodging house. apartments or any other place within the City .
for the exhibition and sale of such wares. goods and
merchandise.
Application for Certificate of Registration. Except as provided in
Section 340.07. peddlers. solicitors and transient merchants shall not
conduct business in the City of Arden Hills without a certificate of
registration. An application for a certificate of registration shall be
submitted to the City Administrator or designee. on forms provided
by the City. at least twenty one (21) days before the applicant
desires to conduct business within the City. A completed
application shall include the following:
A. Sworn Statement. The sworn statement shall provide:
1. Applicant's full legal name. date of birth, and the
social security number.
2.
The permanent home address of the applicant. the
address of the place of business or the firm or
occupation which the applicant represents, and. in the
case of transient merchants. the local address from
which proposed sales will be made.
.
3, A brief description of the nature of the business and the
goods to be sold.
4. If employed. the name and address of the employer,
5. The length of time for which the right to do business is
desired,
6. The place or location where the goods proposed to be
sold are manufactured. stored, and the manner in
which goods shall be delivered to the customer.
7. A photograph of the applicant taken within sixty (60)
days immediately prior to the date of filing the
application, The picture shall be approximately two
inches by two inches showing the head and shoulders
of the applicant in a clear and distinguishing manner,
8,
.
A statement as to whether or not the applicant has
been convicted of any crime. misdemeanor. or
2
.
.
.
340,04
violation of any municipal ordinance, other than traffic
violations and the nature of the offense and the
punishment or penalty assessed therefore,
9.
A list including the name, address, phone number and
age (if under 18 years) of all persons working for or
assisting in the described activity,
10.
A transient merchant must also provide:
(a) Proof of appropriate permission to operate on
proposed site.
(b) A copy of the form or individual's sales tax
permit. The sales tax permit must be posted at the site,
(c) Proof that the transient merchant sales are
permitted within the zoning district where the business
will be conducted.
11. A list of the last five (5) municipalities wherein the
applicant has conducted business as a transient
merchant.
B, Fees. The application fee as adopted from time to time by
City Council ordinance. The application fee is to cover the
administrative costs of processing and investigating the
application.
Investigation and Issuance.
A. Upon receipt of a completed application, it shall be referred
to the Ramsey County Sheriff's Department for a background
investigation of the applicant's business and moral character
as deemed necessary for the protection of the public good.
B.
If the applicant has been convicted of a violation within the
past five years from the date of the application for any
Federal or State statutes or regulation, or of any local
ordinance, which adversely reflects on the person's ability to
conduct the business for which the certificate of registration is
being sought in an honest and legal manner or that will not
adversely affect the health, safety and welfare of the
residents of the City, Such violations shall include but not be
3
340.05
limited to: burglary, theft, larceny, swindling, fraud, unlawful .
business practices, and any form of actual or threatened
physical harm against another person.
C. Upon successful completion of the registration process and
investigation, the City Administrator or designee shall issue to
the applicant a certificate of registration, The certificate of
registration is non-transferable,
Regulations. The registrant and its employees shall comply with the
following regulations:
A.
Siqns. No peddler, solicitor, or transient merchant, unless
invited to do so by the property owner or tenant, shall enter
the property of another for the purpose of conducting
business as a peddler, solicitor, or transient merchant when
the property is marked with a sign or placard at least three
and three quarter (3-3/4) inches long and three and three
quarter (3-3/4) inches wide with print of a least 48 points in
size stating "Peddlers, Solicitors, and Transient Merchants
Prohibited", or other comparable statements. No person.
other than the property owner or tenant, shall remove,
deface. or otherwise tamper with any sign.
.
B. Refusina to Leave. It shall be unlawful for any peddler,
solicitor or transient merchant to enter upon premises owned,
leased or rented by another and refuse to leave such
premises after having been notified by such owner or
occupant to leave.
C. Misrepresentation. It shall be unlawful for any peddler,
solicitor or transient merchant to make false or fraudulent
statements concerning the quality of the goods or services
which are being offered for sale.
D, Hours of Operation, It shall be unlawful for any peddler or
solicitor to conduct business within the City between 7:00
p,m, and 9:00 a,m, the following morning. except by specific
appointment with and invitation from the perspective
customer.
E.
False Information, It shall be unlawful for any reason to give
any false or misleading information in connection with the
application for a certificate of registration.
.
4
.
.
.
340.06
340.07
F.
Displav of Permit. Registrants are required to exhibit their
permit at the request of a citizen.
Duration of Certificate of Registration, Every certificate of registration
shall be valid for the period of time stated thereon, but in no event
shall any such certificate be issued for a period of time in excess of
thirty (30) days.
Exempt Organizations.
A. Exempt List. The provisions of Section 340,03 shall not apply to
the following organizations:
1. Bona fide residents of the stafe selling farm and/or
garden produce cultivated by themselves, provided
that such sales can be conducted without creating
traffic hazards.
2.
Children age eighteen or younger, soliciting for school
sponsored activities.
3.
Garage sales, flea market and estate sales.
4, The acts of merchants or their employees in delivering
goods in the regular course of business.
5. Solicitations by organizations for philanthropic religious,
political, charitable, non-profit or educational causes.
B. Application for Exemption, An application for exemption
shall be submitted to the City Administrator or designee on
forms provided by the City at least ten (10) days before the
applicant desires to conduct business within the City, A
completed application shall include the following
information:
1. Name and purpose of the cause for which the
exemption is sought:
2.
Name of the individual in the organization responsible
for the solicitations;
5
3.
Names and addresses of the individuals who will
actually be doing the solicitation;
4. Period during which solicitation is to be carried on: and
5. Certificate of non-profit status, if applicable, from the
state where organized.
