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Home My WebLink AboutCCP 04-10-2006 ~ ~HILLS Arden Hills City Council Mayor: Beverly Aplikowski Council members: David Grant Brenda Holden Gregg Larson Vincent Pellegrin 1245 W. Highway 96 Arden Hills, Minnesota 55112 651.634.5120 www.ci.arden-hiJIs.mn.us REGULAR MEETING Monday April 10, 2006 City Vision A strong corrununity that values our unique environment, our fiscal soundness, and our tradition as a desirable cit in which to live, work, and la . Agenda City Council Meeting Convenes 7:00 PM Call to Order PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA 2. APPROVAL OF MINUTES A. March 27, 2006 City Council Meeting B. March 20, 2006 Work Session Meeting 3. CONSENT CALENDAR A. Claims and Payroll B. Resolution 06-28: Approving a Joint Powers Agreement Between the City of Arden Hills and the Ramsey County GIS Users Group 4. PULLED CONSENT ITEMS 5. PUBLIC INQUlRIES/INFORMATIONAL 6. PUBLIC HEARINGS Those items listed under the Consent Calendar arc 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. Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. Public Inquiries/Informational is an opportunity for citizens to bring to the Council's attention any items 110t 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 cormnents 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. Arden Hills City Council Agenda AprillO, 2006 Page 2 7. NEW BUSINESS A Awarding of the 2006 Tree Removal Contract to 4 Seasons Tom Moore/Schawn Johnson Tree Care and Fritz Tree Service B. Resolution 06-29: Approving Plans and Specifications for the Kris Gigo/Greg Brown 2006 Ridgewood Neighborhood PMP Improvement Project C. Resolution 06-29: Authorizing the Advertisement of Bids for Kris GigalGreg Brown the 2006 Ridgewood Neighborhood PMP Improvement Project D. Motion to Approve the City of Arden Hills Membership on the Michelle Wolfe 1-35W Corridor Coalition E. Motion to Approve a Contract with DeSCO Solutions, Inc. for Karen Barton the Development of an Economic Development Plan in the Amount of$IO,OOO 8. UNFINISHED BUSINESS A PTRC Vision Plan Tom Moore/PTRC B. TCAAP Update (verbal update) Kare" Barton ADJOURN CLOSED WORK SESSION - TCAAP Land Sale Negotiations - Pursuant to MS 13D.OS SUBD 3.e3 . . Message Page 1 of 1 Jackie Freppert . From: Jackie Freppert Thursday, April 06, 2006 12:24 PM 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 roed er@smithmicrotech.com Subject: Agenda for 4/10 CC Meeting Sent: To: Jackie Freppert, Ofti.ce Support Special ist Citv of Arden llills . Phone 651.634.5120 Fax 651.634.5137 www.ei.a.rden-hills.mn.us 4/6/2006 I e . . ~ ~~HILLS Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING MARCH 27, 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 order the regular City Council meeting at 7:00 p.m. Present: Mayor Beverly Aplikowski, Councilmembers David Grant, Gregg Larson, and Brenda Holden. Absent: Councilmembcr Vincent Pellegrin (Excused). Also present were City Administrator, Michelle Wolfe; Finance Director/Treasurer, Murtuza Siddiqui; Building Official, Dave Scherbel; City Planner, James Lehnhoff; and Recording Secretary, Kathleen Altman. 1. APPROVAL OF MEETING AGENDA Mayor Aplikowski added items 7C and 7D to the Agenda. MOTION: Councilmember Larson moved and Councilmember Grant seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (4-0). 2. APPROVAL OF MINUTES A. March 13,2006 City Council Meeting Councilmember Holden requested the following changes: Page 2, item 4, she noted she did not vote on the motion and therefore she abstained, changing the vote 1-3 with one abstention. Councilmember Grant requested the following changes: Page 11, first full paragraph, first sentence, strike "but now they did not have the funds". ARDEN HILLS CITY COUNCIL - MARCH 27, 2006 2 \ Councilmember Larson requested the following changes: Page 10, third paragraph from the . boltom, second to the last sentence, strike "they" and add "we". MOTION: Councilmcmber Grant moved and Councilmember Larson seconded a motion to approve the March 13, 2006 City Council Meeting Minutes as amended. The motion carried unanimously (4-0). 3. CONSENT CALENDAR a. Claims and Payroll b. Motion to Amend the City's Tobacco Use Section of the City's Personnel Policy c. Motion to approve the Purchase and Installation of Security Cameras and Card Readers at City Hall MOTION: Councilmember Grant moved and Councilmembcr Holden seconded a motion to approve the Consent Calendar and to authorize execution of all necessary documents contained therein. The motion carried unanimously (4-0). 4. PULLED CONSENT ITEMS None. 5. PUBLIC INOUlRIESIINFORMATIONAL e Nonc. 6. PUBLIC HEARINGS A. Proposed City Code Enforcement Changes Mr. Lehnhoff stated 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 structurc 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 (0 enforce. Mayor Aplikowski opened the public hearing at 7:14 p.m. There were no comments made. Mayor Aplikowski closed the puhlic hearing at 7:15 p.m. . I . e e ARDEN HILLS CITY COUNCIL - MARCH 27, 2006 3 Councilmember Holden inquired about the accessory structures and them being compatible with the existing structure. She asked if peoplc were allowed to have steel sheds, plastic sheds, membrane stmctures, etc. Mr. Scherbel stated this had been discussed and were addressed in the Ordinance. He noted any accessory structure less than 120 square feet did not require a pem1it Councilmember Grant asked if staff was actively enforcing the membrane structures. Mr. Scherbel responded to be pro active took a lot of time and effort and when this was discussed with Council a few years ago, staff was given direction to enforce actions on a complaint basis. Council member Grant stated he would like to see more active enforcement in order to maintain the quality of the housing stock in the City. Mayor Aplikowski stated it was her personal opinion that either they allowed the membrane structure or they did not allow them, but if they did allow them, it had to be reasonable and clearly set out She agreed the wording was ambiguous with saying the structure had to be compatible to the main structure. She asked if the membrane structure should be part of this also. Councilmember Larson stated he did not sec compatible as meaning the same, just that it was compatible with the main structure. He believed in some ways this gave the inspections department some flexibility in trying to enforce this. He did not believe a tool shed in a back yard made it incompatible. Mr. Scherbel noted he had never received a complaint with respect to a metal shed, but he had received complaints with respect to the membrane structures. He believed the reason he received complaints on the membrane structures was because they were silver in color and stuck out in the area. He also noted the membrane structures tended to be quite a bit larger than a tool shed. Mayor Aplikowski asked if they should have more authority as to what went up and what was not allowed to go up. She asked if membrane structures ofa certain size should be permitted. Councilmember Larson stated he believed the membrane structure was obviously temporary and he would not like one put up on the property next to him. He stated he was comfortable with the way this was written now with them being not allowed. Council member Grant asked if they were going to remain on a complaint only policy" He indicatcd this was a pressing issue. He requested this be put on a work session discussion. Councilmember Holden stated she would be more comfortable with this having the wording "a membranc covcrcd frame". Mr. Scherbel said that the City currently follows the International Building Code (lEC) which covers all membrane structurcs. ARDEN HILLS CITY COUNCIL - MARCH 27, 2006 4 \ Mayor Aplikowski asked if the Council needed more time for discussion regarding this or were they comfortable with these changes. She suggested staff specifically state that a structure less e than 120 square feet was not subject to this Ordinance. MOTION: Couneilmember Grant moved and Councilmember Larson seconded 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 and to publish the addition in the City's official newspaper. The motion carried unanimously (3-1 Mayor Aplikowski opposed). MOTION: Councilmember Larson moved and Councilmember Grant seconded a motion to approve amendment to Chapter 6.G.2.a 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 and to publish the amendments in the City's official newspaper. The motion carried unanimOllsly (4-0). MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve Ordinance 374 amending Section 6.G.2.a relating to the contaimnent of refuse and refuse containers. The motion carried unanimously (4-0). . 7. NEW BUSINESS A. Mounds View School District - Operating Levy Information Noreen Thompson, Mounds View School Board Member, reviewed the proposed operating budget levy referendum tentatively scheduled for the November 7,2006 general election. B. Single Sort Recycling - Waste Management Mr. Lehnhoff stated in 2005, Waste Management purchased E-Z Recycling, which was the company providing residential recycling service 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 February 28, 2008. A two-stream commingled material 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 second container or bag is for glass, metals, and plastics, which are commonly called mixcd-rigids. . . . ARDEN HILLS CITY COUNCIL - MARCH 27, 2006 5 He indicated Waste 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 arc placed into one 64-gallon container that is picked up every two weeks instead of each week under the current system. The container would be provided by Waste Management as part of the eontraet. Under the single sort system, the cost per household per month would be $2.26; however, due to rising fuel costs, the new contract would also include a fuel surcharge. The fuel surcharge is based 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. Staff recommended 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 had 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 recyclcd, and, with fewer pickups each month, has resulted in less truck traffic on residential streets. Jennefer K1ennert, \Vaste Management, summarized the Waste Management Single Sort Recycling program. COllncilmember Holden stated she did not understand if they switched to every other week recycling, why they were being charged a fuel surcharge. Ms. K1ennert stated their fuel costs have doubled and the way the contract was written now, the contract could not increase. It was their intent to charge a fuel surcharge so they did not have to foot the entire cost of fuel. COllncilmember Grant inquired about a five-year contract. He stated it seemed to make sense that if they were going to award a five-year contract, they should look at the competition to see what they were offering also. Ms. Klennert stated they were bringing this to the City as an option, but they were willing to continue the contract, which has two years remaining. She noted the five-year contract request would not be on top of the existing contract. She stated they were requesting five-years from the date ofthe new contract. COllncilmember Grant stated he was concerncd about the cost of the program. COllncilmember Larson agreed and stated he was not comfortable going forward with this without putting it out to bid. He noted it appeared they would be doing double sort until 2008 when the current contract expired. Ms. K1ennert stated they would not waut to lose the contract, so if Council wanted to wait to obtain bids in 2008, they will be a bidder. Mayor Aplikowski requested staff continue to research this and come back to Council at a future work session. COllllcilmember Larsoll statcd he was comfortable not going forward at this time if they did not have a competitive bidding process. He recommended they wait until the end of the current contract and go out for bids. . Mayor ApIikowski stated this would not preclude staff from collccting information. ARDEN HILLS CITY COUNCIL - MARCH 27, 2006 6 C. Sign Moratorium . Mr. LehnoCC stated at the March 13, 2006 Council meeting, Council approved a one-year sign moratorium. However, it was not in effect until it was published in the City's official newspaper. He asked Council to direct staff to publish the summary of the one-year sign moratorium in the City's official newspaper. MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to direct staff to publish the summary of the one-year sign moratorium in the City's official newspaper. The motion carried unanimously (4-0). D. Discnssion Celebrating Arden Hills Ms. Wolfe stated that Celebrating Arden Hills Day was approaching and letters have gone out to businesses for donations. She noted they had received 12 donations totaling $4,550.00. She indicated the business list was 128 names. She stated they have begun to discuss follow-up with these businesses in an effort to increase donations to Celebrating Arden Hills. Mr. Siddiqui stated this event cost the City approximately $40,000. Mayor Aplikowski stated last year Councilmember Holden did a great job calling businesses. This year, she suggested all of the Councilmembers make phone calls requesting a donation. She . asked Council if they were willing to do this. Council member Holden stated this was a good idea and she would like to see everyone on board. Councilmembers Larson and Grant also agreed this was a good idea. Mayor Aplikowski presented both a business and personal check for a total of $1,100.00 as a donation for the Celebrating Arden Hills Day. Councilmcmber Grant asked if there was a way they could estimate how many people attended this event. Ms. Wolfe responded that would be difficult because of all of the access points, but staff would look at various options. Councilmcmber Larson asked if they were offering businesses anything for their donations. Mayor Aplikowski stated there was a sign put up with the donors name and that they also received a thank you letter from the City. Other items for promoting the event, such as fliers and brochures, also include the names of the donors. . . . . ARDEN HILLS CITY COUNCIL - MARCH 27, 2006 7 8. UNFINISHED BUSINESS A. TCAAP Update Ms. Wolfe updated the Council on recent TCAAP developments. She stated the Council would be adjourning to go into a Closed Work Session immediately following this meeting to discuss the TCAAP Land Sale Negotiations. ADJOURNMENT Mayor Aplikowski adjourned the Regular City Council Meeting meeting at 9:06 p.m. Beverly Aplikowski Mayor Michelle A. Wolfe City Administrator NOTICE OF MEETINGS The next Council Meeting will be held Monday, April 10, 2006 at 7:00 p.m. at the Arden Hills Council Chambers. . e . ~ ~~HILLS AplJroved: CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MONDAY, MARCH 20, 2006, 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, and Vince Pellegrin (Excused Absence at 6:30 PM) 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; Civil