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Home My WebLink AboutCCP 04-17-2006 r.: naftdGrant BmuIa HBkhla . Gna:~ V__"lIII_h. .~ ~HaLs AnwlfHiUs City Cotllleil . fVORKSESSION IUf~~wIlY'" ArdelJ~Ml.Il!I.ta . :<.c'.'.. . 551.) .' '/tsl.f.H5I!O _ft j'IUti- -_ . ,..,.. Mayor: Beverly Apllbwski ') i :l; As!e",'~"" A. Old City HaWPublie'W.ks Site Redevelop_at B. 2006 Ilidgewood Nejpborltood PMP AssesslDents C. ClP DlsenssionIMSA hndiDg . D., dtyProtoeolforS~aMll!ltiJlC . Ageu.das . . ." . . '"to StaffIf'r",-.~; Karen Btirton 3;, S:IO p.m. M8day,ApriI17,2tK16 . Agenda 1. C~~ Order Kris GigalGri!g Brown Michelle Wolfe/Kri3 Gigay lI.{ichelle Wolfe 3. ~. !7Bat 4. FoUow.~~W~~.. . CLOSED WOllKSES5lON;.... TCAAPl.a$fSllle NegoCia.u.;.. . -;'.';C?~;;,;>> . . ''-.~",-- ~ . ~ ~~HILLS MEMORANDUM DATE: April 17, 2006 AGENDA ITEM: 2A TO: Mayor and City Council Michelle Wolfe, City Administrator Karen Barton, Community Development Direct~ FROM: SUBJECT: Old City Hall/Public Works Site Discussion In an effort to facilitate the sale of the old City Hall/Public Works site, Staff is requesting direction from Council regarding two issues associated with the property: . Access to the property. The property currently can be accessed via an entrance directly off of Highway 96. The entrance is only accessible to vehicles traveling eastbound, since there is no opening in the median to allow westbound traffic access. Ramsey County is not intending to create an opening the median at this point to allow for access to the site from westbound traffic. There also exists an easement to the south and east of the property that could potentially provide access to the site from Hamline Avenue, both north and south, as well as providing access to the site from westbound Highway 96, by turning left onto Hamline. Densitv of Proposed Development. The property is currently zoned NB - Neighborhood Business. The provisions of the NB zoning allows for: · limited over-the-counter, convenience, retail and service uses to accommodate the needs of the adjacent residents (Le., Clinics, Lodges, Day Care Facilities, Financial Institutions, Nurseries, Offices, and Retails Sales & Services); · to place limitations on the type, size and intensity of uses within this district given its proximity to residential uses; · to place emphasis on convenience for pedestrian, bicycle, and public transportation access; · to accommodate, where possible, a public commons giving residents a place to gather and interact with one another; · to ensure adequate buffering is provided on these sites for the adjacent . residential uses; and Memo to City Council 4-12-06 Old City Hall/Public Works site discussion Page 2 · to require, where applicable, compliance with the City's gateway requirements. The NB Zoning also allows for: · Buildings up to 35 feet in height; · Up to 35% of lot to be covered by structure(s); · A minimum of 35% landscaping coverage; · A maximum floor area ratio ("FAR") of 0.7 (The FAR. is the ratio obtained by dividing the sum of a building's floor area by the amount of lot area); . 50 foot front set-back, 30 foot rear set-back (abutting residential district), and 10 foot side set-back. Direction staff is seeking regarding these two issues: 1. Will access be permitted from Hamline Avenue? And 2. Desired density of development on the site. . . . . . . ~ ~ EN HILLS MEMORANDlJM DATE: April 13,2006 AGENDA ITEM 2.B TO: Mayor and City Council Kristine Giga, Civil Engineer t~. FROM: SUBJECT: 2006 PMP Ridgewood Neighborhood Assessments BACKGROUND At the March 20, 2006 work session, staff briefly discussed special assessments and how they relate to the 2006 PMP project. Bascd on the discussion, Council rcqucstcd some additional information, which staff is providing at this timc. DISCUSSION Assessment schedule Staff reviewed the assessment history for the past thrce projects (2003 PMP- Ingcrson Ncighborhood, 2004 PMP- Edgewatcr Neighborhood, and 2005 PMP- Grey Fox Neighborhood) to identify the impact of the increases in final project costs as they related to assessments. It was determined that the additional costs incurred with the projects were a result of additional utility work required, not because of an increase in the road improvement costs. Utility improvements are funded through the enterprise funds and are not assessed to property owners. Based on this information, staff is recommending that the assessment schedule remain as currently stated in the assessment policy, which is to assess at the beginning of the project and base the assessment on the engineer's estimate. Assessment Policv/Assessable Units The following information regarding residential equivalent assessment rates is taken from the Assessment Policy, adopted in 2004. \\Metro-inel.Us.