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HomeMy WebLinkAbout10-11-05 ~ ~HILLS Arden Hills City Council Mayor: Beverly Aplikowski CounciImembers: David Grant Brenda Holden Gregg Larson Lois Rem 1245 W. Highway % Arden Hills, Minnesota 55112 651.634.5120 www.ci.arden-hiIls.rnn.us REGULAR MEETING Tuesday October 11, 2005 City Vision A strong community that values our unique environment, our fiscal soundness, and our tradition as a desirable ci in which to live, work, and la . Agenda City Council Meeting Convenes 7:00 PM Call to Order PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA 2. APPROVAL OF MINUTES A. September 26, 2005 City Council Minutes B. September 26, 2005 Work Session Minutes C. September 19,2005 City Council Work Session D. September 12,2005 Work Session Minutes E. September 12,2005 City Council Minutes 3. CONSENT CALENDAR A. Claims and Payroll B. Resolution No. 05-58;, Approve City Administrator's Performance Evaluation and step increase, C. 2005 Red Fox-Grey Fox PMP Project Partial Payment #3 to Amt Construction D. Resolution No. 05-59: Authorizing Application for Recycling Score Grant Funds for 2006 E. Resolution No, 05-60: Canceling the October 31" City Council Meeting Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a. Consent Calendar format. There will be no separate discussion of these items, unless a Council Member so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. Arden Hills City Council Agenda October II, 2005 Page 2 4. PUBLIC INQUIRlES/INFORMATIONAL Pnblic Inqniries/Informational is an opportunity for citizens to bring to the Council's attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation. 5. PUBLIC HEARINGS 6. NEW BUSINESS A. Authorize Contract with S&S Tree Service for the Removal of Tree Debris from the September 21" Storm Tom Moore/Murtuza Siddiqui 7. Unfinished Business A. TCAAP Update - Verbal Michelle Wolfe CITY COUNCIL REPORTS A. Councilmember Holden B. Councilmember Grant C. Councilmember Rem D. Councilmember Larson E. Mayor Aplikowski ADJOURN Work Session-Immediately Following the City Couneil Meeting: . City Hall Generator-Potential Upgrades . Gateway Signs-Design Diseussion , . . . ~ ~HILLS Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING SEPTEMBER 12, 2005, 7:00 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 PLEDGE OF ALLEGIANCE CALL TO ORDER/ROLL CALL Pursuant to due call and notice thcreof, Mayor Beverly Aplikowski called to order the regular City Council meeting at 7:05 p,m. Present: Mayor Beverly Aplikowski, Councihnembers David Grant, Gregg Larson, and Brenda Holden. Absent: COlmcilmember Lois Rem. Also present were City Administrator, Michelle Wolfe; Director of Operations & Maintenance, Thomas Moore; Finance Director/Treasurer, Murtuza Siddiqui; Assistant to City Manager, Schawn Johnson; City Planner, Pete Hellegers; and Recording Secretary, Kathleen Altman. 1. APPROVAL OF MEETING AGENDA MOTION: Councilmember Holden moved and Councilmember Larson seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (4-0). 2. APPROVAL OF MINUTES A. August 29,2005 City Council Minutes B. August 29, 2005 City Council Work Session Minutes C. August 19, 2005 Special City Council Meeting Minutes D. August 15, 2005 City Council Work Session Minutes Councilmember Holden requested the following change: August 29, 2005 City Council Minutes, Page 3, 6th Paragraph should read: "Councilmember Holden asked if visibility, turning from Lake Johanna onto Siems/Ridgewood was a problem for pedestrians since Siems/Ridgewood did not have a sidewalk". Page 4, second paragraph, 4th sentence to read: "He indicated he was not in support of the roundabouts and did not .. .". Page 4, 5th paragraph changc Phil to Bill. Page 5, second paragraph, last sentence to read: He asked if they possibly looked at some kind of a trade off.. .". 11M etro-inet.uslArdenHillslAdminICouncillMinnteslRegular\2005109-12-05 Draft.doc ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 ~ 2 . Councilmember Grant requested the following changes: August 29, 2005 City Council Work Session, front page, under absent, should read: Councilmember Lois Rem and David Grant (excused). Councilmember Larson requested the following changes: None. Mayor Aplikowski requested the following changes: Nonc, Ms. Wolfe requested the following changes: None. MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to approve the August 29, 2005 City Council Meeting Minutes as amended, the August 29,2005 Council Work Session Minutes as amended, the August 19, 2005 Special City Council Meeting Minutes as presented, and the August 15, 2005 City Council Work Session Minutes as amended. The motion carried unanimously (4-0). 3. CONSENT CALENDAR a, Claims and Payroll b. Lift Station #4 and #9 Reconstruction - Partial Payment #2 to Gridor Construction, . Inc. in the amount of$105,579.39 c, 2005 Red Fox-Grey Fox PMP Project Partial Payment #1 to Arnt Construction in the amount of$289,021.88 d. Final Payment to Allied Blacktop for 2005 Seal Coat Project in the amount of $38,547,84 e. Final Payment #7 to Arnt Construction for the 2004 PMP Project in the amount of $61,030.17 f. Street Sign Replacemcnt - Final Payment to Northern Traffic Supply, Inc. in the amount of$55,514,02 Mayor Aplikowski stated item f. anlOunt should be $10,653.12. MOTION: Councilmcmber Grant moved and Councilmember Larson seconded a motion to approve the Consent Calendar as amended and to authorize execution of all necessary documents contained therein. The motion carried unanimously (4-0), 4. PUBLIC INQUIRIES/INFORMATIONAL A. Ramsey County Sheriffs Department Discussion Regarding Vehicle Pursuits Councilmcmber Larson stated he recognized thc profession of a police officer was not an easy . job. He indicated he was going to ask some questions with the understanding that their job was a . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 3 tough one and knowing there are not easy answers. He noted he had looked at the Ramsey County and RosevilIe pursuit policies. He stated there does not appear to be any uni formity between police jurisdictions. He questioned whether or not there was some valuc in having a uniform policy that would be adopted statewide. He noted the entire situation was a lot different in the metro area now compared to the way the area was 20 or 30 years ago when the area was more rural and he believed a police pursuit was a much more dangerous proposition in today's world. He asked if it was wise not having a pursuit policy that did not spell out parameters. Bob Fletcher, Ramsey County Sheriff, stated he has been involved in over 100 pursuits in the course of his career with none of them resulting in serious bodily harm. He noted apprehensions from pursuits were happening on a daily basis without any injury. He indicated the "bad" guys were going to jail because of these pursuits with very few injuries. He stated about six years ago a unifornl pursuit policy was put in place and every police agency was required to adopt the policy with some exceptions. He indicated they were continually looking at this as law enforcement professionals and they took the pursuit policy very seriously. He believed they were able to train officers to understand where the balance was. He stated it appeared they had three choices - They have a policy which allowed people to chase indiscriminately; a policy that said nobody can be chased; or they attempt to draft guidelines to address pursuits. He stated without being allowed to pursuc, there would be no incentive for anyone to stop. He noted they could not go that far. He indicated they needed to balance the policy with the perpetrators. He stated the key was to have competent, qualified, and professional officers who had the best interest of the community in mind. Hc noted they have never had a life threatening injury in the 12 years he has been with the Sheriffs Department. He stated they were open to engaging in a discussion with the Cities in Ramsey County as to where the threshold should be when there was a pursuit. He noted there were times when actual pursuit was safer than not pursuing. He believed they have struck the proper balance and he believed their pursuit policy was more defined than Roseville's pursuit policy. He stated their supervisors were very prone to curtailing the pursuit and many times pursuits were ended by thc Sergeant. He noted they have had pursuit training in the past three years to have officers disengage the emotion of a pursuit. He stated they have had an excellent track record. He indicated there was always a supervisor listening in to the radio communications and that supervisor had the authority to call of any pursuit. Councilmember Larson agreed the Ramsey County Sheriff's Department had better pursuit language than the City of Roseville's pursuit policy. Council member Grant asked what was the criteria for which intersections get Opticons Sheriff Fletcher replied in his opinion, all interscctions should get them, but the reality was it came down to who paid for the Opticons Councilmember Larson asked if there were similar thresholds for when sirens and lights should be used in responding to a call. Sheriff Fletcher stated when the standards were adopted, siren and lights were not part of the standards, but the general standard for red lights and sirens is when a person's life is in danger. He noted a crime in progress or the likelihood of a crime in progress would justify red lights and sirens. He indicated, however, that when red light and sirens are used this does not necessarily mean that speed is accelerated. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 4 . Mayor Aplikowski thanked Sheriff Fletcher for this update. Councilmember Larson stated he appreciated the Sheriffs Department for coming in and he now felt more comfortable with the Ramsey County Sheriff's Department pursuit policy. However, he stated he was not comfortable with Roseville's pursuit policy and suggested a letter be sent to the Police Chief of Roseville asking them to reexamine their policy as their policy did affect the City of Arden Hills. Councilmember Holden stated she did not want to tell other police departments how to conduct business as thcy were all professionals. She stated she did not want the City telling Roseville they needed to look at their policies. Councilmember Larson noted the recent accident which occurred in Arden Hills which killed an innocent person was a Roseville pursuit which ended in Arden Hills and thereforc, he believed Arden Hills had a right to ask RosevilIe to look at their pursuit policies if there was a possibility of a pursuit coming into Arden Hills. Sheriff Fletcher stated hc had a good relationship with the Police Chief in RosevilIe and would relay the Council's concerns, as well as give her a copy of the Sheriffs Department policy for reVIew. 5. PUBLIC HEARINGS . None. 6. NEW BUSINESS A. Establish the Pavable 2006 Preliminary Tax Levies12006 Truth in Taxation Dates Mr. Siddiqui stated by September 15,2005, the City is required to adopt and certify to Ramsey County a preliminary tax levy. In addition, Mr. Siddiqui mentioned that the City would also have to establish Truth in Taxation hearing dates. He mentioned that the levy established in September is preliminary and a final levy must be adoptcd in December. He noted that the City has the option to reduce the levy from the previously adopted preliminary levy. He rccommended Council adopt the Resolutions. Councilmember Larson asked if staff felt comfortable they could manage this budget despite the incrcase in operating costs as a result of the increase in gas and heating expenses. Mr. Siddiqui stated there were a number of things that could happen in the next few months. He noted he had . taken into account the increase in gas prices and he felt they would be able to manage this within the proposed levy amount. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 5 . Mayor Aplikowski asked if the City had enough reserve funds available should some disaster happen to the City where it might be necessary to deal with an evacuation. Mr. Siddiqui responded in terms of the City's finances, that would be a significant amount and the City would not be in a position to do a mass evacuation. He noted the City did not carry that kind of a fund balance. Ms. Wolfe noted the City would not be alone in their efforts. She indicated the County and State would also playa part. She stated the kcy points for the City would be the initial response until other assistance arrived. Mayor Aplikowski asked if the Council should increase the levy number at least one percentage point in the event the City is asked to contribute financially to the eventual Hurricane Katrina evacuees which are anticipated to come to the County. Council member Grant stated while he had great sympathy for the evacuees, he did not believe it would be necessary to raise the levy and have the City absorb such costs within the budget. He stated he was comfortable with the proposed 4 percent levy. . Council member Holden stated she was also satisfied with the proposed 4 percent levy. Councilmember Larson stated he was comfortable with the proposed 4 percent Icvy right now and if the City was asked to contribute to an evacuee fund, they could look at this next year and they increase the levy at that time to replenish funds. MOTION: Councilmember Larson moved and Councilmember Grant seconded a motion to approve Rcsolution 05-53, Establishing the Preliminary Operating Levy for Taxes Payable in 2006 in the amount of $2,523,737. The motion carried unanimously (4-0). MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve Resolution 05-54, Establishing the Preliminary Levy for the Karth Lake Improvement District for taxes payable 2006 in the amount of $13,782.67. The motion carried unanimously (4-0). MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to approve Resolution 05-55, Establishing the Truth in Taxation Hearing Dates for Proposed Taxes Payable in 2006 for December 5th and December 12, 2005. The motion carried unanimously (4-0). B. Plannine- Case 01-05: Chesapeake Companies; Extension of Master Plan PUD . Mr. Hellegers requested Council consider the applicants' request for a one-year extension for their Master Plan PUD. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 6 He recommended Council approve the request. Mayor Aplikowski asked how the plans were going to change. Diane Freeden, Chesapeake Companies, stated they did not have that information yet, but they had given the parameters provided by the City to their prospective elients. Councilmember Larson stated when this action was before them a year ago, he had indicated that would be the last time he would approve an extension. He noted it had been almost five years since the City had taken a thorough look at this and he believed the City should review this again. He suggested Council not give them a one year extension, but instead a six month extension and during this time the Planning Commission should look at the Master Plan POO to see ifthere are changes that nced to be made. Councilmember Grant stated he looked at thc Master Plan POO as a marketing tool for the applicant. He believed a six month extension was unnecessary and he favored granting the one year extension. Mayor Aplikowski agreed and she would vote in favor ofthe one year extension. Councilmember Larson stated he did not believe the City was harming the developer irrespective of what Council did here tonight. He indicated the developer had either a one year or six month extension. He stated he did not see where there was any harm to have the Planning Commission take another look at this. He believed that both the City and the developer would benefit fi'om this. Peter Carlson, Chesapeake Companies, noted they did not like going through this every year either. He stated it was upon the City's suggestion that they decided to develop this property as POO. He noted a POO providcd a guideline that was much more attractive to a corporate user. He indicated if they had a review the POO again, this was an expensive proposal for them and there was no guarantee the City would grant it. He noted it was easier to market this property with a PUD in place. He stated, however, they would be willing to go through the review process, if requested. He indicated if they did not get a PUD, the City would end up with a lesser quality development bccause they would need to stay within the zoning requirements. He suggcstcd they sit down with the City and go through the Master Plan POO and talk about it without going through a formal review process. He indicated if the POO needed to be modified, they were willing to do that right away. Councilmember Larson stated he was not contemplating going baekwards on the POO, but in four and a half years, things have changed and he believed a discussion about the PUD would be good. Peter Carlson, asked the Council grant the extension with the understanding that they were willing to work out any changes with the City. He stated he would like to avoid coming back here in a couple of months. He noted the final approval would have to come through the City anyway. . . . . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 7 Councilmember Larson stated he believed the Planning Commission could give this more deliberate thought. He stated he was not suggesting they do an entirely new PUD, but he did want thc Planning Commission to review this and in the interim what they had before them still applied and they could still use that as a marketing tool. Mayor Aplikowski asked what changes were proposed for the PUD conditions? Mr. Hellegers stated at this time staff was not asking for any changes to the conditions. Mayor Aplikowski stated she did not believe this was fair to the applicant that they go back to the beginning and start thc process again. Councilmember Larson stated he did not intend for the applicant to start this process over, but he still believed the Planning Commission should look at this again. Councilmember Holden stated both the Planning Commission alld the Council would see the final plan anyway and she did not want to do double work. Councilmember Holden called the question. The call on the question carried (3-1 Councilmember Larson opposed). MOTION: Mayor Aplikowski moved and Councilmember Holden seconded a motion to approve Chesapeake Companics the requested one-year extension to submit a Final Plan PUD no later than September 24, 2006, subject to the applicant continuing to abide by the 14 existing conditions of approval as noted in staffs September 12, 2005 report. The motion carried (3-1 Councilmember Larson opposed). 7. UNFINISHED BUSINESS A. No Smokiol! in the City Parks Poliey Mr. Moore stated this proposed policy only applied to City owned Parks and Trails. This proposed policy would not apply to Ramsey County Tony Schmidt Park or any other future Ramsey Park or Trails located within Arden Hills, unless Ramsey County adopted a similar policy. Staff is recommending that one 'Tobacco Free" sign be placed at the entrance of each City Park. Signage could be installed on existing poles, fences or buildings within a particular park. Thus minimizing "sign pollution" alld saving time and money on locates and the installation of sign posts. Any additional park signage requests would be submitted by staff to the PTRC for review and then forwarded to the City Council for approval. Trail sign age would be limited to a trail head or the intersection of two trails. Signage eould be installed on existing sign posts. Any additional trail signage requests would be submitted by staff to the PTRC for review and then forwarded to the City Council for approval. Staff is estimating that 22 signs would be required for City parks and 25 for trails, for a combined total of 47 signs. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 12,2005 8 . He indicated currently there are no designated funding sources for this project in the 2005 CIP budget or in the General Fund. The "Tobacco Free" signage will be supplied, free of charge, by the Ramsey Tobacco Coalition and the members of PACT will provide the labor to install the signs. City staff will provide the labor for "locates" of utilities by submitting a work order to Gopher-One and then physically going out to the location site to mark the City's utilities. Estimated staff costs are based on approximately three hours of work at a eost not to exceed $60.50. In addition, the City will supply the posts for the signage. These sign posts, are left over posts from the City of Arden Hills Equipment inventory. Some of the posts are too short for regulatory street signage beeause they were damaged by a snow plow, a car, or vandalism. While the city made an initial investment to purchase the posts for a specific purpose, the current condition of the posts no longer allows the posts to be used for its' originally intended purpose. In addition, O&M staff will seek assistance from Ramsey County Public Works in securing their extra non-regulation posts. Ramsey County Public Works indicated that they would supply their "extra" posts at no cost to the City. He recommended Council approve the Tobacco-Free Policy for the City of Arden Hills' Parks and Trails System. Councilmember Holden asked if staff could accomplish this in three hours as indicated. Mr. Moorc replied staff would be using existing poles as much as possible, with roughly ten minutes apiece for locating 18-20 new poles. . Councilmember Grant asked for a description of the sign. Mr. Moore showed a sample of the sign being proposed. Susanne Florey and Christina Florey, 97 Ridgewater Drive, Vadnais Height, members of PACT, were present for any questions. MOTION: Councilmember Larson moved and Councilmember Holden seconded a motion to approve the Tobacco-Free Policy for the City of Arden Hills' Parks and Trails System. Mayor Aplikowski stated she would vote no on this because she was not in agreement with the way it was written. She stated if this came up from the residents, she would be in favor of it instead of it coming from an outsidc group. Councilmember Grant noted this had come to the Council through the PTRC, which was a group of citizcns of Arden Hills. The motion carried (3-1 Mayor Aplikowski opposed). B. TCAAP Update Ms. Wolfe updated the Council on recent TCAAP developments. . CITY COUNCIL REPORTS . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 12,2005 9 Ms. Wolfe - None. Councilmember Holden - Summarized the events being held at the Northwest Youth and Family Serviees. She noted there was going to be a new Fundraiser this year held on November 20 at Maplewood Mall where there would be discounts at all of the stores. She noted only people with purchased tickets would be allowed into the Mall for these discounts. Councilmembcr Grant - None. Councilmember Larson - None. Mayor Aplikowski - Noted the history of the City was not to do Proclamations. She stated she had recently received a request for a Proclamation. She asked the Council if they wanted to do Proclamations or not. She stated she had also received a request from Christine Johnson asking if the City would be willing to give a contribution to help sponsor a program "Why do they act that way?" which was having to do with young people. She stated historically, they did not do this, but asked if Council would be willing to contribute to help sponsor this for $100.00. Councilmember Grant stated he looked at a contribution as an individual thing and as a general rule the City did not contribute to the school district. He suggested a good source of funds was the 621 Foundation. Council member Holden noted Northwest Youth and Family Services had programs such as this all of the time and they did not ask for donations. She stated she did not want to set a precedent. Mayor Aplikowski asked staff to send a letter of support instead of a contribution. Council decided to continue not doing Proclamations. Mayor Aplikowski noted they had to do Ms. Wolfe's review. She asked when they wanted to do this. Ms. Wolfe noted they had September 26 scheduled as a closed session to discuss her review. Mayor Aplikowski stated Council would not be meeting on Columbus Day, but rather the day after. She invited everyone to attend on Tuesday, September 20, at 7:00 p.m. the Ramsey County Library Task Force, which was meeting at Arden Hills City Hall. She stated the first Neighborhood meeting was going to be on Wednesday, September 21 at Presbyterian Homes in their Fellowship Hall. She stated on Saturday, September 24 there will be a formal dedication of the Rice Creek Corridor Trail at noon on the TCAAP property. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 12,2005 10 Mayor Aplikowski adjourned the Regular City Council Meeting at 8:52 p.m. Beverly Aplikowski Mayor Michelle A. Wolfe City Administrator NOTICE OF MEETINGS The next Council Meeting will be held Monday, September 26, 2005 at 7:00 p.m. at the Arden Hills Council Chambers. . . . . . . ~ ~~ILLS Approved: CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION SEPTEMBER 12, 2005, 9:00 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 CALL TO ORDER Mayor Aplikowski called the meeting to order at 9:00 p.m. Present: Mayor Beverly Aplikowski, Councilmembers Gregg Larson, Brenda Holden, and David Grant Absent: Councilmembers Lois Rem. Staff Present: City Administrator, Michelle Wolfe; Director of Operations & Maintenancc, Thomas Moore; and Assistant to the City Administrator, Schawn Johnson Shared Civil Ene:ineerine: Services with the Citv of Roseville City Administrator Michelle Wolfe provided thc City Council with an overview ofthe proposal to Share civil engineering services with the city of Roseville. City staff has been actively engaged with Rosevi1le staff in evaluating the possibility of sharing engineering services. At this time, City staff is recommending that the City procced forward with the Joint Powers Agreement (JPA) between the two cities. Both City Attomeys have reviewed the document. Ajob description has been prepared for the proposed civil engineering position by the City of Roseville. The City of Roseville evaluated the position and feels that thc appropriate salary ranged would be $45,801 to $62,558 for this position annually. City stafTbelieves that this is a very promising idea and will provide the City with a number of engineering services and benefits. The City would also have access to other engineering expertise and GIS assistance in the future. If the City Council is in agrcemcnt with the joint powers agreement with the City of Rose vi lie, recruitment for this position would begin in late September. Councilmember Larson asked if the one year termination date was necessary for this type of agreement. City Administrator Wolfe stated that the one year termination notice was implemented to allow the civil engineer enough time to find a new employment opportunity. Councilmember Larson asked ifunemployment insurance is already included in the compensation cost of 1.9 times the base salary for a City of Rose vi lie engineering employee. City Administrator Wolfe said that she will review this concem with the City ofRoseville. \ IMetro-inet.uslArdenHiIIslAdmin\Council\.Minutes\ W orksession\200S\09-12-0S- Draft.doc . . . ARDEN HILLS CITY COUNCIL WORK SESSION MEETING MINUTES September 12,2005 2 City Administrator Wolfe asked the City Council if they were comfOliable with the other aspects of the draft JP A and the proposed job description. Members of the City Council agreed that they were comfortable with this agreement and requested that the JP A be discussed at the September 26th City Council meeting. City of Arden Hills Recruitment Update Assistant to the City Administrator Schawn Johnson provided the City Council with an update on the four open positions with the City. Mr. Johnson stated that City staff has completed the interview process for the vacant Operations and Maintenancc position. City staff is condueting background checks on the top candidate and has the placed the hiring ofthis individual on the September 26th City Council meeting agenda. The deadline for accepting applications for the open Community Development Director position was September 2nd The City received twenty applications for the vacant position. City staff has scheduled interviews for September 16th and September 20th. Eleven candidates have been asked to participate in the first round of interviews. City staff has begun advertising for the vacant Accounting Analyst and City Planner positions. The deadline for accepting applications for the vacant Accounting Analyst position is September 30th. The deadline for accepting applications for the City Planner position is October 7th. The meeting adjourned at 9:30 p.m. Beverly Aplikowski Mayor Michelle A. Wolfe City Administrator . . . ~ ~~HILLS Approved: CITY OF ARDEN lIILLS, MINNESOTA CITY COUNCIL WORK SESSION MONDAY, SEPTEMBER 19, 2005, 5:00 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 Call To Order Mayor Aplikowski called the meeting to order at 5:00 PM. Present: Mayor Aplikowski, Councilmembers: Gregg Larson, David Grant, Brenda Holden, Lois Rem Absent: None Staff present: City Administrator, Michelle Wolfe; Finance Director, Murtuza Siddiqui; Assistant to the City Administrator, Schawn Johnson; Operations and Maintenance Director, Tom Moore; City Engineer, Greg Brown Northwest Youth and Family Services Kay Andrews, Executive Director of Northwest Youth and Family Services (NYFS), and Mary Sue Hanson, Suburban Ramsey Family Collaborative, were in attendance to provide the City Council with an overview of the programs and services presently being provided by their organizations to the Arden Hills community. Kay Andrews stated that Northwest Youth and Family Services has been existence for twcnty-nine ycars. They have helped over 3,000 clients. The services offered include eounseling services, youth run business programs, senior chore program, and the NETS day program. The NETS program assists young people that carmot perform or function in a regular school environment. The annual City contract for services with the Northwest Youth and Family Services is $12,964. Since June 30th, the market value for the contracted serviccs providcd to the residents of Arden Hills is estimated at $18,568. The total estimated market value of non-contracted services is $8,400. Over the past six months, the projected market value for the services being provided to the residents of Arden Hills is $26,968. Mary Sue Hanson, Suburban Ramsey Family Collaboration, reported that the goal of her organization is to represent the needs of suburban children. Due to cuts in federal, state, and local government funding there has been a significant reduction in the number of programs being offered to suburban youths. A majority of the children being affected by these cuts are minorities. A number of these childrcn also experienee problems with transportation, language barriers, and an overall mistrust of the social system. It is important that community members work together and create a safety net for these children. It is also important that local school ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES September 19, 2005 2 districts, counties, and the private sector work together to providc youth services for children that are experiencing financial or social problems. . Councilmember Grant suggested that Northwest Youth and Family Services breakdown their financial contributions on an aggregate level. It is important that residents realize the number of people that these programs effect. It would help to underscore the importance that these programs have on the community as a whole. Councilmember Larson asked why some cities do not contribute to Northwest Youth and Family S ervi ces. Kay Andrews said that some cities have different organizations in their areas that provide social programs. Councilmember Larson asked ifthe NYFS is attempting to sell its services to other communities. Kay Andrews stated that NYFS has attempted to partner with other communities but they have not been very responsive. Councilmember Larson asked if non residents of this area can participate III the programs provided by NYFS. Ms. Andrews said that non-residents can participate in the programs provided by Northwest Youth and Family Services but they are charged on a sliding scale or through their insurance eompanies. NYFS typically charges $50.00 per hour for counseling sessions. . Mayor Aplikowski thanked Kay Andrews and Mary Sue Hanson for attending the work session. 2006 City Budl!et and CIP City Administrator Michelle Wolfe provided the City Council with an overview of the pending five year CIP program and an update on the Ramsey County shared dispatch services. Ms. Wolfe reported that the City has just received the PCI ratings. URS is compiling the information and will forward that information to City staff shortly. The proposed shared dispatch service with Ramsey County is moving forward. A compromise was proposed by the suburban communities requesting that the cost sharing for the dispatch services be divided in the following manner: . 60%-Residential Property Taxes; . 40% Residential Calls for Service in Each Community. Finance Director Murtuza Siddiqui provided the City Council with an outline of the proposed 2006 budget. The 2006 preliminary budget has projected expenditures of $7,946,742. This represents an overall reduction of 11 % from the adopted 2005 budget. At the September 12, 2005 City Council meeting, the City Council approved a 4% levy increase for the proposed 2006 . budget. This translates into a $97,067 increase from the 2005 adopted budget. The preliminary 2 . . . ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES September 19, 2005 3 levy was certified to Ramsey County on September 14,2005. A final levy will be established by thc City County in December. Overall, the preliminary budget was prepared on the basis of thc City's needs, while taking into account new revenue streams. As a general guideline, the increases were limited to the cost of inflation for this year. The following is an ovcrview of the proposed changes to the 2006 budgct: . An increase of2.75% for employee step movements and cost ofliving increases . Increase the City's contribution towards health and dental care expenses for City employees from $533.00 per month to $628.00 per month. . Proposed budget has $20,000 earmarked to hire a consultant or temporary staff member to assist in updating the Finance Department's software system and to automated reporting. . Preliminary CIP numbers have been included in the proposcd 2006 budget: 1. Ridgewood Neighborhood-$ 1 ,764,000; 2. Reconstruct Lift Stations 1, 11, 12, & 13-$500,000; 3. Side Mount Tractor Mower-$5,000; 4. Replace One Toro Grounds Master-$30,000; 5. Tony Schmidt Underpass-$32,000. . Document Imaging- $36,800- This item was budgeted for in 2005, but should be carried over to 2006 due to the City's current staffing situation and our inability to accomplish this task in 2005. This budget item has not been included in the preliminary budget for 2006. . City has budgeted $10,850 for equipment improvements at the Lake Joharma Fire Department in 2006. The ovcrall budget for fire protection is scheduled to increase by 11.6% in 2006. . The following budget increases are being proposed through the Ramsey County Sheriffs Department: 1. Hiring of a second Traffic Deputy-Arden Hills share would be 10% of the costs; 2. Proposed 2% salary increase; 3. PERA increase for police and fire personnel from 9.3% to 10.5%; 4. Insurance Benefit Increases; 5. Workers Compensation Increases; 6. Increase in Motor Vehicle Supplies; 7. $11,000 for Tascrs (First half of a two-year program to acquire tasers for the Ramsey County Sheriffs Department); 8. Cost increase for vehicles and a replacement investigative vehicle. Councilmember Grant recommended that the City create an escrow account to cover future technology improvements. City Administrator Wolfe said that city staff will explore this option. The City does have an expenditure policy in place that covers these types of purchases. 