HomeMy WebLinkAboutCCP 06-12-2006
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Arden Hills City Council
Mayor:
Beverly Aplikowski
Councilmembers:
David Grant
Brenda Holden
Gregg Larson
Vincent Pellegrin
1245 W. Highway 96
Arden Hills, Minnesota
55112
651.634.5120
www.ci.arden-hills.mn.us
REGULAR MEETING
Monday
June 12, 2006
City Vision
A strong community that values our unique environment, our fiscal soundness,
and our tradition as a desirable cit in which to live, work, and play.
Agenda
City Council Meeting Convenes 7:00 PM
Call to Order
PLEDGE OF ALLEGIANCE
1. APPROVAL OF AGENDA
2. APPROVAL OF MINUTES
A. May 22, 2006 City Council Meeting
B. May 22, 2006 Work Session Minutes
C. May 15,2006 City Council Meeting
D. May IS, 2006 Work Session Meeting
3. CONSENT CALENDAR
A. Claims and Payroll
B. Motion to Accept the National Incident
Management System Training
Requirements for Members ofthe City
Council and City staff
C. Motion to Approve the O&M Director
Recruitment Plan
D. Motion to Approve Payment #1 to
Margolis Company in the amount of
$13 7 ,513.11 for the Highway 96
landscaping improvements
4. PUU"ED CONSENT ITEMS
Those items listed under the Consent Calendar are considered to be routine by
the City Council and will be enacted by onc 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 arc pulled from the Consent Calendar will be removed from
the general order of business and considered separately in its normal sequence
on the agenda.
Arden Hills City Council Agenda
June 12,2006
Page 2
5. PUBLIC INQUIRIESIINFORMATIONAL Public Inquiries/Informational is an opportuDlty for citizens to bring 10 the
Council's attention any items not currently on the agenda. In addressing the
Council, please state your name and address for the record, and a brief
summary of the specific item being addressed to the Council. To allow
adequate time for each person wishing to address the Council, we ask that
individuals limit their comments to three (3) minutes. Written documents
may be distributed to the Council prior to the meeting, or as bench copies, to
allow a more timely presentation.
6. PUBLIC HEARINGS
7. NEW BUSINESS
A, Motion to Approve lhe Cily's Storm Management Policy
B. Molion to Approve lhe Cily's 2006-2007 Snow Plowing, Snow
Removal, and Ice Control Policy
C. Planning Case-06-017; Site Plan Review for Len Gallusat 1104
Amble Drive
D, Planning Case 06-018; Site Plan Review for 1212 LLC at 1212
Red Fox Road
8. UNFINISHED BUSINESS
A, Motion to Reject! Accept Bids for the 2006 Ridgewood PMP
Construction Project
B, Retreat Follow-up: Cily Council Goals
C. TCAAP Update-Verbal
9. COUNCIL REQUESTS
ADJOURN
Michelle Wolfe/Sellawn Johnson
Schawn Johnson
James Lehnhoff
James Lehnhoff
Deb Bloom/Michelle Woife
Michelle Wolfe
Karen Barton
Work Session-Following the Regular City Council Meeting
. Lake Johanna Fire Department Capital Budget Financing
Closed Session-Following the- Work Session Meeting
. Old City Hall/Public Works Land Sale Negotiations - Pursuant to MS 130.05 SUBD 3.d
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Message
Page 1 of 1
Jackie Freppert
From: Jackie Freppert
Sent: Thursday, June 08, 2006 11 :53 AM
To: timesaver02@aol,com; bob,fletcher@co,ramsey,mn,us; bulletin@lillienews,com;
cwilson@ctv15,org; dprobst@mspmac,org; egurnon@pioneerpress,com; focus@mnsun,com;
kmaltman@msn,com; mlsmith@startribune,com; smccann@startribune,com;
ssch roeder@smithmicrotech,com
Subject: Agenda for 6/12/06 CC Meeting
Jackie Freppert, Office Support Specialist
City of Arden Hills
Phone 651.634.5120
Fax 651.634.5137
www.ci.arden-hills.mn.us
6/8/2006
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Approved:
CITY 01-' ARDEN HILI,s, MINNESOTA
REGULAR CITY COUNCIL MEETING
MAY 15,2006 7:00 P.M.
ARDEN HILLS CITY COUNCIL CHAMBERS
PLEDGE OF ALLEGIANCE
CALL TO ORDER/ROLL CAl~L
Pursuant to due call and notice thereof; Mayor Beverly Aplikowski called to order the
regular City Council meeting at 5:05 p.m,
Present:
Mayor Beverly Aplikowski, Councilmembers Gregg Larson, David Grant.
and Vincent Pellegrin,
Absent:
COllncilmember Brenda Holden
Also present were City Administrator, Michelle Wolfe; Chief Finance Officer/Treasurer,
Murtuza Siddiqui; Community Development Director, and Assistant City Adminislrator,
Schawn Johnson;
1.
APPROVAL OF MEETING AGENDA
Conncilmember Grant requested that item 3(D) be pulled from the Consent Calendar.
MOTION: Councilmember Larson moved and Councilmember Grant seconded a
motion to approve the meeting agenda as amended, The motion carried
(4-0).
2. APPROVAL OF MINUTES
. No minutes were approved at this meeting,
3. CONSENT CALENDAR
a.