\ArdenHills\PR&P\V'Engineeling\2006\ Work SessIons .4- 17 -06 Assessmenls.doc 2006 PMP Update 4/13/2006 Page 2 . A, Residential Equivalent Assessment Rate All R-l and R-2 residentially zoned properties with frontage abutting a street that is overlaid with bituminous surfacing shall be assessed on a per unit basis at the residential equivalent assessment rate. This rate shall apply, regardless of the street's classification (local, collector, arterial, trunk highway); designation (County State-Aid Highway, Municipal State-Aid Street); or Jurisdiction (State, County or City). The residential equivalent assessment rate shall be based on fifty percent (50%) of the cost of bituminous overlay plus all associated overhead costs for a typical residential street section. This residential equivalent assessment rate shall be determined by the City Council. Based on the current engineer's estimate, 50% of the roadway improvements amounts to $571,369.57. The assessment per property is dependent upon the total number of units to be assessed. Staffis seeking guidance from Council on how some of the properties in the neighborhood should be incorporated into the assessment roll. TIle preliminary assessment roll in the feasibility report included 62 assessable units within . the Ridgcwood Neighborhood. Several parcels were not included in this base number because, although the parcels do abut the streets to be improved, the parcels currently do not use the streets as their access to the property. Staff would like to reserve the right to assess any parcel in the future should it be developed or redeveloped with access to any of the roads within the project. The following is an excerpt from the Assessment Policy: 1. Land Not Included in Assessment The City may resen'e the right to delete land within the assessable area from the assessment roles if, in its opinion, the land cannot be developed and/or the improvement does not provide benefit, No development of that property shall be permit/ed, nor shall any physical connection to the City's utility or drainage facilities be made by any development on that property until the assessment or connection fees are paid. The following additional properties were listed as potential assessable units and need to be considered prior to preparing the final assessment roll. Attached for your review is the assessment rate discussion (page ]6) from the feasibility report as well as a map of the area, which included the parcels described below. Arden Hills Island Beach CJut. The initial concept of this properly equaling ]2 units was based on dividing the total front footage of the property (approximately 1200 feet) by an average lot width of 100 feet. Since . the initial concept, staff has looked into the history of the Beach Club and the parcels owned by the Beach Club. The following infonnation was retrieved: . . . 2006 PMP Update 4/J 3/2006 Page 3 . The Beach Club is a non-profit organization with a minimal operating budget. · The Beach Club property was purchased as two parcels frolll the previous Jandowner(s). . TIlCre are 60-70 parties who are eligible to be members; however, there are currently only about 50 members in the Beach Club. Eligible members are essentially residents ofthe 2006 PMP neighborhood, along with a few homes along Old Snelling. One of the parcels owned by the Beach Club is predominantly a wetland area. A City owned and operated Lift Station (#4) is currently locatcd within this area, and two sedimentation ponds are proposed for this area in conjunction with the project. Once land has been delineated as a wetland area, restrictions are imposed and uses of the area become limited. The second parcel owned by the Beach Club is the island. While this parcel has not been delineated as wetland, there is uncertainty whether the area is developable. Based on the City's shoreline setback requiremcnt it appears there would be area on which to develop, however, the DNR or othcr govell1ing agencies may have stricter rcquirements. Also, the soils have not been evaluated for constructability. While the Beach Club owned parcels may not be developable, staff does feel that the improvement project does benefit their property. The island parcel has a paved access to Arden Place, and the island is used for rcneational purposes by members. Staff suggests that Council consider assessing thc Beach Club an equivalent of one or two units. Citv owned parcel The City owns one parccl in the Ridgewood Neighborhood, along Ridgewood Road. In the past, City owned parcels have been included when calculating the assessment rate. CONCLUSION TIle following lists the assessment rates per unit based on the updated cost estimate and the number of units assessed. Numpcr of assessed units 62 63 64 65 AssCs.sJIlcJ1lP..crunit $9,215.64 $9,069,36 $8,927.65 $8,790.30 In the feasibility report, the assessment ratc f,x 62 assessed units was approximately $8,800. Staff is requesting guidance from Council as to how the above mentioned parcels should be