Engineer, Kris Giga; City Planner, James Lehnhoff; and URS Engineer, Greg Brown Hamline Avenue-Traffic Concerns Ramsey County Traffic Engineer Dan Soler presented the City Council and City staff with a traffic analysis of Hamline Avenue from Highway 96 to County Road F. The traffic study provided the City Council with an overview of the number of traffic accidents, traffic volume, and signal warrant analysis of Hamline Avenue. Mr. Soler noted that there have been 59 traffic accidents along Hamline Avenue from 2002 to 2005. Ramsey County accident reports state that there have been very few mid-block accidents along Hamline Avenue. At this time, the traffIc counts and accident numbers do not wan'ant a mid-block traffic control device along Hamline A venue. The peak usage for Hamline A venue is during the morning and evening rush hours. Councilmember Larson asked what the average stop time is for a vchicle waiting to make a right hand turn onto Hamline Avenue from Highway 96. Mr. Soler said that more cars are waiting to make a right hand turn onto Hamline Avenue. Therefore, there are more delays for drivers in the right hand turn lane. Mayor Aplikowski reiterated that at this time there is no engineering justification for installing a signal Jight at any of the intersections along this section of Hamline Avenue. Mr. Dan Soler said that the traffic concentrations along this roadway are not high enough to warrant a signal light at this time. City Council Work Session Meeting March 20, 2006 2 Councilmember Larson asked what the typical wait is for a driver at a red light. . Ramsey County Traffic Engineer Dan Soler said that some lights have a 150 to 160 second light delay. Coullcilmember Holden asked if the traffic study was completed pnor to the increased enforcement on Hamline A venue for the "No-Turn on Red" sign. Me. Soler said that the traffic study was completed in October of 2005. The Ramsey County Sheriffs Department increased enforcement efforts had already begun at that time. Mr. Dan Soler reported to the City Council that Ramsey County has placed a request to the State of Minnesota stating that traffic signals are need cd at County Road F and Hamlinc Avenue. The Minnesota Department of Transportation has denied the request at this time. The State of Minnesota is planning to reeonfigure Hamline Avenue. The new configuration would eliminate the current access to 694. Couneilmember Holden asked if there is a proposed time line for the 694 project. Mr. Soler said that the proposed project is tentatively scheduled from 20]0 to 20]2. The proposed project would be part of the State's "Unweave the Weave" project. Mayor Aplikowski noted that the only way the City could possibly install a traffic signal in this area would be if Amble Drive and Arden View Court were connected. The City would he responsible for the reconstruction costs. Also, the City would have to reach an agreement with the town home complex on this issue. She is not sure if this is the answer to the City's traffic problems for this area. e Councilmember Pellegrin said that the installation of a new traffic signa] along Hamline Avenue seems to be counter productive. Couneilmember Larson agreed with Couneilmember Pellegrin that a traffic signa] tS not warranted at this time. Mr. Soler recommended to the City Council that they do not make any major road improvements at this time and wait until the State of Minnesota solidify its future plans for 694, 35W, and Highway 10. Mayor Aplikowski requested that City staff continue to monitor this situation and keep the City Council informed of any changes regarding future reconstmction plans with the State of Minnesota and Ramsey County. e e e e City Council Work Session Meeting March 20, 2006 3 2006 PMP Update URS Engineer Greg Brown provided the City Council with an update on the proposed 2006 PMP project. As a result of discussions with local residents, the Rice Creek Watershed, and the Island Beach Club a number of residents have expressed interest installing rain gardens. At this time, there are five or six residential lots that are good candidates for the installation of rain gardens. The proposed design of the rain gardens would have a minimal impact on the resident's yard and the water overflow would go directly into the storm sewer system. At this time, engineering is proposing the installation of three storm water ponds. The existing area is a natural wetland area that collects heavy sediment A second item of discussion is that the City does not have any drainage easements for this area. In order to maintain the storm ponds in the future, the City would have to work out an agreement with some of the property owners. Councilmember Grant requested that City staff contact the City of Maplewood to gauge their success with installing rain gardens. Councilmember Larson asked who would be responsible for the maintenance costs associated with a rain garden. Civil Engineer Kris Giga said that she is currently researching this item and is revIewing different ways the City could assess a property owner for not properly maintaining a rain garden. Councilmember Larson requested that the City pursuc additional funding for the rain gardens through the Rice Creek Watershed. URS Engineer Greg Brown said that he has contacted Rice Creek Watershed, but he would contact the City's representative on the Rice Creek Watershed board about available funding. Councilmember Holden asked what are the estimated costs for maintaining rain gardens. City Administrator Wolfe replied that it was likcly that the homeowner would be responsible for the maintenance costs. Mayor Aplikowski requested that the drainage easement be transferable if the property is ever sold. Civil Engineer Kris Giga provided the City Council with an overview of the City's past practices regarding assessing beach clubs and associations that own property with-in a PMP area. In 2003, the City's assessment policy was to assess properties on a front footage basis. The assessment policy was changed in 2004 to assess properties on a per lot basis. The assessment policy is based on 50% of the road improvement costs. City Council Work Session Meeting March 20, 2006 4 In 2003, the assessment policy was appealed by the Josephine Hills Association and exempted by Council in the amount of $4,512.00. The potential assessment for the Arden Hills Island Beach Club is $6,500 per lot, with the Beach Club being assessed for an equivalent of 12 lots. This amounts to $78,000. . If the Beach Club is not assessed, the assessment rate for the surrounding properties would increase to $8,800. The exemption of the Josephine Hills Association did not affect the amount of the assessment to the other properties. URS Enginecr Greg Brown said that the Beach Club wonld like to be rcimbursed for the storm water pond easement if they are assessed for the PMP project. Civil Engineer IZIis Giga also requested input from the City Council regarding assessment schedules. In the past, property owners have been assessed at the begimling of a PMP project. City staff is recommending that the assessment hearing occur following the completion of the project. If this is done, the propel1y owners would be assessed for the actual costs of the PMP project. Councilmember Larson said that it appeared most PMP projects experience cost overruns. It would probably be in the City's best interest to wait until the project is completed to have the assessment hearing. City Administrator Wolfe said that the City could assess for a project ifit is deemed substantially completed. . Mayor Aplikowski requested that City staff reviews the assessment policy and come back with suggestions for the City Council to consider at a future meeting. City Administrator Wolfc said that City's staff intention was to gauge the City Councils interest in moving thc assessment process to the end of a PMP project. Councilmember Holden asked if the Beach Club property could be developed. Mayor Aplikowski said that the Beach Club is now considered private property. The property does have some monetary valuc to the members. The City could consider reducing the assessment cost for this piece of property. Councilmember Larson said that there is a faimess issue in that the City has established past practice regarding how it handled the Ingerson PMP assessment process. The Josephine Hills property was deemed not buildable by the original purchase agreement. Councilmember Holden said that it is her belief that any property can be developed. It was the legal agreement that stated that the land could not be developed during the Ingerson PMP project. . , . . e City Council Work Session Meeting March 20, 2006 5 Councilmember Grant requested that City staff review the assessment policy and work on obtaining a history of the Beach Club property from some of the members. URS Engineer Greg Brown stated that reconfiguration of private driveways will not be necessary for this PMP project. There is a possibility that a retaining wall and a few trees may have to be removed for reconstructing the roadway. Councilmember Holden said that she is concerned about the City's five year CIP. The Ridgewood project will be very large and expensive project Councilmember Larson said that the City will probably will have to delay future projects if we proceed with the 2006 PMP project, but we will have to evaluate proposed projects on a year to year basis. Councilmember Grant requested a future discussion regarding the five year CIP plan. City Administrator Wolfe said that most likely all ofthe projects on the five-year CIP list cannot be completed as projected. The City will have to revise the list of projects that will be delayed or pushed into the future. City Commissions, Committees, and Task Forces City Administrator Michelle Wolfe provided the City Council with an overview of the City commissions, committees, and task force discussion. Last year, the City Council indicated a desire to review the structure and procedures for various City commissions, committees, and task forces. Currently, the City does not have a consistent process regarding the operation, formation, and appointing of new members. Mayor Aplikowski and City Administrator Wolfe began to review the City's past practices, committee structures, and by-laws from other communities. A document was provided that identifies existing committee/commissions and task forces by providing some discussion points and different types of committees. City staff is seeking City Council's input regarding the proposed commission, committee, and task force structure. Councilmember Holden raised concerns that some commissions and committees have access to a secretary. She does not believe that the PTRC should be allowed to use the recording secretary. Councilmember Larson agreed with Councilmember Holden's concern that the PTRC should not have a meeting secretary. Councilmember Holden raised concerns about the three year rotating temlS for commission and committee members. Councilmember Larson also expressed concern about the tcrm limits. How would the City appoint new members and what happens if we have openings that are not being filled. City Council Work Session Meeting March 20, 2006 , 6 City Administrator Wolfe said that it is important for the City to establish a standardized process for recruiting and selecting new members. e Mayor Aplikowski asked the City Council if they were interested m rotating through the different Council liaison assignments. Councilmember Grant agreed that City Council Members should rotate through the different committees on an arumal basis. City Administrator Wolfe asked the City Council if they would like to receive copies of the meeting agendas and/or packets for the PTRC and Planning Commission. Members of the City Council agreed that they would like to receive copies of the meeting agendas. If they have any questions or concerns regarding the agenda, they will contact the appropriate department head. Council liaisons for the different committees, commissions, or task forces should receive full meeting packets. Also, copies of meeting minutes for committees, commissions, or task forces should be provided to the City Council. Members of the City Council agreed to continue the discussion regarding commISSIOn, committees, and task force guidelines at a future work session meeting. Citv Hall Securitv Svstcm UJll~rades . Finance Director Murtuza Siddiqui provided the City Council with an overview of the proposed security improvements at City Hall. City staff is proposing the installation of security cameras and two new swipe card readers for interior doors at City Hall. A number of safety concerns were raised after the City's fraud incident. One of the primary concerns was how to safeguard the City's equipment at City Hall. City staff believes that it would be advantageous for the City to install five security cameras for the parking lot, City hall entry way, and upstairs meeting room area. The security cameras would be able to monitor all activities within the cameras' viewing range. The second option is to install swipe cards for two interior doors that are routinely used by City staff. The two doors are located by the receptionist area and the front main City Hall entrance. City staff has received a bid of $6,000 for the installation of two card readers from Pro-Tech for City Hall. Pro-Tech originally installed the card readers and eOlmected them to the City's existing security system. The current bid for the card swipes is estimated to be under $4,000. The City budgeted $4,500 for this improvement in the 2006 budget The estimated cost for these items is estimated to be $10,000. The City has budgeted $7,500 for these improvements. The projected improvements are eligible to be funded out of the City's cable fund. City Administrator Michelle Wolfe said that in the past the City has issued external keys to City staff members. Due to the fraud case, the City has changed the external locks to City Hall. At this time, only four employees have been issued external keys to City Hall. The installation of . key cards at City Hall would reduce the need for keys at City Hall and improve security. City . . . City Council Work Session Meeting March 20, 2006 7 staff is also planning on installing push bars for the City Council chambers. This will allow City staff to lock the doors to the council chambers. Mayor Aplikowski requested that a member of the City Council also receive a key for the extemal doors at City Hall in case there is an emergency. Members of the City Council were comfortable ,vith staffs recommendation and requested that this item be brought forth to a future City Council meeting for further discussion. 