C. Political Orqanizations. Political organizations that request
permission to canvass in the City are required to complete a
legal affidavit and file it with the City Administrator or
designee,
340.08
Revocation. Certificates of registration may be revoked by the City
Administrator for a violation of any provision of this section. The
decision of the City Administrator shall be final.
Adontion Date: Adopted by the City Council ofthe City of Arden Hills
The 31 st Day of May, 2005,
Beverly Aplikowski, Mayor
ATTEST:
Michelle A. Wolfe, City Administrator
Publication Date: Published on the _ day of
,2005
\ \Earlh\Admin\Council\Ordinances\Ordinonce 360 - Peddlers.doc
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...-A~HlLLS
City ot Arden Hills
uest for Council Action
Re
Prepared by: MW
Dept.: Admin
Council Mtg. Date: 5/31/2005
Final Action Needed By:
5/31/2005
Agenda Item II
Resolution ReQardinQ Consolidated Dispatch
Budgeted Amount: $0,00
Actual Amount: $0.00
Funding Source: N/A
Council Action Request:
Approve Resoltuion 05-38 Regarding The Consolidated 911 Dispatch Services n Ramsey County.
Staff Recommendation:
Approve the resolution,
Advisory Commission Action:
Commission
,."f'I<ln~i~g
PTRC
Date
Action
NotAppli<:i3tlIEl.., ....... ....... ...
., _'______ . _f\lot AppliC<l~~_____j
., . Not applicable .
.
Supporting Documents (which are attached to this Action Form):
[8J Memo/Letter:
Memo from City Administrator Wolfe dated May 25, 2005 with related attachments,
o Resolution (No, )
o Ordinance (No. )
o Engineering Recommendation:
o Attorney Recommendation:
o Other: '
Financial Implications:
Analysis of potential financial implications are still undelWay, Our participation in the proposed
consolidated dispatch center would decrease the City's costs over an eight-year implementation period,
until ultimately the County would pay the full costs associated with operating the center. However, those
costs would be transferred to the County and Arden Hills residents could end up paying an overall higher
amount for dispatch services,
Administrator/Staff Comments:
A consolidated dispatch center offers many potential benefits including operating efficiencies and better
staffing for large emergencies, Analysis of the County's proposal continues, but at this time it appears
that we should be concerned about the financing plan and potentially also the governance of the center.
Until more is known I would recommend our support be conditional on working through those items,
.
Page 1 of 1
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~~HILLS
MEMORANDUM
DATE:
AGENDA ITEM 6D
May 25, 2005
TO: Mayor and City Council
FROM: Michellc Wolfe, City Administrator ~
SUBJECT: Consolidated Dispatch Center
BACKGROUND
Over the past few weeks information has been distributed regarding the consolidated dispatch
center. The Council was able to discuss the status of this project at the May 16 work session, At
that time, the Council indicated interest in considering a resolution similar to one adopted
recently by the City of Falcon Heights. Since that time, I received copies of resolutions from the
cities of Roseville and Vadnais Heights (attached). I have also attached a sample resolution that
was prepared by Ramsey County,
The general concern is that suburban taxpayers will be paying a larger share for dispatching
services under the proposal approved by the County Board, Ramsey County is taking on the
costs for operating the dispatch center over an eight-year time frame. The taxpayers will still be
paying for these services, but will be paying through County taxes instead of City taxes, Many
believe that a disproportionate share will be paid by suburban taxpayers vs, City of St. Paul
taxpayers. The primary rationale for this belief is that the County proposcs that the costs for the
consolidatcd ccntcr would be paid from general county taxes, which are based on property value,
This is different than how most suburbs currently pay for dispatch services, which is based on
calls/usage.
Thc way the proposal was explained at a recent mecting with the County Administrator, and as I
understand the materials that were presented to the County Board, every city brings to the table
what they are currently paying. That amount is then decreased over an eight-year period until
the County takes over the costs completely,
I am attaching a draft resolution for consideration, It is modeled after the resolution recently
adopted by the City of Falcon Heights, A copy of the Ramsey County Resolution adopting the
financing plan and governance for a consociatcd center is attachcd for your information,
The suburban city managers will be meeting on Friday afternoon to discuss this topic further, so
I will have additional information for you on Tuesday evening. Topics to be discussed include
the following:
Consolidated Dispatch Center
Page 2 of2
May 5, 2005
1, Describe the County's recent Resolution regarding consolidated dispatching and
discuss its potential impacts, pro and con, on our residents and our cities.
2. Discuss the economic and political feasibility of alternatives to the County's
approach toward consolidated dispatching, including but not limited to:
a. Two county-funded dispatch centers, suburban and urban, with County
property taxes allocated to each center based on the respecti ve amount of property
taxes paid by residents of each city participating in each center;
b. White Bear, Maplewood, or some other established dispatching centers, even a
distant one, handling part or all of our suburban emergency call load;
c. One county dispatch center where funding is based on a 50-50 weighting of
each city's call load and county property taxes paid.
3, Decide as a group on action steps, if any, and make assignments,
RECOMMENDED ACTION
Approve Resolution 05-38 Regarding the Consolidated 911 Dispatch Services in Ramsey
County.
Attachmcnts
MW
nFarth'\Admin\City Administrator',800 MHz-Consolidated DispatchW5-25-05 Memo to Council RE consolidated dispatch doc
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~HILLS
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 05-38
A RESOLUTION REGARDING CONSOLIDATED 911 DISPATCH SERVICES IN
RAMSEY COUNTY
WHEREAS, the City of Arden Hills supports consolidated 911 dispatch services in
Ramsey County; and
WHEREAS, the City wishes to appoint Michelle Wolfe, City Administrator, to represent
the City in negotiations with Ramsey County regarding consolidated 911 dispatch services; and
WHEREAS, the City of Arden Hills' support of consolidated 911 dispatch is conditional
upon the Ramsey County Board of Commissioners reconsidering the cost allocation formula, and
utilizing a formula that takes into account both tax base and usage of911 dispatching, rather than
relying strictly upon a tax base formula; and
WHEREAS, the cost allocation formula should fairly reflect the cost of providing
effective and efficient dispatch services to Arden Hills' residents and business owners.
NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ARDEN HILLS, MINNESOTA:
1. The City of Arden Hills will support consolidated 911 dispatch service, and participate in
negotiations for this service, with the understanding that the Ramsey County Board of
Commissioners will reevaluate the cost allocation formula for a consolidated dispatch center
that takes into account both tax base and usage of 911 dispatching.
2. Any final agreements respecting dispatching services will come to the City Council for
review and approvaL
3, City Administrator Michelle Wolfe is hereby appointed to represent the City in negotiations
with Ramsey County regarding the consolidation of dispatch services.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS .
31ST DAY OF MAY, 2005.
Beverly Aplikowski, Mayor
ATTEST:
Michelle A. Wolfe, City Administrator
\\Earth\Admin\Council\ResolutionsUOO5\05-38, Approving the Ccmsoiidated 911 Dispatch in Ramsey Cty.doc
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RESOLUTION OF THE ROSEVILLE CITY COUNCIL REGARDING
CONSOLIDATED 911 DISPATCH IN RAMSEY COUNTY
WHEREAS, the City of Roseville supports the concept of consolidated 911
dispatch in Ramsey County; and
WHEREAS, the City wishes to appoint Neal Beets, Roseville City Manager, to
represent the City in negotiations with Ramsey County Manager David Twa regarding
consolidated 911 dispatch services; and
WHEREAS, the City of Roseville's support of consolidated 911 dispatch is
conditioned upon the County Board adopting a financing and cost allocation formula that
fairly reflects the cost of providing effective and efficient dispatching services for Roseville
residents; and
WHEREAS, it is disappointing and frustrating that persons representing SI. Paul
appear to be using the consolidated dispatching initiative as an opportunity to shift unfairly
the burden of paying for SI. Paul dispatching services from SI. Paul property owners to
Roseville and other suburban property owners;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF ROSEVILLE, MINNESOTA:
1. Designating City Manager Neal Beets as the City's negotiator with Ramsey County
Manager David Twa.
2. Supporting consolidated 911 dispatch if it is based on a fair financing structure for
Roseville residents and business owners.
3, That any final agreements respecting dispatching service will come to the City
Council for review and approval.
ADOPTED by the Roseville City Council on May 9, 2005.
ATTEST:
:71;Af ;&d;b
Neal Beets, City Manager/Clerk
] ]6284
RESOLUTION NO
REGARDING CONSOLIDATED DISPATCH CENTER IN RAMSEY COUNTY
.
WHEREAS, the City of Vadnais Heights supports a Consolidated Dispatch Center in Ramsey
County, as it believes overall it will provide the opportunity of better service for the taxpayers of Ramsey
County and will benefit the County taxpayers on the whole from economies of scale; and
WHEREAS, the City wishes to appoint Gerald Urban, its City Administrator, to represent the City
in negotiations with Ramsey County regarding the Consolidated Dispatch Center and services; and
WHEREAS, the City feels the representation on the Planning and Policy Board should reflect the
population in general as close as possible and include the elected County Sheriff; and
WHEREAS, the City of Vadnais Heights' support of the Consolidated Dispatch Center is
conditional upon the County Board adopting a cost allocation formula utilizing both tax base and usage of
911 dispatching;
NOW, THEREFORE, be it resolved by the City Council of the City of Vadnais Heights,
Minnesota, that the City of Vadnais Heights will support the Ramsey County Consolidated Dispatch
Center and participate in negotiations for this service, with the following conditions:
I. The Planning and Policy Committee be made up as follows: .
· The Ramsey County Sheriff
· One Ramsey County Commissioner from Saint Paul
· One Ramsey County Commissioner from Suburban Ramsey County
· Mayor of Saint Paul and three Councilmembers
· Elected Official from White Bear Lake
· Elected Official from Maplewood
· Two Elected Officials from Suburban Communities who currently purchase dispatch
services from Ramsey County.
2. That 50% of dispatch services be funded from General Taxes in Ramsey County and 50%
of cost be paid based on calls for service.
3. That the City of Vadnais Heights' negotiator, Gerald Urban, will have authority to adjust
the requirements in conditions one and two ifhe deems reasonable.
ADOPTED this _ day of May, 2005.
Gerald], Urban, City Administrator
Attest:
.
Susan L Banovetz, Mayor
I \heights\administration ICounciJ Meetings\2005\regular council mtgs\05 J 705lcommunicQlions Center Resolution.doc
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SAMPLE RESOLUTION
WHEREAS, On hme 22, 2004, the Ramsey County Board of Commissioners authorized
the County Manager to proceed with the design and constmction of a Countywide subsystem
backbone to the Metropolitan Radio Board's Public Safety Communication System (PSCS)/800
MHz Interoperable Communication System; and
WHEREAS, On June 22, 2004, the Ramsey County Board of Commissioners authorized
the County Manager to develop a preliminary design of a Ramsey County PSCS/800 MHz
PSAP/Dispatch Center that would be sized to allow for potential future countywide dispatching;
and
WHEREAS, on June 22, 2004, the Ramsey County Board of Commissioners authorized
the County Manager to begin negotiations with all of the municipalities in Ramsey County
regarding dispatching services throughout the County; and
WHEREAS, Tbe Ramsey County Board of Commissioners has taken a position in
support of exploring consolidation of dispatching services because Commissioners believe that it
provides several advantages to all of the jurisdictions in the County; and
WHEREAS, On April 26, 2005, the Ramsey County Board of Commissioners approved a
financing option that over an eight-year period clocks down contributions for operating costs by
those cities operating PSAP/Dispatch Centers that choose to join the consolidated Dispatch
Center on the following schedule. This schedule assumes a start-up date of January 1,2006. If
operations start at a later date, year I is twelve months from start-up, and each year thereafter
will refer to the next twelve-month period.