Approve Resolulion 06-33: Not Supporting the US Senate and House of
Representatives Telecommunications Bill
Motion to Authorize Staff to Contract with Wiss, Janney, Elstner Assoc, (WJE) for
$25,294 to Perform Additional Structure Inspections at City Hall.
b.
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ARDEN HILLS CITY COUNCIL - MAY 15,2006
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c.
d.
Motion to Approve the Replacement of ABS Pump for Lift Station #3
Claims and Payroll-Pnlled
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MOTION: Councilmember Larson moved and Councilmember Pellegrin seconded a
motion to approve the Consent Calendar and to authorize execution of all
necessary documents contained therein, The motion carried (4-0).
4. PULLED CONSENT ITEMS
Item 3D-Claims and Payroll
Councilmembcr Grant noted that the goose removal has been a contentious issue with the City
Council in the past. He does not agree with this expense and believes that the lake associations
should be responsible for geese removal.
Councilmember Larson said that the ducks and geese are a persistent problem for the area lakes,
It is a small fee for the City to pay for alleviating this problem, Tony Sclunidt Park is a Ramsey
County park, but a number of Arden Hills residents use the park on a regular basis,
Council member Grant stated that the Lake Johanna beach club should be paying for this service,
Also, the geese removal process may be ineffective in controlling the migratory practices of these
birds,
Councilmember Larson noted that until the geese removal project began, there were many geese
that flocked to the park on a regular basis,
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MOTION: Councilmember Larson moved and Councilmember Pellegrin seconded a
motion to approve Consent Calendar agenda item 3D-Claims and Payroll.
The motion carried (3- I Grant).
5. PUBLIC INQUIRIES/INFORMATIONAL
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Nonc,
6. PUBLIC HEARINGS
None.
7. NEW BUSINESS
8. UNFINISHED BUSINESS
A.
TCAAP Update
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ARDEN HILLS CITY COUNCIL-MAY 15,2006
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None,
9.
COUNCIL REQUESTS
None,
MOTION: Councilmember Larson moved and Councilmember Grant seconded a
motion to adjourn to the regular City Council meeting, The motion carried
(4-0),
Mayor Aplikowski adjourned the Regular City Conncil Meeting meeting at 5: 15 p.m.
Beverly ApJikowski
Mayor
Michelle Wolfe
City Administrator
NOTICE OF MEETINGS
The next Council Meeting will be held Monday, May 22, 2006 at 7:00 p,m, at the Arden Hills
Council Chambers.
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Approved:
CITY OF ARDEN HILLS, MINNESOTA
CITY COUNCIL WORK SESSION
MONDAY, MAY 15,2006,5:00 P.M.
CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96
Call To Order
Mayor Aplikowski called the mccting to order at 5:00 PM.
Present: Mayor Aplikowski, Councilmembers: Gregg Larson, David Grant, Brenda Holden, and
Vince Pellegrin
Absent: None
Staff present: City Administrator, Michelle Wolfe; Chief Finance Officer, Murtuza Siddiqui;
Assistant City Administrator, Schawn Johnson; Civil Engineer, Kris Giga; Communily
Development Director, Karen Barton; City Planner, James Lehnhoff; Building Official, Dave
Scherbel; and Building Inspector, John Mcnnenga;
2005 Audit Report
Chief Financial Officer Murtuza Siddiqui introduced Steve McDonald with the auditing firm of
Abdo, Eick, & Meyers to the City Council. Mr. McDonald noted that his firm recently
completed its audit of the City's 2005 financial records. Mr, McDonald noted that his firm does
not test 100% of the City's financial items, They concentrate on analyzing the City's journal
entries and financial risk assessment. Due to the City's recent fraud case, Abdo, Eick, & Meyers
have implemented more detailed financial testing for the City of Arden Hills and their other
clients,
Councilmember Larson asked why a declaration statement was not included in past audit reports,
Mr. Steve McDonald said that the auditor recently noticed that the declaration statement was not
located on the City's checks this past year. The problem was reported to the City's finance
department and has already been changed,
Councilmember Larson asked what other financial related activities the City should change in
order to avoid future fraud cases.
Steve McDonald said that the separation of duties is very important in a small organization like
Arden Hills. The City has done a good job recently of separating out the mail opening, data
entry, and check processing procedures,
Mayor Aplikowski asked what is the general purpose of an audit.
May 15,2006
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Mr. McDonald said that local governments are required by state statute to have an audit
completed on a yearly basis, Also, the City's bonding rating can be affected by an audit. It is
also good 10 have an outside source review your processes and procedures for handling financial
transactions,
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Mayor Aplikowski said that the separation of duties is very important in an organization like
Arden Hills,
Councilmember Larson asked about the increased number of journal entries at the end of this
past year.
Chief Financial Officer Murtuza Siddiqui stated that the majority of the entries are standard year
end cntries, A few adjustments were made in relation to the reclassification of the of the object
codes.
Councilmembcr Larson recommended that the City Council adopt a policy that ensures that the
City has a reserve of 40% of its general fund balance on a yearly basis, The City could designate
any reserves to the PIR fund,
Chicf Financial Officcr Siddiqui noted that the City should consider developing a fund balance
policy coveling all of the City funds.
Mr. Steve McDonald completed an overview of the City's differenl fund balances for the City
Council.
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Members of the City Council agreed to have the financial audit report placed on the consent
agenda at a future City Council meeting,
Account Code Restructure
Chief Financial Officer Murtuza Siddiqui reported that the City's current financial syslem has
been in place for over ten years. The current system consists of five major fund categOl~es and
multiple dep:utments. Within each department there are numerous categories and object codes.
