HomeMy WebLinkAbout08-15-05
Mayor:
Beverly ApII/I:oWsld
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Arden Hills City Council.
WORK SESSION
Couocllmembers:
David Grant
Brenda HelIden
Greg Larsolt
LoI.Rem
5:00 p.m.
~onday,August15,2005
Agenda
1. Call to Order
2.
Staff/Presenters
URS Staff
Murtuza Siddiqui
Af!enda Items
A. CSAH 96 Landscaping Proposal
B. 2006 Budget Update
1145 W. BigJrway %
Arden HillIl, Mi__a
55HZ
6S1.6345lZ0
www..............IIlIIs.nm....
C. 2006 Capital Improvemeut Piau Murtuza Siddiqui, Michelle
Wolfe, Greg Brown
D. I-35W Corridor CoalitioBlSolutions Task Michelle Wolfe
Foree
E. 2005 Neighborhood Meetings
Michelle Wolfe, Schawn Johnson 8:10
3. CouDeil ReDorts
A. Couneilmember Holden
B. CouDcilmember LarsoD
C. Couneilmember Rem
D. CouDcilmember Grant
E. Mayor Aplikowski
Time
5:"
Sl3I
6:31
7:30
Message
Page 1 of 1
Jackie Gritz
From: Jackie Gritz
i4 Sent: Thursday, August 11,20051:41 PM
To: sschroeder@smithmicrotech,com; bob,fietcher@co,ramsey,mn,us; bulletin@lillienews,com;
cwilson@ctv15,org; dprobst@mspmac,org; etopinka@pioneerpress,com; info@mnsunpub,com;
Ken Gammell; kmaltman@msn,com; mlsmith@startribune,com; smccann@startribune,com
Subject: August 18 Work Session Agenda
Jackie Gritz, Office Support Specialist
City of Arden Hills
Phone 651.634,5120
Fax 651,634,5137
www.cLarden-hills.mn.us
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8/1] /2005
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URS
Worksession Item 2.A
MEMORANDUM
Thresher Square
700 Third Street South
Minneapolis, MN 55415
Phone: (612) 370.0700
Fax: (6]2)370-1378
To:
Ms. Michcllc Wolfc/
City of Ardcn Hills
Tom Moorc/AH
Pcnding
Copy:
Filc:
From:
Grcg Brown
Ardcn Hills City Enginccr
Datc:
August 10, 2005
Subjcct:
Highway 96 Landscaping Improvcmcnts
Background
Kathy Ryan presented options for landscaping improvements to be installcd along Highway 96
between Lexington A venue and Snclling Avenue at work sessions in November, 2004 and
April, 2005, The concept landscape plan preferred by Council was identified as Alternative 1 is
attached to this memo, Council requested that staff prepare a cost estimate for irrigation ofthe
median plantings, We have prepared two cost estimates based upon two irrigation scenarios.
The first scenario includes the installation of hose bibs only at each planting bed. The hose bibs
would be used by City staff as needed to water thc planting beds, The second scenario includes
complete irrigation system for each planting bed with timer controls etc, The following is a cost
summary for Landscaping Alternative #1 and irrigation:
Landscape Alternative #1
City Cost:
County Cost:
$ 135,000
$ 150,000
Irrigation Scenario #1
Irrigation Scenario #2
$ 42,000
$ 60,000
Maintenance costs are estimated in the $5,000-10,000 range annually,
The intent of the discussion Monday is to review the concept plan prepared by URS and consider
whether irrigation is worth the anticipated cost. The project will be discussed as a part ofthe
capital improvements program discussion in the context of overall impact to City finances, If the
Council decides not to pursue the enhanced landscaping improvements in 2006, the County will
proceed with planting trees in spring 2006,
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/]'\~ HILLS
MEMORANDUM
DATE:
August 10,2005
Agenda Item 2.B
TO: Honorable Mayor and City Council
FROM: Murtuza Siddiqui, Finance Director/Treasurer "yVlS
SUBJECT: 2006 Budget Discussion - Continued
BACKGROUND:
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At the Junc 20, 2005 Work Session, the Council provided staff with general guidelines to initiate
work on a Preliminary 2006 Budget. At this meeting the Council provided the following
guidelines:
1, Salaries - 2.75% increase.