1-35W Corridor Coalition-Membership Discussion Mayor Aplikowski provided the City Council with an update regarding the City's proposed membership with the I-35W Corridor Coalition. The proposed membership cost to the City is $5300.00 for 2006. At this time, the I-35W Corridor Coalition is seeking federal funds for improvements to I-35W. Mayor Aplikowski stated that she believes it is important for the City to be at the table regarding the I-35W discussions due to the City's proximity to the freeway system. City Administrator Wolfe said that State Senator Chaudhary and State Representative Samuelson are working togcthcr to seck statc funding for the I-35W study. Also, US Senator Norm Coleman is sceking federal funds for the I-35W study. Councilmember Larson said that he is in-favor of joining the I-35W Coalition. Councilmember Holden is concemed that the City of Arden Hills will bc uscd as a tool for the gain of other members of the group. The coalition is moving farther north, and trying to recruit cities as far north as Forest Lake. City Administrator Wolfe asked the City Council if there is a consensus to place this item on a future City Council agenda for discussion. Members of the City Council were in agreement that this item should be placed on a future City Council meeting agenda for further discussion. The meeting adjourned at 8:30 PM Respectfully submitted by Schawn P. Johnson Beverly Aplikowski, MAYOR Michelle A. Wolfe, CITY ADMINISTRATOR t e e . ~ ~HILLS City ot Arden Hills Request for Council Action 'TV1~ Prepared by: Murtuza Siddiqui Dept.: Finance Council Mtg. Date: April 10, 2006 Final Action Needed By: April 10, 2006 Agenda Item ~,,~Z Claims & Payroll Budgeled Amount: Across City Budqet - All Funds Actual Amount: See Financial Implications Funding Source: Across City Bud!let - 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 Date Action Planning PTRC Not Applicable NotI\PpliC;<li:>le.. Not applicableu 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 #6- $55,589.20 Accounts Payable Claims Since 3/27/06 Council Meeting: 1. Paid Claims - Batch 010-03-2006: 2. Paid Claims - Batch 001-04-2006: 3. Unpaid Claims - Batch 011-03-2006: Claims Total Administrator/Staff Comments: $ 26,590.23 $ 2,234.70 $ 41.016.50 $ 69,841.43 Page 1 of 1 .. 00 ~ ~ 0 0 "' ~ 0 0 0 00 ~ ~ '" -i 0 '" " :,; :;i z 00 ~ ~ 0 '" '" 00 00 ~ 00 ~ ~ '" '" ..; '" ..; 00 );. '" eo. I:: :'l 00 00 ~ ;;; ~ 00 ~ ~ 0 ~ ~. ~ ~ ~ ~ N 0 ~ ~ ~ ~ ~ };! " ~ J; " ..; .; ~ '" ~ ~ :;: ~ " 0< :;: ~ N ~ ~ ~ ~ ~ ~. ~ 00 00 00 :'; ~ ~ 00 00 ~ :<t: .; -' '" '" '" '" .. '" " '" Z 00 e s 0 ~ Z 0 :; .. U '" 0 .. " ~ , to' '" ii 00 " 7- '" '" ~ '" ~ .;, :< Q 0 Q , .. '" ii:i 00 E ~ '" .. '" ~ .. . 0 i: ~ " ~ 0 Q ~ ~ ~ '" !:! 0" i 'B .. .. .. Q '" " 8 . ~ " ~ " u .~ :; :;: ~ e .. '" .,. ~ ~ .. << ~ .. :c .~ .. .. u u ~ ~ ~ '" :; ~ 0 t;: ;;; t;: t;: 00 00 w U U ~ U .. ::::. UTI ft?~ . . . . ~ ~ 0 0 "' ..; fi fi ~ 0 0 ~ g ~ ;;; 0 0 00 " :;: " -i ~ '" fi ~ - :;: .; .. .g :3 'B '" . .. u '" 0 Q 0 ~ ., 0 .. ~ 0 ~ '" 0 ~ t Z il " ::l 0 " ~ Q ~ -' <5 '" '" Q ~ , 0 0: '" II 00 > c ~ .. ::l '" ;:g -' 0 ~ '" ~ ] ~ ~ , w ~ ~ u .. 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"- ~ 0 '" '0 " -< E Z C 0 > .g 0 0 uo 0 <Ll o ~ ';:j 0 1:0 8 1:0 " 0 0 0 N -i:i >> c " 0 0 " 0 01 U D..l '2 ~ 0 ." C c '" 9 9 9 0 1< '" C/O " VJ 0 0 E 0 U CO '" S c 0 0 < 0 v .S <( < ~ u E 2' z "- C/ ~ ~ <U " 0 "- "- C/O Z S! 2' ~ e Prepared by: JL j( ( Dept.: Com. ev Council Mtg. Date: 4/10/2006 Final Action Needed By: 4/10/06 ~ ~~HILLS City ot Arden Hills Request for Council Action Agenda Item 3.8 Budgeted Amount: Actual Amount: Funding Source: $0.00 $0.00 n/a Council Action Request: Consider a request to approve the Ramsey County Geographic Information Systems Users Group (RCGISUG) Joint Powers Agreement. Staff Recommendation: Staff recommends approving Resolution 06-28 to reauthorize the RCGISUG Joint Powers Agreement, which will be effect through December 31,2008. Advisory Commission Action: Commission Date Action Not Applicable . Not Af'plicable Not applicable f'1"l1ning PTRC Supporting Documents (which are attached to this Action Form): e I:2:J Memo/Letter: Report to the City Council Joint Powers Agreement RCGISUG "About the Organization" I:2:J Resolution (No. 06-28) D Ordinance (No. D Engineering Recommendation: D Attorney Recommendation: DOther: Financial Implications: AdministratorlStaff Comments: e Page 1 of 1 . e . ~ ~~HILLS MEMORANDUM DATE: April 3, 2006 Agenda Item 3.B TO: Mayor & City Council James Lehnhoff, City Plamler It- y FROM: SUBJECT: Joint Powers Agreement between the City of Arden Hills and the Ramsey County GIS Users Group Backl!round Since at least 1998, the City of Arden Hills has been a member of the Ramsey County Geographic Information Users Group (RCGISUG). The RCGISUG was formed in 1995 to provide member cities and organizations throughout Ramsey County with a centralized and efficient source of electronic geographic data. Since the RCGISUG processes geographic information for the entire County, the users group is able to providc the information in a standardized format and is more affordable than would otherwise be possible. City Staff uses the geographic data provided by the RCGISUG on almost a day to day basis in such activities as planning cases, code enforcement, creating custom maps, and comprehensive planning. To leam more about the RCGISUG, please see the attached "About the Organization." Some of the information provided by the RCGISUG IS available online at htlp://maps.metro- inet.usm.amsevCoGIS/DisclaimerRCPublic.htm by clicking "Continue to Mapping" The City is provided with updated information on CDs on a regular basis, which allows us to manipulate the data and create our Own maps as needed. Discussion The 2006 membership fee for the RCGISUG was $971.96, which has already been paid. The dues were included in the approved 2006 Planning & Zoning Budget; however, the joint powers agreement must be approved to be an official member of the user group. Recommendation Staff recommends approving Resolution 06-28 to reauthorize the Joint Powers Agreement with the Ramsey County Geographic Information System Users Group through Dccember 31, 2008. The agreement is essentially unchanged from the previous Joint Powers Agreement with the RCGISUG. I ~ ~HILLS e CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 06-28 A RESOLUTION RENEWING THE JOINT POWERS AGREEMENT WITH THE RAMSEY COUNTY GEOGRAPHIC INFORMATION SYSTEMS USERS GROUP WHEREAS, the City Council of Arden Hills has entered into a Joint Powers Agreement (JP A) with the Ramsey County Geographic Information Systems Users Group; and WHEREAS, the City will continue the membership through December 31, 2008; and WHEREAS, the City of Arden Hills wishes to continue funding this program through the life of the Joint Powers Agreement. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota: e That the City shall renew the Ramsey County Geographic Information Systems Users Group to be in effect from January 1, 2006, to December 31, 2008. PASSED AND ADOPTED BY THE CITY COUNCIl" OF THE CITY OF ARDEN HILLS THIS 10th DAY OF APRIL, 2006. ATTEST: BEVERLY APLIKOWSKI, MAYOR MICHELLE WOLFE, CITY ADMINISTRATOR e JOINT POWERS AGREEMENT . AMONG MEMBERS OF THE RAMSEY COUNTY GEOGRAPHIC INFORMATION SYSTEMS USERS GROUP This JOINT POWERS AGREEMENT (Agreement), which shall have an effective date of January 1, 2006, is entered into pursuant to the provisions of Minnesota Statutes Section 471.59 between body politic and corporate under the laws of the State of Minnesota and other bodies politic and corporate under the laws of the State of Minnesota for the purposes of forming the Ramsey County Geographic Information System Users Group hereinafter referred to as the AUsers Group;;. ARTICLE I. INTENT OF THIS AGREEMENT: In 1995, an alliance was formed between public agencies interested in using Geographic Information Systems (GIS) and data created and maintained by Ramsey County. This agreement is intended to enable those parties who are part ofihe Users Group to be represented by the Users Group for the purposes of undertaking negotiations and transactions with Ramsey County and any other body politic. ARTICLE II. DEFINITIONS: Section I. Members are deemed to be those local units of government, special purpose government units, local agencies and the Ramsey Soil & Water Conservation District who have executed this Joint Powers Agreement and have paid fees as provided in Article X. Section 2. Paying Affiliates are those county, regional, state and fcderal agcncies, local government organizations with regional _. 'sdiction, local government cooperative organizations, non-profit organizations and educational institutions with direct or indirect involvement in ctivities who have paid fees as provided in Article X. Paying Affiliate membership must be approved by the Board. Paying Affiliatcs are non- g participants and are not eligible to serve on the Board. Section 3. Non-P3ying Affiliates are those representatives of county, regional, state and federal agencies, local government organizations with regionaJjurisdiction, local government cooperative organizations, non~profit organizations and educational institutions with direct or indirect involvement in GIS activities. Private sector entities who are contracted to perfonn GIS-related tasks for a Member can also join as a Non-Paying Affiliate. Regular Affiliate membership must be approved by the Board. Non-Paying Affiliates are non-voting participants are not eligible to serve on the Board, do not pay membership or fees as described in Article X, and are not entitled to data access and exchange detailed in this agreement. ARTICLE III. USER GROUP STRUCTURE: Section I. The Users Group will be governed and managed by a Board of Directors (ABoard;::::). Section 2. One Director will represent each Membcr organization. Each Member organization shall appoint one Director and an alternate to serve on the Board. Section 3. The Board shall also have the following officers: a Chair, Vice Chair, Secretary and Treasurer. Section 4. These officers are elected annually by the Board. Section 5. These officers arc undertaken on a voluntary basis without pay. Section 6. A quorum will consist of at least a one-half attendance of full membership of the Board. Section 7. Decisions will be made by majority of the quorum. ARTICLE IV. DUTIES OF THE BOARD OF DIRECTORS: Section 1. The Board shall meet at least two times per year. Section 2. The Board shall conduct an organizational meeting no later than 30 days after the effective date ofthis Agreement. 1be meeting will be called for thc purposes of electing the officer positions ofehair, Vice Chair, Secretary and Treasurer. This meeting wit! allow the adoption of by-laws and other procedures governing the conduct of its meetings and its business as it deems appropriatc. This meeting will also be called by the Board to determine the User Group Budget, review the operating procedures within this Agreement, and approve Aments with Ramsey County for the purposes of GIS data exchange, data access, data dellvery and the updating of physical features. .. Section 3. The Board shall approve and Hdopt the formula for the distribution of costs associated with access to Ramsey County GIS data and for the updating of physical features. "Ibis formula shall be reviewed annually by the Board. Section 4. The Board shall arrange for and facilitate regular meetings of the User Group and for User Group activities. i Section 5. The Chair presides at meetings ofthe Board. The Vice Chair will preside in the absence {Jfthe Chair. The Secretary is responsible for recording the proceedings ofthe Board and communicating these proceedings to all Member organizations. The Treasurer is responsible for the funds and financial records of the Board. A Section 6. The Chair and the Teeamrcr must sign vouchers or orders disbursing funds of the Users Group_ Disbursement win be made in . the method prescribed by law for statutory cities. Section 7. The Board may take such actions as it deems necessary and convenient to accomplish the general purposes ofthi5 Agreement. Section 8.1be Board shaH purchase liability insurance on behalf afthe Users Group to insure against liability of the Users Group and its constituent Members. Section 9. Tbe Board may: (i) enter into contracts to carry out its powers and duties, in full compliance with any competitive bidding requirements imposed by State or local law + (ii) provide for the prosecution, defense, or other participation in proceedings at law or in equity in which it may have an interest; (iii) employ such persons as it deems necessary on a part+time, full-time or consultancy basis; (iv) purchase, hold or dispose of real and personal property; (v) contract for space, commodities or personal services with a Member or group of Members; (vi) accept gifts, apply for and use grants or loans of money or other property from the state, the United States of America, and from other government units and may enter into agreements in connection therewith and hold, use and dispose of such money or property in accordance with the terms of the gift., grant, loan or agreement relating thereto. (vii) appoint a fiscal agent; ARTICLE V. NEW MEMBERS: Section l. Tnose units of government who are not part of this initial Agreement may join as Members of the Users Group at anytime. Section 2. To become a Member, a local unit of government shall adopt a resolution and shall sign the current Agreement. Section 3. The New Members and Paying Affiliates will pay the current one-time membership fee and the data exchange fee due for the year in which the new Member is joining as set hy the Board in Article IV, Section 4, as calculated by the current formula. Fees will not be pro-rated for new Members who join after January 1 of each year. ARTICLE VI. GIS DATA TO BE SUPPLIED BY RAMSEY COUNTY: Section I. It is the intent ofthis Agreement that the Users Group will negotiate an agreement with Ramsey County for . the exchange of County GIS Data with Members and Paying Affiliates at a preferential fee structure. A component of the fees will apply to the maintenance of digital physical features from aerial photography captured County-wide on a three year basis. Section 2. The GIS Data should consist of the following components: (i) The Ramsey County Digital Base Map as generated and maintained by the Department of Public Works. (ii) The Ramsey County Attribute Data Base as generated and maintained by the Department of Property Records and Revenue. (iii) The Physical Features File as generated and maintained by the Department of Public Works. Section 3. The Board will negotiate on behalf of the Members and Paying Affiliates for the cost and method of access to this data. Prior to each annual payment to Ramsey County, the Board shall detennine whether it is satisfied with the content, accuracy and timeliness of the data provided to date and makc a determination iffunher payment shall be made. ARTICLE VII. GIS DATA TO BE EXCHANGED AS PART OF TlllS AGREEMENT: Section l. Members agree to exchange any GIS data with Ramsey County and with any requesting Member for the requesting parties own use where that GIS data ha<:; been in