HomeMy WebLinkAbout06-20-05
. Mayer:
Beverly ApU/IlI'mIId
CHDdbnemllers:
David Grllllt
Brenda m.kIeu
Gregg Larsoo
Lois Rem
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Arden HiUsCity Council
WORK SESSION
1245 W. Bigllway 9(i
AnIea Bills, ).f:tn-esota
55112
651.634.5128
www.d.arIIeD-IIiIIi_.us
5:00 p.m.
Monday, June 20, 2005
Agenda
1. Cd to Order
2. Al!e.da .....m. Staffi'.l>Jwellters 1JB.
A. Lake Jolllanll1l Fire DepllJ'tmeDt Cost Gregg LarsonlMichelle Wolfe 5:"
SIII.ring Diseussion
B. PreSbyterian Homes-Site PlanStatns . Scott ClarK/Peter Hellegers . 5:38
C. No SmoldBg in the Parks PoUey Tom MoorelNicole Holm! 5:45
Brittany McFaddenlLia Reich
D. Update on the Lexington Ave.ue Greg Bruwn 6:15
eonstndion Projeet Cost
E. 2006 Budget Calendar-Budget Diseassion Murhlza Siddiqui 6:45
F. Proposed Replacement of the City H8.11 Murtuza Siddiqui/Schawn 7:15
Copier Johnson
G. Employee Reeognitioll Policy Michelle Wt?lfelSchuwn Jdmson 7:30
H. CIty Committee and Commission Mayor AplikoWsld/Michelle . 8:01
Gnidelilles . Wolfe
I. No....Jtwest Areas Library Auess Task Michelle Wolfe 8:311
Foree
3. Conne!1..........
A. COIlBdlmember Bolden
B. COllneilmember LarsoD
C. CouDdlmember Rem
D. CouBdlmember Grant
E. Mayor Aplikowski
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~~ILLS
MEMORANDUM
DATE:
TO:
FROM:
AGENDA ITEM: 2A
June 13,2005
SUBJECT:
Mayor and City Council ..JJJ1.
Michelle Wolfe, City Administrator ~
Murtuza Siddiqui, Finance Director '"W\S
Lake Johanna Fire Department Funding
The Lake Johanna Fire Department Board of Directors has been studying the issue of fire
department funding for about a year. Historically, the way that funds were budgeted and the way
the capital equipment was purchased was complicated, inconsistent from one city to the next, and
difficult to understand and explain. There have also been questions about whether or not it has
been an entirely equitable process.
Historically, for the operating budget, the City of Arden Hills has been paying about 25% of the
cost. North Oaks has been paying 12.5%, and Shoreview has been paying 62.5%.
Recently, the Fire Board reached consensus and approved a new approach for budgeting fire
department expenses. For the 2006 budget, operating expenses will be based on a new formula.
Many different options were reviewed. (See attachment.) The formula ultimately approved by
the Fire Board is based on four factors, with weights assigned as follows:
Population 25%
Households 25%
Market Value 10%
Fire Calls (using a five-year average) 40%
Under this formula, the City of Arden Hills will pay 26.3% of the total budget, North Oaks will
pay 13.7%, and Shoreview will pay 60.0%. Therefore, this is not a significant shift. However,
the amounts are based on a formula which can adjust to various changes in the future as they
relate to the four factors. Therefore, each community's share does not have to be renegotiated
when growth or changes in the number of fire calls occur. The Board has indicated that it
intends to review the formula each year in the development of its annual operating budget.
To help illustrate how this formula will affect the operating budget, the following table shows
. what the impact would be if the formula were applied to the current 2005 budget:
Page 2 of2
CITY 2005 CURRENT 2005 WITH NEW DIFFERENCE
FORMULA
Arden Hills $230,936 $243,510 $12,574
North Oaks $113,843 $126,847 $13,004
Shoreview $581,113 $555,535 $-25,578
Total $925,892 $925,892
.
At this time the Fire Board has not made a final determination regarding capital spending, but it
is likely that the same formula could be used. The exception to this rule is that the four existing
fire stations would probably continue to be funded in similar fashion as they have been in the
past. (Station # I would then remain as Arden Hills's responsibility.) For a future meeting date,
the Council may want to start thinking about funding future fire capital improvements. At the
end of 2004, the Public Safety Capital Equipment Fund had a balance of about $500,000. The
Council may want to consider building up the reserves (fund balance) in the Public Safety
Capital Equipment Fund_ An option to consider is to move funds from the general fund on a
regular annual basis. At the end of 2004, the General Fund had a fund balance of approximately
$1.3 million.
ACTION REQUESTED
.
This information is provided for discussion purposes at this time. If the Council is comfortable
with the formula and approach taken, no action is necessary at this time - implementation would
occur with approval and incorporation of the Fire Dcpartment operating budget for calendar year
2006 as part of our City budget. If the Council is not supportive of this approach, the lack of
support should be communicated to the Board as soon as possible.
It is possible that we can control our own destiny, to some extent, by reducing fire calls. Options
could include higher residential fines for false alarms, reduced number of free false alarms,
and/or assessing institutions that have significant numbers of calls.
\\Earlh\AdminICity AdministratorlPolice Services and LJFD12005\6-20-Q5 Work Session LlFD Funding.doc
.
Current Formula 25.0% 12.5% 62.5% 100.0%
Arden North Shore-
e Hills Oaks VIew Total
Actual Data
Population 9,457 4,082 26,475 40,014
Households 2,990 1,426 10,429 14,845
Market value $ 984.1 $ 947.4 $ 2,544.6 $ 4,4760
Fire calls (5-year average) 175 89 271 535
Percent of Total
Population 23.63% 10.20% 66.17% 100.00%
Househo]ds 20.14% 9.61% 70.25% ] 00.00%
Market value 21.99% 21.17% 56.84% 100.00%
Fire calls 32.71% 16.64% 50.65% 100.00%
Option #1
Population 20% 4.73% 2.04% 13.23% 20.00%
Households 20% 4.03% 1.92% 14.05% 20.00%
Market value 30% 6.60% 6.35% 17.05% 30.00%
Fire calls 30% 9.8]% 4.99% 15.20% 30.00%
Formula 100% 25.2% ]5.3% 59.5% 100.0%
Option #2
. Population 15% 3.54% 1.53% 9.93% ]5.00%
Households 25% 5.04% 2.40% 17.56% 25.00%
Market value 20% 4.40% 4.23% ] 1.37% 20.00%
Fire calls 40% 13.08% 6.66% 20.26% 40.00%
Formula 100% 26.]% 14.8% 59.1% 100.0%
Option #3
Population 25% 5.91% 2.55% ]6.54% 25.00%
Househo]ds 25% 5.04% 2.40% 17.56% 25.00%
Market value 10% 2.20% 2.12% 5.68% 10.00%
Fire calls 40% 13.08% 6.66% 20.26% 40.00%
Formula 100% 26.3% 13.7% 60.0% 100.0%
Option #4
Population 15% 3.54% 1.53% 9.93% 15.00%
Households 15% 3.02% 1.44% 10.54% 15.00%
Market value 20% 4.40% 4.23% 11.37% 20.00%
Firc calls 50% 16.36% 8.32% 25.33% 50.01%
Fonnula 100% 27.3% 15.5% 57.2% 100.0%
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~~HILLS
MEMORANDUM
DATE:
2.B
June 20, 2005
Agenda Item
TO: Mayor and City Council
FROM: Peter Hellegers, City Planner EtL
SUBJECT: PC #05-17, Senior Housing Partners (for Presbyterian Homes)
3220 Lake Johanna Boulevard - McKnight Care Center AdditionlRemodeling
SUP Amendment
Discussion
Presbyterian Homes, through Senior Housing Partners (their design group), has submitted an
application for review of a Special Use Permit Amendment to allow an addition of
approximately 13,156 square feet to the south end of the McKnight Care Center building. The
addition would allow the facility to change from the existing configuration of 3-bed units to
mostly single bed units and some 2-bed units remaining and would provide the residents with a
better atmosphere. The modifications would not increase the number of residents or staff.
The addition would be to the south side of the McKnight Care Center and would be even with
the existing west side ofthe building. Site plans and a rendering are attached for your review.
John Merkens of Senior Housing Partners will be in attendance to answer questions that the
Council may have.
Attachments
Narrative, rendering, plans.
\\Earth\Planning\Planning Cases\2005\05-17 Pres Homes SUP Amendment McKnight Care Ctr Addition (PENDING)\06-20-05 CC Memo 05-
17.doc
Page 1 of 1
/"
Presbyterian Homes of Arden Hills
McKnight Care Center
City of Arden Hills
Special Use Permit
Application Narrative
Background Information
Presbyterian Homes of Arden Hills is located in the City of Arden Hills, Ramsey County,
Minnesota. It is the birthplace of Presbyterian Homes and Services. McKnight Care
Center is part of the Presbyterian Homes of Arden Hills' campus and is home to 208
skilled care residents.
The State of Minnesota has granted McKnight Care Center an Exception to the Nursing
Home Moratorium. McKnight Care Center is one of five approved for the Exception out
of 38 applicants. This will allow McKnight Care Center to renovate the current facility
and enhance resident quality of life by addressing current needs. The State of Minnesota
will assist in this process by providing additional debt support. As the deadline for the
Exception to the Nursing Home Moratoriwn is approaching we are seeking necessary
City Approvals to move forward with the project this summer. We are committed to
improving the quality of Care for our residents by implementing the necessary steps to
successfully renovate and remodel McKnight Care Center. ,
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Current Needs
· Eliminate twelve (12) three-bed rooms. Three-bed rooms are no longer
acceptable to residents, their families or to experts in our field. We plan to
eliminate the twelve three-bed rooms replacing them with private and semi-
private rooms.
· Reduce nwnber of residents on the fourth floor from 72 residents to 58. This will
decrease over stimulation that comes with larger resident groups and increase
quality of life for our residents with dementia. Weare focused on decentralizing
services such as dining and creating smaller family group areas.
· Increase storage for resident equipment. The additional storage will increase
staff's ability to comply with Federal, State and Fire Marshall regulations for
keeping hallways clear. This will again increase quality ofthe resident
envirownent by eliminating the need for equipment to be stored in resident
common space.
. Create confidential areas for use and storage of medical records. The creation of
these areas will provide spaces for staff's ability to comply with HIPAA
regulations.
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Building Additions/Renovations
· Construction ofa 13,156 square foot addition adjacent to the South end of the
existing building. Consisting of new resident rooms, 4th floor Dining Room, and
4th floor RoofTop Garden.
· Renovation of existing administrative offices to create new resident rooms
· Renovation of current common areas to create equipment storage areas, employee
work areas, and resident community areas.
. Replace corridor carpet
· Paint corridor walls
. Replace aging furnishings.
Site Impact
· Exterior of the Building - materials to coordinate with existing
· Traffic Impact - no change in traffic pattern - the number of residents and
employees remains the same.
· Landscape ~ retain/move existing trees replacing plantings unable to be moved.
· Length of Building Construction - 11-13 months
· Property Line Set Backs - Building Addition will meet all required city property
line set backs.
· Staffing - Current operations will remain the saple related to deiiveries, staffing
patterns, parking and other related activities.
We look forward to working with the City of Arden Hills during the Addition/Renovation
of McKnight Care Center. Our partnership in this project will improve the dignity and
quality of services and care delivered to the Arden Hills Senior Population. It is our
intent to comply with all City Codes and Requirements in creating a successful addition
to the City of Arden Hills.
.
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~~ILLS
MEMORANDUM
DATE:
Agenda Item 2.C
June 14,2005
TO:
Mayor and Council ~.
Michelle Wolfe; City Administrator \/lI; I ~
Thomas J. Moore; Director of Operations & Maintenance ~ V ~
No Smoking in City Parks Policy Discussion
FROM:
SUBJECT:
BackJ!round
At the March 22, 2005 Parks, Trails & Recreation Committee (PTRC) meeting, discussion took
place regarding the possibility of establishing a No Smoking policy for City parks. Committee
member David McClung indicated that he would take the lead on this project and would gather
any and all relevant information and report back to the PTRC at the April 26, 2005 meeting.