2. Inflationary increases for routine operations,
3. Budget for increase in employee insurance premiums. Staff indicated that based on the most
recent information from the insurance brokers, it is anticipated that premiums can increase by
15%, Staff also mentioned that in the past, the City and staff split equally the increase in
premiums, It was mentioned that currently the City contributed $533 per month,
With regards to operating levy, the 2005 Legislature looked at various options but concluded
with no levy limits - similar to last year; therefore, the City is not under any legislative
restriction with regards to establishing a levy, Last year, 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%, Arden Hills' City Council limited thc levy increase to 4% from prior year. The 2005
levy is $2,426,670,
DISCUSSION:
Staff had intended to provide a working budget documcnt to the Council at this session, but due
to unforeseeable circumstances and pending the outcome of decision with regards to the CIP
discussion, we are unable to provide detailed information at this point, however, we plan to
providc a preliminary budget in September. As part of the budget preparation process, staff is
analyzing utility and fuel costs, They are exploring options to contain the costs,
Currently, with regards to revenue collection, we are anticipating a lower collection amount in
. thc area of building permits, The activity in the building permitting area has bcen reduced
Memo
2006 Preliminary Budget Memo
2
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significantly, primarily due to the situation at Guidant where we are not seeing any building
activity since they were acquired by another company. We expect a revenue shortfall of about
$125,000 in this area which impacts the general fund, In addition, we are anticipating lower
collection in property tax collection compared to the budgeted amount. I estimate this to be
around $25,000 for the year. This also impacts the general fund. Therefore, in total we
anticipate the revenue collection to be under budget by approximately $150,000 for 2005. We
can anticipate similar amount for 2006.
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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 4% increase, This translates into a $97,067 increase from 2005,
A 3% increase means $72,800. The City has to establish and certify a preliminary levy to
Ramsey County by September 15, 2005. A final levy is established and certified in
December. Please keep in mind that once a preliminary levy is established, the amount
can be reduced, but it cannot be increased.
· Overall budget to be based on needs. As a general guideline, increases are to be limited
to the amount of inflation.
· Employee Salaries - Employee step/COLA to be adjusted/increased by 2.75%, For 2005,
as well as the past few years, a 3% increase was budgeted.
· Council Members' and Mayor's compensation, The current compensation for the Mayor
is $3,600 per year. The current compensation for the Council Members is $3,200 per .
year. These amounts have remained unchanged since tbe early to mid nineties. Using
the inflationary index, the salary for Mayor for 2006 may be adjusted to $4,800 per year
and the Council Members' may be adjusted to $4,300, A 2005 Elected Officials Salary
Survey is attached for revicw and discussion.
· Increase in employee benefits costs (health and dental), Staff is conservatively
estimating that the premiums will increase by about fifteen (15) percent. We may get a
better handle over the next two months, The current City contribution towards health and
dental is $533 per month, Over the past few years Council has approved budgeting for
50% of the increase in premium, At the June 20, 2005 Work Session was comfortable
with this mcthodology. Staff estimates that the total premiums will increase by about
$134 per month, Using this amount and the sharing formula, the City's contribution to
the employee towards the premiums will increase to $600 per month,
· Set aside $15,000 - $20,000 to hire consultant and or temporary stafffor programming
and internal controls, This will enable the City to automate reporting, In addition to
automation, assistance will be needed in enhancing internal controls and improved
documentation,
. Update the 5 year CIP (see separate discussion memorandum),
. Hardware Upgrades - $8,700, This includes two replacement computers for the Cable
Room ($1,600); two replacement laser printers ($5,000); one replacement laptop for the
City Administrator ($1 ,500); and one replacement digital camera ($600),
· Document Imaging - Budgeted $36,800 in 2005, May not be able to implement in 2005,
Need to carry-over this amount in 2006. .
f
Memo
2006 Preliminary Budget Memo
3
. · On-line credit card acceptance - Budgeted $25,000 in 2005, May want to consider
rolling over into 2006,
. Fire capital upgrades - $10,750 (pending new estimates from the Lake Johanna,
Numbers may be outdated), This is primarily for the resurfacing of the parking lot.