some way derived and developed from the County GIS Data as a result of this Agreement or future agreements between the Users Group and Ramsey County. Members agree to exchange with Ramsey County and with any other Member, any attribute data that it has created and maintained where that data can be associated to a parcel using a parcel identifier. Members also agree to exchange any building permit data deemed by Ramsey County as necessary for the identification of future physical feature data base updates. Section 2. The Board will negotiate with Ramsey County on behalf of the Members in all matters deemed necessary relating to supply of GIS data generated by a Member. Section 3. Any costs associated with a Member supplying data to Ramsey County or to any other Member shall be for access and delivery of that data only and not for any costs associated with the development of that data. ARTICLE VIIL DATA ACCESS AND USAGE: Section I. All Members and Paying Affiliates shall have equal rights to access Ramsey County GIS Data_ Section 2. Data generated by Ramsey County and provided to Members and Paying Affiliates may not be sold in its original form to third party agencies. However, a Member or Paying AfIiliate may allow use of the original data by a third party for specific contracted purposes. Data generated by Members or Paying Affiliates and provided to Ramsey County may not be sold by Ramsey County in its original form to third party agencies. IloweveT, Ramsey County may allow use of the original data by a third party for specifi.c contraLied purposes. . Section 3. Data which results from enhancement by a Member or Paying Affiliate of Ramsey County GIS Data, received pursuant to this Agreement, may be sold or exchanged to a third party. Section 4. All Members and Paying Affiliates will adhere to future Users Group license agreements for County or other agency GIS data . ARTICLE IX. DATA SECURITY: AIl Members and Paying Affiliates of the Users Group agree to abide by the data privacy and data security standards of the supplying agency when using data made available by that agency. ARTICLE X. FINANCIAL MATTERS: Section 1. The fiscal year of the Users Group is the calendar year. Section 2. The Board shall adopt an initial budget and must thereafter adopt an annual budget prior to July I of each year for each succeeding year. The Board will give an opportunity to each Member to comment or object to the proposed budget before adoption. Notice of the adopted budget must be mailed promptly thereafter to the chief administrative officer of each Member organization. Section 3. Operational costs shall be shared according to a method agreed upon by majority decision of the Board of Directors. The costs could be met by membership fees. These costs could include Users Group administrative costs, purchase ofliability insurance and others as appropriate. Section 4. Membership Fee: New Members and new Paying Affiliates shall pay a one-time membership fee of$500 to the Users Group for the calendar year 2006. The amount oflhis fee shall be reviewed and set annually by the Board of Directors for new Members and new Paying Affiliates. Section 5. Data Access and Physical Features Maintenance Fee: Members and Paying Affiliates shall commit to a three-year payment of data access and physical features maintenance fees, except where a one-year limitation is imposed by State Statutes. Ramsey County will charge the Users Group on an annual basis for unlimited access to the Ramsey County GIS Data. This fee will be paid to Ramsey County by the Users Group on bebalf of the Members and Paying Affiliates on an annual basis. The amount to be paid by each Member and Paying Affiliates will be determined by the Board.and will be reviewed annually. Section 6. Special Projects Assessments: Members and Paying Affiliates who wish to enter into special projects and consultations sball present proposals to the Board for review. Examples of special projects could be cooperative training or consortium purchase of software. Upon approval by the Board, those Members and Paying Affiliates who arc part of the project will be assessed to meet the cost of the project Section 7. Billings to the Members and Paying Affiliates are due and payable no later than 60 days after the receipt of the annual invoice. 4Ie event of a dispute as to the amount of a billing, a Member or Paying Affiliate must nevertheless make payment as billed to preserve bership status. The Member or Paying Affiliate may make payment subject to its rigbt to dispute the bill and exercise any remedies available to . ailure to pay a billing within 60 days results in suspension of voting privileges of the Member Director. Failure to pay a billing within 120 days is grounds for termination of membership, but the Users Group rights to receive payment are not affected by the termination of membership. ARTICLE XI. TERM Section I. This Agreement shall be in force through December 31, 2008, or until superseded by 3IlOlher agreement. Section 2. Based all the annual review of the operating procedures within the Agreement conducted by the Board, a new Agreement will be developed and circulated at least three months prior to December 31, 2008 and be agreed upon and signed on or before December 31, 2008. ARTICLE XII. TERMINATION: Each Member or Paying Affiliate shall have the right to terminate its membership and participation in tbe Users Group with or without cause by formal resolution of the Member's or Paying Affiliate's organization and communicated to the Board in writing. However, the Member or Paying Affiliate is still obligated to ilS financial commitments for the year during ,"vhich termination of membership occurs. These commitments include: (i) any balance of the Data AccesslPhysical Features Maintenance Fee. This commitment applies to all Members and Paying Affiliales. (ii) any balance owing on Special Projects Assessments. This commitment applies to Members and Paying Affiliates which have entered into any special project agreement(s). Termination of membership prior to expiration of the Agreement shall make a local unit of government ineligible to re-join as a Member or Paying Affiliate under the current Agreement. ARTICLE XIII. DISSOLUTION: Section I. The Users Group may be dissolved by a two-thirds vote of its Members in good standing. Dissolution is mandatory when the etary has received certified copies of resolutions adopted by the governing bodies of the required Members requesting dissolution of the Users p. Section 2. In the event of a dissolution, the Board must determine the measures necessary to effect the dissolution and must provide for the taking of such measures a<; promptly as circumstances permit., subject to the provisions ofthis agreement and law. ,. Section 3. In the event of dissolution, following the payment of all outstanding obligations, assets of the Users Group will be distributed among the then existing Members and Paying Affiliates in direct proportion to their cumulative annual contributions... If those obligations exceed the assets of the Users Group, the net deficit of the Users Group will be charged to and paid by the then existing Members and Paying Affiliates in direct . proportion to their cumulative annual contributions. ARTICLE XIV. ACCESS TO DOCUMENTS: Until the expiration of three years after this Agreement terminates, the Users Group shall make available to the Member organizations and to the State Auditor, a copy of this Agreement and books, document.:;, accounting procedures and practices of the Users Group relating to this Agreement. ARTICLE XV. HOLD HARMLESS: Section 1. Each Member or Paying Affiliate agrees to defend, indemnify and hold the other Members or Paying Affiliates harmless from any claims, demands, actions or causes of action, including reasonable attorneys fees, against or incurred by such other Members or Paying Affiliates, arising out of any act or omission on the part of the indemnifying Member or Paying Affiliate or any of its agents, servants or employees in the performance of or with relation to any of the work or services provided by Members or Paying Affiliates under the tcons of this Agreement. Section 2. Nothing in this Agreement shall constitute a waiver by either Members or Paying Affiliates or the Users Group of any limitation of liability under Minnesota Statutes Chapter 466. SECTION XVI. EOUAL EMPLOYMENT OPPORTUNITY: Section I. The Members and Paying Affiliates and the Users Group agree to comply with all federal, state and local laws, resolutions, ordinances, rules, regulations and executive orders pertaining to unlawful discrimination on account ofrace, color, creed, religion, national origin, sex, sexual preference, marital status, status with regard to public assistance, disability or age. Section 2. When required by law and requested by the other party, the Users Group shall furnish a written affirmative action plan to the Members and Paying Affiliates. SECTION XVII. DATA PRACTICES: . Section I. All data collected, created, received, maintained or disseminated for any purpose in the course of either the Member's or Paying Affiliate's or the Users Group's performance of this Agreement is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, and rules adopted to implement the Act. Section 2. The Members and Paying Affiliates and the Users Group agree to abide strictly by these statutes, rules and regulations. IN WITNESS WHEREOF the parties have caused this Agreement to be executed on this _ day of ,2005. ORGANIZATION Approved: By, ( Mayor / Chair / President) By,_ ( City Manager / Administrator) . ,':,1,",' ''.Ii:I:'" ; f ~ ,; 1':,'llh, '" 0: '''>'1:1\ (;!' ",,,,, oF_"'!'!' 'II -".",';;!"';oll e e . POLICY FOR NO-FEE ACCESS TO PARCEL DATA FOR NON-PROFIT ORGANIZA nONS August 29th 2005 Ramsey County Geographic Information Systems Users Group may provide no-fee access to that portion of the current Ramsey County Parcel Datasct, contained within county boundaries to non-profit and community development organizations for individual projects with specific design and purpose subject to the following conditions. I. The party requesting the data must meet the legal requirements of a non-profit organization under Minnesota law and must have a public purpose or public benefit mission. 2. The organization must have a current data license agreement with Ramsey County which is subject to annual renewal. 3. The organization must make its request in writing and provide a description for the use of the data. 4. The Board of Directors of the organization is composed of community members whose mission and goals are aligned with local government 5. The organization serves the purpose of promoting jobs, economic development, affordable housing, environmental improvements, or community development 6. Ramsey County will evaluate each request and approve or deny the request based on a case-by-case basis. The decision whether to approve or deny any request will be within the sole discretion of the Board of Directors. 7. 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Q - ~Z ..D Q -= d.> Q. ::l '" ::;::r.-1 '" cL i3: <.l '" 0:: '" 0 .5 0::;::1 d.> ... .. ~ '" Q "0 "0 '" ..... -;:J 8 '" '" .. d.> ~ .c -= c ..= d.> ""'U! 0 '" '" ::;:: '-! Q. 0 U r.F1 CfJ oi '" Cli '50 >> . '" co ~ 01 '" ; ,., ;. ~ ~ , ~ E< ..... ..c: ) . e . ~ ,^~HILLS City ot Arden HIlls Request for Council Action Prepared by: TM/SJ Depl.: Admin Council Mtg. Date: 4/10/2006 Final Action Needed By: 4/10/2006 Agenda Item "f;~~; Awardin!l of the Proposed Tree Removal and Related Services Contract to 4 Season's Tree Care and Fritz's Tree Service Budgeted Amount: $29,500 Actual Amount: NA Funding Source: Parks Maintenance Council Action Request: Awarding of the tree removal and related services contract to 4 Seasons Tree Care Inc. for accessible tree removal and tree trimming for the April 1 , 2006 to December 31, 2006 time period. Awarding of the tree removal and related services contract to Fritz Tree Service for non-accessible tree removal, excess stump removal, woodpile removal, and brush removal for the April 1, 2006 to December 31,2006 time period. Staff Recommendation: City staff recommends awarding of the tree removal and related services contract to 4 Seasons Tree Care Inc. for accessible tree removal and tree trimming for the April 1, 2006 to December 31,2006 time period. City staff recommends awarding of the tree removal and related services contract to Fritz Tree Service Care Inc. for non-accessible tree removal, excess stump removal, woodpile removal, and brush removal for the April 1 , 2006 to December 31, 2006 time period. Advisory Commission Action: Commission Planning PTRC Date Action Not Applicable Not Ap[llicable .. Not applicable Supporting Documents (wiiict. are attached to this Action Form): . I2J Memo/Letter: From: Schawn Johnson and Tom Moore Dated: April 5, 2006 D Resolution D Ordinance (No. D Engineering Recommendation: D Attorney Recommendation: I2J Other: . 2006 Tree Removal Proposals- . 2006 Tree Removal Bid Overview-Spread Sheet . 2005-2006 Bid Comparison . 2006 Tree Removal Bid Specificaitons . Financial Implications: The bid proposal has been broken down by size and location of the tree. Please see the bid proposal overview for more information. Administrator/Staff Comments: On March 17'h, the City received five bids for tree removal services. City staff believes that a thorough process was conducted ensuring that due diligence was taken in securing tree removal services for the City. The City has received the required bid proposal and Insurance information from the respective contractors. The information is on file at City Hall. \\Metro-inet.us\ArdenHiJrs\Admin\Assistant City Administrator\Requests for Council Action\2006\Tree Contract-2006.doc . . e e e ~ ~~HILLS MEMORANDUM DATE: Agenda Item 7.A. April 5, 2006 TO: Honorable Mayor and City Council Members Michelle Wolfe, City Administrator Schawn Johnson, Assistant to the City Administrator S~ Thomas J. Moore, Operations and Maintenance Directo; jJ4~ j _ Yvk"In..L. City Council Approval of the Proposed Tree Removal and Related Services Contract Submitted by FROM: SUBJECT: ENCLOSURES: 2006 Tree Removal Proposal-Bid Overview Overview On March 17'\ City staff publicly opened and accepted bids from tree removal contractors for the City's 2006 Tree and Stump Removal Contract. Back!!round In March, City staff requested fonnal bids for the removal of trees and stumps in Arden Hills. City staff mailed out twenty-three bid packets to area tree removal contractors. One of the bid packets was returned to City Hall with no forwarding address. The City also advertised thc bid process in the Shoreview-Arden Hills Bulletin and on thc City's website. On Marcb 17th, the completed bid forms were due at City Hall by 3:00 PM. Thc City received five potential bids for the tree removal contract. All five of the bids received met the minimum requirements set forth in the bid process. The following companies submitted bids to the City for the 2006 Tree Removal Contract: I. 4 Seasons Tree Care 2. Blue Chip Tree Company 3. Fritz Tree Service 4. Precision Landscape & Tree 5. St. Croix Tree Service-Rescinded there bid proposal to the City The following is an overview of the lowest bid prices that werc submitted to the City of Arden Hills by the aforementioned tree removal companies on March 17,2006: IIMetro-inet.usIArdenHillslAdminIAssistant City AdministratorlMemo's and Lellersl200612006Tree Contract-CC Memo.DOC Accessible Trees (Bid Pricing Includes Tree and Stump Removal Cost)- A . 