At the April 26, 2005 PTRC meeting, Ms. Katie Engman from the Ramsey County Tobacco
Coalition made a presentation. In addition, three Mounds View High School Students, Suzanne
Florey, Christina Florey and Nicole Holm also made a presentation. The three students are
members of Peers Acting to Challenge Tobacco (PACT). A copy of their presentation is
attached.
At the May 24, 2005 PTRC meeting, the PTRC discussed the possibility of establishing a No
Smoking Policy for City parks. The PTRC passed a motion (5-0) stating that the PTRC
recommends to the City Council that they adopt a No Smoking Policy for City parks. A copy of
similar policies adopted by area cities is included in the attached "A Policy Maker's Guide to
Tobacco-Free Policies for Parks, Playgrounds and Athletic Facilities."
The Budf!et
No Smoking signage will be supplied by the Ramsey Tobacco Coalition and the members of
PACT will install the signs. City Staff will provide the labor for 'locates' of utilities.
Requested Council Action
Council direct staff to develop a No Smoking/TC'bacco Free Policy for the City's park system
and to present such policy to the City Council for approval at the June 27, 2005 Council
Meeting.
\\Earth\pr&pw\Parks\Memos\05 No Smoking in Parks Policy. doc
PARKS, TRAILS AND RECREATION COMMITTEE MEETING
APRIL 26, 2005
Page 5 of 10
6.
Park Tobacco Policy - Suzanne Florey, Christina Florey and Nicole Holm
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Suzanne Florey, Christina Florey and Nicole Holm provided the Committee with a brief
presentation on a proposal for a Park Tobacco Policy. Ms. Suzanne Florey stated that they are
members of PACT-Peers Acting to Challenge Tobacco and are present this evening to ask for the
Park CommIttee's support in proposing a Park Tobacco Policy that would ban all tobacco use
from City Parks and public areas. She stated that many of the youth in Arden Hills are concerned
about the quality of the air in the City Parks and public areas. She stated that the parks are
supposed to be available to use for healthy activities such as sports, skating, picnicking and
swimming and the parks should be known for their fresh beauty not for the smell of smoke or the
litter from cigarette butts. She explained that they believe that no person should be allowed to
use tobacco products in a park facility, open facility or joint School/City facility. She stated that
many of the metro Cities including New Brighton, Shoreview, Maplewood and St. Paul have
passed similar policies addressing this issue. She urged the Committee to consider supporting a
recommendation to City Council stating that it would send a very strong message to the
Community that the City does care about their time and enjoyment of the parks. She stated that
allowing tobacco use in the parks has caused a number of problems including excessive littering,
the possibility of small children swallowing a used cigarette; and potential for being a fire hazard,
not to mention the extra cleanup involved. She stated that she and her mends spent fifteen
minutes picking up various types of litter in the park and presented the Committee with three full
baggies of butts and matches, along with a variety of other items. She expressed concerns stating
that there is a lot of tobacco use in the parks and through her own experience she has observed I
preteens and middle school children pick up and re-light a used cigarette. She stated that she is
concerned about the potential for young people to develop a very bad habit. She noted that by
establishing a no tobacco policy in the parks the litter would be reduced considerably and it
would no longer provide teens with a place to go and smoke.
Ms. Christina Florey stated that there are several reasons to consider implementing this policy
including the effects of second-hand smoke in addition to role modeling for teens. She stated
that young people are influenced by their parents, coaches and older teens. She stated that there
are always people sitting at the tables smoking while children are playing nearby and it puts a
picture in their heads, at a very young age, that smoking is ok or cool and that this is something
they are supposed to do once they become adults.
Ms. Nicole Holm stated that all three of them are very active in sports. She indicated that her
mother has not been able to attend very many of her sports activities because the smoke causes
chronic migraines and bad allergic reactions. She stated that it is unfortunate that people cannot
enjoy a sports activity or the nature of the park because ofthe poor air quality.
Ms. Florey stated that they have created brochures to help educate the community on this
proposal and also have several petitions that they would like to provide in support of their
request. She stated that they received a very good response to the petitions noting that the
petition includes signatures from their peers to neighbors, teachers, business owners and ,.
residents of Arden Hills in general. She stated that they also have letters, written by residents ..
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PARKS, TRAILS AND RECREATION COMMITTEE MEETING
APRIL 26, 2005
Page 6 of 10
and business owners in the City of Arden Hills, that she would also like to include. She
referenced a letter she received from an organization called The Friends. She explained that this
group works to establish and improve park areas, open spaces and trails. She stated that The
Friends recently passed a resolution prohibiting tobacco use in public parks and public areas and
is urging Arden Hills to support this effort and implement a ban on tobacco use from all parks
and public facilities. She provided the Committee with copies of letters and petitions for their
review.
Ms. Holm asked how the City would go about enforcing a ban. She suggested utilizing resources
like the City website, the Arden Hills newspaper, City Cable Channel and Mounds View High
School. She indicated that they have received strong support from the smoke-free restaurants
noting that they would receive 100 free signs to post in the parks and public areas. She stated
that the PACT members would be willing to help install the signs if the policy is passed. She
noted that the P ACT group passed a tobacco-free sports policy this year stating that since
Mounds View Sports is now tobacco-free, it would be nice if the parks around school were too.
Ms. Florey stated that they are asking the Committee for their support in recommending to the
City Council that thcy vote in favor of a tobacco-free policy for the parks and public facilities in
Arden Hills. She stated that they all feel very strongly about this policy adding that the tobacco
use in the parks takes away their right to enjoy the parks. She stated that they have a vision and
want their City and the surrounding Cities to be completely smoke-free and the Parks Committee
and the City Council are the ones that can help make their vision happen.
Committee Member McClung stated that it is quite impressive that Mounds View as a school and
sports team have now included tobacco products as part of their chemical free policy.
Lia Reich, Counselor at Mounds View and PACT Counselor stated that she would like to thank
the Parks Committee for taking the time to hear what the girls had to say. She stated that they
would appreciate the support of the Parks Committee in implementing a smoke free policy for
the parks and public facilities noting that the schools have implemented a smoke free policy that
applies at all school functions both on school premise and off site.
Committee Member Bauman asked if the Committee provides support on issues like this and
would they pass a recommendation on to Council. He asked who would be responsible for
installing the signage and enforcing the policy. Mr. Moore explained that the City Council
approves the installation of all signage in the City. He further explained that if the Committee
were to recommend and support this request for a smoke free policy it would then go to Council
for consideration. He stated that signage requires a resolution and City Staff would be
responsible for the installation.
Committee Member Crassweller commended the girls stating that they provided the Committee
with a fantastic presentation of all of their concerns and issues. He stated that he is one of the
strongest anti-smokers around noting that he has lost family members to smoke related diseases
and with that, he would have to vote against any motion to recommend this type of policy. He
PARKS, TRAILS AND RECREATION COMMITTEE MEETING
APRIL 26, 2005
Page 7 of iO
stated that the question raised here is what is good public policy for a City to adopt. He
explained it is his belief that it is bad public policy for individual Cities to try and prohibit a
person from doing something that is legal, such as tobacco use, despite its affects. He stated that
he would be willing to vote in favor of posting signage that designates certain areas as tobacco-
free zones, but to say tobacco use is not allowed, with no enforcement invites people to get into
arguments over someone being able to exercise what is a legal right, for an adult, in this
Community. He commended the young women stating that the long-term solution to the tobacco
problem is precisely the kind of efforts they are going through here and at school. He stated that
he is very proud of them for coming and making this presentation.
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Mr. Moore suggested including this topic as a major discussion point at the next PTRC meeting.
Committee Member McClung thanked them for their presentation stating that they all did an
excellent job. He commended them for being well spoken and active noting thaI this shows that
the City of Arden Hills has a first rate high school. He stated that in his opinion this is the right
thing for the City of Arden Hills to do even if other Cities haven't already acted. He urged the
Committee to consider recommending approval of the policy to City Council. He stated that any
City could regulate the uses of its public parks and trail systems noting that there are policies in
place prohibiting the use of alcohol, shooting golf balls in public places in addition to many other
examples. He stated that he does not see the banning of tobacco use in public parks to be any
different than the banning of alcohol use. He stated that it is for the health and safety of the I
Community.
Acting Chair Wemer thanked them for their presentation stating that the PTRC would let them
know what they decide. She stated that the Committee is very proud of the girls for stepping
forward and supporting issues such as this adding that they are proud to know they are from
Mounds View.
Brittany Mc!'adden staled that she has traveled around the State listening to the discussions
noting that it is her job to track all of these policies. She indicated that approximately four out of
five Cities have implemented similar policies through their ordinance process and through the
use of signage. She stated that the University of Minnesota completed a recent survey of 1500
Minnesota Adults in December of 2004 noting that the survey was done to get a feel for the level
of support around park policies address tobacco use. She stated that approximately 70 percent of
those surveyed were in support of this type of policy. She stated that of the Cities in Minnesota
that have implemented a policy, 88 percent reported no change in the level of park usage and 58
percent reported observing less litter in the parks. She stated that the Committee could make the
suggestions and policies as strong as they prefer.
7. 2005 - 2009 Priorities
Acting Chair Werner reviewed the 2005 - 2009 Lisl of Priorities provided at the last meeting
noting that the Committee has been asked to review and prioritize with the plans to discuss
further.
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A Policy Maker's Guide to
Tobacco-Free Policies for Parks,
Playgrounds and Athletic Facilities
PROVIDING TOBACCO-FREE RECREA TION
FOR YOUR COMMUNITY
Playing Tobacco Free:
Tobacco-Free Policies For Park &. Recreation Facilities
Tobacco-free park and recreation
areas promote health
. Parks are established 10 promote healthy activities. The
purpose of park areas is to promote community wellness,
and tobacco-free policies fit with this idea.
. Secondhand smoke harms everyone. Secondhand smoke
is a human carcinogen for which there is no safe level of
exposure. Exposure to secondhand smoke has immediate
health consequenses such as asthma attacks and other res-
piratory diseases.
. Secondhand smoke is harmful in outdoor settings. Ac-
cording to Repace Associates, secondhand smoke levels in
outdoor public places can reach levels as high as those
found in indoor facilities where smoking is pennitted.
Cigarette litter is dangerous. Discarded cigarettes pol-
lute the land and water and may be ingested by toddlers,
pets, birds or fish.
. Tobacco-free policies help change community norms.
Tobacco-free policies establish the community norm that
tobacco use is not an acceptable behavior for young people
or adults within the entire community.
Why are Minnesota cities adopting
tobacco-free park policies?
. Most Minnesotans support tobacco-free park and rec-
reation policies. A 2004 University of Minnesota survey
found that 70% of Minnesota residents support tobacco-free
park and recreation areas. In addition, 66% of golfers and
73 % of families with children support these policies.
Policies provide consistency among community athletic
facilities and groups. The majority of community sporting
events are held at either city or school district athletic facili-
ties, and nearly all school districts prohibit tobacco use on
their entire grounds. Also, many community athletic associa-
tions have policies but use city recreation facilities and would
benefit from a city-wide policy.
Policies reduce litter and maintenance costs. In a 2004
survey, 58% of Minnesota park,directors in cities with poli-
cies reported cleaner park areas.
.
.
.
Tobacco-free environments promote positive community
role modeling and protect the health, safety, and welfare of
community members.
Association for Nonsmokers--Minnesota
2395 University Ave. West., # 310
St. Paul, MN 55114-1512
(651) 646-3005; tfyr@ansrmn.org
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The Tobacco-Free Youth Recreation Initiati
Tobacco-Free Youth Recreation (TFYR) is Minnesota's stateWl e
recreation-based tobacco prevention program that assists recreational
groups in promoting healthy tobacco-free lifestyles. TFYR offers
assistance in tobacco-free policy development and implementation
and also distributes materials that promote the tobacco-free sports
message throughout Minnesota. '
Policy adoption assistance
& FREE signs available through TFYR
TFYR offers municipal park & recreation departments techni-
cal assistance in tobacco-free policy development. To help with
policy implementation, TFYR provides 12" x 18" metal blue &
white tobacco-free signs for FREE to Minnesota cities that adopt
comprehensive tobacco-free policies for their outdoorrecreational
facilities (limit 100 per community).