Staff will continue to work on the preliminarybudgct.
RECOMMENDED ACTION:
Staff is seeking direction from the Council as it continues with the 2006 Budgeting process.
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~~HILLS
MEMORANDUM
DATE:
AGENDA ITEM 2.C
August 10, 2005
TO:
Mayor and City Council
Michelle Wolfe, City Administrator M~
SUBJECT: 2006 - 20 I 0 CIP
FROM:
BACKGROUND
Staff has begun detailcd review of the City's Capital Improvement Program (CIP), Due to a
number of considerations, the City Administrator's proposed CIP is not finalized at this time,
These considerations include:
. The PCI ratings are not yct complete and this information will be very valuable in
determining the priority ranking of these projects
· Weare in the process of getting more accurate cost figures for the 2005 and 2006 PMP
projects as well as the lift station upgrades
. We have not yet completed the South Water Tower Inspection that is budgeted for this
year. This inspection will allow us to more accurately budget and plan for improvements
necessary on this water tower.
· Finance staff needs some time to analyze the utility funds in light of project activity in the
last year as well as the proposed projects in future years,
Attached is a draft CIP workshcct that we are working from at this time, However, we anticipate
several changes beforc formally submitting this as a proposed CIP, For example, Tom Moore is
suggesting somc changes tor the timing of some of the park projects and equipment purchases,
Also, as noted above, there are several steps that need to be completed that will assist us with
putting together the proposal.
DISCUSSION
In addition to receiving some of thc information outlined above, it would also be helpful to get
Couneil direction and input on a number of items in order to proceed with the development of
the CIP, Some discussion points are outlined below:
Fund Balanccs
PCI Ratings for City Streets
May 12,2005
Page 2 01'4
Planning and budgeting for CIP projects is somewhat dependent upon our philosophy or policies
regarding fund balances. We have some internal policies regarding where we would like our
utility fund balances to be as a result of the 2005-2009 utility rate study. However, we should
discuss some other funds:
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. The Permanent Improvement Revolving (PIR) fund was established to temporarily
finance pavement management projects being partially financed by special assessments
or for high cost improvements for which bonds have not been issued, Balances in debt
service funds after bonds have matured are credited to this fund as are special
assessments for improvements financed by this fund, However, as illustrated in the
attached spreadsheet, anticipated expenditures will be higher than revenues. We should
determine an appropriate balance to be maintained in this fund,
. The Special Revenue Park Fund was established for park/trail acquisition and
development. Revenue for the Park Fund comes from developer park dedication fees,
contributions, state grants, and investment interest. During the next five years we are
anticipating expenses of $21,000 for trail signage and $$32,000 for the Tony Schmidt
Park Underpass. Without additional revenue this would result in a remaining balance of
approximately $178,000. There is also a play structure at Valentine Park slated for
replacement, in the amount of $55,000, which had been planned for 2006 using general
fund dollars (we are looking at moving that to a future year), Again, we should have an
idea of what kind of balance we would like to see maintained in this fund. Development
projects approved over the next five years that include park dedication fees will provide .
additional revenue to this fund but we do not have a good way to anticipate what those
amounts may be,
. The Non-Assessable Fund was created to account for county and other projects the City
of Arden Hills will be request to cost participate in a well as some capital projects the
City will be unable to assess property owners for. There is no steady revenue source for
this fund. Primarily f\U1ds have been transferred here from general fund. The current
CIP worksheet would result in the fund dccreasing from $1,5 million to $642,565. It
would seem we need to discuss the philosophy ofthis fund as well.