4 Season's Tree Care-$25.00 (Per Diameter Tree Inch for Trees Under 35 Inches) .., . 4 Season's Tree Care-$30.00 (Per Diameter Tree Inch for Trees Over 35 Inches) *Non-Accessible Trees (Bid Pricing Includes Tree and Stump Removal Cost)- . Fritz's Tree Care-$35.00 (Per Diameter Tree Inch for Trees Under 35 Inches) . Fritz's Tree Care-$55.00 (Per Diameter Tree Inch for Trees Over 35 Inches) *Please note that non-accessible means any tree that needs to be removed and can not be accessed by a vehicle. Excess Stump Removal- . Fritz's Tree Care-$4.00 Per Diameter Iuch Woodpile Removal- . Fritz's Tree Care-$20.00 Per Cubic Yard Brush Removal- . Fritz's Tree Care-$250.00 Per 20 Yard Load Tree Pruning- . 4 Season's Tree Care-$120.00 Per Hour As a provision in the bid specifications, the City reserves the right to split the contract based upon the bids received for tree and stump removal in the accessible and non-accessible portion of the bid proposal. City staff inserted this language into the bid specifications to allow the City more latitude in selecting a tree contractor based upon the submitted bid proposals. e City staff has also obtained the necessary certificate liability of insurance forms from the two respective companies. Background checks have been completed by City staff for 4 Seasons Tree Care and Fritz's Tree Service. For comparison purposes, City staff has also included a spread sheet identifying an overview of the 2006 bid prices and a comparison of the 2005-2006 tree removal contract pricing. Recommendation-(Two Motions) Based upon the lowest and most responsible bid, City staff recommends that City Council award the 2006 tree and stump removal contract for accessible tree removal and tree trimming to 4 Seasons Tree Care Inc. or the April I, 2006 to December 3 I, 2006 time period. Based upon the lowest and most responsible bid, City staff recommends that City Council award the 2006 tree and stump removal contract for non-accessible tree removal, excess stump removal, woodpile removal, and brush removal to Fritz Tree Service for the April I, 2006 to December 31, 2006 time period. e . . . . CITY OF ARDEN HILLS TREE REMOVAL BID PROPOSAL FORM 2006 (See Appendix A for 2005 Tree and Stump Removal Summary) I. Tree and stump removal (Accessible Trees) a5(X) ti' Cost per diameter inch over 35" 3 0 'Trees over 40" diameter or with unusual removal circumstances (as determined by forester), to be special bid. Cost per diameter* inch Note: Some larger trees in this category may warrant cost adjustment due to excessive stump flare removal. II. Tree Removal (No Driving Access to Trees) 60w Cost per diamctcr* inch 00 Cost per diameter inch over 28" 90 'Trees over 40" diameter or with unusual removal circumstances (as detennined by City Forester), to be special bid. Note: Some trees in this category may have extreme access or difficulty factors (stmctures, wires, water) that might warrant adjustment of removal cost). IlL Excess stump removal S~ per diameter inch Woodpile removal ____,30~.. pcr cubic yard Brush removal 9cJO~ per 20 yard load (b Tree Pruning /30 ~ per hour *Diameter as measured at 4' off ground level. Signed ~.:. #~ FinnNan:: Lj SeC\.so(\'s !ref> tAre Address () Co2 X <'j /5,:; /'<d. ,ST peJ12 Phone ro I a - c; 90 - ~ / G (/ (~"'O - life "F' d 39 9) Date :5 -;l- tJ0 l'f\C . ...~_S0Jk~f'.. HOMe. Mar ,14 06 01: 09p Bieganek Agenc~ 3206324523 p.l ACORD.. CERTIFICATE OF LIABILITY INSURANCE DA 11:: (MMtODIYYYY) I'ROOUCffi (320) 632-9226 BI.EGANEK AGENCY INC 211 N.E. 1st St. P.O. Box 209 L:ittle Fal.l.s 03/14/2006 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMA nON ONL v AND CONFERS NO RJGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND. EXTEI'IO OR ALTER THE COVERAGE AffORDED BY THE POLICIES BELOW. MN 56345- INSURERS AFFORDING COVERAGE INSlJRERA NORTHLAND INSURANCE INSURER B: Berkle Ri.sk INSURER c: NAIC# INSURED ScotL ~ & Justin Herol.d 4 Seasons Tree Care, Ine 26884 153rd St PIERZ COVERAGES MN 56364- INSURER D INSURER E: THE POLICIES Of INSURANCE LISTED BELOW HAVE BEeN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLlCY PERIOD lNDICATED_ NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDI110N OF ANY CONTRACT OR OTHER DOCUMENT VIIITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICiES OLSCRlBEO HEREIN IS SUBJECT TO All THE TERMS, EXCLUSIONS AND CONOITIONS OF SUCH POUCIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REOUCED BY PAID CLAIMS. INSR ADD'L PQUCY EFFECTIvE POLJCY EXPlRA nON LTR NSRD TYPE OF INSURANCE POLICY NUMBER DATE (MWOUIYY) DA"'rE(MM!DONVI UM[TS A ~t>lERAL UABlUlY CP461462 05/01/2005 05/01/2006 EAQ-iQCCURRENCE , l,OQO,OOO X COMMERCIAL GENERAL LIABILITY ~~~iJOE~~~IuE~ncel , 100,000 I CLAIMS MADE [!] OCCLlR / / / / MED EXP {AAvone persoo} $ 5,000 '- P~RSONAL II. ADV INJU'3_Y . 1,0001000 '- / / / / GENERAL AGGREGATE , 2,00~c'l.fl'l ~. nNLAG~nlllMIT nS PER PRODUCTS. COMPIOP AGG $ 2,000,000 PRO- / / / / POLICY Jf::CT LOC A ~TOMOB1LE liABILITY CT 132142 01/26/2006 01/26/2007 COMBINED SINGLE LIMIT iEaacciden!} . '- ANY AUTO '- All OVVNED AUTOS / / / / BODILY INJURY 100,000 . ~ SCHfOULED AUTOS (Pffperson) - HIRED AUTOS / / / / 600ll Y INJURY $ 300,000 - NON-OWNEO AUTOS I (Per accident) . .- / / / / PROPERlY DAMAGE 100,000 {Perac;:ider.IJ , =FGE UAS'UTY AUTO Ot~IY - EAACCIDENT , ~-- ANY AlITO / / / / OTHER THAN EA ACC :I; AUTO ONLY AGG , OESSlUMBRELLA LtABIUY" , , / / . , , EACH OCCURHLNCE. _ OCCUR 0 CLAIMS MADE AGGREGATE S ~ .~ S .~ ~ ~EDucnBlE / / / / $ RETENTION S S B WORKERS COUPENSA nON AND r_o follow direct 03/01/2006 03/01/2007 I T~~ItJWs I lO~lt EMPLOYERS' LIABILITY ANV PROPRIETOPJPAFr:TNCAJEXECUllVE' EL E.o..O-l AC~~NT , OFFICER/MEMBER EXCLUDED? from co / / / / EL DISEASE -F..AEMPlOYEE :> If yc~, describe under SPECIAL PROVISIONS below LL DISEASE - POLlCY lJMIT $ OTHER / / / / / / / / / / / / DESCRIPTION OF OPERA nONSILOCATIONSNEHICLE;SiEXCLUSIONS ADDED BY ENDORSEMENTISPECIAL PROVISIONS CERTIFICATE HOLDER (651) 634-5137 fax CANCELLATION City of Arden Hills License & Regulatory 1245 W Hwy 96 Arden Hills ACORD 25 (2001J08) &}n.-_- JNS025 {0106j.OS SHOULD ANY OF THE ABOVE DESCRIflElJ POUCIES BE CANCELl.ED BEFORE nlE EXPIRATION DATE TliEREOF, !Hf: ISSUING INSURER 'WIL.L ENOEAVOR TO MAIL 10 DAYS WRITTEN NOTICE. TO THE CER"JIFICATE HOl.DE.R NAMED TO THE lEFT. aUT fAILURE TO DO -50 SHAU IMPOSE NQ OBUGA nON OR UABRIT'l' OF ANY KINO UPON THE ELECTRONIC lASER FORMS. INC - (flOO)327 -05<:5 ORD CORPORATION 1988 Services MN 55112- Pag~ 1 (>1:;' B3/14/2BB5 15:57 5B1251BB14 THE UPS STORE 2758 . CITY OF ARDEN HILLS TREE REMOVAL BID PROPOSAL FORM. 2006 (See Appendix A for 2005 Tree and Stump Removal Summary) L Tree and stump removal (Accessible Trees) Cost per diameter" inch JJ ,;2;5, () () Cost per diameter inch over 35" 1/ 4.!iJJl>- "Trees Qver 40" diameter or with unusual removal circumstances (as determined by forester), to be special bid, Note: Some larger trees in lhis category may warrant cost adjustment due to excessive stump flare removal. Il. Tree Removal (No Driving Access to Trees) . Cost per diameter' inch I 3". 0 () Cost per diameter inch over 28" i :'5 '). () 0 'Trees over 40" diameter or with unusual removal circumstances (as detennined by City Forester), to be special bid. Note: . Some trees in this category may have extreme access or difficulty factors (structures, wires, water) that might warrant adjustment ofremoval cost). III. Excess stump removal jJ J.{, Oi) per diameter inch Woodpile removal U aU per cn bi c yard Brush removal lid. 56 per 20 yard load Tree Pruning 1/ ;)5D per hour e 'Diameter as measured at 4' off ground level. Signed-qIJfV .I)J./jj~/ hI h~ T rr:.t> N":O/lC-e Address -13 t t CO J{)~ A/f 15mo}:/!f7 7(",3 - &70 - 03i/o/ Date~ - ) tj~ OG, I lilxr ~Y~5 I Firm Name Phone PAGE 132 03/14/2005 15:57 5012510014 THE UPS STORE 2758 PAGE 03 tT>rac ~Jlkl.Admil'Ilf.lrnM~_llC Minnesota Workers' Compensation Assigned Risk Plan Standard Workers' Compensation and Employers' Liability Policy Contract Administrator Berkley Risk Administrators Company, LLC P.O. Box 59143 Minneapolis, Minnesota 55459-0143 Phone (612) 766-3000 Ncel Carrier Code 21466 . 1. The Insured: Fritz Williams 7317 Colo..do Avenue North Brooklyn Pari<, MN 55443 WCIP Policy Number: WC'22-04-[706B3'OO Association File Number: 3176025 Tax ID#: F 2001992 3 UIC~: 03565587dooo Policy Period: From: 2/22/20061 To: 2/2212007 i 0"10 oIM.ilinn' ~/1/2006 I Re: Policy Holder: Workers' Compensation Policy #: WC-22-04-170683-00 The referenced policy with the State of Minnesota Workers' Compensation Insurance Plan has been placed with Berkley Risk Administrators Company. LLC for administration. The following information is required to enabie uS to property administer this Workers' Compensation Coverage I GENERAL INFORMATION What is the legal entity for this coverage? REe7J MAR O:J 2008 . If you have any queslions, please feel free to contact me aI612-766-3607. Very truly yours, David D Wolfe Policy Services Technician Residual Market Aaenev Name and Address Agency Ten Insur;;ance 2415 Annapolis Lane Ste 111 Plymouth, MN 55441 . APPI3 1595505292 03/14/2005 15:57 6012610014 H~ce~Y90: 9/2~/O~ 9~SB; THE UPS STORE 2758 Sep.22. 2005 3:52AM LJwrence-Bonmbach No 7553 PAGE 01 p. I ACDRD~ CERTIFICATE OF LIABILITY INSURANCE "'Tn~ 5 TMlS CtiRTIFICATE IS lSSUBlIlS A MATTER of INFORIIlATION ON~ V AND CONFERS NO RlCIITS UpOll THE CI'RTIACATE HO\,.IlER. THIS CtiRTIFlCATE DOS!! NOT .........0. EXTEND OR ALTER THE COVERAGE AfFORDED In' THI! POUClES BELOW. ~NCE-BOHKBACH AGENCY INC BASTINGS MN C/OI MIDWEST GENERAL AGENCY 3300 BIRCH S'1' EAU CLAIRE WI 54702-5420 ...UIIEO FJl.ITZ WILLIl\MS DBA FlUTZ' S TREE SERVICE 7 ~ 17 COLORADO AIlE N EXCAV;!l.TIN" ... IN!!!!.~_~FfOROING COIIEllAGE ,_" PBNN STAR INSURAlI I"'I'IURERII: COMPANY NAIe# o INBUfteRC< I.tROOJa.Y)l PAlIK MN 55443 COWl'AGI!'S THE POUClES OF fNSURANCE USTEDB~LOW HAVE: BEEN ISSUED TO THE INSUREO NAMEol\eove ~aR. T~ PO\.JC'V PERlDO lNOICA.-reo.NOtWI1HSTANOING ANY REQUIREMENT. T'EFW OR commoN OF ANY CONTRACT OR OTHEFI: OOCUMe~T WlTI'1 RESPECT TO WHlCfol THIS CEFrrlFICA.le MAY 9E' '9SUEO OR MAV PERTAIN, THE; IWSUPANOE AFF'OAnEO iSV 'rHt: F'oucreS OUCRt~D Hf!RE:IN IS Sl)BJECT TO All THE TEIWSI, E)(ClU~IOHS AND CONOrTlONS o~ SUCH POUCles. AOORECAT~ UMITS artOVIIN ~y HAY';: 8~e:NRaOUCEO ey PAID ClAIMS. .s. ,. ..~ noN ..m POLfC"'~ .........'" II\I8URGAIQ' A CDlERAl.l.lAIIILm' X (:O~RC'AtGfNePW.t1ABlUTY CL.AIMStolAOI! CXJ ~ AC6498538 c.-. .1 000 000 . 1Q.0., 000 Id8)@CP "~one.pQ'1Qn 5 5 000 PEMONAI.&AOVINJUftY 1$1 OO.~_'-OOO ~~~RelM'fE s2 000 000 PRODOCn..COMRlOPoI'<GG.. s.2.~ 000 000 AurnMOV~ 1.IA~LlTY AfffAUTD OOMel~~SlNGl..EUMl" ""0<<\0",,, , .AlL CWNEO,wTOO S<hIIl>UlED "'"'" HI~AlJTO!I NON.r;JWNEDAlJrDS BODILY 1NJl.ftr' (l"'erpe$n'J , &oo1L'f'N..J1.Jm' (F'8r-~j'Ill . PROP;'~O,a.t.\'.a.os fPl!r"~) ,G~t\&,o'" J.-1/UIWfY M'r^lrro AUTOOM.Y' tAAcaDBff " el'l,ACO S ""0 , {)'!HER""'" A,U1'OON1.Y. EJ(CQIllU1t9RRl.,.\lWItlfl""f OCCUR 0 ~!MISf.tAOE: &ACH~~~ I AO~~~ , , . . . oroocT!fill1i. , ~1CI,R8CQ~ll.TlOM...1Ul I;M'LOYERS'l.lAaa.fI"t' Nff~~I:R'ElI;ECuTIvE. OFf.lCE!Md[M8fA~ 11 ,ltna'ilJI:IJJfId<< " ""'"" e ATU. (JI1+ R .. 1!".L~I-1.6.CClO1N'f $ E.L.OIl!E!ASE.E;Af..MPLO't~ .! G.LOl&biIoSGl~ t bell(':QP'1'tOH ~ orl!JlAnO~Jl~TJI:'Hs I,VEHICOr..G!.a tV(Ct.U,.oNS "!JI~bln'eNDCIRHlH!tI'T Il';pW;C,^I..PROVlelOt4_ TREE PRUNfllG,JU:PAXRING, TRX-ING SNOW REMOVAL OF SIDEWALKS, PRIVATE PARKING LOTS ... DRI~AYS ONLY CERtiFICATE HOLDER CANCE $\'IovLll "'NT MT....Al!IOY1; OUCMlIiiD 1'OL.\elrt.'t liE CA.Hta.J..iID lJEf'ORI!'nIE EXPIRATDI OAn~IK;CtI".1I4E r.s!4'~NQ I~ WILl.. PlQfAYO~ TO IllIAIL ~ I)A,.... WIlrrrat NOTtC~ TI) THE CERl1F'!eATE HOI..DE~....ED 10 na: LBT.1lLIT p'AIWRQ TO no so ~ .~ NO OBLIGATION OP I..WBL.JTl" OF ANY Km~ UPOll THE trISUftER. '" ,A,QIIN'1'1: D~ 1l(p~"""'ATJ\/l!Ili. 1l.l.1niDI(U:Ef1"Il~ ,~,.L 14:/ r;;?-. -- eAcORD CORPOItATlO 1/188 e ....CORD2$ (2G01IDBl ;;; 0.. o '" '" ... ~ Q) .0 E '" .<:: o '0 c ::> o o ~ o !!>. '" :Q <sJ I aJ 0 ro 0 c N Q) > " 0 "" ~ E <( - Q) .<:: OIY " >,Q) Iii ~ (1) ;;; o ~ I- ,- lI) !~ ~ e .clffi ~ ~ ...'.50::"5 ..c (I).... c:: Cii D.:,S E- ::iti.I~I~ In u:o e (,f) M U!Ui:::I," :u cf, I"-I!:: > g: ~Oi: 0 z: ' :e [I- I , , :i; ~I . ;~ e! l.d~ ~:j~itt:_ P-i~;;IE ~ ~iii)!4l!3 ~ o!oiEltI) Q.f ~!f..)L~!-g ~ S::i ;0111I' o. ! !Q) Z' Ie , ,e- , i i f--r- , ;'ij I : IE; i UI~ I I E VI :411 :'fiI41<ll l~iL..151D::TI !~:~IQ;IE E -3i....liil,3li> ::l1~IEI(I) .., ~IOi::lI'O Q; 0' I.-:t: > <(,01:0 .~ ',= ---+-c , ' ! ! i""i , i~! :g:~ !'Q;',;i-;:!(i) ~ 1:C,ll.. ~:" 0 l'ijjit;!W:l: E : lIJlo:E:llI (I) :G:lolra,I1lOC :0; .11:I,111 0: 1'-;'" .....1 :0',1- '....., ' , igl'E ',<':Imi, '.... u: ':::110: !~!'~: i-'> ~ c " ~I E. 0' Ui 0000.0 00000 o om ..n4' OJ. 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I U I~i , c o i c iE " ", :1111 i~I--l-- 1 c ~ 10' 0' lEI it:i I-' l""5:i I>' ---.,0>--,--- : Ei '111! I "I Q11 :..0' j-ci Iii! IE: 'w' :~I i:5: i'C' 'WI 'C "tlf-----"-w Ig:: ' :5 ie-' 1 e I. 1.S!i ~' ~ '" ~ ~ ,= < 'e " ~ o c <" . E .. .a ~ e o o " ~ E . .. ~ .~ 0: pi c ? e . . City of Arden Hills 2006 Tree Removal Bids 2005-2006 Cost Com arison Size of Tree Cost Per Diameter Inch .... _________~___....____ ' (Includes Tree and SturnF Removal) Compal1y 2006 Tree Bids i n. ---!~2Inches 150 inches i i i$ I i i $ i- J_____ '$ I i ~- '$ I I ---'$ f Accessible Trees i 4 Sea-so-n's-Tree Care---------;"18 Ind18s-- --- 4 Seasons Tree Care 4 Seasons Tree Care Non-Accessible Trees __..u..__._____________ ___ Fritz Tree Service Fritz Tree Service Fritz Tree Service Comp"ny __. 2005 Tree Bids Public Trees -------- S&S Tree Service i 18 Inches ---1- i 32 Inches --1"------ i 50 inches Size of Tree i$ i _ ProjE)cted Cost i , I _..______---j--_____ ________n______._..._______ _ 2500+~____.._i.~00.Q 25()() i $ 30.00T 800.00 1,5.9000 35.00 ! $ ._.-----~----_.- 630.00 35.00 $ ----------- 1,120.00 55.00 $ 2,750.00 Cost PEl':..__..__---.!'-'"ojec!ed Diameter Inch Cost (Includes Tree and St.ump __________.__ Removal) i '18 Inches I $ -------~-- 1- --------=_ ____~In~hes ______~..L---n S&S Tree Service S&S Tree Service Private Trees --------------.---. S&S Tree Service S&S Tree Service S&S Tree Service i I $ 52.00 $ i ----------------------- I T---- I $ 50 inches 18 Inches '32 Inches i -1-$ I . 50 inches . $ 31.75 $ 571.50 4200_1..___ 1,344.Q0 2,600.00. 