3 ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES September 19, 2005 4 . City Administrator Wolfe said that she is concerned about the proposed funding formulas for the Lake Johanna Fire Department. The City needs to budget for future equipment and capital improvement purchases pertaining to the fire dcpartment, especially the future replacement of fire station # 1. Councilmember Holden noted that the City of North Oaks will have fewer fire calls, because they do not have a business area. If a portion of the costs for fire service are based upon the number of calls, the City of Arden Hills may not be treated fairly. Councilmember Larson said that there is no perfect formula when calculating the cost for fire services. The Fire Board attempted to determine a more equitable formula than has been used in the past. Mayor Aplikowski noted that funding formula was a compromlse amongst the three communities. City Administrator Wolfe said the projected budget for police service is $771,000. The additional costs are associated with the hiring of an additional traffic deputy, tasers, and vehicle replacements. Finance Director Murtuza Siddiqui reported that the general fund balance is healthy at this time. If the City Council was interested, City staff could look into transferring general fund dollars to the parks or other areas that may need additional revenue. . Councilmember Grant asked if the budget amount of $105,654.00 for costs associated with the Ramsey County Public Works building was correct. Finance Director Siddiqui said that the City is projecting $85,000 for costs associated with the Ramsey County facility. Councilmember Grant noted that the interest costs for the EDA TlF district #2 dropped from $286,376 to $262,250 in 2006. He thanked the City's Finance Dircctor for refinancing the TlF district. Councilmember Grant asked about the City's projected fuel costs for 2006. Finance Director Murtuza Siddqiui stated that the fuel costs at the Ramsey County facility are less expensive because they buy in large quantities and have a yearly contract with a fuel vendor. Councilmember Holden asked about the projected natural gas costs. Finance Director Siddiqui projected a 12% increase from the 2005 budget. Councilmcmber Holden mentioned that energy costs are expected to increase by 50%. . 4 , . . ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES September 19, 2005 5 Finance Director Siddiqui mentioned that he will adjust the preliminary budget totals accordingly. Councilmember Lois Rem left at 7:15 PM Council Reports Staff Reports . City Administrator Wolfe reported that TCAAP appraisal information will be arriving shortly. The appraisal will contain information that relates to the discussion regarding the highest and best use for the TCAAP property. . City Administrator evaluation has been schedulcd for September 26th after the City Council meeting. . City staff has received a number of calls regarding thc removing of trees by Xcel Energy. Xcel Energy has been trimming and removing trees along transmission lines, all of the trees that have been trimmed or removed are located along the rights-of-way areas. Operations and Maintenance Director Tom Moore has been reviewing the activities of Xcel Energy. Xcel Energy has been doing a good job with the tree trimming, but a poor job with the clean-up around the neighborhoods. Councilmember Holden stated that the City Council just wants to know what the tree removal policy is for Xcel Energy. City Administrator Wolfe said that it would be good to have a representative from Xcel Energy attend a future City Council meeting to explain their processes and procedures. It can be difficult for residents to understand the concept of easements and rights-of-ways. . City Administrative Wolfe reported that City staff is in the proccss of interviewing eleven candidates for the open Community Development Director position. . Operations and Maintenance Director Tom Moorc reported that the Little Lakes Little League and Shoreview Babe Ruth Association would like to donate $15,000 for ball field improvements at Perry Park field #4. The proposed improvements would include a new outfield fence, foul line fence, and improvements to the existing ball field diamond. The projected improvement costs are not projected to exceed $14,000 at this time. It is the first time that the Littlc League and Babe Ruth associations have offered to donatc money to the City of Arden Hills for ball field improvements. Also, the City is discussing with the youth baseball organizations possible improvements to the Hazelnut ball field. . Members of the City Council requested that the $15,000 donation be placed on the next City Council meeting agenda for approval. . Councilmember Grant 5 ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES September 19, 2005 6 . Couneilmember Grant noticed that Papa Murphy's reccntly placed a large sign in the rights-of-way along Lexington Avenue. Hc is concerned that other businesses may also place signs along Lexington Avenue if we do not control the situation. . City Administrator Wolfe stated that the City's Building Official is looking into this matter. . Councilmember Grant asked if the PCI ratings are ready-to-go. . City Engineer Greg Brown stated that URS has received the PCI ratings from GoodPointe Technologies and is in the processing of compiling the information. . Councilmember Holden . Councilmember Holden asked why the County will not pay for the opticom system. . City Administrator Wolfe reported that Ramsey County eonsiders the opticom system a city related police and fire function. Councilmember Larson . Councilmember Larson reported that the Lake Johanna Fire Department board meeting has been caneelled for this month. Mayor Aplikowski . Mayor Aplikowski reported that the next library board meeting is September 20th . Mayor Aplikowski reported that the first neighborhood meeting is scheduled for . September 21 ,t at Presbyterian Home. . A joint AMM and Met Council mceting has been scheduled for September 22nd at Maplewood City Hall. . Mayor Aplikowski recently met with Ramsey County Commissioner Tony Bennet to discuss the 800 MHZ radio system. The meeting adjourned at 7:50 PM Respeetfully submitted by Schawn P. Johnson Bevcrly Aplikowski, MAYOR Michelle A. Wolfe, CITY ADMINISTRATOR . 6 . ~ /],\~HILLS Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING SEPTEMBER 26, 2005, 7:00 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 PLEDGE OF ALLEGIANCE CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Beverly Aplikowski called to order the regular City Council meeting at 7:04 p.m. Present: Mayor Beverly Aplikowski, Councilmembers David Grant, Gregg Larson, and Brenda Holden. Absent: Lois Rem (excused). . Also present were City Administrator, Michelle Wolfe; City Attorney, Jerry Filla; Director of Operations & Maintenance, Thomas Moore; Finance Director/Treasurer, Murtuza Siddiqui; Assistant to City Manager, Schawn Johnson; City Planner, Pete Hellegers; and Recording Secretary, Kathleen Altman. 1. APPROVAL OF MEETING AGENDA Approved as presented. 2. APPROVAL OF MINUTES A. September 7, 2005 Special City Council Meeting Minutes B. June 29,2005 Special City Council Meeting Minutes Couneilmember Holden requested the following changes: None. Councilmember Grant requested the following changes: None. Councilmember Larson requested the following ehanges: On the September 7, 2005 Special City Council Meeting Minutes, amend the meeting minutes to replace City of Arden Hills Special City Council meeting with City of Arden Hills and GSA Meeting. June 29, 2005 Special City Council Meeting Minutes, Page 2, second paragraph, second sentence, change us to use. . Mayor Aplikowski requested the following changes: None. Ms. Wolfe requested the following changes: None. I \Metro- inet. uslArdenHilIslAdnrinICouncil\MinuteslRegular\2005109-26-05 Draft.doc ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 26, 2005 2 . MOTION: Councilmember Larson moved and Councilmember Grant seconded a motion to approve the September 7,2005 City of Arden Hills and GSA Meeting as an1ended, and the June 29, 2005 Special City Council Meeting Minutes as amended. The motion carried unanimously (4-0). 3. CONSENT CALENDAR a. Claims and Payroll b. 2005 Red Fox-Grey Fox PMP Project Partial Payment #2 to Amt Construction c. Resolution 05-56: Approval of MnDOT Agreement No. 88611 approving the maintenance and operation of a detention pond by the City of Arden Hills along Trunk Highway 51 d. Resolution 05-57: Declaring a State of Emergency for the City of Arden Hills due to the severe thunderstornls on September 21 e. Accept Donation of$15,000 from thc Shoreview Area Youth Baseball Association and Authorize lnlprovements at Perry Park Field #4 MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to approve the Consent Calendar and to authorize . exccution of all necessary documents contained therein. The motion earried unanimously (4-0). 4. PUBLIC INQUlRIESfINFORlVIATIONAL A. Update on City Storm damage Mr. Moore updated Council on the events leading up to and after the sever thunderstorm on September 21, 2005. Mayor Aplikowski thanked staff for their efforts and hard work. She indicated the City had declarcd a state of emergency in Arden Hills due to the storm. She thanked the residents who helped their neighbors out this past week. Ms. Wolfe thanked the Operations and Maintenance staff and all ofthe employees who assisted. Councilmember Larson also thanked staff for all of their hard work. He thanks New Brighton for their willingness to take the tree refuse. Councilmember Grant also commended staff for their efforts. . . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 26, 2005 3 5. PUBLIC HEARINGS None. 6. NEW BUSINESS A. Plannine: Case 05-19 - Preliminary Plat for 1978 Thorn Drive Mr. Hellegers requested Council consider the Preliminary Plat for 1978 Thom Drive. He stated at the September, 2005 Plarming Commission mecting they recommended approval (5-]) of the Preliminary Plat for the Bryson Woods development, after making a finding that the proposed variances are not merely inconvenienees, the eonditions upon which the variances are based are unique to the property, and the variances will not be substantially detrimental to the public welfare and are in concert with City regulations, subject to six conditions as noted in staff s September 26, 2005 report. Councilmember Larson asked what the buildable area for lot 1 was. Mr. Hellegers replied the buildable area on lot 1 was 3,087.5 square feet and on lot 2 it was 6,825 square feet. Richard Kotoski, applicant, stated they wanted to put in three single-family homes and he believed the lots were suitable. He explained how the drainage was being addressed. Councilmember Grant statcd he believed lot 1 was designed as best they eould due the shape of the parcel and he did not have a problem with approving this. MOTION: Councilmember Larson moved and Councilmember Grant seconded a motion to approve Planning Case 05-19, Preliminary Plat subject to thc conditions as noted in staffs September 26, 2005 report. The motion carried unanimously (4-0). B. Plannine: Case 05-20 - Five Foot Side Yard Setback Variance for a Detached Garae:e at 1911 Glenoaul Avenue Mr. Hellegers requested Council consider the request for a five-foot side yard setback variance for a new detached garage in approximately the same location as the existing garage. He stated at the September Planning Commission meeting, the Commissioners unanimously recommended approval. Councilmember Holden asked if they had heard from the neighbor adjacent to this property. Mr. Hellegers replied staff had not received any comments from neighbors within 350 feet. He noted there were other properties in this area that were given similar variances. ARDEN HILLS REGULAR CITY COUNCIL MEETJNG MINUTES SEPTEMBER 26, 2005 4 . Councilmember Grant noted a number of these residences were built in the 1940 and had very small lots. He stated due to the narrowness of the Jots it limited where a garage could or should be located, he would move for approval. MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve Planning Case 05-20, Five-foot Side Yard Setback Variance for a Detached Garage at 1911 Glenpaul Avenue. The motion carried unanimously (4-0). Councilmember Larson acknowledged Mr. Hellegers service to the City and wished him well in his new position at thc City of South St. Paul. C. Joint Powers Al!:reement with the City of Roseville for a Shared Civil Enf!ineerinf! Position Ms. Wolfe stated approximately two years ago, the City Council authorized the creation of a Civil Engineer position. City staff has included this position in the City budget since 2004. Last fall, City staff conducted a recruitment process which was unsuccessful. In February, City staff presented several different options for City Council to consider including trying another recruitment process, partner with a neighboring City for some engineering services, or explore a different model for consulting engineering contract services. She indicated Council directed staff . to look at option 3. City staff began working closely with Roseville city staff to determine the viability of this option. In July, both the Arden Hills and Roseville City Councils discussed this topic at work session, and both Councils directed their respective staff members to proceed with researching this option further. Since July, both communities have been working together to develop a Joint Powers Agrecment, which staff was recommending the City Council approve. Council member Grant asked if the City Attorney had reviewed this Agreement and approved it. Mr. Filla responded he had looked at the Agreement and had approved it. MOTION: Councilmember Holden moved and Councilmember Larson seconded a motion to approve the Joints Powers Agreement with the City of Roseville for shared Civil Engineering Services. The motion carried unanimously (4-0). D. Approve the Appointment of Jeffrey Frid as Operations and Maintenance Worker for the City of Arden Hills Mr. Johnson recommended Council approve the appointment of Jeffrey Frid as an Operations and Maintenance Worker for the City of Arden Hills. . . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 26, 2005 5 MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve the appointment of Jeffrey Frid as an Operations and Maintenance worker. The motion carried unanimously (4-0). 7. UNFINISHED BUSINESS A. TCAAP Update Ms. 'Volfe updated the Council on recent TCAAP developments. Council discussed the GSA, the appraisal process, and the use ofthe TCAAP property. CITY COUNCIL REPORTS Ms. Wolfe - Updated Council on the interview process for the Community Development Director and City Planner. She noted following the meeting, there would be a work session and then a closed session. Shc stated under State Statute closed sessions were allowed for performance reviews and in this case, the performance review was for her. Councilmember Holden - Stated the Newsletter Committee meeting was on Wednesday night at 5:30 p.m. Councilmember Grant - Stated the Planning Commission will meet on the first Wednesday of October. Mr. Hellegers stated so far there was nothing for the October planning meeting, so it would probably be cancelled. CounciImember Larson - No report. Mayor Aplikowski - Stated they had the celebration of the Rice Creek Corridor. Rich Strom, PTRC, summarized for Council the celebration of the Rice Creek Corridor and noted it was a great event. Mayor Aplikowski adjourned the Regular City Council Meeting at 8:42 p.m. Beverly Aplikowski Mayor Michelle A. Wolfe City Administrator ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES SEPTEMBER 26, 2005 6 NOTICE OF MEETINGS The next Council Meeting will be held Monday, October 10,2005 at 7:00 p.m. at the Arden Hills Council Chambers. . . . . . . ~ ~HILLS Approved: CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MEETING SEPTEMBER 26,2005,8:47 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 CALL TO ORDER Mayor Aplikowski called the meeting to order at 8:47 p.m. Present: Mayor Beverly Aplikowski, Councilmembers David Grant, Gregg Larson, and Brenda Holden. Absent: Councilmembcr Lois Rem (excused). Staff Present: City Administrator, Michelle Wolfe; City Attorney, Jerry Filla; and Recording Secretary, Kathleen Altman. RESIDENTIAL CODE ENFORCEMENT ISSUES - 3150 HAMLINE AVENUE AND 1415 GLENHILL Ms. Wolfe stated city staff has been involved with scveral Code violations at the above property for the past fivc years. While most of the violations are not safety related, one of the violations relates to a storage building on a vacant lot. Staff has inspected the building from the exterior and has deemed it to be an unsafe structure and a hazard to the public. Staff has sent the owner of thc property numerous letters regarding the violations. These letters have resulted in little action taken by the owner to resolve these issues. She stated they needed to inform Council at this time because this would be going to Court in the future. Mr. Filla stated this had gone through the Court system last year and it was a slow process. He indicated in July of this year, the property owner had plead guilty to some of the violations at which time the Court ordered a statutory review in July, 2006. He stated the next step was for the City to make a Motion and request the Court to impose a sentence. Mayor Aplikowski stated some of the complications came about when there was a verbal discussion between herself, the resident and City staff. She stated she wanted to see something done and if abatement was the way to do this, then they needed to abate the property. Councilmember Holden asked if she did not allow the City on her property to clean it up, what happened next. Mr. Filla replied if there was a public safety issue, the City had the right to go on thc property. He noted there were options the City had. He indicated the \ IMetro- inet. nslArdenHillslAdmin \ConncillMinntes\ W orksession \2005\09.26.05 Draft.doc ARDEN HILLS CITY COUNCIL WORK SESSION MEETING MINUTES SEPTEMBER 26, 2005 2 tendency was to try to resolve the problem by issuing a citation instead of a civil complaint. Hc recommended this go back before the Judge and let him make a decision. Councilmember Larson stated as the City aged, code enforcement would become more important in order to maintain property values. He stated he believed they should continue down the course they were going. Mayor Aplikowski stated she was comfortable moving forward at this point. Council member Grant stated jf they had code enforcement and they did not enforce the Code, thcn they did not have code enforcement. He indicated he was comfortable moving forward. The meeting adjourned at 9:03 p.m. Beverly Aplikowski Mayor Michelle Wolfe City Administrator . . . ~ .~HILLS. CIty ot Arden HIlls Re uest for Council Action . Prepared by: Murtuza Siddiqui """'s. Dept.: Finance Council Mtg. Date: October 11, 2005 Final Action Needed By: October 11, 2005 Agenda Item , Claims & Pavroll Budgeted Amount: Across City BudQet - All Funds Actual Amount: See Financial Implications Funding Source: Across City BudQet - All Funds Council Action Request: Review and Approve Consent Agenda Item 3A - Claims and Payroll Staff Recommendation: Approve Consent Agenda Item 3.A. - Claims and Payroll Advisory Commission Action: Commission Date Action Planning PTRC Not Applicable .NotAppl.ic<,!.ble Not applicable Supporting Documents (which are attached to this Action Form): . D Memo/Letter: D Resolution (No. ) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: DOther: Payroll and Claims Reports Financial Implications: Payroll #19 Total Cost $49,082.05 Claims Total $266,120.89 Administrator/Staff Comments: . Page 1 of 1 ~ " ~ ~ o ~ ;- ~ o ~ v ~ = V ~ 0 ~ '" Son ~ =" "', " ~- "~ =- ~.. 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CITY OF ARDEN HILLS ACCOUNTS PA Y ABLE CLAIMS REPORT TO BE APPROVED AT IO/lI/05 COUNCIL MEETING CLAIMS PAID SINCR LAST COUNCIL MEETING (09126/05) :::::d(;i(:W:~;:tiA..'h(l: :vtNDQE:>:':' """"""'""""""",,"10' "''''MOONr",,,J "'co!ilitoos" ",., ......... . 27363 09/20/05 Affinitv Plus Fed Credit Ooin 2688.87 2nd Sent. 2005 Pavroll 27364 09120/05 leMA Retirement Trust-457 1,928.04 2nd Sent., 2005 Pavroll 27365 09120/05 Mn Child Sunnort Payment Ctr 370.64 2nd Sent., 2005 Pavroll 27366 09/29/05 10,000 Lakes Chanter 350.00 TraininlJ: D. Scherbel & J. MenneoQ"a 27367 09/29/05 Acclaim Benefits/Stanton Groun 4,070.27 Medical & Davcare Reimb: 919-9129/2005 27368 09/29/05 Accountemns 1832.60 Financial Asst: Wk: 9/2 & 9/9/2005 27369 09/29/05 Advantal'e Paner 8900 PanerTowels. Toilet Tissue 27370 09/29/05 Aid Electric Como ration 601.36 Renair of Lift Station #3 27371 09/29105 Airteclnc. 340,29 Sunnlies: Ties Pllers Fuses Counlinps, Rin",".,: 27372 09/29/05 AlIcora Print & ImaoinlJ' 180.70 Fold & Mail: Neip-hborhood MtlJ'. Notices 27373 09129105 Allied Waste Services #899 354.21 Waste Removal: 9/1-9/30/20U5 27374 09/29/05 Arnt Construction Comnanv Inc. 130,046,2J 2005 P'MP: Pvmt. #2 Red Fox!Gre~' Fox 27375 09/29/05 Assmant Emnlovee Benefits 596.00 Short Term & Lon'" Term Disabilitv Ins 10/1-11/112005 27376 09129/05 Bro-Tex,Ine ]52.51 Sunnlies 27377 09129/05 Cornorate Exnress 550,58 Conv Paner CD-R Pens 27378 09/29/05 Davies Water Enuinment Co. ]00.94 Marker Flap- Sewer Pine: 27379 09/29/05 Deen Rock Water Comnanv 32.25 0& M: SOlinp- Water I Subtotal - Paid Claims 144.284.471 . Paid Claims - 162,]81.27 Add Unpaid Claims, 103939.62 Total Accounts Pa}'able Claims for Conncil Approval, IO/n/os- 266,120.89 Note: Checks for unpaid claims totaling $103,939.62 to be mailed October 12, 2005 after approval at the October 11, 2005 COUllcll Meeting. *Exp. Related to TCMP Project. . PAGE20F4 CITY OF ARDEN HILLS ACCOUNTSPAYABLECLA~SREPORT TO BE APPROYED AT IO/lli05 COUNCIL MEETING PAID CLAIMS RF.GISTER: I> d<'r;kiiil " :;:::~$MOON'<' 27380 09/29105 Lisa Denninp 3900 Reimb: HooDs Hotshots 27381 09/29105 Diamond Vogal Paint~ 767.87 Yellow & 'White Paint 27382 09/29/05 East Side Beverage ]]1.83 Sanitation: Red Fox/Grev Fox 8/29/2005 27383 09/29/05 EDAM 185.00 1 Year Membershio: MichelleWolfe 27384 09/29/05 Electro Watchman, Inc. 187.50 Labor: Lift Station Alarm System 27385 09/29/05 Frattallone's Hardware. Inc. 92.70 Adaotors, Plugs, Fastners Tape Galv. Nioules, Counles 27386 09/29/05 Grainger,Inc 125.24 Wee]barrow & Trash Liners 27387 09/29105 Hvdro Lm!ic l,I I 1.46 2005 PMP: Misc. Sunnlies 27388 09/29/05 Hvdro Metering Technology 1,113.95 Water Meters, F1an(!e Swivel Connection 27389 09/29/05 Int'] Union Operating