To qualify for the signs, the tobacco-free policy
must include:
. A list of a 11 the facilities it covers.
. A statement that all forms of tobacco use
are prohibited.
. An enforcement plan that includes
a) community and staff notification; and Tobacco-Free
b) signage.
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Contact TFYR staff (see below left) for policy adoption assistance.
Once a policy has been adopted in your community, send a copy of
the policy and a completed sign order form to TFYR. Download an
order form from our web site at <www.ansrmn.org>.
Minnesota Cities with Tobacco-Free
Outdoor Recreational Facilities
. Aitkin . Eden Prairie . Nwd Yng America
Andover Edina Owalonna
. Anoka . Elk River Pelican Rapids
. Aurora . Eveleth Plymouth
. Austin . Farlbault . Prlnsburg
. Baxter Fergus Falls Ramsey
. Biwablk Golden Valley . Richfield
. Bloomington . Grand Rapids Robblnsdale
. Brainerd . Hibbing . Rochester
. Breckenridge . Hoyt Lakes . Rock County
. Brooklyn Center . lnt'l Falls . Roseville
. Buhl Kent . 53rtell
Champlin Luverne . Savage
. Cloquet Mahtomedl Shoreview
. Cohasset Maple Grove Spicer
. Coon RapIds . Maplewood Sl Cloud
. Crookston . Marshall . Sl Paul
Duluth . Monticello . Virginia
. Eagan Morris . Wlllmar_
. Eagle Lake . Mountain Iron Wolverto
New Brighton . Zimmerma
April 2005
Tobacco-Free Park &. Recreational
Facilities in Minnesota
_ (Park Policies & City Ordinances)
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Metro Area:
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GREATER MINNESOTA (!Q) Hoyt Lakes 24
Aitkin 1 Crookston 13 International Falls 25
Aurora 2 Duluth 14 Kent 26
Austin 3 Eagle Lake 16 Luverne 27
Baxter 4 Elk RJver 60 Marshall 30
Blwablk 5 Eveleth 18 Monticello 31
Brainerd 7 Faribault 19 Morris 32
Breckenridge 8 Fayal Township 20 Mountain Iron 33
Buhl 9 Fergus Falls 10 Norwood Young
Cloquet 6 Grand Rapids 22 America 35
Cohasset 11 H1bblng 23 Owatonna 36
January 2005
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METRO AREA (22t
Anoka Maple Grove
Andover Maplewood
BloomIngton New Brighton
Brooklyn Center Plymouth
Champlln ~sey
Coon Rapids RJchfield
Eagan Robblnsdale
Eden PraIrie Rosevllle
Edina Saint Paul
Golden Valley Savage
Mahtomedi ShorevIew
.
Pellcan Rapids
Prins burg 38
Rochester 41
St. Cloud 43
Sartell 45
Spicer 48
Virginia 49
Wlllmar 50
Wolverton 59
Zimmerman 51
12 COUNTIES
1. Rock County
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Frequently Asked Questions
about Tobacco-Free Policies for Park Areas in Minnesota.
What is current Minnesota state law on
smoking outdoors?
There is currently no state law that regulates tobacco
use in outdoor areas.
Are local governments able to enact
policies restricting tobacco use?
Neither federal nor state law prohibits local governments
from regulating tobacco use outdoors.!
What is the difference between a park
policy and an ordinance?
In general, park po/foes are rules regarding city-owned
park property that are established by the city park board
and are often approved by the city council. Generally,
those who ignore park policies do not receive a fine, but
are asked to refrain from using tobacco or leave the
premises.
City ordinances are city council enactments that regulate
people or property and carry a penalty such as a fine for
violations. Ordinances often originate from a
recommendation passed by the city park board.2
For both park policies and city ordinances, tobacco use
is prohibited on city park property.
Should a policy cover all property and
activities or just youth events?
In Minnesota, both types of policies exist, but the recent
trend is toward "all property" policies because they may
be simpler for citizens to understand, rather than to
determine which activities qualify as "youth events."
How do other Minnesota cities and
townships enforce their policies?
Minnesota cities and townships with tobacco-free park
policies post signs in their park areas that announce the
policy. These signs provide cities with the ability to rely
on community and self-enforcement. Many tobacco
users look for "no tobacco" signs. These signs empower
everyone using the parks to provide friendiy reminders
about the policy to violators. Signs also heip to eliminate
the need for any law enforcement presence. The
majority of Minnesota cities with policies have received
their signs free of charge from Tobacco-Free Youth
Recreation.
I Minnesota Attorney General Mike Hatch. (5/4/00). Legal opinion letter to Peter
Vogel.
1 League of Minnesota Cities. (2003). Handbook/or Minnesota Cities. [Online].
Available: http://www.lmnc.org/handbooklchapter07.pdt
April 2005
In addition to signs, cities notify their communi!}1
members in a variety of ways: local media,"
newsletters, policy reminder cards, recreation pro.
brochures, policy statements sent to sports associations,
and coaches' trainings.
Are existing policies working?
Yes! . According to a 2004 University of Minnesota; survey
of Minnesota ~ark directors in cities with such policies,
88% of park directors reported no change in park usage
(no loss of park users), 71% reported less smoking in
parks, and 58% reported cleaner park areas.
What effect do tobacco-free park policies
have on youth?
Research has not been completed on this particular
topic, but in general, tobacco-free policies help prevent
youth tobacco use, particularly by providing adults the
opportunity to be tobacco-free role models throughout
the community.3
What other benefits result from tobacco-
free policies?
Cigarette filters are not biodegradable, so they do not
decay and cannot be absorbed by the environmen,
policy reduces park and beach litter and pro
toddlers from ingesting filters that are discarded. n
Minnesota, smoking-related debris accounted for 52% of
total debris during a 2003 coastal c1eanup.4
Will policies keep some people from using
city parks?
Tobacco-free policies for public park areas ensure that
all citizens have a healthy recreational environment.
People go to parks to exercise or relax, not to use
tobacco. Smokers work, shop, travel, and reside in
smoke-free environments every day. No court has
determined that smoking is a constitutionally protected
right.s
Aren't tobacco-free policies for parkS a
needless regulation?
These policies are similar to those prohibiting alcohol
and litter or requiring that pets be leashed. It is the
duty of policy makers to enact policies that protect the
health of their citizens.
3 Perry, C. (1999). Creating Heolth Behavior Change: How to Develop ..
Community-Wide Programs/or Youth. Thousand Oaks. CA: Sage publicatio.
4 The Ocean Conservancy. (2004). International Coastal Cleanup 2003
Minnesota Summary Report. [Online]. Available: http://www.coastalcleanup.org.
S Tobacco Control Legal Consortium (2004). <<Legal Authority to Regulate
Smoking and Common legal Threats and Challenges."
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PLYMOUTH, MN
PARKS AND RECREATION
SUBJECT
Plymouths Parks and Recreation Tobacco-Free Policy
POLICY STATEMENT
The City of Plymouth Parks and Recreation Department is committed to the quality of life for all residents,
therefore, we believe that:
1.
Tobacco product use in the proximity of children, youth and adults engaging in or watching
recreational activities is unhealthy and detrimental to the health of others.
Tobacco products once consumed in publiC spaces are often discarded on the ground, thus
posing a risk of ingestion to toddlers and causing a litter problem.
As parents, leaders, coaches, and officials we are thought of as role models, and the use of
tobacco products around youth has a negative effect on their lifestyle choices.
2.
3.
TOBACCo-FREEFACILnlES
No person shall use tobacco products on dty-owned parkland, park facilities, open space or
joint dty/school district properties, except within the confines of a vehicle in a designated parking area.
COMPLIANCE PROCEDURES
The emphasis on enforcing the Tobacco-Free park policy is through voluntary compliance:
1.
Appropriate city-owned parkland, park facilities, open space or joint city/school district
properties will be signed.
Plymouth Park and Recreation staff will meet with activity organizations and/or leaders or
coaches to discuss the policy and to distribute flyers with the "Tobacco Free" regulations.
Plymouth Park and Recreation staff will make periodic observations of activity sites to monitor
compliance.
Plymouth Park and Recreation will take an active role to encourage the surrounding communities
to adopt the "Tobacco Free" policy, so that we may act as a united front to ensure the health
and wellbeing of our community.
2.
3.
4.
Park & Recreation e
Tobacco-Free
Park System Policy
1. Guideline Statement
City of Champlin Parks and Recreation Tobacco-Free Policy is designed to protect the
health, welfare, and safety of our park patrons.
2. Policy Statement
The City of Champlin is committed to the quality of life for all residents, therefore, we
believe that:
· Tobacco product use in the proximity of children, youth and adults engaging in or
watching recreational activities is unhealthy and detrimental to the health of others.
. Tobacco products consumed in public spaces are often discarded on the ground, thus
posing a risk of ingestion to toddlers and causing a litter problem.
. As parents, leaders, coaches, and officials, we are thought of as role models and the
use oftobacco products around youth has a negative effect on their lifestyle choices.
3. Tobacco-Free Facilities
The City of Champlin does not allow the use of tobacco products on City-owned park
land, recreational facilities, City facilities, and open space.
4. Compliance Procedures
The emphasis on enforcing the Tobacco-Free parks and recreation policy is through
voluntary compliance:
. Appropriate City-owned park land, recreational facilities, open space will be signed.
. City of Champlin staff will meet with activity organizations and \ or leaders or
coaches to discuss the policy and to distribute flyers with the "Tobacco Free"
regulations.
. City staff will make periodic observations of activity sites to monitor compliance.
5. Adoption date: May 10,2004
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City of Shore view, Minnesota
Parks and Recreation Department
Tobacco-Free Park Policy
Subject: Prohibition of tobacco product use in the City of Shoreview's park system.
Purpose: In order to protect the health and welfare of our citizens and park visitors, the
Shoreview Parks and Recreation Department prohibits the use of tobacco products on City-
owned parkland, park facilities, and open space.
Policy: No person shall use tobacco products on City-owned parkland, park facilities, and open
space except according to the following exemptions. .
1. At the Cornmnnity Center's designated smoking areas.
2. At the outdoor areas of the Commons Park pavilion during private events.
Implemeutation: The emphasis on enforcing the Tobacco-Free park policy is through voluntary
compliance.
1. Signs shall be posted at all City-owned parks, recreation facilities, and open space.
2. City staffwill make periodic observations of recreation facilities and parkland to monitor
for compliance.
3. A community education program will be implemented to assist in enforcing this policy.
4. Athletic associations that utilize City-owned facilities must commit to enforcing this
policy.
Adoption date: May 3, 2004
City of Maplewood Parks & Recreation
Tobacco-Free Park Policy
Subject: Prohibition of tobacco use in the City of Maplewood's park system.
e
Purpose: In order to protect the health and welfare of our citizens and park visitors, the Maplewood
Parks & Recreation Department prohibits the use of tobacco products on city-owned parkland, park
facilities and open space.
Policy statement: The City of Maplewood prohibits the use of any tobacco product on all city-owned
parkland, park facilities, open space or joint city/school district properties including picnic grounds,
walking/biking paths and restroom areas.
The parks prohibiting tobacco use include the following:
Maplewood Community Center
Afton Heights Applewood
Geranium Gethsemane
Hillside Wakefield
Lookout Mailand
Nebraska Playcrest
Sterling Oaks Sunset Ridge
Nature Center & trails
Crestview Edgerton
Gloster Goodrich
Joy Park Kenwood
Timber Maplecrest
Pleasantview Robinhood
Vista hills Western Hills
Neighborhood preserves
Flicek Four seasons
Harvest Hazelwood
Kohlman Lions
Maplewood Heights
Roselawn Sherwood
The following exemption applies:
Designated patio areas (1 for employees & 1 for guests) at the Maplewood Community Center
,
In creating a tobacco-free environment in city parks, the city policy states:
. Tobacco product use in the proximity of youth and adults engaging in or watching
recreational activities is unhealthy and detrimental to the health of others.
. Tobacco products once consumed in public spaces are often discarded on the ground, thus
posing a risk of ingestion to toddlers and pets and causing a litter problem.
