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Home My WebLink AboutCCP 03-27-2006 ~ ~~HILLS Arden Hills City Council Mayor: Beverly Aplikowski Councilmcmbers: David Grant Brenda Holden Gregg Larson Vincent Pellegrin 1245 W. Highway 96 Arden Hills, Minnesota 55112 651.634.5120 www ~ci.arden-hills.mn. us REGULAR MEETING Monday March 27, 2006 City Vision A strong community that values our unique environment, our fiscal soundness, and our tradition as a desirable eit 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. March 13, 2006 City Council Meeting 3. CONSENT CALENDAR A. Claims and Payroll B. Motion to Amend the City's Tobacco Use Section ofthe City's Personnel Policy C. Motion to Approve the Purchase and Installation of Security Cameras and Card Readers at City Hall 4. PULLED CONSENT ITEMS 5. PUBLIC INQUIRIES/INFORMATIONAL 6. PUBLIC HEARINGS . Proposed City Code Enforcement Changes Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar fonnat. There will be no separate discussion of these items, unless a Council Member so requests, in which event, the item will be removed from the general order of business and considered separately in its nonnal sequence on the agenda. Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its nonnal sequence on the agenda. Public Inquiries/Informational is an opportunity for citizens to bring to the Council's attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for 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. Dave Scherbel Arden Hills City Council Agenda March 27, 2006 Page 2 7. NEW BUSINESS A. Mounds View Scbool District - Operating Levy Information Noreen Thompson-Mounds View School Distric/ Board Member James Lehnhof]1Jenefer Klenner/- Waste Management B. Single Sort Recycling - Waste Management 8. UNFINISHED BUSINESS A. TCAAP Update ADJOURN Karen Barton Following Regular City Council Meetiug: . Closed Work Session - TCAAP Land Sale Negotiations - Pursuant to MS 13D.05 SUBD 3.c3 (Verbal Update) I . Message Page 1 of 1 Jackie Freppert tit From: Jackie Freppert Sent: Thursday, March 23, 2006 1 :57 PM To: timesaver02@aol.com; bob.fletcher@co_ramsey.mn.us; bulletin@lillienews.com; cwilson@ctv15_org; dprobst@mspmac_org; egurnon@pioneerpress_com; focus@mnsun_com; kgprophet@aol.com; kmaltman@msn_com; mlsmith@startribune_com; smccann@startribune.com; ssch roeder@smithmicrotech_com Subject: CC Meeting Agenda Jackie Freppert, Office Support Specialist City of Arden llills Phone 651_634_5120 Fax 651.634.5137 www_ci_arden-hills.mn.us 3/23/2006 . . . ~ /]'\~ HILLS Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING MARCH 13,2006; 7:00 P.M. ARDEN HILLS CITY COUNCIL CHAMBERS PLEDGE OF ALLEGIANCE CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Beverly Aplikowski called to ordcr the regular City Council meeting at 7:00 p_m_ Prcscnt: Mayor Beverly Aplikowski, Councilmembers David Grant, Gregg Larson, Brcnda Holden, and Vincent Pellegrin. Abscnt: None_ Also present were City Administrator, Michelle Wolfe; City Attorney, Jerry Filla; Dircctor of Operations & Maintenance, Thomas Moore; Chief Financial Officer/Treasurer, Murtuza Siddiqui; Community Development Director, Karen Barton; Civil Engineer, Kristine Giga; City Planner, James Lehnhoff; and Recording Secretary, Kathleen Altman_ 1. APPROVAL OF MEETING AGENDA MOTION: Councilmember Larson moved and Councilmember Grant seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 2. APPROVAL OF MINUTES A. February 27, 2006 City Council Meeting B. February 27,2006 City COlillcil Work Session Minutes C. February 21,2006 City Council Work Session Minutes MOTION: Councilmember Larson moved and Councilmember Pellegrin seconded a motion to approve the February 27, 2006 City Council Meeting Minutes as presented; the February 27, 2006 Council Work Session Minutes as ARDEN HILLS CITY COUNCIL - MARCH 13, 2006 2 presented; and the February 21,2006 City Council Work Session Minutes . as presented_ The motion carried unanimously (5-0). 3. CONSENT CALENDAR a_ Claims and Payroll b_ Resolution No. 06-25: Amending the City of Arden Hills 2006 Employee Compensation Plan c_ Resolution No. 06-26: Supporting the Constitutional Amendment for Motor Vehicle Sales Tax Dedication to Transportation d_ Motion to Approve a Sign Moratorium for the City of Arden Hills MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to approve the Consent Calendar and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 4. PUBLIC INQUIRIES/INFORMATIONAL Gary Findell, 1401 Skiles Lane, stated he had previously requested a variance and a subdivision request He stated after the meeting he spoke with a number of tbe neigbbors wbo bad a concern witb tbe variance denial because that would mcan loss of a lot of trces_ After further consideration, he has put together a letter requesting Council to reconsider the variance denial. He asked if this could be put on the next Council meeting agenda for discussion. Mr. Lehnhoff stated if Council wanted to reconsider the original denial he recommended the residents arowld tbis area be notified again and Council have a motion for reconsideration_ . MOTION: Mayor Aplikowski moved and Cow1Cilmember Holden seconded a motion to reconsider the Findell Variance motion_ Councilmcmber Larson stated this was difficult to address right now because they received a letter tbcy bad not had a chance to review it Tbe motion failed (2-3; Councilmembers Larson, Pellegrin and Grant opposed)_ 5. PUBLIC HEARINGS None_ . . . . ARDEN HILLS CITY COUNCIL - MARCH 13, 2006 3 6. NEW BUSINESS A. Plannin!!: Case No. 06-005: Minor Subdivision and Variance; Richard Kotoski, 2105 Tborn Drive Mr. Lehnhoff stated the applicant is requesting a minor subdivision of a .70 acre property at 2015 Thom Drive in the R-2 Zone. Parcel A, a corner lot, is proposed to be 95 feet by 174 feet for a total area of 16,530 square feet. The minimum lot width for a lot in the R-2 Zone is typically 85 feet; however, Section 1130_07 Subdivision 8 of the City Code of Ordinances require corner lots to be ten feet wider than the minimum lot width for a particular zone_ In this case, the minimum lot width is 95 feet for the corner lot Parcel B, the interior lot, is proposed to be 81 feet by 173 feet for a total area of 14,013 square feet. The minimum lot width for interior lots is 85 feet; therefore, a variance is required to create a non-conforming lot due to substandard lot width_ The applicant proposes to demolish the existing dwelling and accessory structure_ A letter has been submitted detailing the basis for the variance request At their March I, 2006 meeting, the Planning Commission reviewed Planning Case No_ 06-005 and voted unanimously to recommend denial of the variance based on the following findings of fact: 1_ The hardship is based on an inconvenience. The property currently has reasonable use and can accommodate a single-family dwelling that is comparable to others in the neighborhood and meets all requirements of the R-2 Zone without the need for a vanance_ 2_ The conditions on tile property are generally not unique_ Most residential properties in the neighborhood and throughout the City are already subdivided to their smallest possible size under the current Ordinance_ While a corner lot does require ten more feet in width than interior lots, that regulation is applied to other corner properties as well. 3_ While this subdivision may not be directly detrimental to the public welfare or adjacent lots, allowing the creation of a new, non-conforming lot is contradictory to the Zoning Ordinance and the Subdivision Ordinance when there is currently reasonable use of the property_ The Planning Commission also voted unanimously to recommend denial of the mmor subdivision based on the following five findings of fact: 1_ The submitted survey was prepared by a registered land surveyor and meets pertinent City requirements. 