En~ineer 180.00 Union Dues 27390 09/29/05 J-Berd Mechanical 320,50 Refund: Water Permit #W05-005 27391 09/29105 Shav,TI Johnson 3960 Reimb: Mileaf!:e & Parking 27392 09/29/05 League of Minnesota Cities 25.00 Conference: Shawn Johnson - 2005 TIC 27393 09/29105 League ofMN Cities (ns, Trust 438.62 Sewer B<lckuo Claim # II 052268- Connie Hal( 27394 09129/05 John Mennenga lO.OO Seminar Luncheon: 9/21/2005 27395 09/29/05 Midwest Asphalt Com, 33.70 Asphalt 27396 09/29/05 Minnesota Mutual Life 288.30 Life Insurance Premiums: October, 2005 27397 09/29/05 /IAN Dent of Natural Resources 100.00 Fireann Safety Certification: 20 Students 27398 09/29/05 l\..fN NCEPERS Lite Insurance 60.00 PERA Life Insurance 27399 0909/05 MN Recreation & Park Assn. 125.00 Natural Resources Workshon' Tom Moore 27400 09/29/05 MTJ Distributinp- Co 1,419.43 Parts: Toro Tractor #408 27401 09/29/05 Man Nosek 120.00 Sf':TIt 2005 Newsletter 27402 09/29/05 NovoPrint USA, Ine 495,00 1m Chamber of Commerce: MaplAd 27403 09/29/05 Office Depot 57.99 File Folders, Binding Cover Paper 27404 09/29/05 D]de TO\\-TI Deli 69.12 CC Work Session: 9/19f2005 27405 09/29/05 Michelle Olson 6l.88 Reimb: Mileal!e - 7/27-9/09/2005 27406 09/29/05 Pace Anah.tical 20.00 Water Testinf!:: 2005 PMP 27407 09129/05 Pro-Tee Design. Tnc 647.31 Reoair Emplovee Door Lock: c;tyHall 27408 09129/05 Ramsev COUlltv 2,254.49 Fuel: August, 2005 27409 09/29/05 Roseville_ City of 2 100.07 IPA & Phone Service 27410 09/29/05 Scherer Bros. Lumber Co 634.42 SunnIies: Eal!:te Scout Proiect 27411 09/29/05 Tan!:etStores 12660 Sunnlies: Soccer & Football' Phone - Perrv Park 27412 09/29/05 Tessman Seed Co. - St. Paul 363.]2 Powerful Weed Killer 274]3 09/29/05 Time~aver OtTSite S~cretariaJ 18Ll5 Secretarial Service: CC Mtg. 9/12/2005 27414 09/29/05 Triarco Arls & Crafts ilK 198.21 Sunnlies: Rec. Classes Paid Claims - Pal!C 2 14,104.06 . . . PAGE30F4 . CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 10/11105 COUNCIL MEETING PAlD CLAIMS REGISTER: . .';D~tE::k YU400Q/ - . ......................,...".'<cT >~MO~~i:::: : ~:)~.'Q~Mlj:~S:::::._. . 27415 09/29/05 United Rentals 14830 Rental: Aw'er - Eap'le Scout Proiect 27418 09/29/05 Vroom Auto Care 1529.19 Tires: 2000 Chcv PickuD C3500 & 2000 Ford Pickun F350 27419 09129/05 David Winkel 44,90 Unifonn Allowance 27420 09129/05 XcelEnerP'V 1,818.07 Electricitv: Sil!naJ/Street Lil!hts 2742] 09129105 Zee MedicaJ Service 145.48 First Aid Sunnlies 27422 10/03/05 Gonher 500rt 106.80 Robie Stonwatches, Lanvards Whistles Paid Claims - Pae:e 3 3.792.74 . UNPAID CLAIMS REGISTER: 27416 27147 N'J:,~~;~i~ 09/29/05 09/29/05 CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROYED A TI 0/11105 COUNCIL MEETING '--.--,.-,-. .._---.---.... ::::::~i.jop~T<:: URS Co oration Visit Mirmea olis North 83,506.60 20,433.02 Un aid Claims J 03,939.62 En ineerin Services: 7/23-811512005 Lod in Tax: Ju1 & Au 2005 PAGE 4 OF4 . . . . ~ ~HI1LS City ot Arden Hills Request for Council Action Prepared by: Schawn Johnson Dept.: Admin Council Mtg. Date: 10/11/2005 Final Action Needed By: 10/11/2005 Agenda Item II. ApprovinQ Emplovee Evaluation and Step Increase for Citv Administrator Budgeted Amount Actual Amount Funding Source: Council Action Request: Review and Approve Consent Agenda Item 3.B.-Approve Employee Performance Review and Step Increase for the City Administrator Staff Recommendation: Approve Consent Agenda Item 3.B. Advisory Commission Action: Commission Date Action Not Ajljllicable Not A(l[llicable .... .... ........ t--l()t~pplic~~IE> ...f'l~rJrJing. PTRC Supporting Documents (which are attached to this Action Form): . D Memo/Letter: [8J Resolution (No. 05-58) D Ordinance (No. D Engineering Recommendation: D Attorney Recommendation: D Other: Financial Implications: City Administrator's Salary Increase from Step 4 to Step 5 Administrator/Staff Comments: The Mayor and City Council members met in a closed meeting on September 26, 2005 at 9:00 PM to review the performance of the City Administrator. The performance period covered September 2, 2004, to the present. A performance and salary review was given on September 26, 2005. Members of the Arden Hills City Council gave a positive performance evaluation to the City Administrator. The City Administrator will receive a salary rate increase from step 4 to step 5. . Page 1 of 1 ~ ~ILLS MEMORANDUM . DATE: October 5, 2005 Agenda Item 3.B. TO: Honorable Mayor and City Council Members Michelle Wolfe, City Administrator FROM: Schawn Johnson, Assistant to the City Administrator SUBJECT: Summary of City Administrator's Annual Pcrformance Review Backl!TOUnd On September 26th, the Arden Hills City Council held a closed session meeting to discuss the performance review of City Administrator Michelle Wolfe. Mayor Beverly Aplikowski, Councilmember Gregg Larson, Councilmember David Grant, and Councilmember Brenda Holden were present at this meeting. Councilmember Lois Rem was not . present at the closed session, but written remarks have been included in this summary. The performance period covered September 2,2004 to Septembcr 2, 2005. Input for the review was obtained from the following sources: . Mayor and City Council Significant themes, messages, etc. as follows: Organizational Theme: . Uses staff well. She mentors and commends but also is held responsible. . There is a cohesive staff; . She has done a lot with limited resources; . The conditions have made it difficult to succeed; Fiscal!Business Management: . Has been able to oversee development of a eomprehensive budget; . Has been successful in utilizing other agencies to save time and money; Relationship with Mayor and City Council: . Sometimes too cautious about decisions before asking members ofthe City Council; . Tries too hard to please. Also, requests that the City Administrator is more involved in the discussion at meetings. . City Council needs to feel eomfortable that the day-to-day items are being handled properly. . \ \M'etro-inet. uslArdenHiIlslAdmin\Human ResoUTces\CLAS SIFI CA T10NSlAdministratOTlPerformance Review Information\2005 Performance Review Information.DOC . . . . It was a difficult year and the City Administrator did a good job. Long Range Planning: . City Council and City staff needs more retreat time to flush out strategies. . City Council and City staff need to complete more planning. A one year plall is not sufficient. . The City is experiencing a lot of short term hurdles and it is important that a management plan be created to foster better planning for the future. . It is important that the City Council empowers staff to move forward and foster internal growth. Relationship with the PubliclPublic Relations: . City Administrator speaks well for the City; . City Administrator is viewed as a credible source by the media; . City Administrator is effective and credible; . City Administrator is good at community response. Intergovernmental Relationships: . She is very knowledgeable of other agencies and City staff; . She has done a good job with ereating joint powers agreements with neighboring communities. lnlportant to remember that she represents Arden Hills. . City Administrator is well respected by colleagues, peers, and has shared new ideas from working with other communities. ProfessionallPersonal Development: . Very good at networking events; . Assist City Council in working together; . Utilize historic knowledge of the City. Development opportunities: . Needs to delegate more responsibilities; . City Council needs to know that the day-to-day operations are being managed; . Information to the City Council must be consistent; . Assist the City Council in creating a better working relationship amongst itself; . Needs to be more decisive in her recommendations to the City Council. The City Council also agreed to support a step increase, per hiring contract, at the October I I, 2005 City Council meeting. Recommendation Based upon the City Administrator's successful performance review, the City Couneil is recommending that Michelle Wolfe be eligible for a salary increase in pay from step 4 to step 5. ~ r-t\~HILLS . CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 05-58 RESOLUTION APPROVING EMPLOYEE EVALUATION AND SALARY STEP INCREASE FOR THE CITY ADMINISTRATOR PER THE EMPLOYMENT AGREEMENT BETWEEN THE CITY OF ARDEN HILLS AND CITY ADMINISTRATOR MICHELLE WOLFE WHEREAS, on September 2, 2003, the City of Arden Hills entered into an employment agreement with Michelle Wolfe to servc as City Administrator; and WHEREAS, certain provisions of the employment are to be periodically amended for City Administrator Wolfe's continuing employment with the city; and WHEREAS, the Arden Hills City Council met in closed session on Septembcr 26th, 2005, to review the performance ofthe City Administrator; and . WHEREAS, the Arden Hills City Council gave a positive performancc evaluation to the City Administrator and agreed to a salary step increase pcr the City's employment agreement and approved compensation plan. NOW, THEREFORE, BE IT RESOLVED that the Mayor and the City Council do hercby amend the employment agreement as follows: Salary: The City of Arden Hills agrees to pay Ms. Wolfe a monthly salary increase from step 4 to step 5, effective September 2, 2005. Thereafter, performance and salary reviews will be performed annually in accordance with thc City's PersOIme] Policy. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS II TH DAY OF OCTOBER, 2005. Beverly ApJikowski, MAYOR ATTEST: Michellc Wolfe, CITY ADMINISTRATOR \\Metro-inetus\ArdenHillslAdmin\Council\Resolutions\2005\Resolution Approving City Administrator's Performance Evaluation.doc . ~ ~HILLS . City of Arden Hills Request for Council Action Prepared by: GSB Dept.: O&M Council Mtg. Date: 10/10/05 Final Action Needed By: 10/10/05 ~C,'T:' Agenda Item I. 2005 PMP- Payment #3 Budgeted Amount: $1 ,680,000 Actual Amount: $155,987.63 Funding Source: Multiple Council Action Request: Motion to approve Payment #3 for the 2005 Pavement Management Program to Amt Construction Company, Inc. in the amount of $155,987.63. A retainage of 5% is being held for this project. Staff Recommendation: City Staff recommends the Council approve Pay Estimate #3 for Amt Construction Company, Inc of Hugo. Advisory Commission Action: Commission Date Action -----------.-,- Not AJlplicable uNotApplicable. Notapplicable . .. ... u_!,I~nnillg PTRC Supporting Documents (which are attached to this Action Form): . 0 Memo/Letter: o Resolution (No.) o Ordinance (No. i:3J Engineering Recommendation: See Attachment o Attorney Recommendation: i:3J Other: Application for Payment #2 Financial Implications: Administrator/Staff Comments: . Page 1 of 1 URS AGENDA ITEM 3.C Thresher Square 700 Third Street South Minneapolis, MN 55415 Phone: (6]2)370-0700 Fax: (6]2) 370-1378 . To: Murtuza Siddiqui I Arden Hills Finance Director Michelle Wolfe I Arden Hills Tom Moore I Arden Hills File: 31809691 Cc: From: Gregory S. Brown Arden Hills City Engineer Date: October 5, 2005 Subject: Pay Estimate #3 2005 Pavement Management Program Background The City of Arden Hills awarded Amt Construction Company, Inc. of Hugo, MN the 2005 Pavement Management Program on August 8, 2005 for a total contract amount of $1,375,247.66. . Project Status The Contractor has a significant amount of the storm sewer completed along the frontage road as well as in the pond areas and the ponds themselves have been rough graded. Curb and gutter has been staked in the cul-de-sac area and in the connection to TH 51. Milling will be proceeding shortly as well as curb and gutter placement. Recommendation The Arden Hills City Engineer recommends the Council approve Pay Estimate #3 for Amt Construction Company, Inc. of Hugo, MN in the amount of $155,987.63. . . . . ~ ~HlLLS City ot Arden HIlls Request for Council Action Prepared by: SJ Dept.: Admin Council Mtg. Date: 10/11/05 Final Action Needed By: 10/11/05 Agenda Item . Resolution #05-59: Application for 2006 RecvclinQ SCORE Grant Budgeted Amount: NA Actual Amount: NA Funding Source: NA Council Action Request: Approve Resolution 05-59 Authorizing the City Administrator to Apply for the 2006 Recycling SCORE Grant Funds Staff Recommendation: Adopt Resolution 05-59 Authorizing the City Administrator to Apply for the 2006 Recycling SCORE Grant Funds Advisory (;ommission Acti"n: Commission Planning PTRC ~_~.