Year 1 (2006) 0% (Base Year)
Year 2 (2007) 10%
Year 3 (2008) 10%
Year 4 (2009) 15%
Year 5 (2010) 15%
Year 6 (201 I) 15%
Year 7 (2012) 15%
Year 8 (2013) 20%
City Responsibility
100%
90%
80%
65%
50%
35%
20%
0%
County Responsibility
0%
10%
20%
35%
50%
65%
80%
100%
and
WHEREAS, The Ramsey County Board of Commissioners approves payment by
Ramsey County of the costs for capital cquipment, connections and dispatch center facility
constmction and site developmcnt costs for cities operating independent PSAP/Dispatch Centers
that choose to join the consolidated Dispatch Center; and
WHEREAS, The Ramsey County Board of Commissioners approves the formation of a
Dispatch Policy Committee to provide oversight and monitoring of consolidated dispatch
services that includes elected official representatives from those PSAP/Dispatch Centers that join
the consolidated Dispatch Center with a membership for the first 7 years. If all four
PSAP/Dispatch Centers join, the composition of the Dispatch Policy Committee will be:
. I Ramsey County Sheriff
. I Saint Paul Mayor
. 4 Saint Paul City Councilmembers
. I Maplewood Mayor or City Councilmember
. 1 White Bear Lake Mayor of City Councilmember
· 2 Suburban elected representatives from cities that contract for dispatching services only
The number of representatives from the Saint Paul City Council will be reduced by one if either
Maplewood or White Bear Lake do not join the consolidated Dispatch Center of by two ifboth
Maplewood and White Bear Lake do not join the consolidated Dispatch Center.
The Saint Paul Mayor will chair the Dispatch Policy Committee for the first two years; thereafter
the Chair will rotate; Now, Therefore, Be It
RESOLVED, The, City Council is interested in participating in the
Ramsey County Consolidated Dispatch Center; and Be It Further
RESOLVED, The
represent the City of
City Council authorizes
in formal negotiations with Ramsey County,
to
.
.
.
Resolution
.
Board of
Ramsey County Commissioners
Presented By
Attention:
CommissiQJLer McDonough Date April 26J~~__, 2005 No, 2005-169
Connie Catlin, County Manager's Office
Scott Williams, County Manager's Office Page 1 of5
Paul Kirkwold, project Manager
Bob Fletcher, Sheriff Budqetinq & Accountinq
WHEREAS, On June 22, 2004, the Ramsey County Board of Commissioners
authorized the County Manager to proceed with the design and construction of the
County subsystem backbone of a countywide Public Safety Communication System
(PSPS)/800 MHz Interoperable Communication system as a subsystem to the
Metropolitan Radio board's public safety communication system; and
WHEREAS, On June 22, 2004, the Ramsey County Board authorized the County
Manager to develop a preliminary design of a Ramsey County PSCS/800 MHz
PSAP/Dispatch Center that would be sized to allow for potential future countywide
dispatching for consideration by the County Board and the Policy Planning Committee;
and
.
WHEREAS, On June 22, 2004, the Ramsey County Board authorized the County
Manager to begin negotiations with the City of Saint Paul for a combined PSCS/800
MHz Dispatch Center, and with the Cities of Maplewood and White Bear Lake to locate
their independent PSAP/Dispatch Centers within the countywide dispatch center, and to
negotiate with all communities within Ramsey County, and to update the County Board
and Policy Planning Committee on progress and recommendations; and
WHEREAS, In order to meet project time lines, decisions are needed regarding
which entities will be part of a consolidated Dispatch Center; and
WHEREAS, County Board policy decisions are needed on the financial and
governance positions the County will include in agreements with those cities currently
operating independent Dispatch Centers that wish to join a combined countywide
Dispatch Center; and
RAMSEY COUNTY BOARD OF COMMISSIONERS
YEA NAY OTHER
T.ennett
Tarter
Jim McDonough
Rafael Ortega
Victoria Reinhardt
Janice Rettman
lan \Vicssner
Victoria A. Reinhardt, Chair
(Continued)
By
Bonnie C. Jackclcn
Chief Clerk, County Board
Resolution
Board of
.
Ramsey County Commissioners
Commissioner McDonoug~,_ Date April 26. 2005 No, 2005-IJ1~'L_
Connie Catlin, County Manager's Office
Scott Williams, County Manager's Office Page20f5
Paul Kirkwold, Project Manager
Bob Fletcher, Sheriff Budgeting & Accounting
Presented By
Attention:
WHEREAS, The Ramsey County Board has taken a position in support of
exploring consolidation because Commissioners believe that it provides several
advantages to all of the jurisdictions involved; and
WHEREAS, In response to the County Board's position that one consolidated
countywide Dispatch Center could provide a better long-lerm service strategy for the
whole County, Commissioners and the County Manager have been meeting with the
cities of Saint Paul, Maplewood and White Bear lake to explore their interest in joining
the County in a consolidated countywide Dispatch Center; and
WHEREAS, During these discussions, financial and governance issues have
been explored; and
.