A majority of these codes were created for specific purposes to track the expenses of a particular
vendor or object code,
Due to the City's recent fraud case, Chief Financial Officer Siddiqui recommended to lhe City
Council that the City explore the possibility of reducing the number of account codes for the
City. This may help the City in identifying potential fraud in the future and also assist in the
management ofreviewing monthly reports,
City Administrator Wolfe said that the City of Arden Hills current budget code system is very
cumbersome, It is difficult for staff members to track their expenditures using this system. It is
a critical part of a department heads job to track expenditures. Tbe transition to the proposed
changes in the City's accounting system may be a challenge at first, but it should be worth it in .
the end.
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May 15, 2006 3
Chief Financial Officer Siddiqui said that the first year of the proposed change will be
challenging for the City Council and City staff.
Councilmember Holden asked how City staff would monitor utility costs.
Mr. Siddiqui said that the City could continue to monitor expenses by using the activity codes
and the specific fund it is being charged to, Charges are broken down into three funds, i,e. water,
sewer, and surface water.
Mr. Siddiqui is also researching the possibility of combining different departments into one
account fund. For example, police and fire could possibly be combined to create a public safety
fund,
Councilmember Grant agreed with the proposed changes. He requested that important financial
detail will get lost in this change.
Couneilmember Pellegrin asked why City staff brought this information forward to thc City
Council. In his opinion, this type of item should be handled by City staff and monitored by the
City Administrator.
City Administrator Wolfe stated that this information is for members of the City Council to gain
a greater understanding of the proposed changes and not to surprise members ofthe Cily Council
when City staff begins to prepare the budget for next year,
Members of the City Council were agreeable to the proposed accounting code changes and
recommended that these changes be brought forth to the City Council in the proposed 2007
budget.
Code Enforcement Issues
Community Development Director Karen Barton provided the City Council with an overview of
the City's Clment codc enforcement policies and philosophy. At this time, the City's code
enforcement program is complaint driven, The primary complaints staff rcsponds to are junk
vehicles, outdoor storage, junk, debris, weeds, tall grass, snow removal, and barking dogs.
Typically the process for code enforcement issues involves receiving a complaint, investigating
the complaint, writing a compliance order, and continuing to follow-up until the issue is
resolved. Typically this process can take from two weeks to several months to complete.
There are a number of ways in which a code enforcement program can be operated, The
following are a fcw options for the City Council to consider:
. Complaint Based;
. Proactive Program;
. Hybrid of the Complaint Based and Proactive Programs,
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City staffs concerns with adopting a proactive or hybrid system is that code enforcement will .
entail additional staff to handle the effective enforcement of housing maintenance violations.
Community Development Director Barton said that lhe City currently utilizes seclion 600 of the
City Code, and portions of several other sections. In order to be more proactive and effective in
our enforcement program, City staff recommends that the City adopt a housing maintenance
code or property maintenance program,
Building Official Dave Scherbel noted that the Cities of Roseville and Blaine have recently
adopted the International Property Maintenance Code,
Councilmemher Grant said that his concern with the reactive forn1 of code enforcement is that
residents don't complain about the neighborhood problems and the property values in Arden
Hills begin to decrease. The City's goal should be to maintain our current housing stock.
Councilmember Grant proposed that the City Council should allow City staff to concentrate on a
few major clean-up issues each year.
Building Official Davc Schcrbel said that the City of Roseville recently passed the International
Housing Maintcnanee Code to prioritize housing issues for the City and to protect the City's
housing stock from deteriorating,
Councilmell1ber Grant asked if the adoption of a housing maintenance code would increase the
building department's work load. .
Mr. Schcrbcl said that the proposed change would result in more work for staff, but it would also
give the City another tool to enforce maintenance code violations.
Councilll1ember Larson said that a housing maintenance code will be necessary for the City to
resolve on-going housing maintenance code issues in the City. A housing maintenance code
would be a tool for to allow staff to do their job more efficiently and effectively.
Councilmell1ber Pellegrin said that he was in favor of a hybrid plan. He would like to see'a more
proactive system to deal with code enforcement issues, It should be staffs professional
discretion whether or not a violation is dealt with quickly even though it has not been reported to
City hall,
Members of the City Council werc in agreement that City staff should take a more proactive
slance ill regards to code entorcement violations. It is important for the City to begin protecting
the market value of thc Cily's housing stock. A sub-committee including Mayor Aplikowksi,
Councilmember Grant, members oC the Planning Commission, and residents was recommended
to review the possibility of implementing a property maintenance code and perhaps a "Point of
Sale" housing program for the City,
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May 15,2006
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elP Discussion
Civil Engineer Kris Giga provided the City Council with of an overview of the GoodPointe
Technologies report, Ms. Giga also provided the City Council with an overview of the following
slreet maintenance practices and proccdurcs:
Seal Coat-A seal coat is one of many types of surface treatment used in street maintenance. A
seal cmt is an application of asphalt emulsion followed immediately with an aggregate cover.
Seal coat can waterproof the surface, provide low severity crack sealing, and restore surface
metion, Seal coaling can be perfonned at any time during the life of pavement and lasts an
avcrage of three to six years,
The prim<lry purpose of seal coating a street is to protect the street fTOm deterioration caused by
sun and water. A seal coat provides a waterproof membrane that keeps the pavement from
becoming brittle and cracking.