2_ Parcel B, the interior lot, does not meet the minimum 85 foot lot width requirement. The proposed lot meets all other area requirements of the R-2 Zone_ 3_ While there are two lots immediately north of the subject with substandard lot widths, approximately 50 feet each, all other properties on Thom Drive in this neighborhood meet or exceed the minimum lot width. Although the subdivision may not be ARDEN HILLS CITY COUNCIL - MARCH 13, 2006 4 ITlJunous to adjacent properties, Parcel B does fail to meet the full mlmmUlll . requirements ofthe R-2 Zone_ 4_ The applieant has met all other applicable requirements of the Subdivision Ordinance. The proposed lots have aeeess to a publie road, have adequate buildable areas, and meet the requirements of the R-2 Zone. 5. All required application fees have been paid_ This subdivision does result in the creation of one new residential lot Under Section 1130_08 of the Subdivision Ordinance, the park dedication fee would apply to this case. The Recreation and Conservation portion (Subd. 2) requires that all subdivisions dedicate a portion of their land lor recreation and conservation purposes or, as deemed comparable value by the City Council, pay a park dedication fee in place of a land dedication. He noted staff had not received any letters or telephone calls from property owners or occupants in regard to this planning case_ Richard Kotoski, Roseville, stated they wanted to take down the two structures that were on the property and put in two single-family homes. He indicated he could put in a twin home on this site, which would meet the City's requirements, but his preference would be to put in two singlc- family homes that would fit into the neighborhood_ He believed this proposal would be a good use for that corner. Mayor Aplikowski askcd if Mr. Kotoski would put in a twin home if the two single-family homes were not permitted_ Mr. Kotoski responded that was correct . Council member Holden stated thc Planning Commission had done a good job in their analysis and she was not in favor of supporting this proposal at this time. MOTION: Councilmember Holden moved and Councilmember Larson seconded a motion to deny Planning Case 06-006, Minor Subdivision and Variance, Richard Kotoski, 2105 Thorn Drive_ The motion carried unanimously (5- 0)_ B. Plannin!! Case No. 06-006: Variance: Westlund. 3552 Lake Johanna Blvd. Mr. Lehnhoff stated the applicant is seeking two variances for a .28 acre property at 3352 Lake Johanna Boulevard, which is on the southwestern side of Lake Johanna_ The property is approximately 223 feet long at the northern lot line, 213 feet long at the southern lot line, and is 50 feet wide_ The Shoreland Management Ordinance, which supersedes the underlying R-2 Zone, requires a minimum lot width at the Ordinary High Water (OWH) mark of75 feet. He reviewed his analysis and indicated the Planning Commission reviewed the variances separately since one is not contingent upon the other. The Planning Commission is recommending approval of the variance to construct an addition to the principal structure (PC# 06-006a), subject to conditions as noted in staffs report; however, the Planning Commission . . . . ARDEN HILLS CITY COUNCIL - MARCH 13,2006 5 does not have a recommendation for the variance to construct an addition to the accessory structure (PC# 06-006b)_ He indicated staff has received two emails, one letter, and one phone call regarding Mr. Westlund's proposal. All three written correspondences were in support of Mr. Westlund's proposaL A phone call from Brice Scott at 3375 Lake Johanna Blvd was received on February 22,2006. Mr. Scott voiced his support ofMr. Westlund's project. Councilmember Grant inquired about the concern brought up at the Planning Commission pertaining to the height of the garage_ Mr. Lehnhoffresponded the new height of the accessory structure would increase, which would allow a full second story of usable space_ He noted the intent of the accessory structure was not for livable space, but that did not preclude storage space or office space_ He noted the Ordinance did not provide specifics on what it could or could not be used for. He stated the Council could limit the height of the building if they wanted_ He noted if it was possible to attach the structure to the house this would not be an issue, but that was not possible because of the sewer easement. Councilmember Holden asked if the zoning ordinance prohibited the expansion of a non- confornling structure_ Mr. Lehnhoff responded anything beyond a certain limit was non- confoilllance, which was why they had a variance application_ Dan Westlund, 3080 North Fairview, Roseville, stated he has been in the neighborhood for 48 years and he wanted to increase the value of the neighborhood_ He stated he was going to remodel this house, which would be offered for sale. He stated the square footage on the garage would bc 720 square feet, which would keep it 8 feet under the square footage allowed for an accessory structure_ He stated the height was a non-issue because he wOllld build the same elevation whether he got a variance or not He stated he wanted to design the garage to go with the house_ He noted he could not move the accessory structure because of the sewer easement He indicated there have been other garages in the area that have increased in size and were issued variances_ He stated the original basement was only 16x20 with hardly enough room for a laundry room and furnace_ He noted he wanted to add the upper story to the garage for storage, which was needed, especially on a lake frontage_ He believed this would be a benefit to the neighborhood_ He stated the neighbor impacted the greatest was in the audience and was in support of this. Councilmember Larson stated he admired Mr. Westlund's work and the City was fortunate he was doing what he was doing_ He stated he was not concerned so much about the addition because the lakeshore lots were unique_ He noted his lot was small and they were limited as to what they could do with the house. However, he had received a comment from a neighbor about the height He asked why Mr. Westlund could not add on an addition toward the lakeside to the garage for storage_ Mr. Westlund responded that would exceed the footprint allowed of 728 square feet He stated he would like to put in a four car garage if Council allowed him to do that, but noted he was still allowed to go to the height he was proposing without a variance. He stated it was the footprint he was asking for and he wanted to stay under the square footage. He ARDEN HILLS CITY COUNCIL - MARCH 13,2006 6 indicated he did not think the neighbor would appreciate the addition of another garage stall, . which would impact the view he had_ Councilmember Larson asked if the existing house's footprint would change_ Mr. Westlund responded the footprint would remain the same, but decks would be added_ Couneilmember Larson asked if it was likely the house would remain. Mr. Westlund stated he would much rather remodel than build new and the previous owner wanted to see the house remain and not be tom down_ He stated this house was still in good condition and would be a good candidate to remodeL Couneilmember Holden asked why Me Westlund did not add additional storage to the home_ Mr. Westlund stated he was not able to add additional storage in the house without demolishing it Councilmember Holden asked when he purchased this property, if he knew all of the restrictions. Mr. Westlund responded he was aware of them prior to purchase. Couneilmember Grant statcd he did not have any issues with the house and proposed addition_ He believed it was the width of the lot that caused the hardship and he did not have any problem with the height of the building_ He stated he really did not like expanding a nonconforming use, but given the nature and characteristics of this lot, he would be willing to go along with this. Bob Teeling, 3346 Lake Johanna Boulevard, noted he had received a variance for expanding his garage and statcd he had had the same issues as this property has. He believed this proposal would make this property much more desirable and would increase the property value_ He stated he was in favor of this proposaL . Couneilmember Holden stated she had received some phone calls from neighbors who were opposed to this due to the height MOTION: Councilmember Grant moved and Coul1cilmember Holden seconded a motion to approve Planning Case No. 06-006: Variance to construct an addition to the dwelling that encroaches on the southern side yard setback, 3552 Lake Johanna Boulevard subject to the conditions as noted in staff's report The motion carried unanimously (5-0)_ MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to approve a variance to construct an addition to the accessory structure that encroaches on the southern side yard setback and is entirely within the front yard setback, 3552 Lake Johanna Boulevard. The motion carried unanimously (4-1 Councilmember Holden opposed)_ . . . . ARDEN HILLS CITY COUNCIL - MARCH 13,2006 7 C. PIanninl! Case No. 06-007: Site Plan Review; Bethel Universitv, 3900 Bethel Drive Mr. Lehnhoff stated the applicant was requesting a site plan review for the replacement of the two guard shacks with a single, larger Welcome Center. The new Welcome Center would be approximately 12 feet wide and 20 feet long_ The new primary median with the Welcome Center will be approximately 75 feet long and include one parking space for a security vehicle. A secondary median will be added to the south of the primary median to separate a new overflow traffic lane from the two regular traffic lanes for special events_ The additional lane will be used for special events and, at some point, will be an electronic access point for students and faculty to bypass the Welcome Center. The applicant is also proposing to construct a retaining wall to provide additional room for the sidewalk along the north side of the expanded roadway. He stated the Planning Commission voted unanimously to recommend approval of the site plan review based on findings and conditions as noted in staff's March 6, 2006 