. Parents, leaders, coaches and officials are thought to be role models and the use of
tobacco products has a negative effect on youth lifestyle choices.
Implementation: Enforcing the Tobacco-Free Park Policy in Maplewood will be through voluntary
compliance.
1. Signs will be posted at all city-owned parks, recreation facilities and open spaces; posted
signs will remind community members of the Tobacco-free Policy.
2. Athletic associations that utilize city-owned facilities must commit to enforcing this policy.
3. North High students and/or city staff will make periodic observations of recreation facilities
and parklands to monitor for compliance.
Effective date: This policy is effective immediately upon date of adoption, January 24, 2005.
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City of New Brighton Parks & Recreation Department
New Brighton, MN
Tobacco-Free Park Policy
Subject: Prohibition of tobacco product use in the City of New Brighton's park
system.
Purpose: In order to protect the health and welfare of our citizens and park
visitors, the New Brighton Parks & Recreation Department prohibits the use of
tobacco products on City-owned park land, park facilities, and open space.
Policy: No person shall use tobacco products on City-owned park land, park
facilities, and open space except according to the following exemptions.
1.
At Brightwood Hills Golf Course except during exclusively youth
activities.
At the Family Service Center's designated smoking areas.
At Neighborhood Center patios and picnic pavilions during private
events.
2.
3.
Implementation: The emphasis on enforcing the Tobacco-Free park policy is
through voluntary compliance.
1. Signs shall be posted at all City-owned parks, recreation facilities,
and open space.
2. City staff will make periodic observations of recreation facilities and
park land to monitor for compliance.
3. A community education program will be implemented to assist in
enforcing this policy.
4. Athletic associations that utilize City-owned facilities must commit
to enforcing this policy during all scheduled activities.
Adoption date: 5/27/03
I'OM(CO - fm
YOUft iUCUAnCli
~,ar.&mn.org
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City-Owned Outdoor Recreational Facilities
Model Tobacco-Free Policy
WHEREAS, the City believes that tobacco use in the proximity of children and adults engaging in or
watching outdoor recreational activities at City-owned or operated facilities is detrimental to their
health and can be offensive to those using such facilities; and
WHEREAS, the City has a unique opportunity to create and sustain an environment that supports a
non-tobacco norm through a tobacco-free policy, rule enforcement, and aduit-peer role modeling on
City-owned outdoor recreational facilities; and
WHEREAS, the City believes parents, leaders, and officials involved in recreation are role models for
youth and can have a positive effect on the lifestyle choices they make; and
WHEREAS, the tobacco industry advertises at and sponsors recreational events to foster a
connection between tobacco use and recreation; and
WHEREAS, cigarettes, once consumed in public spaces, are often discarded on the ground requiring
additional maintenance expenses, diminish the beauty of the City's recreational facilities, and pose a
risk to toddlers due to ingestion; and
I
WHEREAS, the City Park & Recreation Board determines that the prohibition of tobacco use at the
City's recreational facilities serves to protect the health, safety and welfare of the citizens of our City.
Section 1: Tobacco use prohibited in outdoor recreational facilities
No person shall use any form of tobacco at or on any City-owned or operated outdoor recreational
facilities, including the restrooms, spectator and concession areas. These facilities include [insert
specific facilities here, e.g. playgrounds, athletic fields, beaches, aquatic areas, parks, and
walking/hiking trails].
Section 2: Enforcement
1. Appropriate signs shall be posted in the above specified areas.
2. The community, especially facility users and staff, will be notified about this policy.
3. Staff will make periodic observations of recreationai facilities to monitor for compliance.
4. Any person found violating this policy may be subject to immediate ejection from the recreation
facility for the remainder of the event.
Section 3: Effective Date
This policy statement is effective immediately upon the date of adoption.
Appropriate City Official
Date
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A well-publicized policy informs park users about the reasons why the policy has been adopted
and helps enforce the policy by reducing violations.
1. Post Signs
The most important way to
publicize your tobacco-free policy is
by posting signs.
If you have not done
so already, contact
Tobacco-Free Youth
Recreation to order
metal tobacco-free signs.
ii'i
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The following locations are
suggested places for posting your
to ,eo-free signs:
. Fencing around playgrounds
and fields
. Backstops
. Picnic shelters
. Restrooms
. Concession stands
. Parking lot entrances
. Beach entrances
. Lifeguard stands
. Hiking trail entrances
. Skating rink warming houses
Ask for Assistance!
These groups will assist you in
publicizing your tobacco-free policy:
. Tobacco-Free Youth Recreation,
(651) 646-3005, tfvr(ti)ansrmn.oro
our local tobacco-free coalition
. Your local public health agency
2 Let Community Members Know',
. About the Policy
In addition to posting signs, park and recreation staffhas used a variety
of means to educate citizens about their tobacco-free policies:
. Staff notification of the new policy and setting procedures for
handling violations. "Help Enforce Our Policy" handouts, p. 2.
. Bookmarks or small notification cards explaining the policy
distributed by park staff or community members to park
users. Sample cards from Luveme, MN and bookmarks from Anoka County,
MN, pp. 3-5.
. Articles in a local or regional newspaper, as the result of a
news release or reporters' coverage of city council meetings.
Draft news release, p. 6.
. Park and recreation department and city newsletters.
Sample city newsletters from Shoreview, MN, and Ramsey, MN, p. 7.
. Recreation program brochures, catalogs, and announcements.
Sample recreation program brochure from Richfield, MN, pp. 8-9.
. Rulebooks or policy statements that are distributed to sports
league administrators, coaches, officials, parents, and
participants. Sample notification letter. p. 10: Sample team schedule, p. 11.
. Other fact sheets or educational articles about tobacco and
secondhand smoke distributed at coaches' meetings, in
mailings, or through newsletters. Sample articles, pp. 12-14.
. Postings on the recreation department's or city's website.
. Public address announcements at recreation events, or public
service announcements on local radio stations or public access
cable channels. Sample announcement, p. 15.
. Kick-off celebration or community event with tobacco-free
pledges, activities, etc. Potential dates for this event:
April 3-Kick Butts Day; May 31-World No Tobacco Day; Thursday
prior to Thanksgiving-Great American Smoke Out.
Sample pledges, p. 16; Sample community events, p. 17.
Please note: computer artwork files are available from TFYR
for the tobacco-free sign image. ~~_
Free Signs!
e
Minnesota cities that adopt comprehensive
tobacco-free policies for their recreational
facilities and park property can order FREE
metal 12" x 18" tobacco-free signs from
TFYR to help with policy implementation.
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II
To qualify for the signs, the tobacco-free
policy must include:
. A list of all the facilities it covers
. A statement that all forms of tobacco
use are prohibited
. An enforcement plan that includes a)
user and staff notification; and b)
slgnage.
Tobacco Use is
rrrIl1lill!l'l!mJ)..
On This
Park Property
Thank You. ~
Tobacco-Free Signs
I
A maximum of 100 signs is allowed per community. Additional signs
are available at cost. Contact TFYR for details.
Please contact Tobacco-Free Youth Recreation to find-out
how a tobacco-free policy for outdoor recreational facilities
can benefit your community.
For technical assistance in policy development and suggestions for tobacco prevention
strategy implementation, contact:
Brittany McFadden, Program Director
Tobacco-Free Youth Recreation
2395 University Ave. West, Suite 310
St. Paul, MN 55114-1512
(651) 646-3005; bhm@ansrmn.orq
fGaMCO .. rillE
1'01,11'11 ilCllArtCI
www<onsrmrLCrg
e
.
Please contact the people listed below to find out how a
tobacco-free policy for outdoor recreational facilities can
benefit your community.
For suggestions or feedbackfrom communities who have implemented tobacco-free
policies, contact:
New Brighton Parks & Recreation Department
Steve Rymer, Director of Parks & Recreation
400 10th St NW
New Brighton, MN 55112
(651) 638-2126; steve.rymer@newbrightonmn.gov
Plymouth Parks & Recreation Department
Diane Evans, Sup!. of Recreation
3400 Plymouth Blvd.
Plymouth, MN 55447
(763) 509-5220; devans@cLplymouth.mn.us
Coon Rapids Parks & Recreation Department
I Bruce Thielen, Public Works Director
1831 -111111 Ave. NW
Coon Rapids, MN 55433
(763) 767-6578; thielen@cLcoon-rapids.mn.us
Morris Community Education
Cindy Perkins, Director
600 Columbia Ave.
Morris, MN 56267
(320) 589-4394; cperkins@maes.morris.k12.mn.us
Grand Rapids Parks & Recreation Department
Dale Anderson, Director
420 N. Pokegama Ave.
Grand Rapids, MN 55744
(218) 326-2500; danderson@cLgrand-rapids.mn.us
e
. ~ Mounds View
. /~ I G H S C H 0 0 L
Mourlds View Public Schools
JulieWikelius
Princi1xi!
Mark Tateosian
Robert Madison
As.mciatcPrillCijJaJ
Acril'itiesDire.:tor
April 14,2005
Dear Arden Hills City Council:
I am writing in support of tobacco-free parks and recreational areas in the city of Arden
Hills. A tobacco-free policy sends a clear message that we care about the health of the
community, especially our youth.
I
Mounds View High School is in close proximity to many Arden Hills parks. Many of
our students and families live in Arden Hills and use these parks. Since our school
district already prohibits tobacco use at our buildings and grounds, including the athletic
fields and grounds, a city-wide policy will create a consistent tobacco- free policy for all
public facilities in our community and send a clear message to our youth. Tobacco use
not only exposes participants and spectators to the harmful effects of secondhand smoke,
but it is also a nuisance and safety concern. We strive to teach our students the value of a
clean, healthy community by not littering, and the tobacco free policy will help reduce
litter and supP0l1 the healthy message that we teach. Tobacco use in a park setting also
sends a negative message to our youth that tobacco use is an acceptable behavior within
our community.
I support the PACT students and encourage you to prohibit tobacco use at all city-owned
parks and recreation facilities.
Thank you for considering a tobacco-free policy.
Sincerely,
~W~ke~CC-G~
Principal
Mounds View High School
e
1900 Lake Valentine R08d . Arden Hills, MN .15112.2899.651-633-4031 phone _ 651-639-6063 fax _ W\vw.moundsviewschools.org/moundsview
\larks '/1/1
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51. Paul and ~
RarnseyCounty~
20TH ANNIVERSARY
198'-2005
1621 Beechwood Ave.
St. Paul. MN 55116
651-698-4543
Fax - 651-698-8761
www.friendsofthepaJ1<S.org
President
Andrea Vento
Vice President
Michael Prichard
Jeanne Weigum
Treasurer
James R. Bneher
Directors
Duke Addicks
Craig Andresen
Chat Brooker
Jeffrey Croonquist
Mark Davis
~DUnh""
. T. Dwight
. Franey
, Illiam Frank
Steve Hauser
Marilyn Lundberg
Robert Netherc:ut
Mark M. Nolan
Scott Ramsay
Pierre Regnier
Marsha Soucheray
Director Emeritus
David Lilly
Truman W. Porter
Ex Officio
Bob Bierscheid
Dan Collins
Marc Goess
Greg Mack
Terry Noonom
Bob Sandquist
Executive Director
and Secretary
Peggy Lynch
.
April 20, 2005
TO: City of Arden Hills, Parks, Trails & Recreation Committee
FROM: Peggy Lynch, Executive Director <?'--<--e06CJ ~
RE: Smoking in Parks
The Friends of the Parks and Trails endorses the policy of prohibiting tobacco use on all park
land and outdoor recreational facilities owned by the City of Arden Hills. The Arden Hills
Parks, Trails & Recreation Committee will be considering this issue on April 26. We would
appreciate your support for this policy.
The mission of the Friends is to preserve, protect, improve, establish and develop parks, trails,
bikeways and open space: promote citizen involvement, support and appreciation of parks, opel
space and trails. The Friends approved a resolution in July, 2004 supporting the ban of tobaccc
in all public parks and golf courses.
The purpose of public parks is to promote community health. Tobacco free areas support this
idea. Cigarette butts cause a major form of litter in all public areas. Parks will be cleaner and
more inviting to residents who visit the parks for recreational purposes without cigarette butts
littering the ground.