52.00 . $ 936.00 83.75 , $ 2,680.00 133.00 $ 6,65000 ~ ~~ILLS . March 1, 2006 Dear Contractor: The City of Arden Hills is interested in obtaining proposals for Tree Removal, Stump Removal, and Tree Trimming on maintaining trees located on City and privately o\vned properties and right-of-ways. Proposals must be submitted on the attached form, and must be in compliance with the following conditions: 1. The bid fmm must be fully completed and signed. The bidder should be prepared to submit a financial and experience statement upon request. 2_ It is understood that the rate shall be compensation in full for the subject work, including site cleanup and disposing of the removed tree, limbs and/or stump grindings. 3. Proposals must be accompanied by a certificate of insurance evidencing that the Contractor's equipment and employees are covered by liability and propelty damage insurance and should be kept current throughout the duration of the contract. If insurance is canceled or expired and not renewed during the contract period, the contractor must notify the City of Arden Hills. 4. Contractors shall certify to the City that they, their operators and equipment are in complete compliance with all applicable state and federal D.O.T. requirements and regulations. The contractor shan also provide the City with a brief history of the company and their professional qualifications. e 5. It is understood that payment for work performed will be made during tbe month followiug the completion of work. All bills shall be submitted to the Operations and Maintenance (O&M) Department for review and approval. 6. It is understood that all prices listed on the proposal form should be fiml for the period of April 1, 2006 thru December 31, 2006. 7. The City of Arden Hills reserves the right to reject any and/or all proposals, and to enter into agreement with separate bidders as deemed appropriate and in the best interest of the City. 8. All questions or correspondence concerning this matter should be addressed to the undersigned. Proposals should be delivered to the Arden Hills Cily Hall, 1245 West Highway 96, Arden Hills, MN 55112 by 3:00 PM on March 17,2006. The bids will be publicly opened and read aloud by representatives of the City on March 17, 2006 a13:30 PM. Sincerely yours, Thomas M. Moore Operations and Maintenance Director City of Arden Hills 6S 1 -634-5133 . . e . ~ ~HILLS INSTRUCTION TO BIDDERS I. City of Arden Hills tree removal contract will cover the period April I , 2006 to December 31, 2006. If the City is satisfied with the performance of the selected contractor, the contract may be extended to the 2007 calendar year. 2. In submitting this bid, the Bidder wlderstands that the City reserves thc right to reject any and all bids. 3. The bid form must be fully completed and signed. The bidder should be prepared to submit a financial and experience statement upon request. 4. In accordance with Arden Hills City Code Chapter 7 (Section 710.12), homeowners are given an opportunity to remove diseased trees from their property. Trees remaining can be assigned to the contractor for removal. Thereafter, the contractor agrees to remove all trees on a given list within 20 days after notification. All accessible stumps must be removed and properly backfilled within 30 days ofthe notification date. 5. The contractor could be called upon at short notice to remove non-diseased storm - damaged, "nuisance" or hazardous trees at contract price from both public and private property. 6. Removal costs indicated on the bid form include the removal and back fill of the stump(s) as well as the trees for Category I - Accessible Trees. 7. The City reserves the right to split the contract according to bids received for trees and stumps (Category I) and trees with access difficulties (Category II). 8. A performance bond equal to the projected project cost is required. Insurance with minimum limits of$1 million (liability), $1 million (property damage), $1 million (auto liability) will be required and proven with a listing ofthc City of Arden Hills as additional insured. Workman's compensation insurance in the amount stated by the State of Minnesota will be required. Proof ofthe above- stated insurance amounts must be provided to the City before tree work ean commence. 9. Applicants should be able to demonstrate a successful record of municipal contracts and be able to submit a list of previous employers and references. 10. All contractors doing work in the City of Arden Hills must be in possession of a current contractor's license (available at City Hall). . 11. The City of Arden Hills expects its contractors to conduct themselves with respect and proper behavior regarding all interactions with residents, other contractors and City employees. 12. See Appendix A for 2005 tree data comparison. TECHNICAL SPECIFICATIONS L Disposal of Trees All logs and branches shall be removed from the property on which they are cut and disposed of by the Contractor in accordance with the rules and regulations of the Minnesota Departmcnt of Agriculture. Logs or brush stored safely on site must be removed the following day. No material shall ever be stored in the street or at a location that might impair safety of driving or walking. 2. Chipping a. City streets may be used for the Contractor's chipping operation. The Contractor will be required to clean-up the street and boulevard after the chipping operation. . b. Chips may be deposited upon a pre-selected site in the City providing the Contractor has pennission from the City specifying the dumping site and the amount allowed. 3. Stump Removal a. All stumps and roots will be removed to a distance of not less than twelve inches (12") below established grade between the curb and sidewalk. If no sidewalk exists, grade is considered below the curb, or as detennined by the Operations and Maintenance Director. b. The Contractor will remove all chips and other debris caused by the stump removal operation. c. The Contractor will furnish and spread soil of a quality equal to or better than soil of abutting areas, over the areas of the removed stump and all other areas disturbed by his/her operation, to a level . e e . equal to or greater than the adjacent area. No brush, chips, stumps, etc., shall be used as filler in such holes. No holes are to be left open overnight. d. The Contractor will sprcad grass seed on all disturbed soil areas. The grass seed will be provided by the tree Contractor. e. If, in the event the Operations and Maintenance Department deems it impractical and/or unnecessary to remove the stump, it may direct the Contractor to debark the stump to a point two inches (2") above ground level. 4. Tree Measurement Trees will be measured at 4 feet off ground level. Those trees forking below the 4 foot mark will be measured directly below the union and can be considered one tree. 5. Delay Penalty If the removal work is not completed within the given deadline of 20 days; 30 days for stumps, (allowing for cxcusable delays), a sum of $25.00 per day per list may be deducted from the payment. G. Protection and Restoration of Property The Contractor shall not enter upon private property without having previously obtained permission from the Owner. The Contractor shall be responsible for the preservation of, and shall use every precaution to prevent damage to all trees, shrubbery, plants, lawns, fences, culverts, bridges, driveways, sidewalks, etc.; all water, sewer, gas lines; all conduits; all overhead pole lines or appurtenance thereof; and all other public or private property along or adjacent to the work. Any adjacent shrubs, trees or other growth receiving or sustaining breakage, injury or other damage during the removal project shall be given remedial or corrective treatment, and cleanup. The Contractor shall notify the proper representative of any public utility corporation and company or individual, not less than fortv-eight (48) hours in advance of any work which might damage or interfere with the operation of their or his/her property along or adjacent to the work. Gopher State One Call telephone number 1-800-252-1166. The Contractor shall be responsible for all damages or injury to property of any character resulting from any act, omission, neglect, or misconduct in the manner or method of executing the work, or due to non-execution of the work, or at any time due to defective work or materials. The Contractor shall restore, or have restored at his/her own cost and expense, snch property to a condition similar or equal to that existing before such damage or injury was done, by repairing, rebuilding, or otherwise restoring as may be directed, or shall make good such damage, or injury in a manner acceptable to the Owner and the City. e The City shall be indemnificd and held harmless from any suit, or expense claim brought for or on account of any damage, maintenance, removal and/or replacement or relocation of mains, conduits, pipes, poles, wires, cables or such other structures of private utility firms, or corporation, whether underground or overhead, that may be caused or requircd by the Contractor during the time the work is in progress. . e e . . APPENDIX A COMPARISON DATA 2005 Number of trees identified for removal in Arden Hills 2005: Elms Oaks Hazard & other Total 20 18 36 74 Trees Number of trees removed by contractors 2005: Pine Trees Maple Trees Box Elder Trees Elm Trees Total 3 (Average Size 14 inches) 2 (Average Size 9 inches) 4 (Average Size 20 inches) 9 (Average Size 10 inches) 18 Trees Average sizes oftrees 2005: Elms 17.5" Average Oaks 16.2" Average Pine Trees 11.8" Average Hazardous Trees 10.0" Average CITY OF ARDEN HILLS TREE REMOVAL BID PROPOSAL FORM 2006 e (See Appendix A for 2005 Tree and Stump Removal Summary) L Tree and stump removal (Accessible Trees) Cost per diameter* inch Cost per diameter inch over 35" _ *Trees over 40" diameter or with unusual removal circumstances (as determined by forester), to be special bid. Note: Some larger trees in this category may warrant cost adj ustment due to excessive stump flare removal. II. Tree Removal (No Driving Access to Trees) Cost per diameter* ineh Cost per diameter ineh over 28" *Trees over 40" diameter or with unusual removal circumstances (as determined by City Forester), to be special bid. . Note: Some trees in this category may have extreme access or difficulty factors (structures, \vires, ,vater) that might w"arrant adjustment of removal cost)_ III. Excess stump removal per diameter inch Woodpile removal per eubic yard per 20 yard load Brush removal Tree Pruning per hour *Diamcter as measured at 4' off ground level. Signed Date Fim1 Name Address . Phone e Prepared by: KAG ~ Dept.: Engineering Council Mtg. Date: 4/10/2006 Final Action Needed By: 4/10/2006 ~ ~LS City of Arden Hills Request for Council Action "'N'h,~^'~';~:'i5p":'< Agenda Item !ii~ -~^,.~.,..".,.._'-.~-'" 2006 PMP Budgeted Amount: $1.764.000.00 Actual Amount: $1.918.168.42 Funding Source: Various Council Action Request: Motion to approve Plans and Specifications and Authorization Advertisement of Bids for the 2006 PMP Ridgewood Neighborhood Improvement Project Staff Recommendation: The plans and specifications for the 2006 PMP are nearing completion. Council will be presented with the bid results and potential contract award at the May 22, 2006 Council meeting. Staff recommends adoption of Resolution No. 06-29. Advisory Commission Action: Commission Planning PTRC Date Action Not Applicable Not Applicable Not applicable e Supporting Documents (which are attached to this Action Form): o Memo/Letter: . IZI Resolution (No. 06-29) o Ordinance (No. ) IZI Engineering Recommendation: See the attached memorandum. o Attorney Recommendation: o Other: Financial Implications: See the attached memorandum. Administrator/Slaff Comments: Page 1 of 1 ~ ~HlLLS . City of Arden Hills Ramsey County, Minnesota RESOLUTION NO. 06-29 A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE 2006 PAVEMENT MANAGEMENT PROGRAM WHEREAS, The City of Arden Hills authorized the preparation of detailed plans and specifications addressing the necessary requirements of the 2006 Pavement Management Program. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: I. Such improvement is hereby ordered. 2. Plans and specifications prepared by URS for such improvement pursuant to Council resolution are hereby approved and shall be filed with the City Clerk. 3. The City Clerk shall prepare and cause to be inserted in the official paper an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisement shall be published for 3 weeks, shall specify the work to be done, shaH state the date and time that the bids will be received by the City Clerk and City Engineer at which time they will be publicly opened in the City Hall and subsequently be considered by the Council, and that no bids will be considered unless sealed and filed with the Clerk and accompanied by cash deposit, cashier's check, bid bond, or certified check payable to the Clerk for 10 percent (l0%) of the amount of each bid. . ADOPTED by the Council this 10'" day of April, 2006. Beverly Aplikowski, MAYOR ATTEST: MicheHe A Wolfe, CITY ADMINISTRATOR . . e . ~ ~ EN HILLS MEMORANDUM DATE: April 6, 2006 AGENDA ITEM 7.B-C TO: Mayor and City Council Michelle Wolfe, City Administrator Kristine Giga, Civil Engineer ~ FROM: SUBJECT: 2006 PMP- Ridgewood Neighborhood Improvements BACKGROUND URS is nearing completion of the plans and specifications for the 2006 PMP Ridgewood Neighborhood. The project consists of reconstructing the streets in the neighborhood and constructing concrete curb and gutter, retaining walls, a storm sewer system, including three sedimentation ponds and thirteen to sixteen rain gardens. The project also includes thc replacement of the watermain and water services along Arden Place, hydrants and gate valves throughout the neighborhood, and sanitary sewer forcemain along Lake Johanna Boulevard, Ridgewood Road, and Arden Place. The watermain and sanitary forcemain pipes are proposed to be installed using trenchless technologies. FINANCIAL IMPLICATIONS The estimated total project cost for the improvements is $] ,9 18,] 68.42 including engineering costs. Any expenses required for drainage easement acquisition are not included in this amount. The City's portion of the project costs are currently budgeted from the General Capital Fund and Utility Enterprise Funds (sanitary sewer, storm sewer and watermain funds). The following shows a breakdown and comparison of feasibility estimates and a revised estimate based on the final plans. \\Metro-inet.us\ardenhil]s\PR&PW\Enginecring'2006"COUllcil Actions\4-06-06 Memo 2006 PMP.doc 2006 PMP 4/6/2006 Page 2 e Improvements Roadway Storm Sewer Feasibility Estimate $ 1, 100,000.00 $ 410,000.00 $ 82,000.00 $ 160,000.00 $ 12,000.00 Final Plan Estimate Sanitary Sewer Watermain Roadway Easement Acquisition Allowance $ 1,142,739.14 $ 458,524.94 $ 90,948.50 $ 220,055.84 $ 0.00 TOTAL $ 1,764,000.00 $ 1,918,168.42 (plus drainage easements) There are several factors resulting in an overall increase (approximately 9%) in costs. The feasibility estimate