Mill and Overlay-There are several maintenance practices that involve milling. An edge mill
typically consists of grinding the old bituminous surface along the outer eight feet of the street.
This helps establish a unitann cross-section, especially in instances where the crown in the street
is relaLvely flat. A full width mill or resurfacing is necessary when the upper surface layer of a
pavement has deteriorated considerably,
A full depth milJ can be used on a street that has already been reconstructed with a good base
section, but the pavement has deteriorated to a point where seal coating or a standard mill and
overlay is not cffective, A pavement section with significant cracking will end up reflecting
through thc new pavcmcnt. The full depth of the pavement is ground up and removed. This
process may also involve some sub grade soil corrections and some removal of aggregate base, if
it has been contaminated or is sub-standard. The street is paved with the same thickness of new
asphalt.
Reconstruction- When a street is fnlly reconstructed, the existing asphalt and base are completely
removed and replaced, Reconstruction may also involve sub-grade soil corrections, For streets
lhat do not meet current design standards for width, curb and gutter, and drainage, an upgrade
may be necessary,
Based upon the City's previous five year capital improvement program, GoodPointe
Technologics provided the City with four financial analyses using the following scenarios:
Scenario I-The City would spend $1 million dollars per year on street improvements over the
next twenty years. The existing five year CIP has been incorporated into the first five years of
the model. Over the next twenty years, the average PCI would increase from 64 to 77.
Sccnario 2- The City would try to maintain a PCI rating of 64 and project the level of funding
over the next twenty years to maintain this rating, The streets are selected by the program for
maintenance on an as needed basis, The results of this scenario indicate that approximately
$14,5 million will need to be budgeted for pavement management over the next 20 years.
May 15, 2006
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Scenario 3- A PCI value of 75 is an average benchmark for a number of cities in the metro area, .
In order to the City to maintain a PCI rating of 75, the City would invest approximately $16
million over the next twenty years for strcct improvements.
Scenario 4- If the City adoptcd the existing CIF, the average PCI rate for the City would be 65
after the fivc year period, The projected results would be very similar to scenario number 2,
Councilmember Grant asked what are the different types of seal coat that are available,
Rosevillc Public Works Director Duane Schwartz stated that most communities use pea gravel
and aggregate rock, Most cities use the aggregate rock because it wears better and is more
economical.
Councilmember Holden asked how long the top coat of a typical street lasts.
Me Schwartz said that the top coat of a street will usually last three to six years. It is important
for the City to develop a maintcnance strategy to addrcss street improvements, storm water
drainage, curbs, gutters, utilities, and other maintenance issues. Typically pothole patching is a
stop gap measure and not a pennanent sohltion for repairing the roadways.
Councilmember Holden asked why the software program did not recommend more streets for
mill and overlay,
Me Duane Schwartz noted that streets that do not have curb and gutter may not be considered a
candidate for mill and overlay,
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Councilmember Holden said that it would be more advantageous for the City to mill and overly
streets if it is possible,
City Adminsitrator Wolfe said that the proposed CIF will change based upon the PCI ratings. It
may be wise for the City to invest more money up-front to obtain a standard PCI rating for all of
the City's streets, ·
Councilmember Grant asked what Roseville's PCI goal is?
Mr. Duane Schwartz said that Roseville's PCI goal is 75, The City began with a PCI rating of 55
at the beginning of its strcet maintenance program, On a yearly basis, the City would reconstruct
four to five miles of street a year in order to bring the City's 'PCI rating up to 75, In the
beginning for the City of Roseville to get their street maintenance program off the ground, the
City bonded for street improvements in 1988. Reecntly the City of Roseville has not bonded for
improvement projects and has been able to utilize the interest earned from lhe bonds to pay for
future road improvements,
Couneilmember Larson noted that the PCI information presented tonight was very helpful. He
would be in favor of supporting option #3,
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May 15,2006
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Mayor Aplikowski agreed with Councilmember Larson that a number of streets are at their
critical life point and nced to have maintenance work. She would be in favor of researching the
bonding proposal as supplement funding to lhe City's PMP budgct.
Councilmember Grant said that he is supportive of option #3, but not the idea of bonding for
road improvemcnt projects,
Councilmember Holden said that shc is supportive of option #3, She believes that the City
should adopt a road maintenance policy before proceeding with a funding discussion.
City Administrator \Volfc said that City staff will continue to research street improvements,
MSA projects, and the capital equipment rcplacement schedule for the proposed five year CIP.
Councilmcmbcr Holdcn asked if the City would continue to proceed with the neighborhood
approach to PMP projects
City Administrator Wolfe said that the City will attempt to continue utilizing the neighborhood
PMP approach, The City may not be able to utilize the neighborhood approach for all of the
street improvcmcnt projccts.
Councilmember Holden said that thc City needs to concentrate on maintaining the marginal
streets that can be repaired using seal coats or mill and overlay.
Councilmember Larson agrees with Councilmember Holden's street improvement philosophy,
The City needs to find the necessary revenue needed to make these improvement projecls a
rcality,
Councilmember Holden requested that City staff prepare a road maintenance program for the
City,
City Adminsitrator Wolfe said that City staff will attempt to complete a draft program within the
next six months,
A draft CIP will be presented to the City Council al the work session meeting in July.