report. He indicated staff has not received any letters or telephone calls from property owners or occupants in regard to this plam1ing case. Bruce Kunkel, 3900 Bethel Drive, explained the pitch of the roof would be similar to the pitch of the Community Life Center. The building's lower portion will be Bethel brick with windows above it. He noted the existing structures were usable, but were not in the same design as the rest of the campus. He believed this proposal would provide a more welcoming space to the campus, as well as provide one of the security centers for the campus. He stated this would also allow them to put in the sidewalk as previously promised_ He believed this would be a good addition to their campus. Councilmember Grant inquired about the removal of the trees. He asked how many trees would be lost. Mr. Kunkel responded three trees on the south side would be removed_ He stated the Planning Commission had required the trees be replaced_ He noted it did not make sense to add additional trees in this area as it was a wetland and he was not sure they would grow_ He requested this condition be removed. MOTION: Councilmember Larson moved and Couneilmember Holden seconded a motion to approve Planning Case #06-007, Site Plan Review, Bethel University, 3900 Bethcl Drive, subject to the nine conditions noted in staffs March 6, 2006 report with the removal of condition number 8, replacement of trees_ ARDEN HILLS CITY COUNCIL - MARCH 13,2006 8 Mayor Aplikowski stated she would prefer to leave condition number 8 in and let City staff deal . with the replacement of trees. MOTION: Mayor Aplikowski moved and Councilmember Holden seconded to amend the motion by putting number 8 back in. The motion carried unanimously (5-0)_ D. Planning Case No. 06-008: Special Use Permit; Karin Muska. 3260 Snelling Avenue North Mr. Lehnoff stated applicant is seeking to open a professional massage therapy establishment at her home at 3260 Snelling Avenue N_ According to the applicant, the business would be by appointment only and would not involve any signage or changes to the exterior ofthe structure_ He stated the Planning Commission voted unanimously to recommend approval of the special use permit bascd on findings and conditions as noted in staff s March 6, 2006 report. MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve Planning Case #06-008, Special Use Permit, Karin Muska, 3260 Snelling Avenue North subject to the five conditions as noted in staffs March 6, 2006 report. The motion carried unanimously (5- 0)_ E. Planuing Case #04-01: Extension for Addition ".T"; Daniel .T. Riehle. Guidant Corporation. 4100 Hamlinc Avenue North . Mr. Lehnhoff stated applicant has requested an additional one year extension for the start of construction on Addition .T, which was originally approved on February 23, 2004. If approved, the new expiration date to obtain a building permit would be February 23, 2007. He indicated after reviewing the original application and discussing the extension with the Building Official, staff recommends approval of the one-year extension to allow Guidant to obtain an approved Building Pennit for Addition .T no later than February 23, 2007. The extended application would continue to be subject to the original fifteen conditions approved in 2004_ MOTION: Councilmember Grant moved and Councilmembcr Larson seconded a motion to approve the one year extension to allow Guidant to obtain an approved Building Permit for Addition .T no later than February 23, 2007, subject to the original fifteen conditions approved in 2004. The motion carried unanimously (5-0)_ . . . . ARDEN HILLS CITY COUNCIL - MARCH 13, 2006 9 F. Motion to Approve City Staff Submittin!! a Grant Application for Fundin!! Assistance Associated with Updatine: the City's Comprehensive Plan Ms. Barton stated Met Council requires jurisdictions to submit a Comprehensive Plan outlining their policics and objectivcs related to land use and zoning. This plan is required to be updated cvery 10 years, with the next update being due in 2008. Last week staffbccame aware of an opportunity to obtain funding assistance for the update ofthe City's Comprehensive Plan through BlueCross BlueShield ("BCBS"). The grant is intended to assist municipalities to integrate active living principles into their communities. Specifically, this funding opportunity is designed to supp0l1 communities in preparing/revising their comprehensive development plans and identifying relevant ordinance subsections for modification in keeping with the new plans. The tcrm "active living" denotes a way oflife that integrates physical activity into daily routines, not just for recreational purposes, but also for utilitarian purposes, such as errands, trips to the grocery storc, commuting to work, etc. Communities can influence the choices their residents makc concerning physical activity through land use policies, transportation systems, and the availability of walking paths/greenways, etc. Research shows that cities can have a positive impact on rates of physical activity through planning and policy. The grant would provide funding up to $75,000, as well as providing technical assistance and training opportunities. BCBS requires that all interested communities submit a Notice of Intent to Apply, no later than March 17,2006. Staff recommended Council authorize staff to submit the Notice of Intent to Apply. MOTION: Councilmember Larson moved and Councilmember Grant seconded a motion to authorize staff to submit the Notice of Intent to Apply. The motion carried unanimously (5-0). G. Joint Powers A!!reement with Ramsey County for Dispatch Services and Subscriber A!!reement for Countywide Public Safety Radio Subsvstem Subscriber A!!reement with Ramsey Countv Ms. Wolfe explained the Joint Powers Agreement and Subscriber Agreement with Ramsey County and the reasons for upgrading to the 800 MHZ radio system. MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve the Joint Powers Agreement with Ramsey County for Dispatch Services and the Countywide Public Safety Radio Subsystem Subscriber Agreement with Ramsey County. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL - MARCH 13,2006 10 7. UNFINISHED BUSINESS . A. Resolution No. 06-27: Approvin!! Plans and Specifications for the Hi!!hway 96 Landscapin!! Improvement Proiect B. Resolution #06-27: Authorizin!! Advertisement of Bids for the Hi!!hway 96 Landscapin!! Improvement Proiect Ms. Giga stated URS has completed the plans and specifications for the landscape and irrigation improvements along CSAH 96 from Lexington Avenue to Trunk Highway 10. Key items in the project inelude the planting of 3,632 plants, 186 trees and sod along the boulevard and medians. An irrigation system will also bc installed in the median planting areas. The landscaped areas in the medians will be slightly raised to aid in reducing the amount of salt and sand reaching the planting beds. Ramsey County is also a partIcIpant in the landscape improvement project. Tree removal occurred as a result of the construction of CSAH 96; the trees included in the plan are the County's tree replacement plan. Ms. Giga reviewed the financial implications and recommended Council adopts the Resolution. Councilmember Holden stated she was not comfortable putting almost $200,000 into this when there were more important needs in the City. . Councilmember Grant stated something needed to be done on Highway 96 and the concept of delaying the plants has some merit worth discussing. He asked how much money they would save by not doing the plantings, but just putting in the trees. Ms. Wolfe stated the County would need to proceed with the trees in finishing up their portion of this project. She stated the County was paying for the trees and not the Ci ty. Couucilmember Larson stated he supported the project. He noted they had talked about this for a long time and had agreed to go forward with it. He stated Highway 96 was an important street in the City, and a street that other cities along Highway 96 have invested a lot of money to make an attractive street. He acknowledged this was a significant amount of money, but to just put trees up, he did not believe would do what they wanted to do initially. He stated he would rather have them spend money on this than thc gatcway signs. Couucilmember Holden notcd the other cities funding sources were different than Arden Hills. She believed this was a poor business decision to do this at this time and she would rather have other problems dealt with first. Mayor Aplikowski stated she was originally opposed to plantings along Highway 96, but she agreed with Councilmember Larson that this was a major strect in the City and they had agreed to put in the plantings previously. She stated her question was if staff should look at MSA funding. She noted, to backtrack at this point and say they were not doing this, she believed would be a . . . ARDEN HILLS CITY COUNCIL - MARCH 13,2006 11 mistake. She stated at the moment, she was in