WHEREAS, The City of Maplewood voted on April 11 , 2005 to authorize staff to
begin negotiating an agreement with the County for provision of 911 dispatch services
for Maplewood; and
WHEREAS, Consolidation discussions have led to the suggestion that the
County gradually take responsibility for funding dispatch operations and that
governance of a consolidated Dispatch Center is a concern as dispatch operations will
affect the various jurisdictions' public safety; Now, Therefore, Be It
RESOLVED, The Ramsey County Board of Commissioners approves a financing
option that over an eight-year period clocks down contributions for operating costs by
those cities operating PSAP/Dispatch Centers that choose to join the consolidated
Dispatch Center on the following schedule. This schedule assumes a start-up date of
January 1,2006, If operations start at a later date, year 1 is twelve months from start-
up, and each year thereafter will refer to the next twelve-month period,
RAMSEY COUNTY BOARD OF COMMISSIONERS
YEA NAY OTHER
Tony Bennett
Toni Carter
Jim McDonough
Rafael Ortega
Victoria Reinhardt
Janice Renman
Jan Wiessner
Victoria A. Reinhardt, Chair
(Continued)
.
BL
Bonnie C. JackeJen
Chief Clerk ~ County Board
.
Resolution
Board of
Ramsey County Commissioners
Commissioner McDonouqh Date April 26. 2005 No. 2005-169
Connie Catlin, County Manager's Office
Scott Williams, County Manager's Office Page 3 of 5
Paul Kirkwold, project Manager
Bob_Fletcher, Sheriff Budqetinq & Accountinq
Presented By
Attention:
Year 1 (2006) 0% (Base Year)
Year 2(2007) 10%
Year 3 (2008) 10%
Year4 (2009) 15%
Year 5 (2010) 15%
Year6 (2011) 15%
Year 7 (2012)15%
Year 8 (2013) 20%
.
and Be It Further
City Responsibility
100%
90%
80%
65%
50%
35%
20%
o
County Responsibility
o
10%
20%
35%
50%
65%
80%
100%
RESOLVED, The Ramsey County Board of Commissioners approves payment
by Ramsey County of the costs for capital equipment, connections and dispatch center
facility construction and site development costs for cities operating independent
PSAP/Dispatch Centers that choose to join the consolidated Dispatch Center; and Be It
Further
RESOLVED, The Ramsey County Board of Commissioners approves the
formation of a Dispatch Policy Committee to provide oversight and monitoring of
consolidated dispatch services that includes elected official representatives from those
PSAPlDispatch Centers that join the consolidated Dispatch Center with a membership
for the first 7 years that includes:
lLAtvlSfXCQlm:I:Y BOARD OF COMM1SSIONERS
YEA NAY OTHER
T.ennett
T rter
Jim McDonough
Rafael Ortega
Victoria Relnhardt
Janlce Retnnan
Jan Wiessner
Victoria A. Reinhardt, Chair
(Continued)
By
Bonnie C JackeJen
Chief Clerk - County Board
Resolution
Board of
.
Ramsey County Commissioners
Presented By
Attention:
Commissioner McDonough Date April 26. 200S No, 2JLQ.5,-169
Connie Catlin, County Manager's Office
Scott Williams, County Manager's Office Page 4 of 5
Paul Kirkwold, Project Manager
Bob Fletcher, Sheriff Budqetinq & Accountinq
The Dispatch Policy Committee will be comprised of representatives from those
PSAP/Dispatch Centers that join the consolidated Dispatch Center, If all four
PSAP/Dispatch Centers join, the composition of the Dispatch Policy Committee will be:
.
1 Ramsey County Sheriff
1 Saint Paul Mayor
4 Saint Paul City Council members
1 Maplewood Mayor or City Councilmember
1 White Bear Lake Mayor or City Council member
2 Suburban elected representatives from cities that contract for dispatching
services only;
.
.
.
.
.
.
The number of representatives from the Saint Paul City Council will be reduced by one
if either Maplewood or White Bear Lake do not join the consolidated Dispatch Center or
by two if both Maplewood and White Bear Lake do not join the consolidated Dispatch
Center.
The Saint Paul Mayor will chair the Dispatch Policy Committee for the first two years;
thereafter the Chair will rotate.
and Be It Further
RESOLVED, The Ramsey County Board of Commissioners authorizes the
County Manager to represent the County Board in formal negotiations with the cities
operating independent PSAP/Dispatch Centers; and Be It Further
RAMSEY COUNTY BOARD OF COMMISSIONERS
YEA NAY OTHER
Tony Bennett
Toni Carter
Jim McDonough
Rafael Ortega
V ictoria Reinhardt
Janice Rettman
Jan Wiessner
Victoria A. Reinhardt, Chair
.
By
(Continued)
Bonnie C Jackelen
Chief Clerk ~ County Board
.
Resolution
Board of
Ramsey County Commissioners
Commissioner McDonouqh Date April 26,- 2005 No. 2005-169
Connie Catlin, County Manager's Office
Scott Williams, County Manager's Office Page50f5
Paul Kirkwold, Project Manager
Bob Fletcher, Sheriff Budqetinq & Accountinq
RESOLVED, The Ramsey County Board of Commissioners requests that
Maplewood, North Saint Paul, Saint Paul and White Bear lake each submit a formal
resolution to Ramsey County by May 17, 2005, if they are interested in joining the
consolidated Dispatch Center; and Be It Further
Presented By
Attention:
RESOLVED, The Ramsey County Board of Commissioners authorizes the
County Manager to begin negotiations with all other municipalities in Ramsey County for
a similar financing option if at least one of the cities operating independent PSAP
Dispatch Centers chooses to join the consolidated Dispatch Center; and Be It Further
.
RESOLVED, Any contractsand/or agreements will return to the County Board for
final approval.