We urge you to support this effort in Arden Hills to prohibit tobacco use on all park land and
outdoor recreational facilities.
Thank you.
\t'oGTONeb
_~'I', - <'Is
"'/'''', ."'...
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. :;!
RAMSEY
MEDICAL
SOCIETY
p.o. Box B1690
St. Paul, MN 55113
Phone 612-362-3704
Fax 612 - 623 - 2838
www.metrodo.tors.com
-
.
/
Arden Hills Park, Trails, and Recreation Committee
City of Arden Hills
1245 West Hwy 96
Arden Hills, MN 55112
April 15, 2005
Arden Hills Park, Trails, and Recreation Committee:
This letter is in support of the proposed policy in Arden Hills for tobacco-free
parks. The Ramsey Medical Society strongly favors eliminating secondhand
smoke in public areas, particularly those where children and youth are exposed to
it. Our young people benefit from the example of adults not smoking.
Unfortunately, in Minnesota:, about one-fourth of high school seniors are regular
smokers even though it is illegal for them to purchase or consume tobacco
products.
The Ramsey Medical Society is the professional organization of physicians in
Washington, Ramsey, and Eastern Dakota Counties. As the local affiliate of the
Minnesota Medical Association, our members support clear and strong policies to
eliminate secondhand smoke in public areas such as those devoted to recreation.
We are therefore strongly in favor of the adoption of the proposed Tobacco-Free
Policy for Arden Hill's entire park system. We feel that this is the right thing to
do because park and recreational areas are intended to promote the health of the
community and environmental carcinogens in secondhand smoke should be
eliminated from them. This policy will also help parents, and other role models
set expectations and reinforce that tobacco is not compatible with healthy
recreation. Such a policy helps counter advertisements targeted to youth that
insidiously connect tobacco and sports and recreation. By creating tobacco-free
spaces for its people. the community will send the message that tobacco use is
incompatible with health.
Besides the health considerations, on a purely economic basis the litter caused by
discarded non-biodegradable cigarette filters and packaging materials is an
expensive nuisance and environmental detriment that costs Arden Hills taxpayers
money.
Given these considerations, the physician members of the Ramsey Medical
Society urge the passage of the policy for Tobacco-Free Policy for the entire park
system of Arden Hills.
Sincerely,
~ ~ f1D
Charles G. Terzian, M.D.
President, Ramsey Medical Society
~~n
Robert C Moravec, M.D.
President, RMS Foundation
.
.
.
URS"
. ., .,". .." ......: ': .... .:~ ..::: .. ..
Agenda Item 2D
MEMORANDUM
Thresher Square
700 Third Street South
Minneapolis, MN 55415
Phone: (612) 370-0700
Fax: (612) 370-1378
To:
File:
Ms. Michelle Wolfe!
City of Arden Hills
Copy:
Tom MoorelAH
From:
Greg Brown
Arden Hills City Engineer
Date:
June 20, 2005
Snbject:
Lexington Avenue Reconstruction Project
Project Budget Status Summary
Pending
Background
On Monday, Apri] 25, 2005 Ramscy County opened bids for the Lexington Avenue hnprovemcnts
project Jim Tolaas provided the bid results at a staffmceting on April 27tb at Arden Hills city hall. The
following is a summary of the budgeted costs and anticipated costs based upon construction bids (fina]
construction costs may vary from bid costs due to quantity overruns!underruns).
CIP Budget County Anticipated
Item DescriDtion (1) Est. (2) Amount (3)
Watermain Construction $ 98,500 $ ]00,000 $103,500
Roadway Construction (AH portion) $ 80,000 $ 95,262 $] ]9,500
ROW Acquisition (includes fees) $ 85,000 $ ] 13,000 $]25,000'
Ramsey Cty Engineering -Road (24%) $ 20,000 $ 22,863 $ 28,680
RamseyCtyEngineering-Water(4%) not included $ 4,000 $ 4,140
URS Engineering - Water $ ] 6.500 not included $ ] 7.500
Totals $ 300,000 $335,]25 $396,820
Tota] Water Utility Fund Item $ 1 ]5,000
Total Roadway Items (MSA E1igib]e) $ ]85,000
$235,]25
$123,640
$273,]80
Difference
(3)-(1)
$ 3,500
$ 39,500
$ 40,000'
$ 8,680
$ 4,]40
$ 1.000
$ 96,820
$ 8,640
$ 88,]80
'Projected Acquisition Costs, subject to negotiations (or condenmation proceedings with property
owners)
elP Discussion
The Cll' budget was prepared during the summer of 2004 prior to the final design activities for watermain
improvements (by URS) and roadway improvements by Ramsey County. The Cll' included $] 15,000 for
watermain improvements including approximately ]5% engineering fees for URS, The Cll' included
$185,000 for roadway and ROW costs which were not formally split but generally anticipated to be
divided as shown above between construction and engineering. Ramsey County engineering fees were not
included in the Cll' for watermain improvements.
Memorandum
June 20, 2005
Page 2
.
Ramsey County Estimate Discnssion
Ramsey County Public Works prepared an estimate for the project which was presented to the council and
staff at a worksession in September, 2004. This estimate was based upon preliminary engineering as the
final design had not been completed to date. The estimate for roadway related items and ROW acquisition
both significantly exceeded the CIP budgets. This fact lead to the Council giving direction to Ramsey
County to change the proposed 8 foot trail to a 6 foot concrete walk and 2 foot exposed aggregate edge
strip which also reduced the total acquisition area required for the project substantially. This direction was
anticipated to reduce the costs for acquisition and retaining walls significantly although it did result in
approximately $41,000 in concrete walk costs over the cost of a bituminous trail.
Actual Bid Amounts - Watermain
The actual bids received by the County for watermain work included approximately $95,000 for dircctly
related watermain items (ie pipe, valves, hydrants etc) and $8,500 in overall project fixed costs assigned
to the watermain group (construction office, mobilization, traffic control etc.). The URS engineer's
estimate for watermain related work prepared in March at the time of bidding was $102,500 which
considered the significant inflation seen in construction costs over the past year. The URS engineer's
estimate did not include the fixed costs assigned by the County as we did not have access to the overall
project engineer's estimate prepared by the County. Therefore, the bid amount for the watermain
improvements appears to represent competitive market rates for 2005.
Actual Bid Amounts - Roadway
The final plans include a six foot wide concrete walk with a two foot wide exposed aggregate strip
adjacent to it. The increase in costs between the September estimate by Ramsey County and the bids
generally results from the costs of the sidewalk (approximately $41,000 as stated above) and the cost of
modular block wall which increased by approximately $13,000 to $48,300 between the estimate and the
bid. Based upon discussion with Jim Tolaas of Ramsey County, the wall area was underestimated in
September, 2004 therefore the anticipated savings in this item was not realized at the time of bids.
.
Cost Control Options Discussion
Based upon my review of the bids and the project plans prepared by the County, two areas of cost savings
are highlighted to reduce the anticipated project costs from the bid amounts.
The first area involves the modular block wall areas. We have asked the County construction staff to
closely manage the modular wall construction to minimize costs. Each square foot of wall costs
approximately $20 in construction and engineering costs therefore wherever sloping may be used in lieu
of walls or to shorten wall heights significant cost savings will result to the City. Most of the walls
included on the project are located on private property (and will be maintained by those owners after
installation) therefore reducing wall areas walls may please some residents while being objectionable to
others.
The second area involves the concrete sidewalk. The two foot wide concrete edge strip could be
eliminated from the project. This would save approximately $20,000 in construction and Ramsey County
engineering costs. If Council wishes to implement this option, staff will work with Ramsey County staff
to ensure the concrete edge strip is eliminated from the projcct.
.
.
.
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~
~HILLS
MEMORANDUM
DATE:
June 15, 2005
Agenda Item 2.E
TO: Honorable Mayor and City Council
FROM: Murtuza Siddiqui, Finance Director/Treasurer "Y'ilS
SUBJECT: Preliminary 2006 Budget Discussion
BACKGROUND:
The City staff is in the process of developing a Preliminary 2006 Budget. As we progress
forward and take the next steps, staff needs general direction and guidance from the Council with
regards to changes for the coming year. Goals and objectives that were discussed previously at
the various Council meetings are to be incorporated in this budget.
Last year, the Legislature eliminated levy limits; therefore, the City was not under any legislative
restrictions with regards to establishing a levy. A number of cities used this "no limit"
opportunity to set a high levy. The average levy increase for Ramsey County cities was slightly
under 8%. The City Council was very prudent and voted to limit the levy increase to 4% from
pnor year.
DISCUSSION:
As of the middle of June this year, the State Legislature is still in session and no decisions have
been reached regarding the levy. Earlier during their session, a bill was introduced - "Turbo
Tax" that would restrict the cities from increasing the levy amount from prior year. Ifthis
becomes law, the City would not be able to increase the levy, unless a vote is taken. Historically,
the City limited the annual levy increases to about 3%.
Staff, along with direction from the Council, has identified a number of factors that will
influence the 2006 Budget. Some are identified as follows:
· Tax Levy - Consider a 3% increase, but be prepared to scale back.
. Overall budget increases?
· Salaries and Benefits. Employee step/COLA increases. For the past few years, a 3%
increase was budgeted.
Memo
2005 Budget Memo
2
. Increase in employee benefits costs (health and dental). Staff is conservatively
estimating that the premiums will increase by about fifteen (15) percent. We will get a
better handle over the next two months. City contribution towards health and dental is
$533 per month. The past few years Council has approved budgeting for 50% of the
increase in premium. Would this be an appropriate formula to use at this point? Funding
formula for the capital purchases at the Lake Johanna Fire Stations.
· Update the 5 year CIP.
. Highway 96 Landscaping?
.
The following items are part of our previously approved CIP and Technology Plan for 2006.
· In the 2005 Budget, $25,000 was set aside for the implementation of on-line credit card
system. Staffwill be evaluating the pros and cons of the implementation in the later part
of this year. Also, staff will be evaluating the implementation ofthe document imaging
system later on this year. Will come back to Council with a recommendation. Ifwe are
unable to implement in 2005, funds would have to be rolled into the 2006 Budget.
· Hardware upgrades - $10,600
· Reconstruct Ridgewood Neighborhood - $1,670,000
· Side Mount Tractor Mower Attachment - $5,000
· Reconstruction oflift stations. Two, three, or all remaining four? Two were included in .
the current CIP.
· Replacement of Toro Groundmaster - $30,000
· Perry Park Fencing - $22,000
· Replacement of Valentine Play Structure - $55,000
· Fire capital upgrades - $10,750 (pending new estimates from the Lake Johanna.
Numbers may be outdated)
RECOMMENDED ACTION:
Staff is seeking direction from the Council as it continues with the 2006 Budgeting process.
.
.
Due Date/Deadline
May/June
June - 3rd week
June - 3rd week
July - 2nd week
July - 4th week
August - 2nd week
September
September
Septem ber
September
evember
November - 2nd week
December -1st week
December - 2nd week
December - 2nd week
.
~
~}:lILLS
City of Arden Hills 2006 Budget Calendar
Description of Task/Item
Update Budget Templates
Discuss budgets process, issues, and overall direction with the Council
Distribute electronic budget worksheets to department directors
Completed "draft" operating and capital budget worksheets due from each department to
Finance
Departments heads discuss, as a management team, their proposed budgets, including
changes to service levels, revenues, strategic opportunities and challenges, etc.
"Preliminary Budget Overview" - presentation to the City Council at Work Session
City Administrator's recommended preliminary 2006 Budget distributed to the City Council
City Council adopts the proposed (maximum) 2006 property tax levy.
Certify date for public (TNT) hearing and continuation hearing (if necessary) to county
The proposed (maximum) 2006 property tax levy certified to the county
County delivers parcel specific notices of proposed property taxes to each property owner
Publish notice of TNT Hearing in official newspaper within City.
Conduct TNT Hearing. Date is pending notification from the county.
City council adopts final 2006 Budget and 2006 Property Tax Levy
Certify final adopted 2006 property tax levy to the county auditor.
IIEarth\Finance\Finance Director\2006 Budget\2006 Budget Calander
.
.