incorporated into the final assessment rolL 2006 PAVEMENT MANAGEMENT PROGRAM I G. PROJECT FUNDING , . The project will be funded from sevcral sourccs including Unit Assessmcnts on the benefiting propenies, the City General Fund, the City Enterprise Funds for Watermain, Storm Water and Sanitary Sewer improvements. ASSESSMENT RATE DISCUSSION The proposcd assessment for the projcct is based on the 2004 Reviscd Assessment Policy that was approved by the Arden Hills City Council on September ]3,2004. The policy states that residcntial propcrties with frontage abutting a street that is rcconstructcd shall be assessed on a per unit basis at thc residential equivalcnt asscssment rate. The per unit basis is calculated based on the average neighborhood unit size, particularly in a mixed neighborhood. The proposed assessmcnt rate is based on fifty percent (50%) of the cost of the roadway project costs for thc proposed 22-foot rcsidential street scction. The preliminary assessment role includes a total of 62 assessablc units within the Ridgewood Neighborhood. The assessment role docs not include thc following propenies locatcd in the general project arca: . Three propenies which abut Snclling A venue and are accessed from Snelling A vcnuc . 3583 Snelling Avenue which abuts Ridgcwood Road but is accesscd via Snelling Avenue . The Island Beach Club parcel adjaccnt to Ridgewood Road and Arden Place (1200 foot . frontagc) . 1600 Lakc Johanna Blvd. that abuts 250 of Siems Cotl1l but is accessed via Lake Johanna Blvd. . Two city owned parcels (Lift Station #4 and open space abutting Ridgewood Road) Staff requests that Council provide dircction as to whcthcr or not these parcels should be included in the final assessment role. The total number of assessable units (62) dividcd by the total assessable amount (50% of roadway costs) rcsults in a proposed unit asscssment rate of approximately $8,800. If all of the parccls identificd above were included in the assessment role (and assigned equivalent units), thc total number of assessable units would be 84 (assigning two units to 1600 Lake Johanna Blvd and 12 units to the Beach Club Parcel). The proposed unit assessment rate under this scenario would be approximately $6,500. The Preliminary Assessment Address Map that identifies the properties in the project area is included in the assessment role is attachcd in Appendix C 1 and the Assessment Role is attached in Appendix C2 . URS t6 PLOT DATE;: I r 1I.1! 1,111 >;0 Vl- ~~N ~gg -izO'l ~[!J-o C~s:: AllJl-o m~ ~g "1J () ~ -" p ) R' \J18098J7\e:XHI8ITS\o6 ADDRESS.dwq 2005 12: ,39pm DISK FIlE: NAME: (16,1 , e ... . j.... "\ '\' \J ~ \., ii"'. ~\ \ \ ~ \\\ \ / /~-- \.\ \ \ , . Ti" ,j\\\ L!C:f) ~1 Lj~ c:;lcj I i I i!~,!If!:;J.!~, ! GJ\ 'I. \ I ~~.. . '" ---.'-_l.,j,,\r-j.._ J; I 'u . .J_.m...J,.. ','/1;/'0,('-'.1 ~ r, . I ~ - '_'_1.__ L__- c-=~,..,::-... IL"l . '. "'-' ~'--:::~" 1 I , .1 '.., ~___\.' f "". I 1\ U. dri~7;b~/\)'---'': (/----~r~lr',,)............. ..__1 ~,/ \., ~ : ~;I ~.. 11'1 ! /l /;(\ 1\ Ii '~J ";-, I IITe-r',r, \ '1/7 " "'f / '/, /''''''''.1 V,--., I I 'I ' / ./'.--- '~ / /co..-,' I ~ I ~ /l.r-J-' ; r---; ! L'I..II-I,.I {"---, '\ / ~'--'-'-' -_, , ./ /r--- r! I . I ~ ! ~. 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I \ \ ~\ \ -"- ~ ~-. ~\ ~ . /' _ \P \, \ l ..,< / +- / D'"... I , \ '-., .. . ./'.... a0 Tn \ / . I , I 1 \ \ ....__/~ ".~ \'~)I;\i\'\" ..?::; /'" j~ / I /1 \ I, I,/,,'~ /<\1 \, ~3 \.. I) \ '. , 17~) / < ..~ I. . l--/ / ( / /\\1 \ \S) ~ z:;:,,' " /./'\,/"-~ ; //' \\ \/ / '~r--.. ) I I \ l,j / ! V <" .-.,. . T......./., \~ ! I "_., \ \ /C:J./ n> \ I, !~ ./.--u/ \\ I -l I \II , I . i . / ~ ...\~. " ' ./ / . ~ Ii .: I ~ 0(~ "7: ~ ." '11'\ II g, ,I! \..-f - .' : , /I~/ 'L ,Y\ / .' OJ>: ~ ./ CJ..k)~1 ------0; m 1> z(j)(j) - m(j)(j) -I r~m -< r (j) - (j) ~Si1tE c,.~- . .., . \ \ '..' ~rt 'I I, II , . , '[j ~I ?' m! . . . ~ ~HILLS MEMORANDUM DATE: AGENDA ITEM: 2C April 17,2006 TO: Mayor and City Council FROM: Michelle Wolfe, City Administrator SUBJECT: CIP/MSA Discussion The CIP has been discussed several times in the past six months. The discussions have been difficult, largely because there is simply so much information to deal with. The CIP discussion has been prolonged for a number of other reasons: (I) the need for additional analysis of the utility funds; (2) decisions to proceed or not proceed with Highway 96 landscaping, 2006 lift stations, and 2006 PMP; (3) final costs being determined for the Lexington Avenue project and the 2005 PMP; (4) changes in engineering services; (5) completion of the PCI street rating process; and (6) purchase of the GoodPointe software. Once some delay occurred, we felt that it would be helpful to have some guidance from Council regarding fund balances - in other words, what is the minimum fund balance we should strive to maintain in the various funds used for capital projects and