___..._. ._.._..___. _..._..... ...._ .1._ Supporting Documents (which are attached to this Action Form): I Action I Not Applicable -----J Not Applicable .1 _~~N()t"pjJlic.able _--..J Date o Memo/Leiter: [8J Resolution (05-59) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: The City of Arden Hills is eligible to apply for $18.076.00 in SCORE Recycling Grant funds to help fund the City's recycling program. Administrator/Staff Comments: \\Metro-inet.us\ArdenHiIls\Admin\Assistant City Administrator\Requests for Council Action\2005\2002 Approve Resolution 05-59 Application for the 2005 Score Grant.dace ~ ~HlLLS . CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 05-59 RESOLUTION AUTHORIZING APPLICATION FOR RECYCLING SCORE GRANT FUNDS FOR 2006 WHEREAS, the City of Arden Hills is eligible to apply for $18,076.00 in SCORE reeycling grant funds; and WHEREAS, such funds would assist in continuing and improving the City's recycling program for the year 2006. NOW THEREFORE, BE IT RESOLVED by the City Council ofthe City of Arden Hills, Minnesota: That the City Administrator be authorized to apply for such grant funds for the year 2006. . PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS TIllS 11th DAY OF OCTOBER, 2005. ATTEST: BEVERLY APLIKOWSKI, MAYOR MICHELLE A.WOLFE, CITY ADMINISTRATOR . . . . ~ ~HILLS City at Arden Hills Request for Council Action Prepared by: SJ Dep1.: Admin Council Mtg. Date: 10/11/05 Final Action Needed By: 10/11/05 Agenda Item .. Cancelina the October 31" City c;;;;;;cii Meetinq Budgeted Amount: NA Actual Amount: NA Funding Source: NA Resolution #05-60: Council Action Request: Approve Resolution 05-60 Canceling the October 31'1 City Council Meeting Staff Recommendation: Adopt Resoiution 05-60 Canceling the October 31" City Council Meeting ....~dvisoryc::()lTIl11i"si()IlA"ti()Il.:_ Commission Planning PTRC ________. I Supporting Documents (which are attached to this Action Form): Date '.'r' o Memo/Letter: tZI Resolution (05-60) o Ordinance (No. o Engineering Recommendation: o Attorney Recommendation: o other: Financial Implications: Not Applicable Administrator/Staff Comments: Action Not A licable Not Applicable Not alJ!'licable ..................................1 ....d \\Metro-inet.us\ArdenHills\Admin\Assistant City Administrator\Requests for Council Aclion\2005\2005 Approve Resolution 05-60 Canceling the October 31st City Council Meeting.doc ~ ~HlLLS . CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 05-60 A RESOLUTION AMENDING THE 2005 CITY COUNCIL REGULAR MEETING AND WORK SESSION SCHEDULE WHEREAS, the City Council annually adopts its meeting schedule for regular City Couneil Meetings and Work Sessions. WHEREAS, the City Council has decided to cancel the October 31 st regular City Council meeting. THEREFORE, BE IT RESOLVED that the City Council hereby approves the cancellation of the October 31 st City Council meeting. . ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS lith DAY OF OCTOBER, 2005. Beverly Aplikowski, MAYOR ATTEST: Michelle A. Wolfe, ADMINISTRATOR \\Metro-inet.us\A.rdcnHills\Admin\Council\Resolutions\2005\05-60. Cancelling the October 31 st City Council meeting.doc . . . . ~ ~HILLS City otArden HIlls Request for Council Action Prepared by: Thomas Moore Dept.: O&M Dept Council Mtg. Date: 10/11/05 Final Action Needed By: 10/11/05 Agenda Item Authorize City-Wide Curb Side Collection of Storm-Related Tree aud Brush Debris by S&S Tree Seryices in the Amount of $200,000 Budgeted Amount: $0 Actual Amount: $200,000 Funding Source: GFB Council Action Request: Authorize City-Wide Curb Side Collection of Storm-Related Tree and Brush Debris by S&S Tree Services in the Amount of$200,OOO Staff Recommendation: Authorize City-Wide Curb Side Collection of Storm-Related Tree and Brush Debris by S&S Tree Services in the Amount of $200,000 , Advisory Commission Action: I ----, , ] ! . ___~ Date_~ut- i .----.--.. ._~-._.--. _ __'1' .."....." "",.".""..".,.",.""" , , '" '" """."" '.,.,.,.." I Supporting Documents (which are attached to this Action Form): Commission Action Planning PTRC Not Applicabl" ____ Not Applicable ,." "'" ,I\l()tapplic;able ISI Memo/Letter: o Resolution o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: ISI Other: . Letter from S&S Tree Service Providing an Overview of the Storm Clean-up Cost Through October 5th Financial Implications: Please review attached memo' Administrator/Staff Comments: ~ ?1'\.~ HILLS . MEMORANDUM DATE: October 5, 2005 Agenda Item 6.A TO: Mayor and City Council Michelle Wolfe, City Administrator FROM: Thomas J. Moore, Director of Operations & Maintenance Murtuza Siddiqui, Finance Director SUBJECT: Authorize City-Wide Curb-Side Collection ofStorrn-Related Tree and Brush Debris by S & S Tree Services in the Amount of$200,000 BACKGROUND On Wednesday September 21, 2005, a powerful storm swept thorough the City of Arden Hills . and caused extensive damage to trees located on residential as well as City own property. On Thursday September 22, 2005, the 0 & M Director, in cooperation with the City Administrator; divided the City into quadrants and dispatched assessment teams to survey tree damage. Staff estimates that over 2,500 trees are damaged throughout the City. On Friday September 23, 2005, staff called the City's tree service vendor, S & S Tree Service, to arrange for curbside piekup and for the removal of hazardous trees on City property beginning on Monday, September 26, 2005. At the Monday, September 26, 2005, regularly scheduled City Council meeting, staff provided a detailed recap of staff actions taken in response to the storm from Wednesday, September 21, 2005, through Sunday, September 25,2005. DISCUSSION As of Wednesday, October 5, 2005, the City has ineurred a total cleanup cost of $91 ,902.50 plus tax. This cost is only related to services provided by S & S Tree Serviee. The breakdown of the cost is as follows: I. Curbside Pickup......................................................... $56,977.50 2. Tree removal from City Property.................................... $34,925.00 Total Cost as of 10/5/05 $91,902.50 . . . . Oetober 5, 2005 Removal of tree debris from 9/21/05 storm by S & S Tree Service Page 2 A copy of the October 6, 2005 letter from S & S Tree Service detailing the pricing for the storm cleanup is attached for Council review. It should be noted that S & S Tree Service has offered the City an option to pay half of the final cost total in 2005 and halfin January of2006. As of Wednesday, October 5, 2005, it is estimated that 50% of the debris has been removed. Based on incurred costs, it can be estimated that there will be a need for an additional $90,000.00 plus tax to complete the removal of the remaining debris in the City. In addition, the City will have to share in the costs with the cities of New Brighton and Mounds View for a tub grinder at the New Brighton drop-off site. At this time that cost is unknown. Staff is conservatively estimating the cost to be in excess of $200,000. Staff win continue to provide the City Council with up-to-date financial information as it becomes available. The City's 2005 budget does not have adequate resources to fund the cleanup program. The souree of funding for this program would have to be the General Fund reserves. At the beginning ofthis year the General Fund reserves had a fund balance of$1.3 million dollars. For our size of budget, this would be considered a healthy fund balance. One of the purposes of having a fund balance is to address unplanned contingencies. The September 21, 2005 storm was an unplanned event and the use of General Fund reserves would be considered appropriate for the cleanup program. Requested Council Action Staffrecommends that the City Council authorize staff to continue with the storm debris cleanup program and to approve spending up to $200,000.00 with S & S Tree Service for the completion of the cleanup program. \\Metro-inct.llslArdenHills\PR&Pw\Operations & Maintenance\Misc\2005 Strom Clean Up Contract with S & S..doc . S & S TREE AND HORTICULTURAL SPECIALISTS October 6, 2005 City of Arden Hills Attn: Tom Moore 1245 West Highway 96 Arden Hills, MN 55112 Re; Storm damage pricing requests Dear Tom Here is the pricing for the City Park and Public area storm damage tree removal and the pricing for the city street dean up through Wednesday October 5, 2005. I. Removal of tree debris on city streets.$56.977.50 Total due thru 10/05/05 . Price breaks down as follows: 2 log loader trucks, 2 operators and 2 ground labors . priced out@ $570.00 per hour x 90.75 hours = $51,727.50 . 55 yard end dump truck and drivcr@ $100.00 per hour x 52.5 hours = $5250.00 2. Removal of downed and dangcrous trees in city parks, trails and city owned Property. Price breaks down as follows: 6 men and related equipment @ $550.00 pcr hour x = $34.925 Total due thru 10/05/05 3. Total due for both above prices.......$91.902.50 plus sales tax Tom as your tree care contractor, we look forward to working with the City of Arden Hills to complete the dean up of the storm damage tree debris. We would be willing to allow the city to pay us half of the final bill in 2005 and the other half in Janl\llTY 2006. We understand the strain that this unexpected storm has put on your general budget for 2005. Please feel free to call with any questions Qr Coneel11S. Sincerely yours, ,c?7:,A ~1tVe'Ster- PresidentlC.E.O. . 405 Hardman Avenue' South St. Paul, Minnesota 55075' (651) 451.B907 Mayor: Beverly Aplikewsld oDoellmend>ers: Da\'ld Grant Brenda Holden Gregg Larson LoIs Rem 1. Call to Order 2. .-.......... . ~lB Arden Hills City Council WORK SESSION 6:00 p.m. Tuesday, October 11,2005 Agenda 1245 W. Highway % Ardea H.II1s,MIo_ta 55112 651.634512& _"'~-'lIS . Al!enda Items . A. September 21" Storm Clean-up Update StafflPreseuter$ . Michelle WdlfeITlim Moore .. 1l!!Ii1 . 6:00 3. Coundl Reoorts A. Councilmember Holden B. Councilmember Larson C. Conncilmember Rem D. C01lncilmember Grant E. Mayor Aplikowski . J; . ~ ~~ILLS MEMORANDUM DATE: October 4, 2005 Work Session AGENDA #1 TO: Mayor and City Council Michelle Wolfe, City Administrator FROM: Thomas J. Moore, Director of Operations & Maintenance SUBJECT: City Hall Generator - Potential Upgrades Backeround At the May 13, 2002 City Council meeting, the City Council unanimously approved the purchase of a portable 200kw portable generator for City Hall. The intended purchase of this generator was to supply electrical power to City Hall during a power outage and for participating in the . Excel Energy Peak Power Control Program. Currently, the Operations and Maintenance Department has two portablc generators to supply backup electrical power to the City's 14 lift stations during a weather-related power outage. One of these generators must be permanently stationed at Lift Station #8, which is the largest with three wet wells. That leaves staff with one generator to provide backup electrical power to any number of the remaining 13 lift stations during a major weather related event. This remaining generator must travel to each of the 13 lift stations and provide just enough backup electrical power to pump the water level down to a safe levcl, then quickly proceed to the next lift station and perform the same task and so on down the line until every lift station is serviced. The cycle then begins again until electrical power is restored by Xcel Energy. In 2005, there have been three weather-related events where five or more lift stations, including Lift Station #8, were without electrical power. In addition, there have bcen two weather-related events where between two and four lift stations were without cleetrieal power, one of which involved Lift Station #8. Potential Uperades In order to have the existing City Hall generator available to assist in lift station operations during a weather-related electrical power outage, the following upgrades will be needed. . October 4, 2005 City Hall Generator -Potential Upgrades Page 2 Uf}!!rade 1. Install a 3-position voltage change switch to allow switching from a 120/208 volt, 120/240 volt, or 277/480 volt operation. 