Proposed Changes 10 the City's Website
Mcmbers of thc City Council reviewed the proposed changes to the City's web site and
requested that this item be placcd on the agenda at the next City Council meeting for further
discussion.
Citv Council Retreat Follow-up
City Administrator Michelle Wolfe provided the City Council with a follow-up to the City
Council's retreat in March, The following is the proposed list of goals for the City Council for
2006-2009:
I, TCAAP
2, CIP Priorities
3, Road Changes-Benchmarks/description of what Arden Hills wants
May 15,2006
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4. Strong Regional relationships with other cities .
5, Parks/Trail visions and budget/action plan; response to committee's work
6, Vision and/or philosophy and/or policy on:
. Strong neighborhoods
. Strong businesses
. Fiscal responsibility
. Police
. Fire
. Communication with residents
7. Committees/Commission structure philosophy and role definitions
8. Leadership/building staff capacity/Retaining good staff
9, Infrastructure revenue needs. (How are we are going to pay for all this?)
10. Library
II. Philosophy of developmcnt and redevelopment cost and investment vs. status quo,
Councilmember Holden requested that item number three of the City Council's goals be
reworded.
City Administrator Wolfe suggested that item three be changed to "CIP Priorities- PMP
Philosophy,"
Members of the City Council were in agreement with the proposed change to item number three
of the City's goals and objectives and that the "Tone of Debate/Civil Disclosure" section of the
City Council retreat be included in future meeting packets. .
Celebrating Arden Hills
City Administrator Wolfe provided the City Council with an update on the financial
contributions the City has received from local resident, organizations, and businesses for this
year's event. City staff will also e-mail a formal letter to the councilmembers for distribution
when they are seeking donations for this year's event.
Planting Day
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Recreation Supcrvisor Michelle Olson ]5 organizing this year's planting day. ]ne event will he
held on May 20th at Royal Oak Hills Park and City Hall. A local Girl Scout troop has
volunteered to assist with this year's plantings.
Fraud Case
The sentencing hearing for Sandy Berres is scheduled for May 19th at approximately 9:00 AM,
The sentencing will take place at the Ramsey County Government Center in St. Paul.
The meeting adjourned at 8:15 PM
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May 15,2006
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Respectfully submitted by Schawll p, Johnson
Beverly Aplikowski, MAYOR
Michelle A. Wolfe, CITY ADMINISTRATOR
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Approved:
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
MAY 22, 2006; 7:00 P.M.
ARDEN HILLS CITY COUNCIL CHAMBERS
PLEDGE OF ALLEGIANCE
CALL TO ORDER/ROLL CALL
Pursuant to due caIJ and notice thereof, Mayor Beverly Aplikowski caIJed to order the
regular City Council meeting at 7:02 p,m.
Present:
Mayor Beverly Aplikowski, Councilmembers David Grant, Gregg Larson,
Brenda Holden, and Vincent PeIJegrin,
Absent:
None,
Also present were City Administrator, MicheIJe Wolfe; City Attorney, Jerry FiIJa; Chief
Financial Officer/Treasurer, Murtuza Siddiqui; Community Development Director, Karen
Barton; Civil Engineer, Kris Giga; City Planner, James Lehnhoff; Recreation Supervisor,
MicheIJe Olson; and Recording Secretary, Kathleen Altman,
1.
APPROVAL OF MEETING AGENDA
MOTION: Councilmember Larson moved and Councilmember Holden seconded a
motion to approve the meeting agenda as presented, The motion carried
unanimously (5-0),
2. APPROVAL OF MINUTES
A, May 8, 2006 City Council Meeting
Councilmember Grant requested the folJowing changes: Page 5, 5th paragraph, first sentence,
change fund to loan balance.
MOTION: Councilmember Grant moved and Councilmember Larson seconded a
motion to approve the May 8, 2006 City Council Meeting Minutes as
amended, The motion carried unanimously (5-0),
ARDEN mLLS CITY COUNCIL - May 22, 2006
3.
CONSENT CALENDAR
a.
b,
Motion to Accept the Financial Audit Report Submitted by Abdo, Eick, & Meyers
Resolulion 06-34: Approving the Use of the Automark Voting Machines for Future
Elections
Claims and Payroll
Operations & Maintenance Department Transition Plan
c,
d,
MOTION: Councilmember Larson moved and Councilmember Grant seconded a
motion to approve the Consent Calendar and to authorize execution of all
necessary documents contained therein, The motion carried unanimously
(5-0).
4. PULLED CONSENT ITEMS
None,
5. PUBLIC INOUlRIES/INFORMATlONAL
David McClung, 4370 N. Snelling Avenue, stated the City had their Flower Planting Day on
Saturday and thanked the City and staff for a wonderful day.
Brenda Goldman, 1146 Waldon Place, asked for infonnation regarding garage sale signs, She
stated she has lived in her home for 13 years and had her first garage sale this year. Shc noted in
the past a number of neighbors had used Lexington and County Road C to place signs, She
stated on Friday afternoon, she discovered the City had pulled her signs, She stated she had
called the City and was informed there was a sign moratorium, which she did not know about.