MSA funds
Minnesota State Aid dollars are used tor qualified improvements on appropriately designated
streets. We receivc a designated allotment each year. As has been explaincd in the past, it is
possible to "borrow ahead" for MSA dollars (called "advancing"), There are limited dollars
available each year for the advancing program, It is also possible to finance improvements
internally and the "pay back" the City from future MSA installments, The attached worksheet
illustrates a program that will not require advancing or pay back, If we chose to delay the
Snelling Avenue project, we would have a very healthy balance available, We could then choose
to use some of it for Unassigned Projects listed at the bottom of the spreadsheet. In any case, as
we continue to examine the results of our PCI ratings and other information being gathered, and
to evaluate priorities, it would be helpful if we had a philosophy regarding the use of MSA
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PCI Ratings for City Streets
May 12, 2005
Page 3 of 4
dollars. For example, are we completely opposcd to advancing or financing for pay back? Are
we generally opposed but willing to consider under limited circumstances?
General Fund
For the past scvcral years, the annual operating budget has included $200,000 for various CIP
projects, Depending on priorities, fund balance philosophies, and other factors, we could
consider varying that amount. For example, we could increase that amount (within budget and
levy directives from Council) and use it as revenue into the non-assessable street fund, We could
also finance some park projects (for example, playground replacement) hom the general fund,
Thc amount would be bascd on an approved CIP plan,
Priorities
In general, we need to determine some pnontles, Some factors that weigh into that
determination, in addition to everything outlincd above, include:
. Residcnt input, requests, and complaints
· Existing plans and documents (for example, the Parks and Trails Master Plan)
. Availability of grants or partnerships on projects
· Offset to potential liability (for example, lift stations) or operating costs
On the spreadsheet you will notice a large number of projects at the bottom under a heading of
"Unassigned Projects", This category was called "Floating Projects" in previous renditions of
the CIP and included some projects that we were not able to progrillll but wanted to keep in mind
for future consideration (such as West Round Lake Road, Snelling Avenue Regional Trail, and
County Road D Trail), As we have been reviewing the CIP recently, I was concerned about the
heavy use ofMSA funds and the depletion of the somc of the funds addressed above, Therefore
scvcral projects have becn moved to the "Unassigned" category, including CSAH 96
Landscaping, County Road E Sidewalk, Old Highway 10 Sidewalk, and SCADA, Some of these
we may be able to re-program into the five-year CIP aller we have completed further analysis of
funds, developed some working policies, and received the additional information outlined in this
report,
CIP Format
We are in the process of moving to a new fOnl1at for the CIP, We plan to distribute a sample
copy to you on Monday cvening, We are still in the process of updating the information in the
new format, but we wanted Council to have an opportunity to see what it looks like, In addition,
the document contains additional information about each project, such as project descriptions,
that we think can bc a helpful resource, The document is in a database format, which provides a
number of diffcrcnt reports that can be generated from the CIP data,
PCI Ratings for City Streets
May 12,2005
Page 4 of 4
CONCLUSION
Staff requests council input and direction on a number of areas as outlined in this report,
will then continue to work on the CIP for more detailed consideration in September.
I'IEarlhlAdmin\City AdminislratorIMemo\2005\05-05-05 Memo to Council RE PCI Ratings. doc
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MEMORANDUM
DATE:
August 9, 2005
AGENDA ITEM 2.D
TO: Mayor and City Council
FROM: Michelle Wolfe, City Administrator~
SUBJECT: I-35W Solutions Task Force and I-35W Corridor Coalition
BACKGROUND
Over the past year or so we have had some discussions regarding our membership in the I35W
Corridor Coalition. We withdrew our membership effective in 2004 and did not join in 2005,
There have been numerous discussions amongst the cities regarding the future of the Coalition,
Most would agree that some regional efforts and discussions need to take place in order to pursue
our common transportation goals, However, some cities have withdrawn from the Coalition due
. to various concerns with the organization such as cost of membership,
In response to these concerns, remaining member cities and Strauss Management Company have
worked to decrease tbe costs ofthc organization. If we had maintained our membership in 2004,
our fees would have been as follows:
Base membership = $6,138
Housing Rcsource Center = $3,831
GIS = $1,625
TOTAL: $ 11,594
In September 2004 we were a~ked to reconsider membership in the Coalition, At that time, the
Board had developed a reduced scope of services to decrease costs, The immediate goal that was
identified was highway system improvements, specifically support for thc 1-35W Solutions Task
force. Our fee to join for 2005 membership was proposed to be $3,445,12, At the time this was
discussed last fall, Council was comfortable with paying our share of costs relating to work for
the I-35W Solutions Task Force, but there was not a consensus to join the organization.