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~
~HILLS
MEMORANDUM
DATE:
June 15,2005
Agenda Item 2.F
TO: Honorable Mayor and City Council
FROM: Murtuza Siddiqui, Finance Director/Treasurer ''''''s
SUBJECT: Proposed Copier Purchase
BACKGROUND:
In July, 2002, the City entered into a three year agreement with Ikon Office Solutions to lease a
for a Canon Image Runner 7200 copier. We pay $3,870.06 per quarter, including maintenance.
The quarterly minimum charges are for 90,000 images. For most all quarters, our usage has been
below the minimum set amount. The lease is set to expire on July 26, 2005. Ikon will allow us to
lease the copier past the lease expiration timeframe on a monthly basis. The copier has
approximately 1.2 million images on it.
The Canon copier has been extremely reliable. Over the past I Yz years, the copier required four
maintenance calls, with two being for routine cleaning.
DISCUSSION:
Since the City had a very positive experience with Canon copier, staff focused its attention on
this particular brand.
Last March, the city staff requested Ikon to submit a proposal for a purchase or lease of a new
copier. In addition, staff also requested them to provide a buyout price for the existing copier.
Ikon quoted $25,538 (including sales tax) purchase price for Canon Image Runner 7200.
Maintenance is quoted at $270 per month with a minimum usage of 30,000 images. Total
maintenance costs over a period of 3 years will be $9,720 with a minimum usage of 30,000
images per month. The proposal also included a 36 month lease option at $740 per month, plus
the $270 per month for maintenance. The buyout price for the existing copier is $12,032.
Staff contacted Canon directly to inquire if the City can purchase directly from the manufacturer.
Canon does sell directly to the consumers. Staff met with a local representative from Canon and
received a proposal. According to Canon, the 7200 has been discontinued. The proposal is for
model series 8070. This model copies eight more pages per minute. In addition to higher speed
Memo
Proposed Copier Purchase
2
than our existing copier, this model also includes three additional features. These features
include: An ability to make a book, a folding feature, and the ability to insert a different colored
paper as a divider at a predetermined spot in the document.
The quoted price for this copier is $27,157.50. The maintenance fees are $.0055 per image or
$165 per month for 30,000 images. Canon bills on the actual number of images, with no
established minimum. Total maintenance costs over a 3 year period will be $5,940, assuming at
a rate of 30,000 images per month.
Comparing the two proposals, the copier from Canon USA costs $1,619.50 more than the Ikon's
proposal. However, the proposal from Canon USA includes additional features, plus the latest
model. The maintenance costs are lower with Canon USA by $3,780 over a 3 year period.
Overall, the net cost savings, including maintenance, of going with Canon USA is $2,161 over a
3 year period. Servicing is done by Canon and they use genuine Canon parts.
RECOMMENDED ACTION:
Staff recommends that the Council authorize the purchase of Canon Image Runner 8070 from
Canon USA and return the leased copier.
.
.
.
.
.
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~
~~ILLS
MEMORANDUM
DATE:
Agenda Item 2.G.
June 15,2005
TO:
Honorable Mayor and City Council Members
Michelle Wolfe, City Administrator
FROM:
Michelle Wolfe, City Administrator
Schawn Johnson, Assistant to the City Administrator
SUBJECT:
Proposed Employee Recognition Policy
Backl!ronnd
Based upon the direction given by City Council at the May 16th work session, the following
changes have been made to the proposed employee recognition policy:
. Members of the City Council discussed the possibility of installing a large plaque in the
entry way at City Hall to recognize staff members for their years of service to the City;
. An application form and selection criteria was created for the money or time savings idea
portion of the policy;
. A definition was inserted into the employee recognition policy defining employee
retirement status;
. A policy was added that identifies different gift certificate amounts for retiring employees
based upon their years of service.
City staff has reviewed a number of employee recognition policies that have been utilized by
other communities. Department heads believe that this policy recognizes City staff in a fair an
equitable manner in the following manner:
. Exceptional Employee Job Related Performance;
. Years of Service to the City;
. Money or Time Saving Ideas;
. Employee Retirements.
The proposed policy would implement an annual cmployee luncheon that would be used to
recognize employee contributions, retirees, years of service, and exceptional job performances
over the past year. The annual employee luncheon would be scheduled for January of each year
and would be budgeted for on an annual basis.
An employee of the year would be announced at the employee luncheon. The purpose of this
policy is to recognize an employee that is deserving of a special recognition due their
accomplishments and contributions to the City over the past year.
\\Earth\Admin\Assistant City AdministratoTlMemo's and LetreTs\2005\Employee Recognition Policy 6-20-05.DOC
Recommendation
City staff is requesting City Council input regarding the implemented changes to the proposed
employee recognition.
Attachments:
. Proposed Employee Recognition Policy
. Proposed Employee of the Year Policy
. Proposed Employee of the Year Nomination Form
. Proposed Money, Safety, or Time Savings Idea Reconunendation Form
.
.
.
.
.
.
~
~~HILLS
Draft: May 24, 2005
EMPLOYEE RECOGNITION POUCY
The City Council of Arden Hills encourages and supports recognizing employees who
make significant contributions to the City. At its September 1994 meeting, the City
Council adopted Resolution No. 94-47, establishing an Employee Recognition
Committee (ERC).
The City of Arden Hills hereby establishes the following programs to recognize all
employees. All programs are subject to budget availability.
Annual Employee Event
. In appreciation of City staff members, the City will host an annual employee
luncheon in January to recognize employee contributions, retirements, years of
service, and exceptional job performances over the past year.
Years of Service
. Employees will be recognized for every five (5) years of employment with the
City. Employees shall receive an individual plaque and certificate from the City
for years of service. Every five years the City will purchase new name plates
identifying an employee's years of service. The City will install a plaque in the
main lobby area at City Hall recognizing City employees for their tenure and
service to the community. The City Hall plaque will be available for public
viewing. Employees will also receive a letter from the City Administrator and
their Department Head or Supervisor acknowledging their years of service. A
copy of this letter shall be inserted into the City Council non-agenda packet and
tlle employee's personnel file.
Exceptional Performance
. Communication received from residents or other individuals rccogmzmg an
employee for their superior performance or service shall be copied to the City
Council in the non-agenda packet, employee newsletter (pending employees
approval), and the employee's personnel file.
Retirement
. Upon notification of retirement, (minimum of five years of service to the City and
PERA retirement eligible) an employee shall be presented with a Mayoral
Proclamation and a gift certificate based upon the following criteria:
1. Five Years of Service to the City of Arden Hills $25.00 Gift Card
2. Ten Years of Service to the City of Arden Hills $50.00 Gift Card
3. Fifteen Years of Service to the City of Arden Hills $75.00 Gift Card
4. Twenty Years of Service to the City of Arden Hills $100.00 Gift Card
5. Thirty Years of Service to the City of Arden Hills $150.00 Gift Card
.
All retiring employee will be asked to select a restaurant, retail store, or hardware
store of his /her choice.
Employee Newsletter
. A bi-month1y employee written and published newsletter may be distributed to all
employees. The newsletter may include such items as employee birthdays (with
permission from the employee), anniversaries, department updates, employee
spotlights, etc.
Money, Safety, or Time Saving Idea
. Any employee may submit to the Employee Recognition Committee (ERe) an
idealconcept/process/solution that was implemented within the City which .
resulted in significant cost savings or greatly improved efficiency or safety for the
City.
Applications will be judged based on the following eligibility standards and criteria:
1. Eligibility of employees to participate in the program.
All employees below the classification of department head are eligible
to receive awards.
2. Acceptable Suggestions-
. Reduce costs, duplication, time, safety, labor, space,
materials/supplies, records, forms, accidents, energy resources, or
storage filing space.
. Increase production, revenue, use of existing facilities and job
interest.
. Propose improvements and standardization of forms, reports, tools,
equipment, machines, purchasing methods, and procedures.
. Improve service to the public.
. Improve safety conditions.
3. Unacceptable Suggestions-Suggestions not deemed to be acceptable are:
. Personal grievances.
. Personal pay, hours of work or any classification matter.
.
.
. Matters recommended for study, review or survey (Ideas already
under consideration by the City).
. Matters that are the result of assigned or contracted audits, studies,
survey reviews or research.
. Matters that are opinions, rather than specific recommendations
and suggestions which only identify a problem but offer no
corrective proposal.
. Duplicate suggestions-A suggestion that is not original to the
employee who submitted the idea.
. Suggestions that are within the scope of the normal job
responsibility of an employee.
. Suggestions which are deemed by the ERe to be frivolous,
impractical, retaliatory or inconsequential in character.
The determination of the Employee Recognition Committee can not be grieved.
4. Joint Suggestions. Suggestions may be submitted by a group of
employees. Should anyone member of the group be ineligible for the
award, he or she will not share in such award. A joint suggestion
submitted by two or more employees must bear the names of all
individuals concerned on the suggestion form.
.
In evaluating money, safety, or time saving ideas, the ERC will adhere to the
following process:
. Feedback will be solicited from the employee's Department Director
to learn more about the magnitude of the improvement or cost savings
to the City.
. Based on feedback from the Department Director and a review of all
information, the ERC may make a recommendation to the City
Administrator to bring forth the recommendation to the City Council
for its formal approval.
. The City Administrator will notifY the employee's Department
Director of the City Council's approval or denial.
. If approval is received, the employee will receive a $100.00 gift
certificate from a vendor of the employee's choice.
. The employee's Department Director shall present the award to the
employee.
All money and time saving ideas approved for an award shall become the
property of the City of Arden Hills.
.
Employee Recognition Committee .
. The Employee Recognition Committee shall be comprised of City staff.
. Membership will be for a three year term.
. Two new members will be rotated to the ERC each calendar year.
. The ERC will meet on a quarterly basis.
. Assistant to the City Administrator will coordinate the ERC meetings.
.
\\FaTlhIAdmin\Human ResouTces\Policies\Employee Recognition Policy\Employee Recognition Pohcy 2005-Draft.doc
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.
Employee Recognition Committee Members
1. Jackie Gritz
2. Pam Sweeney
3. Aaron Andrews
4. Joe Mooney
5. Murtuza Siddiqui
6. Schawn Johnson
Term Expires: January 1, 2006
Term Expires: January 1, 2006
Term Expires: January 1, 2007
Tenn Expires: January 1, 2007
Term Expires: January 1, 2008
Tcrm Expires: January 1,2008
.
.
~
~~HILLS
Draft: April 15,2005
.
EMPLOYEE OF THE YEAR POLICY
Thc City Council of Arden Hills encourages and supports recognizing employees who
make significant contributions to the City. The purpose of selecting an Employee of the
Year is to:
. Reward employees who are adjudged by their co-workers to be deserving of
special recognition for their accomplishments and contributions to the City.
The City of Arden Hills hereby establishes a policy to recognize an employee of the year
in the following manner:
Procedure:
. On an annual basis, each employee is given the opportunity to nominate a City .
employee (or oneself) for Employee ofthe Y car.
. The following categories represent areas which shall be used to determine an
Employee of the Year. Each nomination must relate to either one or all of the
categories, and shall include a description detailing specific cost savings,
innovations, examples of exemplary performance, etc. which the nominated
employee has accomplished.
\. Public Relations- This category recognizes an individual who consistently
projects a positive image of the City and its services to his/her co-workers
and the general public.
2. Exceptional Performance-Consistent high-level of dependability,
reliability, responsibility and integrity over a long period of employment
with the city are items measured in this category. Recognition is given to
high quality ongoing consistent dedication to the City.
3. Significant Accomplishment- Often an employee is charged with the
responsibility or assumes the responsibility of completing a significant
goal, activity, or project. Frequently the completion of such a project has
a major impact on the operations ofthe department or the City as a whole.
This category recognizes employees for such accomplishments.
.
.
There are no restrictions on who can be nominated and the same employee may
be nominated more than once if different rationale is used.
Nominations shall remain confidential, and shall be reviewed by the selection
committee. The selection committee shall initially be comprised of members of
the Employee Recognition Committee. The committee shall use the supporting
rationale, submitted with the nomination in the selection process. Information
submitted with the nomination will be subject to verification. Final selection of
an Employee of the Year will initially be made by the Employee Recognition
Committee. Past recipients of the award shall be included on the selection
committee, and shall eventually comprise the selection committee. The
committee reserves the right to not designate an Employee of the Year if they
deem the nominations and supporting rationale received warrants no such
selection.