T~nnet1
To.rter
Jim McDonough
Rafael Ortega
Victoria Reinhardt
Janice Rettman
lan \Vicssner
RAMSEY COUNTY BOARD OF COMMI,<;~SIONERS
YEA NA Y
X
X
X
X
X
OIlIER
Victoria A. Rein
dt, Chair
By
X
X
.
~
~HILLS
City of Arden Hills
Request for Council Action
I
Prepared by: Murtuza Siddiqui
Dept: Finance
Council Mtg. Date: 5/31/05
Final Action Needed By: 5/31/05
Agenda Item II
TechnolollV Upllrade
Budgeted Amount: $0.00
Actual Amount: $5.915.00
Funding Source: Cable Fund
Council Action Request:
1. Purchase a Digital Video Deck in the amount of $3,200,
2. Purchase nine replacement video monitors in the Council Chambers in the amount of $2,715,
3, Amend the 2005 Cable Fund Budget in the amount of $5,915.
Staff Recommendation:
Staff recommends that the Council approve the following:
1, Purchase a Digital Video Deck in the amount of $3,200.
2, Purchase nine replacement video monitors in the Council Chambers in the amount of $2,715.
3. Amend the 2005 Cable Fund Budget in the amount of $5,915.
Advisory Commission Action:
Commission
Date
Action
e~--~~.
Planning.
PTRC
N()tA(Jplicable
Not Applicable
N()t;3Jlf>licabl~_._
Supporting Documents (which are attached to this Action Form):
[gJ Memo/Letter:
Memo from dated may 23, 2005
D Resolution (No.
D Ordinance (No.363)
D Engineering Recommendation:
D Attorney Recommendation:
DOther:
Financial Implications:
Funds to replace the proposed improvements were not included in the 2005 Budget. Approval to
implement the above referenced improvements would require a budget amendment to the Cable Budget in the
amount of $5,915, This fund currently has a balance of about $275,000,
Administrator/Staff Comments:
.
Page 1 of 1
\
~
/],\~HILLS
MEMORANDUM
.
DATE:
May 23,2005
Agenda Item: 6.E
TO: Honorable Mayor and City Council
FROM: Murtuza Siddiqui, Finance Director/Treasurer '>v)S
SUBJECT: City Council Chambers - Technology Upgrades
BACKGROUND:
The Council Chambers is in need ofupdatinglenhancing some of the audio visual equipment.
The reasons for the replacement are due to failure of the existing equipment or to enhance the
quality of video and audio transmission over the cable.
DISCUSSION:
There are two items that need to be addressed and they are as follows:
.
1, Replacement of a Video Playback unit with a digital Video Deck unit.
2, Replace the existing video display units located on the dias and in the staff seating area,
The first item for consideration is the Video Deck. The quality ofthe video transmission is not
very clear and is in need of improvement. The City has received numerous complaints from
residents about the quality of video and audio transmission. Our Cable Coordinator has
recommended that in order to improve both the video and audio quality, the City should consider
replacing the existing analog Video Deck with a digital Video Deck. (Please see the attached
Ken Gammel's memo for further details),
The price for these types of units vary anywhere from $1,700 to $13,000, depending upon the
features. The unit recommended is a Sony DSR-25 DVCAM Video Deck that will adequately
serve the City's needs, The estimated price with tapes, cable, shipping, and taxes add up to
about $3,200, Although the City has two Video Decks, replacement of one would be sufficient
as the other analog Deck can be used for duplication purposes.
The second item for consideration is the replacement of the existing video display units.
Currently, the Council Chamber has ten display units. In 2003, eight of the ten monitors had
sustained damage. This damage is in the form of nwnerous horizontal lines on the display,
Experts have pointed the problem to a power surge that had occurred back in 2003. The damage .
is getting worse and is getting difficult to read and see the contents on the screen, The cost to
.
.
.
Memo
Council Chambers- Technology Upgrades
2
purchase locally is $285 per unit Staff recommends that we replace all units that are installed on
the dias as well as the staff seating areas. These add up to nine units at a total cost of $2,565.
Prior to installing new monitors, surge protectors will be installed in order prevent similar
damage in the future, The cost of surge protectors will be $150,
The total cost of all proposed improvements adds up to $5,915. No funds were specifically
budgeted for this purpose in the 2005 Budget These improvements are eligible to be funded out
of the Cable Fund. This fund currently has a fund balance of about $275,000.
RECOMMENDED ACTION:
Staff recommends that the Council approve the following:
1. Purchase of Video Deck in the amount of$3,200,
2. Purchase nine monitors, including surge protectors in the amount of$2,715.
3. Amend the 2005 Cable budget by $5,915.
~
~HILLS
City ot Arden Hills
uest for Council Action
Prepared by: Murtuza Siddiqui
Dept: Finance
Council Mtg. Date: 5/31/2005
Final Action Needed By:
5/31/2005
Re
'W).s
Agenda Item
LED Traffic Liahts
Budgeted Amount: $0.00
Actual Amount: $5.400.00
Funding Source: General Fund
Council Action Request:
1. Authorize staff to replace the existing traffic signal lamps with energy efficient LED Lamps at a gross
cost of $10,400; $5,400 after rebate.
2, Amend the 2005 General Fund in the amount of $5,400 (net of rebate)
Staff Recommendation:
Staff recommends that the Council approve the following:
1, Authorize staff to replace the existing traffic signal lamps with energy efficient LED Lamps at a gross
cost of $10,400; $5,400 after rebate.
2, Amend the 2005 General Fund in the amount of $5,400 (net of rebate),
Advisory Commission Action:
Commission
Date
Action
.