expenditurcs. Those discussions were not very productive due to the need for additional information outlined above. Therefore, we decided it might be more productive to "break" the CIP into smaller pieces for discussion. At the April 17 Work Session, we would like to start with a discussion regarding Minnesota State Aid projects. Staff created a spreadsheet that illustrates the current status of the fund. This is based on: (I) our most recent knowledge and/or projcctions regarding projects: (2) the most recent CIP information about possible future projects; and (3) estimates regarding future MSA contributions. The spreadsheet will be available "live" during the work session so that we can run different scenarios and show the effect on this particular funding source. In some cases we would also have the option to apply for more MSA funds for a particular project. For example, we would be eligible for additional reimbursement towards the 2005 PMP project. That would lessen the impact on our capital funds. Howcvcr, it would start to push out other projects, or make it less likely that we could do some ofthe "unassigned" projects. Our goal is to get some sense of prioritization from the Council regarding MSA-eligible projects. This will not be a final discussion, since things can shift as we proceed with our discussions about the CIP as a whole. Our second step in discussions, in May, we plan to have to more critical pieces to assist the CIP development process: (I) Analysis conducted via the GoodPointc software, and (2) preliminary audit information regarding the current status of our fund balances. We anticipate a third discussion in June, all working towards final development of a five-year ClP as we begin preparation of the proposed 2007 budget. MW l\metro-inetlardenhillslAdminlCity AdministratorlMemo\200614-17-06 Memo RE CIP-MSA.doc /f\ ~ EN HILLS . MEMORANDUM DATE: April 13, 2006 AGENDA ITEM 2.C TO: Mayor and City Council Kristine Giga, Civil Engineer /W FROM: SUBJECT: CIP/MSA Discussion BACKGROUND At tile February 21,2006 work session, staff provided Council with an overview of the CIP and . asked for guidance on several factors, including Municipal State Aid (MSA) related projects and the MSA fund balance. The following information is attached for your review: · A copy of the February 16, 2006 memorandum . Draft 5- Y car CIP plan (February 23, 2006) . Spreadsheet with MSA balance as anticipated by current CIP · Spreadsheet with MSA balance representing one possible option of projcct scheduling DISCUSSION At the work session, staff will have a spreadsheet prepared to be able to place unassigned projects and show how the projected costs will affect the MSA fund balance. The two spreadsheets provided to Council are to show the balance based on the existing C1P, and to provide an example of how it can be rearranged to show the impact of the different projects on the MSA fund balance. There arc some factors to consider when estimating future allocations. It is anticipated that a few more communities will reach a population of 5,000, qualifying them for MSA funds. This will ultimately reduce thc amount that is designated for Arden Hills. Allocations are also based on projections; 2006 projections were high, therefore, the allocations for 2007 will be adjusted and Arden Hills will receive less than it did in 2006. Based on these factors, a 5% decrease in annual . allocation has becn estimated for this exercise. ,\ MClro-ineLus\ArdenHills\PR&P\V',Engincerillg,2006''w ork Sessions\4- [7-06 CIP-MSA.doc . . . 2006 PMP Updatc 4/13/2006 Page 2 Another factor for Council's consideration is that the mill and overlay projccts currently scheduled in the next five years are not eligible for MSA reimbursement and will not impact the fund balance. CONCLUSION The goal of this exercise is to inform Council ofthc status ofthc MSA fimd balance, and show how givcn projects impact the fund balance. Staff requests Council input and direction as to the level of interest in pursuing these projects, and a level of priority for the unassigned projects. We will incorporate this input into our continuing evaluation and revisions of the CIP, and bring it to a future work session for more detailed consideration and final approval. ~ ~ ORIGINAL EN HILLS . MEMORANDUM DATE: February 16, 2006 AGENDA ITEM 2.D TO: Honorable Mayor and City Council Kristine Giga, Civil Engineer ~ Murluza Siddiqui, Finance Director FROM: SUBJECT: 2006-2010 CIP Discussion BACKGROUND . Staff has continued to review the City's Capital Improvement Plan (C1P) based upon previous direction from Council and further financial analysis. Attached is the infonnation that was provided to you in August of 2005 when staff first began to review the CIP, as well as a currcnt draft CIP worksheet, on which several changcs have been made. We anticipate more revisions before fonnally submitting thc