was prepared in August, 2005, and reflects 2005 construction prices. Construction prices have since continued to increase due to higher fuel and energy costs. The complexity of the neighborhood, with the significant variation in grade, has also resulted in increased costs during final design to better match into existing ground slopes and driveways. Some retaining wall costs were included in the feasibility report as optional costs, but were not included in the baseline improvements. During final design it was apparent that even the optional e retaining wall costs listed in the feasibility report were underestimated. The following items were not included in the feasibility report estimates and are also contributing factors to the increase in the estimate: water service improvements from the watemlain to the curb stop; slightly extended limits of the watermain replacement; the proposed ponding area by Lift Station #3. Easements Staffis in the process of working with the City Attomey and affected properties to obtain the drainage and utility easements needed for this project. The plans reflect proposed improvements based on the acquisition of the easements. If agreements cannot be reached with affected property owners on the casement acquisition, plans will be modified accordingly to account for a design change. CONCLUSION In order to capture a market for competitive bid prices and keep the project on a timely schedule, these plans should be advertised in April. Bids would be opened in early May and, if accepted by Council, awarded in late Mayor early June. Construction would then likely begin sometime in June. If a delay would occur in approving plans and authorizing advertisement for bids, this would delay the entire schedule, which could potentially delay the project to the next construction season. At this time, staff recommends adoption of Resolution 06-29: Approval of the final plans and . specifications ordering advertisement for bids for the 2006 Pavement Management Program. e . e ~ --A~LLS City ot Arden Hills Request for Council Action Prepared by: MW Dept: Admin Council Mtg. Date: 4/10/2006 Final Action Needed By: 4/10/2006 Agenda Item~tll~ Approve a Motion to Direct Staff to Either Proceed or Not Proceed with Payment of 2006 Dues 1$5.340\ for Membership in the North Metro 1-35W Corridor Coalition Budgeted Amount: $5,340 Actual Amount: $5,340 Funding Source: Mayor and Council Council Action Request: Approve a motion to direct staff to either proceed or not proceed with payment of 2006 dues ($5,340) for membership in the North Metro 1-35W Corridor Coalition. Staff Recommendation: Approve a motion to direct staff to either proceed or not proceed with payment of 2006 dues ($5,340) for membership in the North Metro 1-35W Corridor Coalition. . Advisory Commission Action: Commission pla"-n1n(L__ . 'pTRC Date Action .Not~~I:l!e__ Not Applicable Not applicable , -------------1 ....! Supporting Documents (which are attached to this Action Form): I2J Memo/Letter: From: Michelle Wolfe Dated: April 5, 2006 o Resolution o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: Administrator/Staff Comments: ~ ~~HILLS . MEMORANDUM DATE: April 5, 2006 AGENDA ITEM: 7.D. TO: Mayor and City Council FROM: Michelle Wolfe, City Administrator SUBJECT: 1-35W Corridor Coalition ~ Membership Discussion Council discussed our possible membership in the 1-35W Corridor Coalition at the January and March Work Sessions. Background information was provided in the packets for both of those meetings. There is not any new information available. In January, Council had concluded that furthcr discussion was needed at a future work session. In March, the Council directed that the item be placed on a future regular meeting agenda for discussion and vote. ACTION REQUESTED Approve a motion to direct staff to either proceed or not proceed with payment of 2006 dues .- ($5,340) for membership in the North Metro 1-35W Corridor Coalition. _ MW \\metro-inetlardenhillslAdminICity AdministratorlMemo\200614-JO-06 Memo RE J.35W Corridor Coalition. doc . e ~ .~HlLLS. CIty ot Arden HIlls Request for Council Action , o Prepared by: KB Dept.: Com. Dev Council Mtg. Date: 4/10/2006 Final Action Needed By: Agenda Item iI~ Budgeted Amount: $10,000.00 Actual Amount: $10,000.00 Funding Source: EDA General Council Action Request: Consider approving a contract with DeSCo Solutions, Inc., for the development of an Economic Development Plan for the City. Staff Recommendation: Staff recommends approval of a contract with DeSCo Solutions, Inc., for the production of an Economic Development Plan for the City, in the amount of $10,000.00, to be facilitated through the Economic Development Commission, and authorize the Community Development Director to execute said contract. Advisory Commission Action: Commission Date Action Not Not . Supporting Documents (which are attached to this Action Form): [8J Memo/Letter: Report to the City Council o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: [8J Other: Contract Language DeSCo proposal Financial Implications: $10,000.00 budgeted AdministratorlStaff Comments: . Page 1 of 1 e . . ~ /],\~HILLS MEMORANDUM DATE: TO: April 4, 2006 Agenda Item 7E Mayor and City Council Karen Barton, Community Development Dircct6-@ FROM: SUBJECT: Contract Approval for the Production of an Economic Development Plan Background In October of2005, the Economic Development Commission approved to make recommendation to the Council to consider budgeting for a stratcgic cconomic development planning process that would inelude the hiring of a professional consultant to guide the City Council, EDC, and other commissions in the production of an Arden Hills Economic Development Plan. At the November 21,2005 Council Work Session, Council discussed budgeting for this item. $10,000 has heen budgeted for this item. The EDC sent out a request for proposals in February of this year. They received three responses. After reviewing each of the proposals and interviewing two of the firms, the ECD has selected a firm to facilitate the production of an Economic Development Plan for Arden Hills. Discussion The EDC is recommending Council authorize the execution of a contract for the production of an Economic Developmcnt Plan for Arden Hills with DeSCo Solutions, Inc., in the amount of $10,000. DeSCo is proposing to create an economic development plan that will givc Arden Hills the professional direction to focus economic development efforts, serve the business community, and galvanize community leaders in relation to economic development efforts in the City, and providing the City with a focused plan of action. DeSCo proposes a six-phasc project consisting of a Community Analysis, competitive Analysis, Citizen Input, Consensus, the development of a Marketing Plan, and on-going Support. DeSCo anticipates a 4 month timeline for the development of the plan. Attached is a copy of DeS Co's proposal description. DeSCo, located in Valparaiso, Indiana, was established in 1996 and operates nation-wide. . DeSCo has extensive experience in economic development planning and marketing. Mr. James Mooney, President and Owner of DeSCo, will be directly involved in the production of the Economic Development Plan for Arden Hills. Mr. Mooney is a Certified Economic Developer (IEDC), and a Certified Economic Development Finance Professional (NCUED). He has written and published six books on economic development and has published numerous articles that have appeared in tradc and professional publications. He also serves as faculty for the Economic Development Institute and instructs economic development classes at five universities located throughout the United States. Recommendation Staff is recommending Council approve the contract with DeSCo Solutions, Inc., in the amount of $1 0,000, for the production of an Economic Devclopment Plan for the City of Arden Hills, to be facilitatcd through thc Economic Developmcnt Commission for the City, and authorize the Community Development Director to execute said contract. . . Economic Development Plan 7 February 2006 Page 3 0117 . Project Description Development Services Company (DeSCo) proposes a six-phase project in the development of an economic development plan for the City of Arden Hills: Community Analysis, Competitive Analysis, Citizen Input, Consensus, Marketing Plan and Support. Six Phases I. Community Analysis - What are the issues and answers for Arden Hills? II. Competitive Analysis - How do we stack up against our peers? III. Citizen Input - How can we obtain input from as many people as possible to make sure that their voices are heard? IV. Consensus - What do we agree is the best course of action in this situation? V. Marketing Plan - How do we sell our assets off? VI. Support - DeSCo is always only a phone call away. Phase - I Community Analvsis Project Initiation Phase . Task 1.1 Research. DeSCo will initiate this engagement with a review of all studies conducted (that may apply to an economic development plan) for Arden Hills during the past five years. The purpose of this effort is two-fold: . Bring DeSCo personnel up to speed with work already completed in Arden Hills. . Prepare DeSCo for personal meetings with City project personnel. Information shared during Task 1 will be loaned to DeSCo and returned to the City at the end of the project. Task 1.2 Project Kick-off Meeting. In this task, we will meet with the City to review the scope of services, answer questions, develop the schedule of meetings, collect additional information, and to formalize the project work plan. Task 1.3. Key Leader Interviews 1. As part of this task we will identify, through your help, up to 10 individuals who should be interviewed as part of the assignment and prepare a schedule for conducting phone interviews with those individuals recommended by the steering committee. The purpose of these interviews will be to generate an opinion from key leaders in with regard to determining the economic , We recommend that this list at people be the 10 most influential people in Arden Hills. These ten mayor may not . be people of tille as many power brokers work most effectively from behind the scenes. ConfIdential and Personal for the Cily of Arden Hills Publlc circulation or unauthorized reproduction of UllS document is expressly prohlbllc(t OeSCo. 831 E. Lincolnway, Valparaiso, IN 46383 . wwwdescoso!ulionscom . 219.548.9999 Economic Development Plan 7 February 2006 PClgC 4 of 17 development issues facing the community that need to be addressed in the next input phase. . Task 1.4. Progress Report. The findings of Phase I will be presented to the project steering committee via email as part of Task 1.4. Phase - II Competitive Analvsis Task 2.1 Community Selection. DeSCo will meet with City personnel to identify up to six communities who are most common competing communities in economic development attraction efforts. These communities can be selected from the St. Paul/Minneapolis SMSA or elsewhere in Minnesota. DeSCo will advise City on the selection of these communities. Task 2.2 Key Parameters. DeSCo will work with City staff to determine up to 12 key parameters upon which the communities can be compared. Traditional metrics will include items such as tax rates, available acreage, land prices, shovel ready status, per capita incomes, schools, and others. However, we will select 12 parameters that best fit the needs of Arden Hills as defined by your community and use them in our comparison analysis. Task 2.3. Competition Analysis Based upon the parameters detailed in Task 2.2, DeSCo will prepare a comparison of the strengths and weaknesses that Arden Hills has in economic development. . Task 2.4. Progress Report. The findings of Phase II will be presented to the project steering committee via email as part of Task 2.4. These findings will also be used in association with the marketing plan to be developed in Phase V. Phase 11/ - Input Task 3.1 Survey Development. Based upon the issues raised during Task 1.3, DeSCo will design a community survey that will elicit input on economic development issues facing Arden Hills. This survey, once approved, will be linked to the City's web page for access by all interested parties. Linkage to the web page will occur just prior to the time we execute Task 3.3. Task 3.2. Survey Approval. DeSCo will email the survey to the City for distribution and approval prior to linking it to their webpage. Confidential and Personal for the City of Arden Hills. Public circulation or unauthorized reproduction of thIS document is expressly prohibited. . DeSCo. 831 E lIncolnway, Valparaiso, IN 46383 . www.dcscosolutions.com _ 219.548.9999 Economic Development Plan 7 February 2006 Page 5 of 17 . Task 3.3. Stakeholder Input DeSCo defines three circles of influence in the community, the 10 Key Leaders, the stakeholders2 and the community at large. The next step in developing the economic development plan will be to solicit the input of these stakeholders. This will occur when a database of up to 150 individuals are contacted by DeSCo and directed to provide their input to the survey on the City of Arden Hills' web page.4 Stakeholders will be told to provide this input during a defined window of time. By limiting their input to this window, DeSCo can better judge the range of community attitudes throughout the City. Task 3.4. Resident Input. At the conclusion of the window defined in Task 3.2 press releases will be prepared by DeSCo and provided to the City for release to the local press directing the community at large to the web page and soliciting their input. We will also work with the City to identify key partnering organizations such as chambers, colleges, hospitals, etc. that can help to get this news out in member letters and employee communications. Typically, we afford a larger window of opportunity for community input which is necessary due to the communication issues related to distribution. Phase IV - Consensus . Task 4.1. Draft Economic Development Plan. DeSCo will then tabulate the input received from the community surveys and key leader interviews into an economic development plan for the city. This plan will be a compilation of community needs, local opportunities and best practices in the profession that DeSCo has compiled over time. The plan will address the five cornerstones of economic development, a DeSCo exclusive product, which provides community development, attraction, retention and workforce improvement initiatives. A draft of this plan will be emailed to the Community Development Director and reviewed prior to release to the steering committee. Task 4.2 Committee Presentation. The draft economic development plan will be reviewed with the steering committee in a c1osed-door meeting. The purpose of this meeting is two-fold: o Ensure that those who were responsible for project management are briefed in advance of the public. o Manage the tone and content of the public release in such a manner as to make sure it is delivered so as to protect and enhance the reputation of the City of Arden Hills. 