Planning
PTRC
"-"......."...."....-
Not Applicable
. NoLApplicable
Not applicable
Supporting Documents (which are attached to this Action Form):
[8] Memo/Letter:
o Resolution (No. )
o Ordinance (No, )
o Engineering Recommendation:
o Attorney Recommendation:
o Other:
Financial Implications:
Funds to replace the traffic light lamps were not included in the 2005 Budget. Approval to replace the
lamps would require a budget amendment in the amount of $5,400 (net of rebale),
Administrator/Staff Comments:
.
Page 1 of 1
.
.
.
~
~ILLS
MEMORANDUM
DATE:
May 23, 2005
Agenda Item: 6.F
TO: Honorable Mayor and City Council
FROM: Murtuza Siddiqui, Finance Director/Treasurer "W\5
Tom Moore, Operations and Maintenance Director
SUBJECT: LED Traffic Lights
BACKGROUND:
In January, 2005, staff presented a memo to the Council regarding the replacement of the
existing traffic signal lamps with energy efficient LED lamps. Information received at that time
was very preliminary and it required additional research.
DISCUSSION:
On April 29, 2005, Murtuza Siddiqui and Tom Moore met with the Ramsey County Traffic
Signal Operations staff to discuss the cost benefit of replacing the existing traffic signal lamps
with the energy efficient lamps.
The existing traffic signal lamps have an approximate life span of I y, years. They draw
approximately ISO watts of energy, The LED lamps have an approximate life span of 15 years.
The LED lamps draw approximately 12 watts of energy, The number of LED lamps that are
proposed to be replaced total 140, These include the reds, greens, arrows, and pedestrians'
lamps. The total estimated utility bill savings is $2,700 per year, based on the current energy
costs, as estimated by the Ramsey County Traffic Signal Operations staff. If the energy costs
escalate, the savings would be much greater. This translates into a cost savings of about 25%.
The cost of replacing the lamps is about $5,400 after rebate. The price before rebate is about
$10,400. The rebate is in effect until the end of the year and is received from Excel after the
purchase, Based on this information, the pay back period will be two years. Not to mention, the
conservation of energy. The rebate will be in effect until the end of the calendar year.
If a decision is made to replace the lamps in the near future, Ramsey County estimates that their
staff will be able to replace these lamps by late summer. Traffic signals that are shared with
either Shoreview or Roseville have already been replaced by those cities at their expense, A
number of surrounding cities such as, Maplewood, Roseville, Shoreview, White Bear Lake, and
Falcon Heights have already replaced the lamps. Oakdale and North St. Paul have not replaced
them.
Memo
LED Traffic Lights
2
No specific funds are budgeted for this purpose. The purchase of the LED lamps will require a
budget amendment in the amount of $5,400. From a financial perspective, as well as from an
environmental perspective, this would appear to be a prudent choice to replace the lamps,
RECOMMENDED ACTION:
Staff recommends that the Council authorize staff to replace the existing traffic signal lamps with
the energy efficient LED lamps at a total cost of $1 0,400 before rebates.
Staff also recommends that the Council authorize staff to amend the general fund budget in the
amount of $5 ,400 (net of rebate).
.
.
.
~
...-A~ HILLS
City of Arden Hills
Reqnest for Conncil Action
.
Prepared by: SC
Dept: CD
Council Mtg. Date: 5/31/2005
Final Action Needed By:
5/31/2005
Agenda Item II
Amendment to EDC Bv-Laws
Budgeted Amount: $0.00
Actual Amount: $0,00
Funding Source: $0,00
Council Action Request:
Motion to Approve Amended Economic Development Commission Ordinance 349, Section 220,04
Subd.2 Allowing Nine Members and Having A Designated Real Estate Representative
Staff Recommendation:
Same
Advisory Commission Action:
Commission
Date
Action
.~N~t~1'~<::''!~!e!____.__u~
Not Applicable
Approved
_ .. __ --"'1"nr1irlg~_. _ ...
PTRC
EDC
Supporting Documents (which are attached to this Action Form):
. I:8J Memo/Letter:
Staff memo dated May 25, 2005
o Resolution (No. )
o Ordinance (No, )
o Engineering Recommendation:
o Attorney Recommendation:
o Other:
EDC Ordinance 349
Financial Implications:
None
Administrator/Staff Comments:
Full language change for Subd 2 incorporated into attached memorandum
.
Page 1 of 1
.
.
.
~
/]'\~ HILLS
MEMORANDUM
DATE: May 25, 2005
TO: Mayor and City Council
Michelle Wolfe, City Administrator
FROM: Scott Clark, Community Development Direct@
SUBJECT: Changes to Economic Development Commission By-Laws
The City Council recently directed staff to revisit the Economic Development Commission By-
Laws to expand membership, Acting upon the Council's direction, the EDC looked at the by-
laws and recommends that membership be expanded to an odd number (seven to nine). The
EDC also recommends that a specific reference be made to have a real estate representative on
the Commission. Staff is recommending the following amendment:
Subd. 2 Composition. The Economic Development Commission shall consist of seven nine
members appointed by the City Council. Membership shall be open to any resident or non-
resident business representative that is interested in the business climate and economic
development direction of the City. There shall be at least three Arden Hills residents represented
on the Commission and an individual who is enl!al!ed in the real estate profession. Any
member of the Commission may be removed by a majority vote of the City Council.
\\Earth\Planning\Misc Files\EDC\amended bylaws,doc
---
%-
~HILLS
.
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
ORDINANCE NO. 349
An Ordinance Creating an Economic Development Commission
The City Council of Arden Hills hereby ordains that the following section is added to the
Municipal Code:
Section 220.04 Economic Development Commission
Subd. 1 Establishment of Commission. An Economic Development Commission is
hereby established to facilitate positive interaction with the business community and advise the
City Council and Economic Development Authority on economic development, redevelopment,
and related community development issues.