proposed C1P for approval, as staff is requesting more input and guidance from Council on scvcral factors. In the summer of 2004, the City hired a consultant to conduct a Utility Rate Study. The primary purpose was to review the existing utility rates as well as to determine if any modifications to the rate structurcs were necessary in order to recover the operating and C1P-related costs. Based on the best cstimates available at that point, new rate structures were sct in place. At that time, Council also madc an inftlrmal dccision to maintain a ccrtain fund balance in all three utility funds (Water, Sanitary Sewer, and Storm Water). Fund balances determined were as follows: Water - $1,000,000; Sanitary Scwcr - $500,000; Stonn Watcr - $500,000. The study was bascd on actual 2003 numbers and the future years wcrc projected. It should also be noted that this study was preparcd on a cash flow basis. As part of finalizing the 2006 budgeting process, thc Finance Director reviewed actual numbcrs versus the projected numbers that were included in the study. It was discovered that the actual numbers for 2004 were significantly higher than the projected, both in the areas of opcrations and CIP. In the area of operations, the charges to Met Council for sewcr cxperienced a significant increase. There was also realignment in personnel charges in all thrce utility funds . where the actual charges rcflccted staff that supported the function in a more rcalistic manner, \\Metro-ineLLL<;;\ArdenHills\PR&PW\Opcmtions & Maintenam:::e\Engineering\2006'2-16-05 Memo CIP.doc . . . 2006-2010 C1P 2/16/2006 Pagc 2 whereas in the past, charges associatcd with utility funds wcre not accurately allocated to the proper areas and instead allocated to the general fund_ In the area of the CIP (PMP), there were some change orders towards the end of the year, plus continuation ofpre-2004 PMP projects that were finalized in 2004/05 that were paid later. As a result of all the above mentioned modifications/adjustments, the utility fund balances have bcen adjusted accordingly, as compared to original numbers from the 2004 Study. DISCUSSION The Finance Director has worked with thc consultant on the utility rate study to revise the relevant pages and determinc thc fun-d balance numbers by year. The following discussion addresses the fund balances in relation to proposed projects in thc CIP. Overall, if the City replaces all four li ft stations and takes on the 2006 Ridgewood Neighborhood project, as well as thc other CIP items currently listed, the fund balances will be as follows at the end of2009: Water - $675,000; Sanitary Sewer - $200,000; and Stonn Water - $625,000. FUND BALANCES Sanitary Sewer Fund . Lift Stations- If we climinate all four lift stations in 2006, the fund balance would be about $900,000 at the end of 2009, as compared to the old number of $644,707_ If we decide to reconstruct two lift stations, the balance drops to about $500,000, as compared to the old number of $644,707. If none of the lift stations are reconstructed at this time, the O&M dcpartment feels that the lift stations will be able to be properly maintained_ While it is difficult to acquire parts for these lift stations duc to their relative age, O&M has successfully managed to manufacture necessary parts as needed_ Anothcr reason O&M feels the current lift stations can be maintained as-is for the next few years is that these stations serve areas of low flows. While some of the failures that have occurred in the past three to five years have triggered the alarm systems, the problems were addressed and failures repaired prior to causing any sewer back-ups_ In the case of Lift Station #13, which was struck by lightning, the back-ups resulted from an error in the notification procedure, causing a delayed response time. . SCADA The City of Roseville is currently in the process of meeting with vendors to explore the options of upgrading thcir sanitary scwcr systcm with SCADA. As has been discussed in the past, an upgrade occurring jointly in Ardcn Hills and Roseville could result in the sharing of costs, benefiting both cities. City staff is currently evaluating liability concerns as it relates to lift station failurc in ordcr to rccommend priority of rebuilding lift stations versus acquiring SCADA_ Ifthc conccrn lies in the notification and response time to lift station failure, SCADA would improvc the efficiency of notification, and therefore, decrease liability concems_ 2006-2010 CIP 2116/2006 Page 3 . · Inflow and Infiltration 0&1) City staff met with Met Council to discuss the current problem with I & 1. Based upon current data and conditioos, the City could f'ICC a $500,000 surcharge with Met Council if 1&1 is not reduced. This charge would be paid over five years, starting in 2007, but would be retrievable if the City spent any money to reduce ]&1. However, the City could "opt