DISCUSSION
.
In late June, Mayor Aplikowski attended a meeting to discuss collaboration in the 1-35W
transportation corridor. Materials prepared for that meeting indicate that if we were to join the
Coalition in 2006, the proposed fee would be $4,038. As we prepare the 2006 budget it would
be helpful to know if the Council is interested in possible membership in the Coalition. If you
PCI Ratings for City Streets
May 12,2005
Page 2 of2
would like to discuss further, we can tentatively budget an amount and schedule a more detailed
discussion as part of the 2006 budget preparation process,
The second issue is that the current members of the Coalition have paid the costs involved in 1-
35W Solutions Task Force work, From the materials prepared, it appcars our share of the costs
would be $976 (for 2005). Based on discussions last fall, staff is planning to process payment
for this work.
CONCLUSION
Provide direction to staff regarding (1) payment for services and (2) membership in the I-35W
Corridor Coalition.
\\Melro-ine1.uslardenhills\AdminIDeputy ClerkiNeighborhood Meetings',2005W8-09-05 Memo RE /35 Corridor Coalition doc
.
.
.
.
.
.
~
~~LLS
MEMORANDUM
DATE:
August 9, 2005
AGENDA ITEM 2.E.
TO: Mayor and City Council
FROM: Michelle Wolfe, City Administrator
Schawn Johnson, Assistant to the City Administrator
SUBJECT: 2005 Neighborhood Meetings
BACKGROUND
For the past two years, City Coucnil has held a series of neighborhood meetings in the fall. It is
time to begin planning for the 2005 Neighborhood meetings by answering a series of questions
as outlined below.
DISCUSSION
1, Does thc City Council wish to hold neighborhood mectings in 2005?
2, What will be the dates and times for the 2005 meetings?
a, Dates: Typically we have held the meetings at the end of September and early
October. Staff is proposing the following dates, following a similar timeline as in
2004:
Precinct 1
Tuesday, September 20,2005 or Wednesday, September
21, 2005
*Presbyterian Chnrch ofthe 'Yay has a scheduling
conflict on Tuesday night.
Wednesday, September 28,2005
Tuesday, October 4, 2005
Wednesday, October 12, 2005
Precinct 2
Precinct 3
Precinct 4
b, Starting Time: Last ycar the meetings began at 7:00 p,m,
3,
Where should the meetings be held?
PCI Ratings for City Streets
May 12, 2005
Page 2 of2
Following is a summary of previous meeting locations and additional options. Some
locations are available at no cost, while others have a fee,
.
Precinct 2003 2004 Other Options
I Holiday Inn ($150 Rental Prcsbyterian Church ofthe Way- Guidant?
--- Charge) No Rental Charge
2 Trinity Lutheran of Lake Northwestern College ($275.00 Presbyterian
Johanna Rental Charge) Homes (Pending
Response from
I Presbyterian
~: Homes Regarding
Rental Fees)
Mounds View High School Mounds View High School -No
Rental Charge
Arden Hills City Hall Arden Hills City Hall Ramsey County
Partners Facility-
No Rental Charge
4. What kinds ofresident notification should be implemented?
For the past two years, the City prepared four separate mailings, one for each .
precinct. Last year, in a follow-up discussion, there was a suggestion to do one
mailing, with all four meetings listed, This is the approach staff is recommending this
year. We are also hoping to put information in the City newsletter.
5, What type offorrnat should the meetings follow?
The past two years, staff has put together a presentation which we try to limit to one
half hour in duration, followed by a one-hour question-and-answer period, Would
Council like to see a similar format for 2005?
CONCLUSION
Provide direction to staff by responding to questions 1-5 outlined above III order to begin
preparations for the 2005 neighborhood meetings,
IIMetro-inel.tlslardenhills\AdminWeputy Clerk\Neighborhood Meetings12005\08-09-05 Memo RE 2005 Schedule. doc
.