The name of the person selected as the Employee of the Year will be annOlUJced
by the Mayor at the last City Council meeting of the year. An article will appear
in the employee and city newsletter (along with a photograph) recognizing the
employee and his/her accomplishments. The employee will also receive a plaque
recognizing the accomplishment. A plaque, identifying those selected as
Employee of the Year, will be permanently displayed at City Hall.
. Employee of the Year Committee
. The Employee of the Year Committee will meet regularly in October of each year
to review the nominees and recommend a candidate for this award.
.
2
.
City of Arden Hills
Employee of the Year Nomination Form
Employee Nominated:
Department:
Nominated By (Optional):
The following categories represent areas which shall be used to determine an Employee
of the Year. Each nomination must relate to either one or all of the categories, and shall
include a description detailing specific cost savings, innovations, examples of exemplary
performance, etc. which the nominated employee has accomplished. Use additional
sheets of paper if necessary.
2).
3).
1).
Public Relations- This category recognizes an individual who consistently
projects a positive image of the City and its services to his/her co-workers
and the general public.
Exceptional Performance- Consistent high-level of dependability,
reliability, responsibility, and integrity over a long period of employment
with the City are items measured in this category. Recognition is given to
high quality on-going consistent dedication to the City.
Significant Accomplishment- Often an employee is charged with the
responsibility or assumes the responsibility of completing a significant
goal, activity, or project Frequently the completion of such a project has
a major impact on the operations ofthe department or the city overall.
This category recognizes employees for such accomplishments.
.
Please Return the Nomination Form to the Assistant to the City Administrator's
Office by October _,20_
3
.
.
.
.
City of Arden Hills
Employee Money, Safety, or Time Saving
Recommendation Form
Name of Employee:
Department:
Money, Safety, or Time Saving Recommendation:
Use additional sheets of paper if necessary.
Date information was submitted and reviewed by the ERC Committee:
The following process and criteria will be used by the ERC when evaluating the money,
safety, or time savings suggestions:
. Feedback will be solicited from the employee's Department Director to learn
more about the magnitude of the improvement or cost savings to the City?
. Based on feedback from the Department Director and a review of all information,
the ERC may make a recommendation to the City Administrator to bring forth the
idea to the City Council for formal approval.
. The City Administrator will notifY the employee's Department Director of the
City Council's approval or denial of the suggestion.
. If approval is received, the employee will receive a $100.00 gift certificate from a
vendor of the employee's choice.
. The employee's Department Director shall prescnt that award to the employee.
* All money, safety, and time saving ideas approved for an award shall become the
property of the City of Arden Hills.
ERC Comments:
Does the ERC recommend that this money, safety, or time savings idea be forwarded to
the City Administrator for further review?
Yes
No
Date information was submitted and reviewed by the City Administrator:
City Administrator's Comments:
Does the City Administrator recommend that this money, safety, or time savings idea be
forwarded to the City Council for approval?
Yes
No
Date infornlation was submitted to the City Council:
Date infonnation was reviewed by the City Council:
City Council Comments:
2
.
.
.
.
.
.
Does the City Council recommend that City employee be
recognized by receiving a $100.00 gift certificate (vendor of his /her choice) for his/her
money, safety, or time savings idea.
Yes
No
Approved by the City Council of the City of Arden Hills on the _ day of
20
Beverly Aplikowski, Mayor
Michelle A. Wolfe, City Administrator
3
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.
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~
/]'\~ILLS
MEMORANDUM
DATE:
June 15, 2005
AGENDA ITEM: 2H
TO: Mayor and City Council
FROM: Michelle Wolfe, City Administrator ~
SUBJECT: City Commissions, Committees, and Task Forces
The Council has recently had some discussions about historical procedures and meeting
procedures. One of the topics of interest was city committees. At this time there is no consistent
process for how any of these groups operate, how they are formed, how they appoint members,
etc. Mayor Aplikowski and I began a process of reviewing past practice and examples from
other communities to try and develop some guidelines for how the City operates its committees,
commissions, and task forces. Attached is an initial brainstorming list of information.
We started by listing the existing groups. We also listed the three types of committees: Special,
Standing, and Council Committees. We then made suggestions for formation of task forces, a
short description of process for council committees, and process for standing committees.
This is basically an initial listing of ideas to initiate discussion. There is still a process of
information gathering occurring. City Council's input is requested at this stage, to ensure we
have consensus moving in the same direction. Comments and direction received during this first
discussion will be incorporated into a more formal report and outline for discussion and action at
a future meeting.
Attachments
MW
\\EartMAdmin\CommitteesIGuidelines and Procedures- Genera/\6-14-05 Memo to Council RE Procedures. doc
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EXISTING COMMISSIONS, COMMITTEES, AND TASK FORCES
.
Planning Commission
Parks, Trails, and Recreation Committee
Communications Committee (Newsletter, cable, WEB)
Economic Development Commission
Karth Lake Improvement District Board
Arden Hills Library Task Force
Assessment Policy Task Force (Refuse Hauling)
EDA
DISCUSSION POINTS
. How many standing committees do we need?
. Last time procedures and guidelines for commissions and committees was
discussed was in 1999. (Attached)
COMMITTEES
There are three types of Committees:
Special (Limited, i.e. Task Forces)
Standing (On-going; there are currently five of these)
Council Committees (made up of Council members and possibly stail)
.
PROCEDURE FOR FORMING A TASK FORCE
. A policy (versus an operational issue) needs to be reviewed or developed.
. A work plan should be developed that includes the purpose of the task force,
method of recruitment for members, timeline for completion. (Good sample is the
one prepared for the Assessment Policy Task Force dated May 2003).
. A work session discussion is required prior to action being taken to create a task
force.
. Once the assigned task is completed, and recommendation acted upon, the task
force should be thanked and then disbanded.
. If the task force completes its work, but there is a desire to assign a new task, the
same process should be followed as when creating a new task force (work plan,
work session discussion.)
. Official meeting notes are the responsibility of staff.
. Recommended size is 5 - 9 people. There should be an odd number of members.
. Approval of the work plan, purpose, and size should be done by Council
Resolution.
. Interested residents should complete an application, with an option of including a .
letter if interest.
I\Earth\AdminICommitteesIGuidelines and Procedures- General\2005 Procedures.doc
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.
.
.
. The task force members, Chair, and Council Liaison shall be appointed by the
Mayor and ratified by the City Council.
. Attempts shall be made to have a balance of interests represented on a task force,
geographic representation, etc.
. The City Administrator will assign a staffjiaison to an approved task force.
. The City Council Liaison will be responsible for reporting back to the City
Council and updating them on the progress of the task force.
. There will not be an interview process for task force members.
COUNCIL COMMITTEES
Council Committees shall be formed to address a defined project, not a policy. A
time1ine must be determined. The committee will make recommendations back to the
full City Council. Members will be appointed by the Mayor with approval of the City
Council.
STANDING COMMITTEES
. The existing standing committees are as follows:
o Planning Commission-Created via City Ordinance. Powers outlined in
State Statute and City Code.
o Economic Development Authoritv- Created via City Ordinance. Powers
outlined in State Statute and City Code.
o Economic Development Commission-Created via City Ordinance.
o Parks, Trails and Recreation Committee
o Communications Committee
o Karth Lake Improvement District Board
. Currently, members of the Planning Commission and PTRC are asked annually in
October or November, if they wish to serve another year. Appointments are made
every January for one-year terms. Ordinances outline a plan for three-year
rotating terms on the EDC and indicate that the members of the City Council will
make up the membership of the EDA. The bylaws for the Karth Lake District
Board also call for three-year rotating terms.
Proposed New Process:
. Members shall be appointed by the Mayor with approval of the City Council.
. Vacancies should be advertised (press release, city newsletter, WEB Page,
neighborhood meetings, etc.)
. Those interested in serving on a standing committee shall fill out a City
application form. As an option they may include a letter of interest.
. For the Planning Commission, interviews will be conducted. A Council
Committee will be formed to review applications and make recommendations for
IIEarthlAdminlCommitteeslGuidelines and Procedures- General12005 Procedures. doc
,
interview. The interviews will be conducted by the Mayor or designee, the
Council Liaison, the Planning Commission Chair, and Staff Liaison.
. For the other standing committees (except the EDA), a Council Committee will
review applications, essentially functioning as a nominating committee. They
could choose to conduct phone interviews or other follow-up, but formal
interviews are not required. For a broad-based committee, there should be
emphasis on having representation of a variety of skills, aptitudes, geographic
locations, etc. The Council Committee will then make recommendations back to
the Mayor and City Council.
. Consider making appointments to the Planning Commission and PTRC for three-
year rotating terms.
. The Chair of each committee shall be appointed by the Mayor.
.
APPOINTMENT POLICY (PROPOSED)
It will be the policy of the City Council to:
I. Offer appointment to the best qualified citizens for our committees, commissions,
and task forces.
2. Offer eligible members an opportunity to request re-appointment to the committee
or commission they are serving on for a second term. (Task Forces have a limited
term.)
3. Advertise all vacancies to committees, commissions, and task forces. (This ad
should include a brief description of the committee, time and days of meetings,
how often meetings are held, the number of vacancies and any special
requirements. )
4. To encourage wider public participation on committees and commissions, most
appointments will not be for more than two consecutive terms or six (6) years.
Members who have completed their terms are eligible to apply for appointment to
a vacancy on another Committee or a task force. Task force appointments are for
the designated length of the work plan only.
5. City residency is required unless exempted by State Statutes or City Ordinance.
6. Provide training and encouragement for active participation in all committee
business through the employment of high quality staff or consultants to support
them and to facilitate open communication.
7. Keep all applications active during the year for appointment to vacancies should
they occur. The Council reserves the right to appoint any qualified candidates
even though they did not apply as a result of an advertisement.
8. There is no implied guarantee of appointment or re-appointment to any committee
or task force. The sole responsibility for appointment to any City committee lies
with the Mayor as the recommending authority and the City Council as the
confirming authority.
.
.
IIEarthlAdminlCommitteeslGuidelines and Procedures- General12005 Procedures.doc
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~ UY'C &v
CITY OF ARDEN HILLS
MEMORANDUM
DATE:
April 26, 1999
TO:
Mayor and City Council
Brian Fritsinger, City Administrato~
1999 Committees and Committee Structure
FROM:
SUBJECT:
Back2round
The City Council met on April 5, 1999, to discuss the 1999 committee structure. At that
meeting, the City Council directed staff to summarize the final committee structure being
recommended by the City Council. This summary was received by the City Council at its April
19, 1999Worksession.
Proposed Committees
The City Council reached consensus on the following committees:
1. Planninl!: Commission
The purpose of this Commission is to advise the Council on all city land use planning
matters. Duties include the development and maintenance of the Arden Hills Comprehensive
Plan, carrying out procedures dictated by Minnesota Statutes, Section 462.351 - 462.365 and
City Code, review and investigation of various planning matters as directed by the City
Council, and making recommendations to the City Council.
2. Communications Committee
The Communications Committee will be primarily responsible for the reporting, writing, and
editing of the monthly newsletter publication. This committee will be expanded to review
and recommend action on other areas of city communication including a look into the areas
of cable TV and the City logo.
3. Parks & Recreation Committee
The Parks and Recreation Committee will work to provide a comprehensive, well-maintained
system of parks, trails, facilities and open spaces. In addition they will work to provide a
balanced and organized program of affordable recreational activities.
4. Operations and Finance Committee
The City Operations and Finance Committee will provide recommendations on a variety of
subjects, such as public works, public safety and finance that affect the City. Areas of
involvement may range from reviewing requests for signs; parking ordinances, community
policing, long term police and fire protection services, assessment policy, rubbish hauling,
water sourcing, etc. ..
Memorandum -1999 Committees/Committee Structure
Page Two
April 26, 1999
~)
In addition, the City will continue to utilize its Economic Development Authority for
development activities within the community. 'The EDA will not be expanded or changed at the
current time.