out" of the surcharge by committing an equal or greater level or local funding, (whatever amount is necessary), to implement 1&1 reduction. Staff is looking at what needs to be done to avoid the surcharge and is estimating costs of the necessary improvcments. Staff is also gathering infomlation from past O&M proccdurcs and projects that could be used as to assist in 1&1 reduction as well. Staff recommendations: Bascd upon the projected fund balance, the possibility of acquiring SCADA, and the immediate need to address 1&1, staff is rccommending to delay the lift station reconstroction project and reject the current bids. Once additional information is gathered regarding costs associated to each of these potential projects, staff will cvaluate when sufficient funds would be available to complete the lift station reconstroctlon. Storm Sc.wer Fund The 2006 PMP project ineludes a proposed estimate of $410,000 to be used from the Storm Sewer Fund. This amount will causc the fund balancc to dip significantly below the infi)rmal . balance of $500,000. However, at the end of 2009, the projccted balance is estimated to recovcr to about $600,000. Watermain Fund If the City takes on all the CIP and PMP projects as currently listed in tbe draft worksheet, the projected balance at the end of 2009 is estimated to be about $650,000. PROJECT SCHEDULE 2006-2010 The extent of the projects that are planned for 2006 and the remaining four years of the CIP are dependent on sevcral factors, ineluding those listed below. Staff would like input from Council as to whether to continuc with 2006 projects as planned and input on the other factors for future projects. 2006 PROJECTS (excluding 2006 PMP and Lift Station Reconstruction, discussed above) CSAH 96 Landscaping Projcct Ramsey County will be participating in thc funding of this project; the County will pay for trce replacement at a 2: 1 ratio of the number removed during the reconstruction of Highway 96. This equates to approximately $150,000 (45%) of the total project costs. The project may also be eligiblc for up to approximately $30,000 in reimbursement from MSA funds. Thc . remainder of the costs (approximately SI70,000) would be paid from the General Capital Fund. Staff will be meeting with the County to discuss thc cost-participation agreement, and e . . 2006-20]0 C1P 2/16/2006 Page 4 will be reviewing the City's MSA fund balance to determine the amount that may be used towards this project. Emergencv Vehicle Prc-er!!pJiQn.(IOYP} Ramsey County has identified nine intersections in Arden Hills that currently do not have EVP installed. The intersection TH 10 and Highway 96, with an estimated cost of $9,500, will possibly be funded by Ramsey County and/or Mn/DOT as a part of their signal improvement project this summer. Three interseetions are shared with Shoreview; costs for these intersections would also he shared_ Shorevicw has budgeted for their upgrades to be completed in 2006_ At a minimum, staff believes that the eosts for the intersections shared with Shoreview (approximately $8,000) should be included in Arden Hills' 2006 improvement projects. The cost to upgrade the remaining five intersections is estimatcd at about $ I 8,000_ Costs incurred for the EVP project would be eligible for reimbursement from MSA funds_ Attached is a spreadsheet listing the intcrscctions and associated cost estimates for these improvements. FACTORS FOR FIJTlJRE PROJECTS MSA funds Staff will be meeting with Ramsey County staff to review the City's final costs for the Lexington Avenue reconstruction project and to determine which costs are eligible for reimbursement from MSA funds_ Once the review is complete and staff has a better understanding of the MSA fund balance, staff will be able to set aside amounts to be used for the MSA eligible unassigned projects_ City staff is sceking guidance from Council in prioritizing the unassigned projects listed on the current C1P_ General Capita1Fund Balanc~ While developing and modifying the CIP, it would be helpful to receive some direction from Council as to fund balances_ What is Council's level of comfort for a minimum balance? Where would Council like to see the balance at the cnd of the 5 year plan? We can have a more detailed and accurate discussion after the 2005 audited numbers are finalized in May_ Street rehabilitation s;ys;le The PMP Projects scheduled for 2007 to 2010 are based on current PCl ratings and current rehabilitation cycle as developed by URS_ Given the fund balances, it may be time to reevaluate the current cycle_ The support agreement Goodpointe Teclmologies proposed to us would be able to assist the City with the PMP budget analysis. What Goodpointe has done in the past with other communities is to run an analysis using the existing cyele and existing spending pattems_ Another scenario typically analyzed includes detennining a desired average PCl rating for the City and spending limit to dctcrmine how many years it will take to reach the desired goal. The average weighted PCl rating for Arden Hills as calculated by Goodpointe is 68.25. Goodpointe indicated that several other communities strive for an aver~ge PCI of around 75. 