favor of this. She believed if they did not do this now, they would never do it. CounciImember Grant noted when they originally discussed this they had the funds to pay for it, but now they did not have the funds. He believed there were good points brought up here and in an ideal world he wished they had all of thc funds they had when they first started looking at this. He noted staff was pulling items off of the CIP. Mr. Siddiqui stated that some initial concems of staff were that bids they had received for the lift stations were higher than expected. He noted there were concems about incurring costs that were not anticipated when they go into the Ridgewood neighborhood project. He stated that the other unknown for the five year CIP is the City's Inflow and Infiltration (III) issues. Ms. Wolfe noted they have a number of competing issues, such as III, lift stations and infrastructure, but the sewer and water funds could not be used for this project. She noted MSA funds have been impacted by the Lexington Avenue project costing more than anticipated. With further analysis of MSA and capital funds, they started looking at needs versus wants. When projects were moved to "unassigned" in the CIP, it was her determination that some projects were more wanted projects rather than needed projects. Funds are available, but it may result in delaying other proj ects. Councilmember Larson believed it was their job to balance priorities and he did not believe this was any different than any othcr decisions that came before them. He stated Highway 96 has been done for two years and this rose to the level whcrc it was important to finish this project off and move on to other things. MOTION: Councilmember Larson moved and Councilmember Pellegrin seconded a motion to adopt Resolution 06-27: Approval of thc final plans and specifications and authorization for bids for the Highway 96 Landscaping Improvement Project. The motion carried 3-2 (Councilmembers Holden and Grant opposed). CITY COUNCIL REPORTS Ms. Wolfc - None. CounciImember Holdcn - Stated Northwcst Youth and Family Services Leadership still had space available at the table. CouuciImember Grant - Nonc. Councilmember Larson - None. Councilmember Pellegrin - Asked staff to provide him information on the 800 megahertz . meetings when it is received. ARDEN HILLS CITY COUNCIL - MARCH 13, 2006 12 Mayor Aplikowski - Thanked staff for (heir support and patience during the retreat. Mayor Aplikowski adjourncd the Rcgular City Council Meeting at 8:49 p.m. Beverly Aplikowski Mayor Michelle Wolfe City Administrator NOTICE OF MEETINGS The next Council Meeting will be held Monday, March 27, 2006 at 7:00 p.m. at the Arden Hills Council Chambers. . . . . . . ~ ~HILLS City ot Arden Hills Request for Council Action "'M,S Prepared by: Murtuza Siddiqui Dept.: Finance Council Mtg. Date: March 27, 2006 Final Action Needed By: March 27 , 2006 "''''',<>>''''w Agenda Item i~w~t Claims & Payroll 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 3.A. - Claims and Payroll Staff Recommendation: Approve Consent Agenda Item 3.A. - Claims and Payroll Advisory Commission Action: Commission Action Date Planning PTRC Not Applicable w ... . ..........I\l()tl:\llpliCflble .m_i'Jot~flIicabl~._.___.mj Supporting Documents (which are attached to this Action Form): o Memo/Letter: o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Payroll and Claims Reports Financial Implications: Payroll #5- $66,500.16 Accounts Payable Claims Since 3/13/06 Council Meeting: 1 . Paid Claims - Batch 004-03-2006: 2. Paid Claims - Batch 005-03-2006: 3. Paid Claims - Batch 007-03-2006: 4. Paid Claims - Batch 008-03-2006: 5. Unpaid Claims - Batch 006-03-2006: 6. Unpaid Claims - Batch 009-03-2006: Claims Total Administrator/Staff Comments: $ 12,856.55 $ 25,655.73 $ 2,245.96 $ 29,466.31 $ 19,866.75 $146,431.13 $ 236,522.43 Page 1 of 1 . f" 0 ~ 0: 00 '" ~ "' g' SO. ~ z "' ,. ~ ~ 00 ~ or .; ~ " ..... ~ i:: ;; :;: 0, 00 ~. 00 ~: ~ :2 !': S' .. N N :< ~. ~ -~ 0, ~ oJ '" '" z- ~ 0 0 13: 0 " v 0 '" '" " '" " " " ~ '" ~ 0 " " '" x " " <:> -si u "" '" "' Ti ... '" .. 0; ~ :;: u ;;; '" "" "" ... 0 '" to ~ u id 0 ~ 00 t;; ... ~[l]] '" o~ e::Si <.; o..~ e GOO "N ~ ;,:; jj ... 0 ;Q .~ ti:?5. " m.o -Q::;.-. " :0 ~ i;j " o ... po.. !;: N ~. ~ Od~ o;j o(l =::r:::: -'- ::r: ^ ^ _:I:'= ....... :I: 000000 00'rl00 car-- 0 co N <"" 'rI -q '-0 r~ ~ \C N \C 0 ~ ~ 0 ~ ~ 00 , .,; N '0 ~ ~ ~ oJ ~ - '0 00 ~ ~ 0 N ~ 0 :: ~, ~ ~ eo: 00 ~ 00 ... " '" Q E z "' S . 0.. " co ~ ~ . "' 0 " . -' E ." 0 U "' " . . = R 0.. a: U 0 '" ~ ~ -' -= ~;~ ~ ;;; '" 8 "' " 0 "" "" "" "" "" ... co 00 00 00 0 ~ ~ ~ ~ ... 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'" ~ ... p. ~ p.. " M ~ '" '" 0 'T .,. 'T 'T 'T 'T .,. 'T 'T .,. .,. 'T " ~ Z b Z c >, cO cO ,9 cO cO ~ ~ g ~ .S w 0 co 0 0 2 0 0 0 0 0 '" >, " S S S 0 .,. .,. ~ S S 0 .,. :;; "" b ~ -:; .,. , 0 .,. .,. .,. N ~ .,. ~ t '" , '0 c 0 N N N 0 0 " " " ... ... ~ 00 ~ en N -i:J C ~ c u 2- U r.l.l 'S 0 '" 0 0 0 -r >, 'T 't 't 9 0 'T 't 't 't 't 't 'T 't CY " '" '" " '" 0 0 N N U o:l '" .8 s 0 . 0 U 0 " 0 0 0 0 U ;; ;; 0 0 0 0 ;; ;; < bll <J E .." -.; ~ E on ~ ~ ~ ~ ~ CI ~ ~ '<:; " ~ 0 '" 0- 0 "-< "-< '" z :1 '" '" < . . . Prepared by: SJ Dept.: Admin Council Mtg. Date: 3/27/2006 Final Action Needed By: 3/27/2006 ~ ~HILLS City of Arden Htlls Request for Council Action ~"0 Agenda Item ~!!LI:~ Motion to Amend the City's Tobacco Use Section of the City's Personnel Policy Budgeted Amount: $0.00 Actual Amount: $0.00 Funding Source: NA Council Action Request: City staff is requesting a motion by the City Council to amend the City's Tobacco Use Section of the City's personnel policy. Staff Recommendation: City Council motion to amend the Tobacco Use Section of the City's personnel policy- Advisory Commission Action: Commission Date Action __ ___I'J()lili=>Plic<3ble Supporting Documents (which are attached to this Action Form): I2J Memo/Letter: o Resolution ( ) o Ordinance {No. o Engineering Recommendation: o Attorney Recommendation: I2J Other: Personnel Policy Statement-Prohibiting Use of Tobacco Financial Implications: Not Applicable Administrator/Staff Comments: \\Metro-inet.us\ArdenHills\Admin\J\sslstant City Adminlstrator\Rcquests fOT Council AClion\2006\Molion to Ammend the City's Tobacco Use Policy.doc . . . ~ ~HILLS MEMORANDUM DATE: Agenda Item 3.B. March 22, 2006 TO: Honorable Mayor and City Council Members Michelle Wolfe, City Administrator FROM: .- Schawn Jolmson, Assistant to the City Administrator 5/'{'" SUBJECT: Motion to Amend the City's Tobacco Use Section of the City's Personnel Policy ENCLOSURES: Personnel Policy-Prohibiting the Use of Tobacco Back!!round Recently, City staff began reviewing the City's pcrsonnel policy and noticed that the City's current smoking policy does not cover city vehicles or park shelters. Therefore, City staff is recommending that the existing language be deleted from the City's personnel policy: SMOKING- In an effort to provide a healthy, comfortable and productive working environment for City employees, the City of Arden Hills has designated the City Offices and Maintenance Garage as smoke-free areas. Employees violating the above policy shall be guilty of a petty misdemeanor and subject to disciplinary action. City staff is recommending that the following languagc prohibiting the use of tobacco products be incorporated into the City's personnel policy: PROHIBITING USE OF TOBACCO Rationale of the Policv A healthy work force is in the best interest of the City and each of its employees. According to the Surgeon General of the United States, smoking is the .single largest preventable cause of death known to the medical profession. . \\Metro-inct.us\ArdenlIiJls\Admin\Assistant City Administrator\lvlemo's and Letters\2006\Tobacco Use Policy. DOC Meeting Room Policy Page 2 By establishing a smoke-free policy the City protects non-smokers from the toxic effects of smoke pollution while working for the City, and encourages smokers to reduce use of tobacco products while working for the City, in accordance with sound public health practice and overwhelming medical evidence. Scope of Prohibition/ Places Where Tobacco Use Prohibited The City of Arden Hills hereby establishes a smoke-free policy for all City-owned buildings. This policy includes park shelters and warming houses. City Hall shall have a designated smoking area outside for City employees and visitors. The designated smoking area at City Hall will be the lower level patio area. Tobacco use is prohibited in City owned licensed vehicles and equipment. The City shall not provide employees or others with tobacco products by vending machines or any other method. To Whom the Policy Applies All persons in any City building or City owned licensed vehicle are covered by this policy. Employees who wish to smoke must do so during a scheduled break or lunch period. Recommendation Staff is recommending City Council adoption of the policy prohibiting the use of tobacco products on city propcrty. . . . . . . ~ ~~HILLS PERSONNEL POLICY STATEMENT- PROHIBITING USE OF TOBACCO Rationale of the Policy A healthy work force is in the best interest of the City and each of its employees. According to the Surgeon General of the United States, smoking is the "single largest preventable cause of death known to the medical profession." By establishing a smoke-free policy the City protects non-smokers from the toxic effects of smoke pollution while working for the City, and encourages smokers to reduce use of tobacco products while working for the City, in accordance with sound public health practice and overwhelming medical evidence. Places Where Tobacco Use is Prohibited and Allowed The City of Arden Hills hereby establishes a smoke-free policy for all City-owned buildings. This policy includes park shelters and warming houses. City Hall shall have a designated smoking area outside for City employees and visitors. The designated smoking area at City Hall will be the lower level patio area. Tobacco use is prohibited in City owned licensed vehicles and equipment. The City shall not provide employees or others with tobacco products by vending machines or any other method. To Whom the Policy Applies All persons in any City building or City owned licensed vehicle are covered by this policy. Employees who wish to smoke must do so during a scheduled break or lunch period. Approved by the City Council the 27th Day of March, 2006. Beverly Aplikowski, Mayor Date Michelle A. Wolfe, City Administrator Date . ~ ~HILLS City 01 Arden Hills Request for Council Action Agenda Item .~~~. Security System Up!lrade Budgeted Amount: $7,500.00 Actual Amount: $10.000.00 Funding Source: Cable Prepared by: Murtuza Siddiqui Dept.: Finance .~ Council Mtg. Date: 3/27/2005 Final Action Needed By: 3/27/2005 Council Action Request: -Installation of the security cameras and two access card readers at a total cost of $10,000. -Amend the 2006 Cable Fund Budget by increasing the budgeted amount by $2,500. Staff Recommendation: -Installation of the security cameras and two access card readers at a total cost of $10,000. -Amend the 2006 Cable Fund Budget by increasing the budgeted amount by $2,500. Advisory Commission Action: Not Commission Date Not Supporting Documents (which are attached to this Action Form): . IZI Memo/Letter: D Resolution (No. ) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: DOther: Financial Implications: Administrator/Staff Comments: . Page 1 of 1 . . . ~ ~~ILLS MEMORANDUM DATE: March 22, 2006 Agenda Itcm: 3.e TO: Honorable Mayor and City Council FROM: Murtuza Siddiqui, Chief Financial Officer/Treasurer -tV'S SUBJECT: City Hall- Security System Upgradc BACKGROUND: Last summer, the City staff started to address a number security issues at the City Hall. There were two items that were briefly discusscd at one of the budgeting scssions. These items included the installation of security cameras and the installation of two swipe card readers to the doors that are currently operated with keys on a regular daily basis. The 2006 Budget included $7,500 lor these two items. DISCUSSION: A number of security concerns surfaced after the discovery of fraud at the City Hall. One of the conccrns was how to safeguard the expensive equipment we have at the City Hall as well as to provide safety for the employees, Council Members, and any visitors to the City Hall. There are two ways to safeguard the City Hall. One is to install security cameras so that all activities within the camera range are recorded. The other is to install swipe card readers to the existing two doors that are regularly accessed by staff through the use of keys. One door is by the receptionist and the other is by the front main entrance door. Since the discovery of fraud, staff has strengthened a number of internal controls. In addition to segregation of duties, locks to the building were changed and access to the building was limited to only those individuals who had access cards. Previously, all staff was provided with keys that opened all exterior as well as interior doors. There are still two doors on the interior side that require access by key only. Installation of swipe card readers would make the environment keyless and limit access only to authorized individuals. During the budgeting proccss, staff had received a verbal estimate of $3,000 for the two card readers. This amount was included in the budget. We now have a written bid that includes all parts and labor for $6,000 from Pro- Tec Design. Pro-Tech originally installed the card readers and connected them to the security system. Staff has inquired with another contractor who had dealt with the City for a number of projects to determine the reasonablencss of the bid. We have been informed that the bid submitted is within reason. In addition, staff also inquired if another brand of card reader can be Memo Security System Upgrade 2 installed and integrated with the existing system. We were informed that it would be more costly to integrate another vendor's system into the existing system. . The next security item is the installation of the security cameras. The proposal includes five cameras. Two are proposed to be installed on the front of the building to monitor people coming in and leaving the building, as well as to monitor any other activity in the parking lot. The other three are proposed to be installed inside. One camera would cover the lobby area, including the front counter. It is not always possible to detect every person that walks into the building from the front door who does not necessarily end up at the front counter. This camera will monitor and capture any activity. Another camera is proposed to be installed in the Community Room (downstairs). Often meetings are held in this room, some are during the day and somc are during the evening hours, which are often used by outsiders for classes. The fifth camera is proposed to be installed upstairs to monitor the area as well as to secure the downstairs area to determine if unauthorized people/visitors uses the stairways to go downstairs in the arca that is restricted to staff and the Council. All activities captured on the cameras are recorded and can be retained from a few days and up to a month. A monitor will bc installed by the reception area that will display all areas that are under the camera surveillance. The proposed system has future expansion capability. It has the capability to add three additional cameras in the future. The 2006 Budget has a line item for this equipment in the amount of $4,500. The City has received two bids. They range from $4,000 to $14,000 for a five camera set-up. The total amount for these two items is estimated to be $ I 0,000. The amount budgeted is . $7,500. All these expenses would be considered eligible to be funded out of the Cable Fund as it protects the expensive cable equipment. Approval of these items would also require a budget amendment. RECOMMENDED ACTION: Staffrecommends to the City Council: · Installation ofthe security cameras and two access card readers at a total cost of $10,000. · Amend the 2006 Cable Fund Budget by increasing the budgeted amount by $2,500. . . Prepared by: DS & J# Dept.: Com. D v Council Mtg. Date: 3/27/2006 Final Action Needed By: ~ ~LS City at Arden Hills Request for Council Action I Agenda Item i Budgeted Amount: Actual Amount: Funding Source: $0.00 $0.00 nfa Council Action Request: Consider a Zoning Ordinance amendment and City Code amendment to clarify garbage container storage. Also, consider a Zoning Ordinance addition to require the exterior of accessory structures to be compatible with the principal structure and to ban membrane structures. Staff Recommendation: Approve the Zoning Ordinance amendment, the City Code amendment, and Zoning Ordinance addition. There are two separate motions involved with this proposal: Motion 1: A motion to approve the amendments to Chapter 6.G.2.a of the of the Zoning Ordinance and the last sentence of Section 620.04 Subd. 4 of the City Code regarding the storage of garbage containers as recommended by Staff. Motion 2: A motion to approve the addition to Chapter 6.A of the Zoning Ordinance to add the language regarding the requirement that the exterior of accessory structures be compatible with the principal structure and banning membrane structures as recommended by Staff. Advisory Commission Action: . Commission Date Action ". ,. . uu , Planning PTRC Not Supporting Documents (which are attached to this Action Form): IZI Memo/Letter: Report to the City Council o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: . Administrator/Staff Comments: Page 1 of 1 '. . . . ~ ~~HILLS MEMORANDUM DATE: March 22, 2006 Agenda Item 6.D TO: Mayor & City Council FROM: Dave Scherbel, Building Offict;/ James Lehnhoff, City Planner, f Zoning Ordinance Amendments SUBJECT: Back!!round In order to clarify two parts of the Zoning Ordinance and one part of the City Code for code enforcement issues, two amendments and one addition are proposed. The