When she inquired about what changed, she was informed the sign ordinance was being
enforced. Shc statcd that when a change like this was made, the City should make sure the
residents were notified, She asked what the issue was with respect to garage sale signs. Mayor
Aplikowski staled she also did not know that garage sale signs wcre part of the moralorium,
Mr. Lehnhoff responded staff empathizes with residcnts who want to put up garage sale signs,
but signs were not allowed in the public right-of-way and also no off-premise signs wcrc
allowed, which included garage sale signs, He noted even with permission of the property
owner, off-premises signs were not allowed. He indicated the moratorium did not affect this and
this had always been the rnle, but now they were enforcing the rule more stringently, He stated
staff was moving forward with a new Sign Code in June where provisions such as off-premise
signs in residential areas were being addressed more stringently,
Ms. Goldman stated if the City was going to pull garage sale signs, it needed to be
communicated to the residents. She notcd she was also concerned that the City was not being
consistent with the garage sale sign removal. Councilmcmber Holden noted she was on the
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ARDEN HILLS CITY COUNCIL - May 22, 2006
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newsletter committee and they tried their best to get accurate infomJation in the newsletter, but
she also did not realize how this would affect garage sale signs,
Councilmember Grant acknowledged that he did reccive a phone call from Ms. Go]dman, but
he was out of town and could not return hcr call. He thanked her for coming to this meeting and
making Council aware ofthis issue.
Ms. Wolfe stated it was always the City's intent to communicate with the residents, but in this
case, the City had received infomJation they had to move on quickly, She stated they acted
quickly to protect the City from ccrtain types of signs and potential sign-related lawsuits,
Mayor Aplikowski apologized for Ms, Goldman's inconvenience.
6. PUBLIC HEARINGS
A. NPDES Annua] Storm Water Meetinl!
Ms. Giga stated as of March ]0, 2003, the Minnesota Pollution Control Agency required all
cities within the Seven County Metro Region to apply for General StomJ Water PemJit as part of
Federal National Pollutant Discharge Elimination System (NPDES) requirements, In order to
comply with new federal regulations, municipalities were required to develop a Stonn Water
Pollution Prevention Plan (SWPPP) that focuscd on ways the municipality would reduce the
amount of sedimcnt and pollution entering the surrounding water bodies, The SWPPP required
six minimum control measures that needed to be addrcssed by the City. Each measure was
aimed at reducing the amount of pollution entering water bodies through various methods such as
public outreach and education, regulatory ordinances, and physical structures constructed as part
of the stOmJ water sewer system. Each control measure included several Best Management
Practices (BMPs) that would be used to accomplish the measure and each would include
measurable goals that could establish the effectiveness of the SWPPP,
She noted every year the City was required to hold a public meeting on the SWPPP, The City
was also requircd to submit an annual report to the MPCA documenling the accomplishments of
the previous year.
She summarized the minimum control measures and the accomplishments of 2005 as well as the
goals for 2006,
Mayor Aplikowski opened the public hearing at 7:29 p,m,
There were no comments made.
Mayor Aplikowski closed the public hearing at 7:30 p,m,
ARDEN HILLS CITY COUNCIL - May 22, 2006
4
Councilmember Holden asked on the west side of Lake Johanna Boulevard who was
responsible for cleaning that area. Ms. Giga responded Lake Johanna Boulevard was a County .
Road and she believed the County was responsible for cleaning it, but she would check into this,
7. NEW BUSINESS
A. Motion to Reiect Bids for the 2006 Ridgewood PMP Construction Proiect
Ms. Giga stated bids were received and opened for the 2006 PMP Ridgewood Neighborhood
Improvements on May II, 2006. Bids were received from three contractors with AmI
Construction submitting the lowest bid of$I,808,584.32,
Engineering costs for the project were estimaled at $393,310, resulting in a total project cosl of
$2,201,894.32, She indicated the low bid was approximately $289,625,90 higher than the
Engineer's Estimate and $437,894.32 higher than the feasibility report,
She stated staff has outlined some options on how to proceed with this project and the factors to
consider with each option.
Option I: Award the project to low bidder. The Storm Sewer Fund balance is currently negative
by approximately $95,000, At the end of this project, the balance would be negative by
approximately $200,000. Funds could be reallocated through an internal loan from another
account to ensure these needs remain fully funded, Capital and Water Fund balances will also
decrease significantly,
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Option 2: Reject all bids and re-advertise the project early in 2007, While the total project cost
may not decrease, this would allow time for lhe tund balances to improve and allow for more
sufficient fund allocations when preparing for next year's budget.
She indicated this option would also allow staff time to further review lhe plans and find value
engineering opportunities 10 reduce overall project costs. In order to remain proactive with the
City's Pavement Management Program, staff would recommend incorporating next year's mill
and overlay project with the Ridgewood Neighborhood Improvements construction contract.
This may also be more cost-effective for both parts of the project.
Option 3: Reject all bids and postpone the project indefinitely. Staff does not recommend this
option, as the plans for the project have been completed. While there would be some additional
engineering costs to re-advertise the project, the longer the project is postponed, significant
changes may be necessary to the plans.
Ms, Giga stated there were two additional options to present to Council:
Option 4: A ward the project to the low bidder this evening, and authorize staff to discuss
changes to the contract with the contact or, in an attempt to reduce project costs,
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ARDEN HILLS CITY COUNCIL - May 22,2006
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Option 5: Table the item to the next Council meting to allow staff time to discuss the changes to
the contract with the Contractor, in an attempt to reduce project cots,
Ms. Giga stated that in both instances, it should be noted that the low bidder has no obligation to
the City to offer lower prices for alternate materials. The low bidder was over $300,000 lower
than lhe next lowest bidder, and with re-advertising the project, value engineering opportunities
may not result in a reduction in project costs,
She stated that the consulting engineer, URS, has been in contact with the low bidder and they
are willing to consider some proposed changes.