2. Install a 'Quit Switch' and insulation 3. One set of cords and plugs Cost $12,810.00 $8, 990.00 $6, 870.00 TOTAL COST, WITHOUT SALES TAX Requested Council Action Review the enclosed information and provide work direction to the Staff. $28,670.00 \\Metro-inet.us\ArdenI-lills\PR&PW\Operations & Maintenancc\Equipmcnt\05 City Hall Generator Upgrades Work Session.doc . . . . . . ~ /]'\~ HILLS MEMORANDUM DATE: October 4, 2005 Work Session AGENDA #2 TO: Mayor and City Council Michelle Wolfe; City Administrator FROM: Thomas J. Moore; Direetor of Operations & Maintenance SUBJECT: Gateway Sign Discussion Backl!round At the March 21, 2005 Council Worksession, staff presented a gateway sign update which included possible sign locations, design styles, composition, lighting and landscape options. The consensus reached by the City Council was: I. The first sign location will be at the intersection of Cleveland and County Road D within the existing easement. 2. Staff should incorporate the Kasota Stone to the composition of the gateway signs. The Kasota Stone will be supplied from the City's stock pile leftover from the construction of the City Hall. 3. Staff should bring back a cost estimate of a gateway sign using Kasota Stone. 4. Design Style #4 is the preferred design. Review Enclosed for City Council review are four sets of diagrams detailing the location, the preferred design style, composition and lighting. The composition will be Kasota Stone for the base and sides, concrete for the top and back and stecl for the logo. Budl!et The cost for this project will be $24,675. The 2005 CIP Budget for two gateway signs was $30,000. Requested Council Action Review the presented material and provide work direction to the staff. \\Metro-inet.us\ArdenHiIIs\PR&PW\Opcrations & Maintcnance\Memos\05 Gateway Signs Work Session.doc ill l 'I i. '1 I I I :$ ::l i'" .-j r .\ .\ .\ Z ill > -<{ a z -<{ ., 1 .\ :' . "'\~I ~lT .\\~~ '~.\.i "'IV "_.vARtAtCE . 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Tn> $ , ~~~ -I ....... / " MtIONAll T " Ill.lI"1NATEO_ . , "- ..J. COUNTY o R 0 A D 'D' to. '" ... FI<OJECT LOCArlON D~ t\eueeW 5\~" Loccdien "'-- a'r.IIO.ll' '),.:. !>>f. ANTIO<T . ....TE eEAO lAKE , . . C/.l?'/aA"'-D .liVE N > '~ -:>IPffW4LK... I~ I~ / . / ~ 1\ ~0 ;: ~/~ ~ Ii< <; . f !(> ~ ~ > > " l' 10 } 4 ~ " ]\ f i i .- 0 r ~ 0 (\ \\ --j <' :<' e ~ . " ~ " '" ~'o . . 5'''/'' I II . IJ ~\ I]U ~.. ~ J -II --j j 0 ... o . '('6"- . . . . Mayor: Beverly ApIlkowski . . ~mtLs Arden mils City Council WORK SESSION 1245 W. Highway 96 Ardell ROb, MlDMsola . 55112 '5l.634.3120 ...... .cl.ardeJt..llills.mu..us CouodJmembers: David Grant Brenda- HeIden Gregg Lal'SGII Lol$ Rem 6:00 p.m. Tuesday, October 11, 2005 Agenda 1. Call to Order 2, A2euda Items . A. September 21 st Storm Clean-up Update StaffJPresenters Michelle WolfelTom Moore l1ms ,:110 3. Countil Reports A. Council_mber Holden B. Counellmember Larsoa C. Couneilmenlber Rem D. Conneilmenlber Grant E. Mayor Aplikowski . . . ~ ~ ~~HILLS MEMORANDUM DATE: 6:00pm Worksession Agenda Item 1 October 5,2005 TO: Mayor and City Council Michelle Wolfe, City Administrator FROM: Thomas J. Moore, Director of Operations & Maintenance SUBJECT: Summary of the September 21, 2005 Storm Related Events BACKGROUND This is written follow-up to the verbal presentation made by staff at the Monday, September 26, 2005, regularly scheduled City Council meeting concerning storm related events that occurred after the September 21,2005 storm that impacted the City of Arden Hills. Wednesday, Sevtember 21.2005 TIME ACTIVITY 7:30 p.m. o & M Director alerts the 0 & M Superintendent and the On-Call Person about the possibility of a serve storm 8:00 p.m. Five lift stations are without power. All 0 & M Staff report to work. 8:45 p.m. The remaining nine lift stations are without power. One generator is stationed at LS #8 and the other generator has to quickly rotate between the remaining 13 lift stations to prevent sanitary sewer backups in residential homes. 9:30 p.m. Booster station is without power and the emergency generator is knocked out by a lightning strike. 10:45 p.m. Booster station emergency generator is restored. 11:30p.m. Temporary manual controls are established at the booster station to regulate water pressure throughout the City. Thursday, Sevtember 22, 2005 TIME ACTIVITY 1:00 a.m. 1 :00 a.m.-12:00 Midnight City Hall is discovered to be without power. o & M Staff is manning the generators at the booster station, lift stations and removing downed trees from streets and entry points October 5, 2005 Sununary of the September 21, 2005 Storm Related Events. Page 2 into lift stations. 8:00 a.m. Two house fires are reported overnight in the City 8:00 a.m. Four damage assessment teams are organized and sent to the four precincts to survey tree damage. The teams estimate 2,500 trees are damaged within the City 9:00 a.m. Staff contacts Ramsey County to confirm that the compost site on Hudson Road will accept tree and brush debris. A phone call tracking system is implemented, including a response sheet for phone staff. J 0:00 a.m. Staff is asked to track all storm-related expenses. Surrounding cities are contacted to coordinate short and long-term cleanup efforts. Staff contaets Ramsey County Emergency Management & Homeland Security and begins to file status update reports every three hours. Noon South water tower overflows onto Red Fox Road due to a faulty control unit. Repairs are completed by 2:00 p.m. The City of Roseville is contacted and informed that a sending switch is faulty and to ignore all eleetrical commands. 4:30 p.m. Six lift stations are back on line. 9:00pm An additional two more lift stations are on line. Fridav. September 23.2005 TIME ACTIVITY Mid11ight - Noon o & M Staff is monitoring the booster station and the remaining six lift stations that are without power. Staff attempts to complete repairs as needed. 9:00 a.m. Staff coordinates debris removal with the City of New Brighton. 10:00 a.m. Staff calls S & S Tree Service and coordinates a curbside pickup and hazardous tree removal program. 10:30 a.m. Mayor Aplikowski begins the process of securing volunteers for the debris drop-off site in New Brighton to begin next week Noon Two more lift stations are on line for a total of 10 working lift stations. 1 :00 p.m. Staff coordinates the development of a cleanup plan and distribution of a flyer. Staff begins to distribute the flvers city wide. 2:00 p.m. Two more lift stations are on line and the booster station is on line. 3:30 p.m. The remaining two lift stations are on line. Staff emails out the curbside pickup flyer to all members of current commissions, committees, task forces and neighborhood groups. e . e . . . October 5, 2005 Summary of the September 21 , 2005 Storm Related Events. Page 3 Saturdav, September 24, 2005 Staff continues to monitor the Booster Station. Sundav. Sevtember/25. 2005 ACTIVITY Four lift stations lose electrieal power; 0 & M Staff is called back in . LS #11, built in 1971, burned out a pump. LS #12, built in 1972, burst a diaphragm. LS # 8, built in 2001, has a pump seal failure in well #3. Mondav. Sevtember 26. 2005 ACTIVITY S & S Tree Service begins curbside pickup and tree removal with two 35-yard clam/dump trucks for curbside pickup and two trucks for tree removal on City property. A total of ten S & S employees are working in the City. Staff pulls the pump at LS #11 to begin repairs. Staff builds a temporary diaphragm for LS #12. Staff attempts repairs on the booster station and calls EnComm, Inc. to repair the computer board. Staff continues to clean up debris from lift station areas. LS #7, high-water levels float goes into alarm; repairs attempted. Staff continues to take a high volume of storm related calls from residents. Tuesdav, Sevtember 27,2005 ACTIVITY S & S Tree Service continues their assigned tasks. Three neighborhoods are completed and tree parks have been cleaned. Staff begins street sweeping in the neighborhoods where curbside pickup has been completed. Two 0 & M employees are assigned this task. Staff continues to work on repairs to the booster station and LS #7, 8, 11, 12. Staff can not locate the part for LS # 12. Wednesdav. Sevtember 28.2005 ACTIVITY Computer repairs completed at the booster station; non-computer parts are still needed and are ordered. Pump seal repaircd at LS #8. October 5, 2005 Summary of the September 21, 2005 Storm Related Events. Page 4 . S & S Tree Service completes two neighborhoods and two more parks. Street sweeping continues. Repairs to LS #7, 11 and 12 continue. Thursdav. September 29. 2005 ACTIVITY Staff works with S & S Tree Service to add two additional 55-yard end dump trucks to their crcw beginning on Friday. Two neighborhoods and two parks are completed. LS #7 and 12 are repaired. Street sweeping continues. Fridav. September 30.2005 ACTIVITY Stafflocates the part for LS#II; it is out-of -state and will arrive next week. S & S Tree Service comoletes two neighborhoods and three parks. Street sweeping continues. Saturday. October 1.2005 . S & S Tree Service work in the City, not overtime. Curbside pickup is completed in two neighborhoods. SUlldav. October 2. 2005 MOlldav. October 3. 2005 S & S Tree Service completes all work in the parks and three neighborhoods. 30 truckloads of debris are delivered to the dump site. Staff continues with the street sweeping and takes the day to service equipment and to mow parks that have not been mowed since 9/20/05. Tuesdav, October 4, 2005 ACTIVITY Staff begins to assist in the curbside pickup with the City's two snow plow/dump trucks. . Three neighborhoods are completed. S & S Tree Service starts to clear trees that are . . . October 5, 2005 Summary of the September 21, 2005 Storm Related Events. Page 5 blocking trails and removing trees impacting storm water flow. Staff continues with street sweeping A rainstorm knocks out the controls to regulate the water level at the north water tower and two lift stations went into alarm. Staff assists in clearing debris from storm water culverts, outlets and catch basins throughout the City. Wednesdav. October 5. :Z005 ACTIVITY Staff begins repairs on the north water tower transdueer. Parts need to be ordered. S & S Tree Service completes the Arden Manor Mobile Home Park and continues to clear only the hazardous trees blocking trails. Two City trueks continue to assist in the curbside pickup. 22 truckloads were taken from the mobile home park. Staff suspends the street sweeping program so that manpower can be effectively utilized to assist in storm water cleanup throughout the City. Staff RefJort Staff will provide an up to date status report on thc curbside pickup and the tree removal programs at the 6:00 p.m. Worksession before the regularly scheduled City Council Meeting on Tuesday, October 11, 2005. \\Metro-inet.us\ArdenHills\PR&PW\Operations & Maintenance\Misc\2005 Starn) Clean Up reporLdoc