2 Stakeholders would be key partners directly associated with the City on a regular basis. These would include, but not be limijed to, elected offICials, banking representatives, real estate officials, education, healthcare. chambers and worldorce development organizations. 3 Provided by the City · DeSCo develops this survey with their own survey software and links this survey to the web page with Arden . Hill's ISP. This is a fairly common (and simple) process to complete. Confidential and Personal lor the City of Arden Hills. Public circulation or unauthorized reproduclion of thIS document is expressly prohibited. DeSCo . 831 E. Uncolnway, Valparaiso, IN 4\')383 . vv'ww.descosofutions-com . 219.548.9999 Economic Development Plan 7 February 2006 Page 6 of 17 Task 4.3. Written Report. DeSCo will compile the input from this session into a written report for the City of Arden Hills members. 20 bound copies will be provided to the board as well as a Microsoft Word 2003 master on disk. . Task 4.4. Community Presentation. This may be the most important component of the whole engagement. DeSCo will compile the final written report into a PowerPoint presentation that the City of Arden Hills can use to present their Five- Year Economic development plan to community leaders and decision makers. Phase V - Marketin!:l Plan Task 5.1. Resources and Revenues. By this point in the process, DeSCo will be able to assess the resources and interests in Arden Hills for executing a competitive marketing plan for the community. We will identify a brand image and message for the community as well as a strategy for promoting investment in the entire city within the confines of the budget allowed. We also anticipate that a working partnership for TCAAP will have been developed by this point. Our plan will involve TCAAP if they are ready to move forward as well. Task 5.2. Draft Docurpent. A draft of the Marketing Plan will be provided to the community for review and approval. We will email the plan to the city and seek their input as to its effectiveness for economic development efforts. . Task 5.3 Final Document. Upon receiving final sign-off by City of Arden Hills, DeSCo will complete a final marketing plan and included it with our presentations to the City. We would typically include this as part of the economic development plan however if you would prefer this in a separate document we can provide that as part of this engagement. Phase VI - Support Task 6.1. Support. Although our formal engagement will end with the delivery of the PowerPoint presentation, DeSCo will be available for assistance with the Foundation on an "as needed" basis to support the plan and ensure its successful implementation. Confidential and Personal for the City of Arden Hills Public circuliltiOrl or unauthorized reproduction of this document is expressly prohibited_ . DcSCo . 331 E. Lincofnway, Valparaiso, IN 46383 . W'Nw_desco$olutions_com . 219.548.9999 . . . Economic Development Plan 7 February 2006 Page 8 of 17 Deliverables The following items will be the outcome of this engagement: o Face-to-Face meetings with the Steering Committee during Tasks 1.2, 4.4. and 5.3 o Progress reports for the committee containing the findings of key leader interviews meeting as part of Task 1.4. o Progress reports for the committee containing the findings of competition analysis as part of Task 2.4. o A draft of the final report for the committee as part of Task 4.1. o 20 bound copies of the final report as part of Task 4.3. o PowerPoint (ver. 2003) presentation of the Arden Hills Economic Development Plan for your personal use as part of Task 4.4. o A draft of the Marketing Plan as part of Task 5.2. o Ongoing phone support on an "as-needed" basis afterwards as part of task 6.1. Confidential and Personal tor the City of Arden 1-1iIIs. Public circulation Of unauthorized reproduction of this document is expressly prohihited DcSCo . 831 f- Lincolnway, Valparaiso, IN 46383 . www.descosoJutions.com . 219.543.9999 Economic Development Plan 7 February 2006 Page 9 of 17 Compensation . The all inclusive fee for this service will be $10,000 The City of Arden Hills will incur no other charges as part of this scope of work. Payment to Development Services Company is requested according to the following schedule: 1. $2,000 upon retainer. 2. $4,000 upon completion of the survey process. 3. $4,000 upon final delivery of the competition piece described in Phase V and approval and acceptance of this document by the steering committee. . Confidential and Personal fOf lhe City of Arden Hills. Public circulation or unauthorized reproduction of this document is expressly prohibited. . OeSCo . 831 E. Lrncolnway. Valparaiso, IN 46383 . www.descosoJutions.com . 219.548.9999 I . . . Acceptance (Detach and return this page only) The City of Arden Hills, the recipient of the products and services defined in the Economic Development Plan outlined above, and DeSCo (Development Services Company), who will be the consultant on this effort, hereby agree to the scope of work and terms of engagement as identified herein. City of Arden Hills DeSCo Development Services Company James f3. Mooney James E. Mooney President Date: February 7, 2006 Karen Barton Community Development Director Date: , . . ~ ,^~HILLS City of Ardcn Hills Requcst for COllllCil Action ;aiitr1\!mr Agenda Item ~,~~j PTRC Vision Plan Discussion Budgeted Amount Actual Amount Funding Source; . . Prepared by: T JM Dept.: O&M Council Mtg. Date: 4/10/2006 Final Action Needed By: 5/22/2006 Council Action Request: Discuss and revise the draft PTRC vision plan as necessary; Identify priority strategies that flow from the vision plan; Develop a plan for the financing of these strategies. Staff Recommendation: Review and discuss the draft PTRC vision plan. Advisory Commission Action: Commission Planning PTRC Date Supporting Documents (which are attached to this Action Form): ISI Memo/Letter: From Thomas J. Moore; Dated April 5, 2006 o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: ISI Other: Draft PTRC Vision Plan Financial Implications: Action Not Not applicable Administrator/Staff Comments: The PTRC presented a recommended vision and stralegies at the February 21,2006 work session. At the end of the presentation, the PTRC requested three additional discussions with the Council. For this first meeting, the goal is for the Council and PTRC to discuss the vision, and hopefully adopt it. Subsequent meetings will focus on the priority strategies and financing. Page 1 of 1 , , . ~ ~~HILLS MEMORANDUM DATE: April 5, 2006 Agenda Item 8.A. TO: Mayor and Council Michelle Wolfe, City Administrator FROM: Thomas J. Moore; Director of Operations & Maintenance SUBJECT: Parks, Trails, Recreation Committee (PTRC) Vision Plan Discussion #1. Background AI the February 21, 2006 City Council Work Session, the PTRC presented a draft vision for parks and trails in Arden Hills. In addition, the PTRC requested three subsequent meetings with . the City COlillCil to: I. Discuss and revise the vision statcment as necessary. 2. Identify priority strategies that flow from Ihe vision statement. 3. Develop a plan for the financing of these strategies. Issues that the PTRC believes should be discussed in the context of this discussion include: I. The considerations discussed by thc PTRC in developing thc draft vision statement. 2. The wording ofthe vision statement. 3. Implications of the revised vision statement lor subsequent discussions of possible strategies and financing Finance. Parks. and Recreation Spending As background information the end of the year totals for 2004, 2005 are provided below. The 2006 budget infom1ation is included as well. Please note that the Recreation Department was moved to the General Fund in 2004. The information presented below has been reviewed by Murtuza Siddiqui, Chief Financial Officer for the City. . Memo Dated AprilS, 2006 Parks, Trails, Recreation Committee (PTRC) Vision Plan Discussion #1 2 , , . Ye'ati,:",c;'0ci; ;;;;;"':';;':_'__''::'';;.,'_.'.c 2004 .........--.-.-...-....-" 2005 2006* . . Recreation $192,701 .$181,255(est) $188,467 Parks Maintenance S2?~,565(A) $416,000 (est) (C) $269,173 Parks Capital $371 ,572 (B) u $0 $62,000 (D) 'Dollar amounts that are currently allocated in the 2006 budget. A: Includes $37,077 for the replacement of two Felling Trailers ($21 ,500) and a new outfield fence at Perry Park ($15,577). B. New Pavilion constructed at Pcrry Park. C. Includes $171,406 for storm debris clean up for the City. D. Anticipated cost. Ramsey County Tony Schmidt Park railroad underpass ($32,000) and a Possiblc Gateway Sign at the intersection of Cleveland A venue and County Road D ($30,000). II. Department Financial Overviews A. For 2006, the Recreation Department budget can be categorized as flows; Personal Services Other Services Supplies 68% 24% 14% . This percentage breakdown has remained fairly consistent since 2004. B. For 2006 the Parks Maintenance budget can be categorized as follows; Personal Services 60% Other Services 23% Supplies 17% This percentage breakdown has remained fairly consistent since 2004. Recommendation The PTRC recommends the adoption of a vision statement and that a discussion of priorities be scheduled for the May 22, 2006 Regular City Council Meeting. \\Metro-lnet.us\'ardcnhills.\PR&PW\Parks\2006 PTRC VIS10N PLAN - COUNCIL WS.doc . . MEMO . . To: From: Arden Hills PTRC Members PTRC Visioning Subcommittee (Roger Williams, Bill Henry, Jim Crassweller, Cindy Wheeler, Joani Werner, Rich Straumann) Draft Parks and Trails Vision FebrullI)' 9,2006 Subject: Date: The following material was prepared by the Visioning Subcommittee and was briefly presented to you at the September meeting. Due to a number of circumstances, the Subcommittee was unable to meet during the past month. Therefore, further discussion of the visioning committee's work is postponed until the November meeting. **********************************])BU\FT************************************* CHARGE: The P1RC Visioning Subcommittee is charged with a) articulating a vision that leads to (a system oj) parks and trails that enhance the health and well-being of Arden Hills citizens, and provide access to natural and recreational resources in the city and the region, and b) recommending strategies for bringing this vision into reality. PROCESS: The subcommittee will develop a vision for parks and trails in Arden Hills for consideration by the PTRC. The vision will build on recommendations in the 2001 Comprehensive Plan for Parks, Trails and Open Space. After discussion and revision as necessary, it is hoped that the PTRC will recommend the vision for adoption by the city council. The document to be recommended to the council will include considerations/design principles, the statement of vision, maps illustrating the vision graphically, priority issues to be addressed and a set of strategies to be pursued to achieve the vision. CONSIDERATIONS: I. Interest in parks and trails is strong among Arden Hills citizens. 2. Arden Hills is blessed with a broad array of natural resources, but the lack of adequate public access to these resources limits their value. 3. Expanding access to natural resources in Arden Hills can enhance the well-being of citizens and the value oftheir property, and increase the desirability of the city as a place to live and work. Arden HiJls PTRC Members ~2 . February 9, 2006 4. Arden Hills' trail system is currently disjointed and not conducive to walking or cycling. Further, significant safety issues are posed by the use of increasingly busy city streets as connectors between trails or between residences and natural areas/trails. 5. Arden Hills is at the hub of several significant trails that extend for miles throughout the metropolitan region. However, the fragmented nature of Arden Hills' trails severely restricts access to these regional resources. 6. Approaches to developing or improving Arden Hills' parks and trails have been ad hoc. With a real vision for those resources there is greater likelihood of effective planning and efficient use of resources. 7. It is important that there be a unified vision for parks and trails that applies across all areas of the city. Development plans for Arden Hills north of Highway 96 - both TCAAP and AHATS - will include specific park and trail elements. The city should engage in discussions with the county, developers, national Guard representatives and others to assess and pursue collaborative opportunities for public recreation. 8. The experience of other municipalities in the region that have developed systems of parks and trails can inform decisions about the future of Arden Hills' parks and trails. 9. The city's financial support for its parks and trails has been limited. Clear policies are needed to identifY how future park and trail developments will be funded. 10. Developing the financial resources necessary to continually develop, improve and maintain Arden Hills' parks and trails will require a new level of political will in the city. A clear . vision for parks and trails that has the support ofthe City Council is essential to developing that will. VISION Parks and trails in Arden HiDs enbance tbe health and well-being of citizens, improve tbe value of citizens' property, and increase tbe desirability oftbe city as a place to live or work. The city's parks and trails compose a coherent network that: * Provides land- and water-based recreation, as well as convenient and safe access to parks, trails and recreation facilities in tbe region. Encourages non-motorized transportation and commuting. Supports and encourages access to lakes, marshes and wooded areas, aud seeks wise management ofthe city's natural resources. Provides connection between the portions of Arden HiDs south of Highway 96 and new development to the nortb, as well as among other neighborhoods otherwise separated by roads. Provides important resources to schools, colleges, employers and other organizations in the region. Strengthens community among citizens. * * * * * . . . . , Arden Hills PTRC Members Page 3 February 9, 2006 This vision will only be achieved with the leadership ofthe city council aod the support of the community. That leadership and support is critical to generating the financial resources necessary to develop, operate and maintain Arden BiDs' parks and trails. MAPS AND GRAPHICS The subcommittee discussed what the application of this vision might look like in terms of a network of parks and trails. In this context, the concept of a circular greenway or chain oflakes arose. We identified north/south arteries in this network as a) Lexington, b) Old Shelling, and c) FairviewlElmer Andersen Trail-Tony Schmidt-Long Lake. East - West arteries might be a) north side ofJohanna-County Road E, b) Valentine Lake Road, c) Royal Hills over Highway 10- Cummings Park, Floral Park-Round Lake, d) Highway 96.