Ms, Giga requested Council to discuss the options and provide staff with direction on how to
proceed,
Councilmember Grant asked where the stonn sewer fund balance would be in 2007, Mr.
Siddiqui responded that in the scenario he worked on was if they were to take on this project,
they would be in a deficit of almost $200,000 at the beginning of next year, If they were not to
do this project they would be $400,000 in the positive, He noted this project would cost
$605,000 for storm sewer.
Councilmember Grant asked if they did this project next year, what the fund balance would be,
Mr. Siddiqui responded they would be looking at the same situation.
. Councihnember Larson stated if they put this project off until next year, it did not appear there
would be any significant difference, The only difference was that if they did it this year, there
would be a larger negative balance this year that they would recover next year. He stated that did
not seem to him to be a significant consideration as to whether they went forward or not. He
stated they either did the project his year, or next year with the same difference,
Mayor Aplikowski suggesled they tablc this until next month, She agreed this was not a strong
enough reason to not do this because they did not gain that much by putting it off.
Conncilmember Holden asked whal kind of changes could decrease the cost. Ms. Giga
responded some of the pipe material included in the project was more expensive and there would
be alternatives using other pipe that may be less expensive,
Conncilmember Grant stated it appeared they were over budget by $437,000 and whal would
they forego in the current capital budget to makc this up, Ms. Wolfe responded they have not
had an opportunity to scrutinize this in great detail because the bid just came in last week, but
two of the largest overages were in the storm sewcr fund and water main fund. She noted options
were limited for lhese funds because there were no major projects in the next two years, She
stated the third fund affected was the capital fund. She indicated that lwo other purchases for this
year would probably not be brought forward this year which may cover some of the cost overage.
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ARDEN HILLS CITY COUNCIL ~ May 22, 2006
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Mayor Aplikowski stated she wanted to do this project and she wanted staff to look at cutting
some costs, but she believed thcy put a lot of time and efIort in lhis project and 10 delay it was .
not appropriate. She noted they had the money, but they just needed to shift some funds around.
Councilrnernber Holden stated she wanted to go with Option 3 to see what thc PMP was going
to do, She stated she would like to see some cost savings and put off lhe reconstruclion,
Councilrnernber Larson stated he agreed with Mayor Aplikowski and believed they needed to
do everything they could to make this work this year. He noted the neighborhood wanted to see
this project donc. He indicated the City had neglected infrastructure over the ycars and now they
were playing catch up, He indicated this would continue to be a problem for them and the street
improvement program would be a costly one. He believed they would need to look at bonding in
the City to address some of these future needs. He stated he was not sure the cost was going to
be any less next year and he did not believe they would be able to reduce the eos(s significantly
and still be able to do a good job. He indicated he wanted this project to go forward. He stated
they needed (0 move forward and do the improvements to the street system, He believed il was
an important role of Council to maintain the infrastructure,
MOTION: Couneilmember Granl moved and Couneilmember Larson seconded a
motion to table the 2006 PMP Ridgewood Neighborhood Improvement
Project in order to allow staff time to research potential cost savmg
options and bring this back to Council.
Councilrnember Holden slated she did not see any effort of the City to maintain the streets that .
were still in good shape and this concerned her. She stated she would vote no on this motion.
The motion carried (4-1 Councilmember Holden opposed).
B. Resolution No. 06-35: Supportinl! the Ramsev County Rel!ional Rail Authority's
interest in Acquirinl! the TCAAP Railroad Corridor in Arden Hills
Ms. Barton stated the United States Army had declared excess the Twin Cities Army
Ammunition Plan (TCAAP) railroad corridor extending from the TCAAP site over Highway 10
in Arden Hills and into New Brighton, The General Services Administration (GSA) on behalf of
the U,S, Army was in the process of attempting to sell this rail corridor, with priority being given
to a negotiated purchase with local government.
She stated the City of New Brighton had expressed interest in maintaining the railroad corridor
for the purpose of preserving it for future use as a transportation corridor, possibly including it
within a regional mass transit system, The Ramsey County Regional Rail Authority (RCRRA)
had also expressed interest in acquiring the corridor to preserve it for future lransportation
purposcs, The City of New Brighton adopted a Resolution supporting the RCRRA in acquiring
the TCAAP railroad corridor area in November of2005,
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ARDEN HILLS CITY COUNCIL - May 22,2006
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She indicated the RCRRA was charged with the responsibility of developing and preserving
railroad corridors throughoul the County. Because this particular corridor cxtcnds through both
New Brighton and Arden Hills, their involvement would provide for greater efficiency in
securing the corridor for future transportation and possibly regional mass transit use,
Currently, Scherer Brothers Lumber Company in Arden Hills utilizcs this railroad corridor for
lumber deliveries, Schercr Brothers had indicatcd that they would support the RCRRA in
acquiring the corridor, provided their use of the corridor was not discontinued or restricted in
anyway, Thc RCRRA has stated that they would maintain lhe rail line and continue to allow
Scherer Brothers to utilize thc line.
She recommended Council pass Resolution 06-35 supporting Ramsey County Regional Rail
Authority's role in negotiating for the purchase and acquisition of the TCAAP railroad corridor
in Arden Hills for the purpose of preserving il for future transportation opportunities and current
business use,
Councilmember Holden asked if they had the guarantee in writing with rcspcct to Scherer
Brothers, Ms. Barton stated she could get it in writing from them.