two amendments relate to garbage container storage, and the addition relates to accessory structure aesthetics. The proposed amendments are not changes in policy; instead, these changes will help make the Zoning Ordinance and City Code more consistent, clearer, and easier to enforce. Discussion: Proposed Code LanlZualZe A. Garbage Container Storage The existing language in the Zoning Ordinance and the City Code relating to the containnlent of garbage and storing the garbage eans is as follows: Chapter 6.G.2.a of the Arden Hills Zoning Code states: a. "Containment. In all districts, all waste materials, debris, refuse or garbage shall be kept in an enclosed building or be properly screened and contained in a closed container designed for such purpose so as not to be visible from adjoining properties or public streets." Section 620.04 Subd. 4 of the City Code states: Subd. 4 Storage. "... The containers shall be kept in an accessible location for collection and shall be kept in a location on the owner's premises that is as nOl1conspicuous as practicable from adjoining prcmises." To make the storage requirement consistent between the Zoning Ordinance and City . Code and to make enforcement easicr, the following language is proposed to replace Chapter 6.G.2.a of the Zoning Code and the last sentence of Section 620.04 Subd. 4 of the City Code: "Containment. In all districts, all waste materials, debris, refuse or garbage shall be kcpt in an enclosed building or contained in a closed container designed for such purpose. If kept in such a closed container, the closed container shall be properly screened to be as least conspicuous as practical from adjoining properties or public streets." Definition: Merriam Webster con'spic'u'ous Pronunciation:k&n - , spi -ky& -w&s Function:adjective Etymology: Latin conspicuus, from conspicere to get sight of, from com- + specere to look -- more at Spy 1 : obvious to thc eye or mind 2 : attracting attention: STRIKING 3 : marked by a noticeable violation of good taste synonym see NOTICEABLE B. Accessory Structure . The Zoning Ordinance currently does not require accessory structures to be aesthetically compatible with the principal structure. Furthermore, the Ordinance does not state what type of matcrials can or cannot be used for accessory structures. The following amendment would require accessory structures to be compatible with the principal structure and would prohibit membrane structures. Thc following addition is proposed to Chapter 6.A regulating accessory structures: 6. "Material. The exterior finish of all accessory structures shall be compatible in appearance and matcrial used with the principal structure served by the accessory structure. Membrane-Covered Frame Structures and similar types of structures shall not be permitted." Definition; Merriam Webster Main Entry: mem'brane Etymology: Middle English, from Latin membrana skin, parchment, from membrum 1 : a thin soft pliable sheet or layer especially of animal or plant origin 2 : a piece of parchment forming part of a roll Definition; Building Code Membrane-Covered Frame Structure; . 2 . . . A nonpressurized building wherein the structure is composed of a rigid framework to support tensioned membrane which provides the weather barrier. Recommendation Staff recommends approving the amendments and addition as written. If approved, two separate motions should be made. The motion language may be read as follows: Motion 1: A motion to approve the amendments to Chapter 6.G.2.a of the of the Zoning Ordinance and the last sentence of Section 620.04 Subd. 4 of the City Code regarding the storage of garbage containers as recommended by Staff. Motion 2: A motion to approve the addition to Chapter 6.A of the Zoning Ordinance to add the language regarding the requirement that the exterior of accessory structures be compatible with the principal structure and banning membrane structures as recommended by Staff. The an1endments will be in effect upon publication. 3 . . . ~ ~ILLS City ot Arden HIlls Request for Council Action Prepared by: SJ Depl.: Admin Council Mtg. Date: 3/27/06 Final Action Needed By: 3/27/06 i!'Iilllil~' Agenda Item i~~. Verbal Update Re!!ardin!! the Mounds View School District- Proposed Operatin!! Bud!!et Levv Referendum Budgeted Amount: NA Actual Amount: NA Funding Source: NA Council Action Request: Mounds View School Board Member Noreen Thompson will be attending the March 27th City Council meeting to discuss a proposed operating budget levy referendum tentatively scheduled for the November 7th general election. Staff Recommendation: No Action Needed Advisory Commission Action: Commission Planning Action nl'JotJ'.[)fllicable ________J l'JC?tJ'.pplic:al>le Not ~jJlicabl~_ ._____~ Date Supporting Documents (which are attached to this Action Form): [gJ Memo/Letter: o Resolution o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: Not Applicable Administrator/Staff Comments: Not Applicable ~ ~HILLS MEMORANDUM DATE: Agenda Item 7.A. March 23, 2006 TO: Honorable Mayor and City Council Members Michelle Wolfe, City Administrator FROM: Schawn Johnson, Assistant to the City Administrator SUBJECT: Mounds View School District-Operating Levy Information Mounds View School Board Member Noreen Thompson will be attending the March 27th City Council meeting to discuss a proposed operating budget levy referendum tentatively scheduled for the November 7th general election. I lMetro-inct.uslArdenHills IAdminlAssistant City AdrninistratorlMemo's and Letters\20061 Thompsonr - 3- 27 -06. DOC . . . . Prepared by: JL Dept.: Com. Dev Council Mtg. Date: 3/27/2006 Final Action Needed By: ~ ~HILLS City ot Arden Hills Request for Council Action Budgeted Amount: Actual Amount: Funding Source: Agenda Item 1l~:1 f $0.00 $0.00 n/a Council Action Request: Consider a request from Waste Management to switch from a two stream comingled recycling program to a single sort recycling program. Staff Recommendation: Staff recommends requesting a formal proposal and a sample contract for the single sort recycling program. Advisory Commission Action: Commission Date Action Not Applicable . NotApplicable Planning PTRC . Supporting Documents (which are attached to this Action Form): i:2I Memo/Letter: Report to the City Council Single Sort Recycling Information from Waste Management o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: Administrator/Staff Comments: . Page 1 of 1 . . . ~ ~~ILLS MEMORANDUM DATE: March 22, 2006 Agenda Item 7.B TO: Mayor and City Council James Lehnhoff, City Planner & Recycling coordinatorff FROM: SUBJECT: Single-Sort Recycling Back!!round In 2005, Waste Management purchased E-Z Recycling, which was the company providing residential recycling servicc to Arden Hills. The contract that Arden Hills had with E-Z remains in effect under Waste Management. The current contract provides weekly recycling pickup for two stream commingled materials at a cost of$2.05 per household per month until Fcbruary 28, 2008. Two stream commingled materials requires residents to place recyclables into two separate bags or containers. All paper products, which are commonly called mixed-fibers and includes newspaper, mixed mail, phone books, and cardboard boxes, are placed into one container or bag. The sccond container or bag is for glass, metals, and plastics, which are commonly called mixed-rigids. Wastc Management has submitted a proposal to switch from the current two stream commingled system to a single sort system. Under the single sort system, all recyclable materials are placed into one 64 gallon container that is picked up every two weeks instcad of each week under the current systcm. The container would be provided by Waste Management as part of the contract. Under the single sort system, the cost per household per month would be $2.26; howevcr, due to rising fuel costs, the new contract would also include a fuel surcharge. The fuel surcharge is bascd on the cost of fuel and, according to Waste Management, averaged eight percent in 2005. To offset the costs of the containers, Waste Management would request a five year contract with the single sort system. Discussion Waste Management Presentation J ennefer Klennert, a representative of Waste Management, will be attending the Council meeting to give a presentation regarding single sort recycling, to discuss the benefits of single sort recycling, and to answer questions. Recycling Program Budget Information In 2005, invoiced expenses from Waste Management under the two stream system were approximately $63,300 ($2.05 per household per month for 2560 households). Total recycling program expenses for 2005, which includes staff time and the community cleanup day, was approximately 580,000. Revenue to pay for the recycling program comes from a recycling service fee that is included on residential property tax statements and a Ramsey County SCORE grant. In 2005, the City received about $17,000 from the SCORE grant and collected about $72,000 in recycling service fees for an estimated total of $89,000 in revenue. . Under the single sort proposal, curbside recycling costs for a full year would increase to $69,427 (S2.26 per household per month for 2560 households) plus the fuel surcharge. Waste Management stated that in 2005 the average fuel surcharge was eight percent of invoiced expenses. An eight percent fuel charge on invoiced expenses would increase the Waste Management fee to approximately $75,000 for a full year of service. The 2006 budget for the recycling program was set at $82,588, which again includes staff time and the community cleanup day. If the single-sort recycling proposal is accepted, the recycling program budget would nced to be increased to approximately $92,000. Thc SCORE grant will be approximately $18,000 in 2006. The recycling service fee for 2006 was not increased from 2005. Therefore, in 2006, the City anticipates collecting approximately $90,000 in revenue for the recycling program. The City had a fund balance of approximately $90,000 for the recycling program at the end of . 