2006-2010 CIP 2/16/2006 Page 5 CONCLUSION Staff requests Council input and direction as outlined in this report. We will then continue to study and evaluate all possible options, revise the C1P and bring it to a future work session for more detailed consideration and final approval. . . . . 5 i ~ " o ~ g: " o , , ;; 3 i ~ '< 5 ~ , o , , ~ i! ~ o " g . o . ~ [ N 8 ;t; " " n . o , " ro c ~ ---ilo... ,." ,'" P N:-, C~:;~GI J*~~g ~~~~~ rn,.::!~D ~ g .,,~'S ~. ~ ~ ~ ~ 5~ il.8 ~ "-~"'g": ~;]~~ ?:~~~~ ~~~~; ~a..;tQ;Jj 2~~~~ ~ ;: ~ ~ ~ ;!~~35. <:> " Q'" Q. U '" G'U::: ": 3~g,~t ,g':a ~!!l. ~ ~ a- 6. ~ ~ il 3 :::! c. ~ ~~~~~ ~8~'~~ o""",~-<~ g9.,~O'~ -g~~~~ -':;?&,~5. @ g~ ~'~ ~I?li ~ -5 z ~ " ;;. g ~ 0; ~ ~ 2 ~ ~ ~ ~ g g. n ,,~ ~ ~ ~ ~ :> a", cr ~ l;il'W "0 w o.<=> '" ~ R Q",o: '''''OJ ""0" " " " o ~ cr a~~ . < - mou I~i o 3 " cr " [ ~ e ~ o if ~ il~lf!i glf!rig ~!~l! 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V N N ~ ~ ~ ~ ~ ~ ~ ~ ro 0:; '" ci '" '" " " " " " " " "' ~ N ~ 0 ~ ;;; 0 0 0> V 0 N V ~ ~ ~ ~ ~ V~ N N ~ u~ ~ ~ ~ ~~ ~ ~ ~~ 0 0 ~ <i vi ~ 0 0 0 0 c 0 0 0 0 v 0 ~ "' ~ ~ ~ ~ ~ 0 0 0 0 0 0 0> 0> 0> .Q 0> 0> 0> 0> ro ~ ;;; ;;; ;;; ro 0 0 0 << N 0 0 0 0 0 0 << " ~ 0 0 0 0 0 0 if> . 0> 0 <0 0 0 <0 <0 " E ~ 0 0 0 0 0 0 . ~ 0 0 0 0 0 0 u " m ~ '" '" 0> 0> 0> '" " ~ ~ ~ ;;; 0 0 N ~ ;;; ro ~ N .~ D ~ ~ ~ E " .. w '" 0 ~ 0 0 0 0 0 '" 0 ro 0 0 0 0 0 ro ro 0 0 0 0 0 u 0 ~ ~ g 0 0 0 0 " ~ ~. 0 0 0 0 "'- ~ ~ ro '" '" 0 0> .~ ~ ~ if> ;;; m 0> N m 0 '" N N - 0 ~if> :;; ~~ . " w ~ 0 Q - 0 L t 0 Z c . E . .< if> m . , L U t ~ 0 i': " c " " ~ . . E E . . > > u 1" Ejg 0 " . E 0 EE m > 0 c , e " 0 " ro ~ 0 ]' 2 , . x " '" 0 if> . . ~ ~ '0 in u u " in in e ~ ~ ~ w w . " u u u ~ Q . ro ~ m . m C <C 0 0 8 " L ;; E I~j~ " " . ~ 0 ~ :g ~ ~ Q m 0 V 00 C 0 0 a a a a ~ 0 0 ~ CO '; 0 a > a > 0 a 0 00 0 N "W N W N N if> l'JO 0 e . . . . . ~ ~HILLS MEMORANDUM DATE: AGENDA ITEM: 2.D April 17, 2006 TO: Mayor and City Council FROM: Michelle Wolfe, City Administrator ~ SUBJECT: City Protocol for Setting Meeting Agendas At the March City Council retreat, there was discussion about how items get on meeting and work session agendas. Attached is the document I prepared for the retreat discussion. An outcome of the retreat was that we removed "Council Comments and Requests" from Council Meeting agendas. Another outcome was that we were going to develop a protocol for how items get on agendas. Some ideas were discussed at the retreat, but I don't believe we came to a full conclusion. In the draft reports I received from the facilitator, this is one area she left for me to fill in. I would recommend that the first four items from the attachment remain in place as methods for items to be placed on an agenda: o Part of an established process (for example planning cases, public improvement projects, claims/payroll). o Clear Council direction (consensus) following discussion about an item during a work session or meeting. o Staffrecommendations (for example polices, administrative actions, items requiring Council approval such as hiring/firing). o Request from outside organizations to appear before Council (examples here would include organizations we are a member of such as Visit Minneapolis North or Twin Cities North Chamber of Commerce), organizations we work with (such as Mounds View School District or Ramsey Center for the Arts), local community groups such as Boy/Girl Scouts, and elected officials (legislative delegation.) The last bullet that I listed was "Councilmember request". I indicated that this was the area tllat was problematic for staff and where clarification was needed. I understood the consensus from the retreat was that items should not be placed on an agenda based on one individual request; rather, there should be consensus/agreement of the Council to do so. With the removal of "Council Comments and Requests" from the agenda, I think some have stmggled with how to get on item on to an agenda. Therefore, I suggest that we add an item to the Council Meeting agendas called "Council Requests" (see attached sample agenda.) When we Page 2 of2D get to this part of the agenda at a meeting, if a Council member has a request of some kind, they can raise if for consideration_ Examples of requests could include: o To place an item on an upcoming work session or regular meeting agenda o To request information or a report from staff on a certain topic o To request attendance at a meeting or event (for example, "We need a Council member to represent the City at a meeting about XXXXX on (date/time). Is anyone available.")) In sum, there would be five general ways for items to be placed on an agenda: 1. Part of an established process. 