In terms of the Human Rights appointment ofSushila Shah, the Council was supportive of her
continuing in this scaled down role, but had no interest in appointing a new committee or task
force. Councilmember Rem will discuss some of the relevant issues with Ms. Shah and report
back to the City Council.
What Task Forces did the City Council Create?
The City Council agreed to create four task forces in 1999. Those task forces are:
. Water Ouality Task Force - This task force would address the long-term improvements
necessary to improve the water quality within the City of Arden Hills and potentially with
neighboring communities.
. Web Site Task Force - This task force will work on the development and maintenance of a
city web page.
~l
. Public WorkslParks Maintenance Facility Task Force - This task force will work on the
various aspects of planning for the proposed public works/maintenance facility.
. City Events Task Force - This task force will work on scveral community events including:
Day in the Park, Town Hall Meeting, 50-Year anniversary and volunteer recognition.
The City will create the Public WorkslParks Maintenance Facility Task Force now and will wait
until later this year to create the remaining three.
Liaisons to the Committees and Task Forces
. Planning
Paul Malone
Nancy Randall & Kevin Ringwald
. Parks & Recreation
Lois Rem
Tom Moore/Future Program Supervisor
. Communications
Gregg Larson
Brian Fritsinger/Sheila Stowell
.
~
(.
(.
Memorandum - 1999 Committees/Committee Structure
Page Three
April 26, 1999
. Ooerations and Finance
Beverly Aplikowski
Terry Post/ Dwayne Stafford
. Public Works/Parks Maintenance Facilitv
Paul Malone
Brian Fritsinger/Dwayne Stafford
. Water Omilitv
Gregg Larson
Kevin RingwaldlNancy Randall
. Events
Beverly Aplikowski
Brian Fritsingerffom Moore
. Web Site
Lois Rem
Kevin RingwaldlNancy RandalllBrian Fritsinger
Committee Structure Items
During the discussion regarding the restructuring of the committees, the City Council clarified
several items including Council Liaison role, term limits, staff role, role of committee, number of
members, number of excused absences, service on multiple committees, and application
process/forms.
. Role of Council Liaison/Council
The primary role of the Council Liaison is to represent/clarifY Council positions on issues,
provide feedback to the committee based on the goals of the City Council, and report back to
the full City Council any relevant issues of discussion. Council members should provide an
overview on how the city operates.
The City Council would provide, at an annual orientation session, an overview (i.e.,
government background, operations, etc.); and its prioritized goals and specific charge to
each City committee, and then the Council Liaisons would take on an advisory or observation
status.
Memorandum - ] 999 Committees/Committee Structure
Page Four
April 26, 1999
4ti
. Term Limits
Term limits will not be used for any of the committees or commissions. The Council did
clarifY that committee chairpersons will not be allowed to serve a term greater than two
consecutive years. The term of each existing committee Chairperson is not affected by the
restructuring. The two year term will essentially begin on May 24,1999.
. Staff Role
The primary role of staff is to provide background information to the committees, and to keep
the committee focused on the goals as outlined by the City Council. Staff or the Council
Liaison would take any recommendations of the committee and forward them to the City
Council.
Staff would prepare all meeting agenda packets and mail them, based on the direction of the
committee chairperson. Staff should provide any background information it has available to
assist with the discussion of agenda items. Concerns discussed were the current erratic
meeting minutes available to the Council on the activities of its committees.
I t was the consensus of Council that staff provide background information to the committees,
who then create their own agenda, work program, and complete all work with a resulting
formal recommendation or resolution for the City Council. Staff's role would be simply to
keep the committee focused on the goals outlined by Council, and ensure that a proper record
of the actions of the committee were kept for Council information.
4ti
. Role of Committee/Commission
The City Council will appoint the Chairperson each year. Each committee should elect a
Vice-Chairperson and Secretary. It is the responsibility of tbe chairperson to work with staff
with each month to prepare the agenda for upcoming meetings. The committee would set its
agendas based on the goals of the City Council.
Preparation of committee minutes is primarily the responsibility of the committee members,
but both city staff and the Council Liaison should be prepared to take minutes if no one on
the committee is available to do so. The minutes can be concise, and need only include the
actual action or recommendation of each issue being discussed.
. Number of Members
The Planning Commission will have 7 members. Other committees will have between 7 and
9 members.
.
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Memorandum - 1999 Committees/Committee Structure
Page Five
April 26, 1999
. Number of Unexcused Absences
The City will not establish any specific number of unexcused absences from
committee/commission meetings. The City will, as part of the appointment process,
communicate to members how important it is to attend all meetings.
. Service on MultiDle Committees
The City will be supportive of individuals who serve on multiple committees as long as they
are active and participating in the required activities of each committee.
What Process Should be Followed to Transition to the New Committee Structure?
The City Council agreed to follow the following schedule for transitioning to the new
committees and task forces.
. April 19, 1999 Council Worksession - final informal review of new committee structure.
. April 26, 1999 Council Meeting - Adoption of formal resolution on new committee structure.
. April Committee Meetings - Council will verbalize the proposed changes to the committees.
. May 17, 1999 Council Worksession - An all committee meeting will be held to discuss
changes, present overview of city and to solicit interest in the new committees and task
forces.
. May 24, 1999 Council Meeting - Appointment (or re-appointment) of individuals to all new
committees and task force.
The April committee meetings will be the final monthly meetings held by the current
committees. The City Council will inform the committees that they have until June 1, 1999 to
complete any outstanding projects they are working on. Those projects not completed will be
passed onto the new committees as appropriate.
Requested Action
The City Council is asked to adopt Resolution #99-13, formalizing the 1999 Arden Hills
Committee Structure," and direct staff to send a notice of meeting on May 17, 1999 to all current
and prospective committee members.
.
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~
~HILLS
MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
June 15, 2005
AGENDA ITEM: 21
Mayor and City Council
Michelle Wolfe, City Administrator ~
Northwest Area Library Access Task Force
The Ramsey County Library Board has created a Northwest Area Library Access Task Force.
This group will be studying and evaluating services in the northwest portion of the county. You
may have read about this in the paper or in some of the materials I've sent out in the
Administrative Update.
Attached is a letter from Library Director Susan Nemitz. In it, she outlines the goals and
timeline for the task force. Each of the three communities in involved (New Brighton, Arden
Hills, and Mounds View) is being asked to name representatives to the task force. Arden Hills
will need to appoint one public official or city staff person, and one citizen representative. They
are asking that those appointments be made by July 5; therefore, I have schedule this item for the
June 27 City Council meeting.
For the work session, I wanted to provide an opportunity to discuss the information provided.
Mayor Aplikowski will have recommendations for appointments to the task force.
I've asked Ms. Nemitz for information about the appointment process to be used for the
remaining members of the task force. In her letter she notes that the Task Force will also include
up to two residents from each community chosen by the Library Board by means of an
application process. We will want to assist the process and encourage our residents to seek out
this opportunity to serve the City. 1 will share any new information I receive at the June 20
Work Session.
Attachment
MW
IIEarthlAdminlCity Administrator'ILibraryI20051,6-1 4-05 Memo to Council RE NW Task Force.doc
~';t~ ==~"'BURY
~~~ ...., t I
RECEIVr-f"
JUN - 9 2005
CITY OF ARDEN H
AdmLab1>..1i1le 0IIic:es . 4510 North Vidoria SUed . SII...(..&... MLmc:sota 55126 . (651) 486-2200 . FAX (651) 486-2220
Michelle Wolfe
City of Arden Hills
1245 Highway 96
Arden Hills. MN 55112
June 7, 2005
Dear Ms. Wolfe:
A major initiative is being undertaken in your area by the Ramsey County Library. As a part of its six-year
capital plan, Ramsey County Library is evaluating its services in the northwest portion of the County.
Currently, the Library operates branches in both Arden Hills and Mounds View. We are looking for
participation from city officials and residents in order to build consensus on providing the best possible library
service for the area.
This initiative will involve developing and analyzing demographic data, holding public meetings, and
organizing a citizen task force to review the gathered input and make recommendations to the Library Board.
The Northwest Area Library Access Task Force will:
. Meet twice a month beginning in July, concluding at the end of the year.
. Analyze the provision of library services in the northwest area of suburban Ramsey County.
. Solicit input from these communities as to the future provision of services.
. Create a set of criteria for evaluating alternative library models.
. Recommend 3-5 viable options for serving this area to the Ramsey County Library Board.
.
Striving to achieve equal representation from Arden Hill, Mounds View and New Brighton, we ask that your
City Council select one citizen representative and one public official or city staff person to serve. The Library
Board requests that your appointments be in place by July 5, 2005. In addition to the City Council appointees,
the Task Force will include a County Commissioner, a State Senator or staff designee, a school district
designee, and up to two residents from each corrununity chosen by the Library Board by means of an
application process.
We look forward to working with you and the members of your community in developing a plan for the best
possible library service. Thank you for your cooperation and participation in this exciting project!
Please contact me if you have any questions.
Sincerely,
.
Susan M. Nemitz
Ramsey County Library Director
65] -486- 2200
c~
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Ramsey County Library
Request for Library Board Action
Meetin2 Date
Action Requested
Presented By
Susan Nemitz
Library Director
June 1, :z005
Approval of Plan
.
.
SUBJECT: Provision of Library Services to Arden Hills, Mounds View and New
Brighton
BACKGROUND: The Library's six-year capital plan includes the redevelopment of the
Arden Hills Library. Library Board members, County Commissioners and community
members have expressed concerns about the redevelopment plan. The attached
document outlines a process for building consensus on the provision of Library Services
in the Northwest area of Suburban Ramsey County.
BOARD ACTION REQUESTED: To approve the Northwest Area Library Access Plan
and the scope of the Northwest Areas Library Access Task Force.
Northwest Area Library Access Plan
Request for Library Board Action
Ramsey County Ubrary
Purpose: To develop consensus on the provision of Library Services in the Northwest
area of Suburban Ramsey County.
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Communities Affected: Arden Hills, Mounds View, and New Brighton
Information needs:
· Analysis of Library Use
. Demographics of Library Users
. Demographics of Communities Served
· Views of Residents
· Possible Alternatives
· Funding Limitations
Suggested Process:
June
. Board detennines the scope of the task force
. Library publishes a press release describing project
. Library contacts affected city councils and requests appointments to the task force by
July 5, 2005
. Library creates local application process for appointments to the task force and posters
with applications due by July 5,2005
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July-August
. Board appoints a task force representing affected communities
. Task Force authorizes meeting schedule
. Task Force finalizes project plan
. Task Force finalizes communications plan
. Library administration gathers quantitative data
. Library adrninjstration prepares public presentation
September - October
. Public meetings to discuss data and receive input as to possible alternatives
. Library staff summarizes findings
November- Deember
. Public meetings to review alternatives
. Task Force meetings to determine budget limitations
. Task Force to make recommendations
January
. Board to recommend a strategy for the provision of Library Services in the Northwest
area of Suburban Ramsey County
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Request for Library Board Action
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Ramsey County Library
Northwest Area Library Access Task Force
Charge: The Northwest Area Library Access Task Force will:
1. Analyze the provision of Library Services in the Northwest
Area of Suburban Ramsey County and its surrounding
communities
2. Solicit input from these communities as to the future
provision of services
3. Create a set of criteria for evaluating alternative library
models
4. Recommend 3-5 viable options for serving this area to the
Ramsey County Library Board.
Size: 10-15 members
Membership: . 1 citizen resident from the Arden Hills, New Brighton and Mounds
View communities selected by their City Councils
. 1 public official or city staff person from the Arden Hills, New
Brighton and Mounds View communities selected by their City
Councils
. Up to 2 residents of Arden Hills, New Brighton and Mounds View
selected by the Library Board from applications posted in the
Libraries
. 1 County Commissioner
. 1 State Senator or staff designee
. 1-2 School District designees
. 1 Library Board Member and 1 Library Director to serve as ex-
officio members
Representation: The Task Force will consist of equal representation from each community.
The Library Board will attempt to create demographic representation with
Library Board appointments.
Chairperson Options:
. Community Member
. Professional Facilitator
. County Commissioner
. Library Staff
. Board Member
. Friend of the Library
. Other
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Request for Library Board Action