2005. It should be noted that the SCORE grant is not a certainty from year to year and can be lowercd. The SCORE grant is used to offset the cost of the residential recycling program. Without the SCORE grant, residential recycling fees would increase by about $7 per household for the year. The fund balance ensures that the City is able to cover the cost of recycling services without raising fees should the SCORE grant be reduced or discontinued. Recommendation Staff recommends requesting a formal proposal and a sample contract for the single sort recycling program. From brief discussions with staff in other communities that have implemented the single sort system, we have only heard very positive comments regarding the single sort system. The single sort system tends to be easier for residents, has increased the amount of materials recycled, and, with fewer pickups each month, has resulted is less truck traffic on residcntial streets. Unless the City Council is interested in pursuing the proposal further, no action is required. . . . . WASTE MANAGEMENT 10050 Naples Sr_ NE Blaine, MN 55449 (952) 890-1100 (76)) 783-5477 Fax August 16,2005 Ms. Michelle Wolfe City Administrator City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 RE: Agreement For Curbside Recycling Services between the City of Arden Hills and E- Z Recycling, Inc. Dear Ms. Wolfe: This letter is to notify you of a change effective August I, 2005 under the "Agreement For Curbside Recycling Services between the City of Arden Hills and E-Z Recycling, Inc.". Waste Management located at 10050 Naples Street NE, Blaine, MN 55449 has purchased EZ Recycling located at 675 Prior Avenue N, St. Paul, Minnesota. Waste Management intends to honor the terms of the agreement. This includes the price guaranteed through February 28, 2008 of$2.05 per household per month for collection of two stream commingled materials. Material will now be processed at Waste Managemcnt's Recycle America Alliance facility located at 1800 Broadway Street NE, Minneapolis, MN. We look forward to working with your City to ensure that your program continues to be the success it has always been. Please feel free to contact me at (763) 783-5429 if I can be of assistance. Sincerely, L~ Jennefer Klennert Municipal Marketing Waste Management A Division of V1/aste Management ofMN Inc. VVN\, August 16,2005 WASTE MANAGEMENT.- 10050 Naple~ Street N.E. Blaine, MN 55449 (952) 890,1100 (163) 183,5477 Fax WASTE MANAGEMENT Ms. Michelle Wolfe City Administrator City of Atden Hills 1245 Wcst Highway 96 Arden Hills, MN 55 112 RE: Single SortSM proposal for the City of Arden Hills Dcar Ms. Wolfe: Thank you and your staff for taking the time to meet with me last week. I look forward to developing a long relationship with the City of Arden Hills. Our discussion included a request for infonnation on Single SortSM recycling. With Singlc SortSM recycling each home is provided with a 64 gallon cart to place all of their recycling into. All recycling including paper and rigids are mixed together as a Single SortSM Wastc Management would provide the cart along with its maintenance. We rcquest that each home try the 64 gallon cart for the first 90 days. At that time we will provide thc rcsidents with a larger or smaller cart as needed. Single SortSM recycling is unlimited so wc will pick up all recycling that is placed at the curb. Due to the larger capacity of the cart Single SortSM recycle is picked up every other week. . As per your rcquest I am submitting a proposal for Single SortSM recycling for the City of Atden Hills. Single SortSM recycling could be provided to Atden Hills for the cost of $2.26 per household per month. Waste Management would request a 5-year contract to cover the cost of providing the carts. Our facility is available for tours. Please let me know if you are interested in making this change. Please fecI free to contact me at (763) 783-5429 if! can be of assistance. Sincerely, ~;\-l~ Jcnncfcr Klcnncrt Municipal Marketing Waste Management . From everyday collection to environmental protection, Think Green~ Think Waste Management. 9 Ptmt,d on J(l~% post 'o~sw"'~, '"'lde,' p"~e' Single-Sort Recycling Comes To Shoreview Beginning August 1", recycling in Shoreview will be even easier and more convenient as we introduce single-sort recycling. Q..What is Single-sort Recycling? Single-sort recycling is a program where all recyclable materials (newspapers. magazines, junk mail, cans, bottles & jugs) are placed into one recycling cart that is collected every other week. The wheeled cart is similar to a standard refuse container except it has a bright yellow lid to identify it as recyclables only. Q. When do I receive the recycling cart? Waste Management will deliver a mid-size 64-gallon recycling cart to single-family residential properties and a 35-gallon recycling cart to townhouse properties the week of July 25th. Please use the container for 90 days. If you feel that you need either a larger or smaller cart after the initial 90-day period, Waste Management will replace the cart at that time. By City Ordinance, refuse containers and recycling carts must be kept in an enclosed area or screened from adjoining property. Thc floor space of the new recycling cart is the same as Ihe City's rccycling bins. . Q. When does this new program start? The new single-sort recycling program will begin the week of August I - 5. Your current collection day will rcmain the same, butyourcolkction week will change to the "Gold" week shown on the calendar that will be delivered with your cart or the highlighted weeks on Ihe calendar on the reverse side of this flyer. Thc last two-sort recycling pick-up will be compteted the week of July 25 - 29. Residents will need to use the new designated recycling cart because it allows for automatic pickups from the recycling trucks. The new cart should be placed at the cnrb by 7:00 a.m. on your normal collection day. Q. Do I need to pay for the new cart? No, there will be no direct fee to you. The new cart is provided by Waste Management, the City's recycling contractor and will be covered in the City's contractual costs for the recycling program. Q. Why is the City implementing Single-Sort Recycling? Other communities that have used single-sort recycling have seen a 30 - 40% increase in recyclable matelials collected because single-sort recycling is much more user friendly. The more materials that are recycled, the better it is for the environment. Single-sort will also prevent recycling materials from blowing around the City on windy days, a frequent complaint of our current two-sort system. Q. What do I do with the other recycling containers I have been using? Old bins can be used for any non-recycling purpose a household may have. They are great for storing items such as athletic equipment and gardening supplies. . Q. Who should I contact if I need more information? Any questions regarding the new single-sort progmm should be directed to Waste Management Customer Service Department at 952-890-1100 or you may contact the City's recycling coordinator at 651-490-4665. CITY OF SHOREVIEW RECYCLING SCHEDULE . Single-Sort Collection Schedule SET OUT YOUR RECYCLING ON YOUR NEIGHBORHOOD ZONE COLLECTION DAY (MONDAY - FRIDAY) HOLlDA YS SHIFT TO NEXT DA Y COLLECTION Single-sort recycling begins Aug1st JULY SUN MON ruE WED SEPTEMBER SUN MON TUE WED THU FRI last week of Two-sort recycling 7/25 - 7/29 OCTOBER SUN MON ruE WED THU FRI DECEMBER SUN MON ruE WED NOVEMBER SUN MON . No more separating when you recycle... You simply put all your recyclable materials inside the "Single-Sort" cart. Recyclable materials include: . Newspaper, magazines, catalogs, phone books . Direct mail advertising, envelopes of all types . 