2. Council direction following the discussion of an item during a work session or meeting. 3. Staffrecommendations. 4. Requests from outside organizations_ 5. Mayor or Councilmember request (via "Council Requests" on the agenda.) MW \\metro-inetlardenhillslAdminICity AdministratorlMemoI200614-J7-06 Memo RE Setting Agendas. doc . . . . . . Council Agendas 1. How do items get on the agenda? o Part of an established process (for example planning cases, public improvement projects, claims/payroll). o Clear Council direction (consensus) following discussion about an item during a work session. o Staff recommendations (for example polices, administrative actions, items requiring Council approval such as hiring/firing). o Request fi'om outside organizations to appear before Council (examples here would include organizations we are a member of such as Visit Minneapolis North or Twin Cities North Chamber of Commerce), organizations we work with (such as Mounds View School District or Ramsey Center for the Arts), local community groups such and Boy/Girl Scouts, and elected officials (legislative delegation.) o A Councilmember request. (This last item has been problematic. Lately I am receiving direction from individual Councilmembers requesting that items be placed on the agenda. This is making agenda management more difficult. I would propose that if a Councilmember would like an item on a future agenda, that he/she propose it during Council reports at the end of meetings/work sessions, and then receive Council concurrence if/when the item should be placed on a future agenda.) 2, Consent Agenda The consent agenda is to contain routine, non-controversial items that need little or no deliberation. If a councilmember objects to an item being placed on the consent agenda, it should be removed and acted on as a separate agenda item. This has also been somewhat problematic, and I have received mixed messages from Council. Primarily, it has been directed to me that nothing should go on the Consent Agenda unless it has been previously discussed at a work session. There were a few exceptions to that such as claims and payroll, payments lor construction projects, polling locations, and gambling license renewals. I would like to try putting some additional items on the consent agenda that staff believes are considered "routine and non-controversial", with the knowledge that (1) we send out future agendas in the Administrative Update, so if there is a concern, I can be notified and asked to move it to another part of the agenda; or (2) the item can be moved during the course of the meeting and acted on as a separated agenda item. IIMetro-inct.uslardenhillsIAdminICouncillRetreat\2006ISummary RE Council Agendas.doc ~ '1'\~HILLS Arden Hills City Council j).layor: Beverly Aplikowski Council members: David Crant Brenda Holden Cregg Larson Vincent Pellegrin 1245 W. Highway 96 Arden Hills, Minnesota 55t12 651.634.5120 ww\y.ci .ardcn-hHls.mn.us 6f\~~ REGULAR MEETING Monday A ril 24, 2006 City Vision A stTong community that values our unique environment, OUT fiscal soundness~ and our lradition as a desirable city in which to live, work, and play. Agenda City Council Meeting Convenes 7:00 PM Can to Order PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA 2. APPROVAL OF MINUTES A, April 10, 2006 City Council Meeting 3. CONSENT CALENDAR A. Claims and Payroll B. Approval of Summer Hours for City Staff C. Motion to Amend and Restate the Joint Cooperation Agreement with the Ramsey County Housing and Redevelopment Authority. 4. PULLED CONSENT ITEMS 5. PUBLIC INQUIRIES/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 \vill be no separate discussion of these items, unless a Council Member so requests, in which event, the item wil] 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 nonnal sequence on the agenda_ Public Inquiries/Informational is an opportunity for citizens to bring to the Council's attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To aHo"v adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a morc timely presentation. A. Star Liquors - Tobacco Compliance Check Violation - November 10, 2005 Pending 7. NEW BUSINESS A. A ward Bids for the Highway 96 Landscaping Improvement Proj eet B. Utility Hook-up Fees C. URS Contract Renewal-Pending D. Planning Case E. Planning Case F. Planning Case G. Special Assessments for Nuisance Abatement Special Assessments for Nuisance Abatement 8. UNFINISHED BUSINESS A. Comp Plan - Blue Cross/Blue Shield Grant Application B. TCAAP Update C. 9. COUNCIL REQUESTS ADJOURN Arden Hills City Council Agenda April 24, 2006 Page 2 Kris Gigo Karen Barton/Tom Moore Kris Giga James Lehnhoff James Lehnhoff James Lehnhoff Karen Barton Karen Barton Karen Barton CLOSED WORK SESSION - TCAAP Land Sale Negotiations - Pursnant to MS 13D.OS SUBD 3.c3