Subd. 2 Composition. The Economic Development Commission shall consist of seven
members appointed by the City CounciL Membership shall be open to any resident or non-
resident business represerttative that is interested in the business climate and economic
development direction of the City, There shall be at least three Arden Hills residents represented
on the Commission. Any member of the Commission may be removed by a majority vote of the
City CounciL
.
Subd. 3 Attendance at Meetings. Any member of the Economic Development
Commission who has unexcused absences from three consecutive meetings, or a total of one-
third of all meetings in a calendar year, shall automatically be removed from office without City
Council action. The City Administrator shall notify the member of his or her removaL
Subd. 3 Terms and Compensation. Appointment to the Economic Development
Commission shall be made on an annual basis, or more often if required. Members shall be
appointed for three year terms beginning on February 1" and ending on January 31st of the third
year. Initial appointments shall be as follows: three members shall be appointed for a term of
three years, two members shall be appointed for a term oftwo years, and two members shall be
appointed for a term of one year. Commission members shall serve without compensation.
Subd. 4 Vacancies. In the case of a vacancy during the term of office of any member of
the Commission, the City Council shall appoint a member to serve the remainder of the term. A
vacancy shall exist if any of the following occur: death, failure to serve, or resignation.
.
Subd.5 Organization. The Mayor, with approval of the City Council, shall annually
appoint one member to serve as Chair of the Commission. The Chair shall be responsible for
#349 - 1
;/
II
J
'j
I
/
/
,
meeting agendas, presiding at meetings, minutes of meetings, and reports and recommendations
to the City Council. Subcommittees of the Commission may be formed from time to time based
on the needs of the City and Commission. The Commission shall annually appoint a member to
serve as Vice-Chair.
Subd. 6 Meetings and Reports. The Commission shall hold meetings every other month,
or more frequently as needed. It shall keep minutes which shall be forwarded to the City
Council. The Community Development Director shall be the official staffliaison to the
Commission.
Subd. 7
follows:
Duties and Functions. The duties and functions ofthe Commission shall be as
A. Endeavor to secure a full and complete understanding of the City's needs and desires for
economic development activities.
B.
C.
D.
E.
-
F.
G.
Create a focal point for the economic development efforts of the City.
Assist with the development of a business retention and attraction program.
Provide input and direction on the City's marketing and communication efforts.
Assure the integration of the City's economic development efforts with its land use
planning efforts ensuring that business attraction and expansion is not an end in itself, but
is an element of a coordinated community development program.
Assist in the identification of areas for rehabilitation or redevelopment.
Work with the Planning Commission on plans for areas identified for redevelopment or
rehabilitation.
H. Assist in business promotion and recognition events,
I. Interact and participate with the Chamber of Commerce and related organizations as a
means of improving communications and overall responsiveness,
J. Evaluate and make recofilmendations to the City Council and Economic Development
Authority on economic development finance projects and programs including, but not
limited to, tax increment financing, tax abatement, local rcvolving loan fund, and state
incentives.
K. Participate in the policy making process as requested by the City Council. This may
involve occasional joint meetings with the Planning Commission and/or the City Council.
L. Pcrform other duties and functions as specifically delegated by the City Council.
'.
,
Effective Date: This ordinance shall become effective thirty days after its publication. .
#349 - 2
I
c'
1/
/ Adoption Date:
')
/}
I
Adopted by the City Council of the City of Arden Hills
the 8th day of March, 2004,
.
49 ~~/R~..// '
/ eve ly Aplikowski, Mayor
ATTEST:
Publication Date: Published on the 17'h day of March, 2004.
\\Earth\Adinin\Council\Ordinancc.s\OJ'dinance 349 Creating an Economic Development Corrurrission.doc
."'\
< -I
.
.
11349- 3
~
~HILLS
City of Arden lIilIs
Reqnest for Council Action
.
Prepared by: Scott Clark
Dept.: CD
Council Mtg, Date: 5-31-05
Final Action Needed By: 5-31-05
':'''''';1(',';;
Agenda Item 7cirA
'.lvb,.~",")
Action on GSA's Offer To Purchase
Budgeted Amount: N/A
A~tual Amount: N/A
Funding Source: N/A
Council Action Request:
Motion is dependent on outcome of closed meeting. The action should be to accept or deny the GSA's
Offer to Purchase,
Staff Recommendation:
Advisory Commission Action:
Commission
Date
Action
Planning
PTRC
Not
Supporting Documents (which are attached to this Action Form):
. 0 Memo/Letter:
o Resolution (No. )
o Ordinance (No, )
o Engineering Recommendation:
o Attorney Recommendation:
o Other:
Financial Implications:
Administrator/Staff Comments:
City staff and legal counsel are reviewing the GSA's document
.
Page 1 of 1
. Prepared by: Scott Clark
Dept.: CD
Council Mtg, Date: 5-31-05
Final Action Needed By: 5-31-05
~
--A~HlLLS
City of AI' den lIills
Request for Cotmcil A,ctioll
Council Action Request:
None
Staff Recommendation:
Advisory Commission Action:
Commission
Planning
PTRC
Date
Supporting Documents (which are attached to this Action Form):
o Memo/Letter:
. 0 Resolution (No, )
o Ordinance (No, )
o Engineering Recommendation:
o Attorney Recommendation:
o Other:
Financial Implications:
N/A
Administrator/Staff Comments:
Verbal update on TCMP activities
.
Agenda Item 1:a
TCMP Verbal Update
Budgeted Amount: N/A
Actual Amount: N/A
Funding Source: N/A
Action
_ __ _f\Jot~pplicable
Not Applicable
Not applicable
Page 1 of 1