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E.g g -.:-. a _ -ell- t.... ~o f~ lloIII_bnb.Q " .. <: f .Q... E -;; o >-. (') 2 E-a...., o.L~ ~ z "'.... "'" PrQcurcmcnt - Overview Page 10f2 WM Fuel/Environmental Charge Information ~ Print this page . Overview Waste Management is committed to controlling costs so we can continue to provide you with the best overall value in waste related services. However, rising fuel prices and environmentally related compliance costs are something we cannot control and our Fuel/Environmental Charge is meant to help us recoup these increased costs. The Fuel/Environmental Charge is one line item on customer invoices that contains two separate components - a fuel surcharge component and an environmental cost recovery component. Fuel Component for all invoices dated on or after June 29, 2005, we changed the fuel surcharge component of our fuel/Environmental Charge to more accurately reflect the impact of changing fuel prices on our expenses. The fuel surcharge calculation is tied directly to the national average price of diesel fuel as reported weekly by the Energy Information Administration of the U.S. Department of Energy ("EIA/DOE") in its Weekly Retail On-Highway Diesel Prices Index. This index is objective, publicly available and widely recognized in the trucking and transportation industries. This change will ensure that you, our valued customer, will pay a fuel surcharge that is currently adjusted, easy to calculate, and equitable to you and the Company. The EIA/DOE average is published each Monday and will be used for all invoices created during that week. The WM Collection Fuel Surcharge Table or WM Disposal Fuel Surcharge Table shows what the fuel surcharge, as a percentage of your monthly or other periodic invoice charges, before taxes, would be based upon the last reported EIA/DOE national diesel price index prior to your invoice date. For example, if the last reported EINDOE national diesel price index immediately preceding your invoice date were $2.00 per gallon, your fuel surcharge would be 5.25% of your invoice charges, excluding taxes. Environmental Component The environmental component of the Fuel/Environmental Charge is to cover the annualized increase in our nation-wide costs associated with environmental compliance, which has grown substantially on an annual basis since 2002. The environmental charge as assessed to a customer is not tied to the specific increased environmental compliance costs to service such customer, but the increased environmentally related compliance costs to service all Waste Management customers. on a nation-wide basis. As a result of the continued increase in such costs, we increased the environmental component of our Fucl/Environmental Charge on customer invoices from 1% to 2% of all invoice charges (excluding tax) beginning February 15, 2006. These environmentally related expenses include, but are not limited to, cover materials, engineering costs, environmental testing, and maintenance on environmental systems. . Determination of the Fuel/Environmental Charge Amount The Fuel/Environmental Charge that is included in a customer's invoice is determined by applying the percentage from the WM Collection Fuel Surcharge Table or WM Disposal Fuel Surcharge Table to the invoice charges(excluding tax). The 2% environmental component is then applied to the sum of the invoice charges and the fuel surcharge amount, but excluding tax, Historical WM Fuel/Environmental Charge values: For easy reference, the Historical Table shows each Fuel/Environmental Charge issued by WM since July of 2005. This table also references the corresponding EIA/DOE value for each week. Not a Governmental Tax; Future Changes The Fuel/Environmental Charge is not a tax or surcharge imposed by or remitted to any governmental or regulatory agency; it is our charge. The Fuel/Environmental Charge percentages may be changed at the discretion of Waste Management. To the extent required by your applicable customer service terms, the assessment of the Fuel/Environmental Charge and any changes to such charge is effective upon your payment. Frequently Asked Questions Q: Why did you increase the fuel surcharge component on June 29, 2005? A: This increase was necessary for us to stay even with the cost of diesel fuel today. Our residential and commercial vehicles get 3 - 4 miles per gallon and our roll off vehicles around 8. In addition, the third party vendors that transport our waste are charging us fuel surcharge. We changed our calculation to the National Average Fuel Index, which gets our Company closer to covering our fuel costs_ . Q: If the price of fuel goes dOWll, will my fuel surcharge component go down too? A: Yes, if the Department of Energy's National Average price falls, your fuel surcharge component will come down as well. This information is updated weekly. If the cost of diesel fuel decreases, this will affect your fuel surcharge hHn.//uJUJUl u....rn ...."mfW1\./f/nr{){'JlrpITlpntflillpl-infn/hlp.1 "=l1T('"h~r{Jp ~,,=n 71?71?OOr:. Pmcurement - Overview Page 2of2 component. This is the same procedure that we have used in the past. Using this new index allows us to be more responsive to fuel cost changes. e: How can I see the value of the EINDOE Weekly Retail On~Highway Diesel Prices Index? A: Here is the link to the EIA/DOE. This site is updated every Monday evening. Q: Will the environmental charge component change each month? A: No. The environmental charge will not fluctuate each month. It is currently set at 2% of all invoice charges, excluding tax. It may be changed periodically if there is a substantial increase or decrease in our nation-wide costs associated with environmental compliance. Have further questions? Please contact your local customer service department. As always, we thank you for your business, and we appreciate your continued support of our efforts to remain a leader in environmental protection and compliance, . . hHn-/lnm.rUT Uim {'{)mlU.1l\A/nr...r.lm~mpnt/FIJPllnf()/fIJel sllfCharge.asn 2/27/2006 ~rocurement - Overview Page I of2 WM Collection Fuel Surcharge Table ~ Print:thispage . DOE avg. WM DOE avg. WM DOE avg. WM DOE WM Surcharge Surcharge Surcharge avg. at Surcharge at Least % at Least % at Least % Least % 0.95 0.00 1.62 3.35 2.29 6.70 2.96 10.05 0.96 0.05 1.63 3.40 2.30 6.75 2.97 10.10 0.97 0.10 1.64 3.45 2.31 6.80 2.98 10.15 0.98 0.15 1.65 3.50 2.32 6.85 2.99 10.20 0.99 0.20 1.66 3.55 2.33 6.90 3.00 10.25 1.00 0.25 1.67 3.60 2.34 6.95 3.01 10.30 1.01 0.30 1.68 3.65 2.35 7.00 3.02 10.35 1.02 0.35 1.69 3.70 2.36 7.05 3.03 10.40 1.03 0.40 1.70 3.75 2.37 7.10 3.04 10.45 1.04 0.45 1.71 3.80 2.38 7.15 3.05 10.50 1.05 0.50 1.72 3.85 2.39 7.20 3.06 10.55 1.06 0.55 1.73 3.90 2.40 7.25 3.07 10.60 1.07 0.60 1.74 3.95 2.41 7.30 3.08 10.65 1.08 0.65 1.75 4.00 2.42 7.35 3.09 10.70 1.09 0.70 1.76 4.05 2.43 7.40 3.10 10.75 1.10 0.75 1.77 4.10 2.44 7.45 3.11 10.80 1.11 0.80 1.78 4.15 2.45 7.50 3.12 10.85 1.12 0.85 1.79 4.20 2.46 7.55 3.13 10.90 1.13 0.90 1.80 4.25 2.47 7.60 3.14 10.95 1.14 0.95 1.81 4.30 2.48 7.65 3.15 11.00 1.15 1.00 1.82 4.35 2.49 7.70 3.16 11.05 1.16 1.05 1.83 4.40 2.50 7.75 3.17 11.10 1.17 1.10 1.84 4.45 2.51 7.80 3.18 11.15 1.18 1.15 1.85 4.50 2.52 7.85 3.19 11.20 1.19 1.20 1.86 4.55 2.53 7.90 3.20 11.25 1.20 1.25 1.87 4.60 2.54 7.95 3.21 11.30 1.21 1.30 1.88 4.65 2.55 8.00 3.22 11.35 1.22 1.35 1.89 4.70 2.56 8.05 3.23 11.40 1.23 1.40 1.90 4.75 2.57 8.10 3.24 11.45 1.24 1.45 1.91 4.80 2.58 8.15 3.25 11. 50 1.25 1.50 1.92 4.85 2.59 8.20 3.26 11.55 1.26 1.55 1.93 4.90 2.60 8.25 3.27 11.60 1.27 1.60 1.94 4.95 2.61 8.30 3.28 11.65 1.28 1.65 1.95 5.00 2.62 8.35 3.29 11. 70 1.29 1.70 1.96 5.05 2.63 8.40 3.30 11. 75 1.30 1.75 1.97 5.10 2.64 8.45 3.31 11.80 1.31 1.80 1.98 5.15 2.65 8.50 3.32 11.85 1.32 1.85 1.99 5.20 2.66 8.55 3.33 11.90 1.33 1.90 2.00 5.25 2.67 8.60 3.34 11.95 1.34 1.95 2.01 5.30 2.68 8.65 3.35 12.00 1.35 2.00 2.02 5.35 2.69 8.70 3.36 12.05 1.36 2.05 2.03 5.40 2.70 8.75 3.37 12.10 1.37 2.10 2.04 5.45 2.71 8.80 3.38 12.15 1.38 2.15 2.05 5.50 2.72 8.85 3.39 12.20 1.39 2.20 2.06 5.55 2.73 8.90 3.40 12.25 1.40 2.25 2.07 5.60 2.74 8.95 3.41 12.30 1.41 2.30 2.08 5.65 2.75 9.00 3.42 12.35 1.42 2.35 2.09 5.70 2.76 9.05 3.43 12.40 1.43 2.40 2.10 5.75 2.77 9.10 3.44 12.45 1.44 2.45 2.11 5.80 2.78 9.15 3.45 12.50 1.45 2.50 2.12 5.85 2.79 9.20 3.46 12.55 1.46 2.55 2.13 5.90 2.80 9.25 3.47 12.60 1.47 2.60 2.14 5.95 2.81 9.30 3.48 12.65 1.48 2.65 2.15 6.00 2.82 9.35 3.49 12.70 1.49 2.70 2.16 6.05 2.83 9.40 3.50 12.75 1.50 2.75 2.17 6.10 2.84 9.45 3.51 12.80 1.51 2.80 2.18 6.15 2.85 9.50 3.52 12.85 1.52 2.85 2.19 6.20 2.86 9.55 3.53 12.90 1.53 2.90 2.20 6.25 2.87 9.60 3.54 12.95 . . )..,-tt......!lnn..m.1T HTr<l ....^~Y'l/U/l\A Inr"'..lu.PTYlP:nt/J.:,'n..,.l,nfA/{'All.....t;"n r.~T ::l <;;:0 7/77/700(, . . . ~rocurement - Overview Page 2 of2 1.54 2.95 2.21 6.30 2.88 9.65 1.55 3.00 2.22 6.35 2.89 9.70 1.56 3.05 2.23 6.40 2.90 9.75 1.57 3.10 2.24 6.45 2.91 9.80 1.58 3.15 2.25 6.50 2.92 9.85 1.59 3.20 2.26 6.55 2.93 9.90 1.60 3.25 2.27 6.60 2.94 9.95 1.61 3.30 2.28 6.65 2.95 10.00 J...f+-o....II~H'IV...T HTrY>. .."'Tn/'I1l\..f l.....rA.....llrPlYlPni[J:;'llplinfnl('flllpr:tinn FST ;:t:.;:.n 2/27/2006