Councilmember Grant requested the following amendments to the Resolution: First
WHEREAS clause to read "WHEREAS, a portion of the Twin Cities Army Ammunition Plant
(TCAAP) Railroad Corridor located west ofHighwav 10 extending through Arden Hills has been
declared excess by the United States Army; and. Second WHEREAS clause 10 read
"WHEREAS, lhe General Services Adminislration (GSA), working on behalf of the United
States Army, is in the process of negotiating for the sale of the TCAAP railroad corridor west of
Highwav 10 in Arden Hills; and. Therefore clause to read: THEREFORE BE IT RESOLVED,
that the City of Arden Hills supports the role of the Ramsey County Regional Rail Authority in
acquiring the TCAAP railroad corridor area west of Highwav lOin Arden Hills,"
MOTION: Couneilmember Grant movcd and Councilmember Larson seconded a
motion to approve Resolution 06-35 supporting Ramsey County Regional
Rail Authority's role in negotiating for the purchase and acquisition of the
TCAAP railroad corridor in Aden Hills for the purpose of preserving it for
future transportation opportunities and current business use, The motion
carried unanimously (5-0).
C. Plannin!! Case 06-13: Variance and Preliminary Plat; Amities Coast LLC - 3685
and 3695 New Bri!!hton Road
Mr. Lehnhoff stated applicant was requesting a preliminary plat to rceonfigure two existing lots
at 3685 and 3695 New Brighton Road into four new lots. The request also included a variance to
allow the four lots to share one private driveway to New Brighton Road and for Lots 2 and 3 to
not directly abut the public right-of-way.
ARDEN HILLS CITY COUNCIL - May 22, 2006
8
The preliminary plat would reconfigure 3685 New Brighton Road (1.87 acres) and 3695 New .
Brighton Road (,99 acres) into four new 101s and one outlot.
Lots I and 2 were essentially on the 3695 New Brighton Road property, and Lots 3 and 4 on the
3685 New Brighton Road property. Outlot A was on the 3695 property immediately adjacent to
the existing property line with 3685 New Brighton Road.
The applicant was proposing 10 remove the two existing driveways that serve 3685 and 3695
New Brighton Road and construct one shared private driveway to New Brighton Road for all four
proposed lots. The City's Subdivision Code did not permit streets outside of Planned Unil
Developments and requires all lots to bc directly adjacent to the public right-of-way. Therefore,
the applicant was requesting a variance for a shared private driveway and, by default, for Lots 2
and 3 to not be directly adjacent to a public right-of-way, If approved, Lots 2 and 3 would have
access to the public right-of-way via the proposed private driveway on Outlot A.
He stated although the site plans indicate that only three of the four proposed lots would use the
private driveway, the applicant was proposing that all four of the lots would access Ncw Brighton
Road from the private driveway, The applicant had submitted a utility plan, grading & erosion
control plan, and tree removal plan.
According to the proposed site plans, Lots I, 2, and 3 would accommodate walk-out style homes,
The existing structures on 3695 New Brighton lot, including a dwelling and four accessory
structures, would be removed, The existing dwelling and accessory structure on the 3685 New
Brighton lot would remain on Lot 4.
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He stated the Planning Commission recommended denial of the variance and preliminary plat.
The variance denial was based on the finding lhat no hardship existed because there was
sufficient space on the lot to construct a full City street and cul-de-sac, which would be in
conformance with the City's Subdivision Code.
Since the variance was recommended for denial, the preliminary plat was included in the motion
to recommend denial of the variance since Lots 2 and 3 do not have access to the public right-of-
way and are not in conformance wilh the Subdivision Code without approval of the variance,
Dan Larson, on behalf of Amities Coast, LLC, has requested thc application be tabled to give the
applicant an opportunity to submit a revised application that is in full compliance with the
Subdivision Code, If tabled, the application would be remanded back to the Planning
Commission for further review,
Hc indicatcd the preliminary plat and variance wcre submitted as one application and presented
to the Plamling Commission as being contingent upon each other. However, upon further
examination, the City Council docs have the option to deny the variance and table the
preliminary plat. This action would require the applicant to submit a revised subdivision design
that mccts the full Subdivision Code without the nced for a Valiance, If the applicant were
unable to revise the design to be in full compliance with the Subdivision Code, the City would .
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ARDEN HILLS CITY COUNCIL - May 22, 2006
9
still have lhe option to deny the preliminary plat at a later meeting, A tabled application, whether
in full or in part, would be remanded back to the Planning Commission for further review,
If the full application was denied, the findings from the Planning Commission should be citcd as
the reason for the denial unless other findings are developed, Once denied, Section 8,EA of the
Zoning Ordinance states that an application cannot be resubmilted for the subject properties
within six months of the date of denial. It may be possible to grant a waiver to this provision if
the City Council so desired,
He noled the City received the completed application for this request on April 10, 2006,
Pursuant to Minnesota State Statute, the City must act on this request by June 10, 2006 (within
60 days), unless the City provides the petitioner with wrilten reasons for an addilional 6-day
review period. The City may, with the petitioner's consent, extend the review period beyond the
120 days.
Councilmember Larson stated given the recommendation of staff, the Planning Commission,
and applicant's request, he believed they should table this,
Tim Horita, property owner of 3685 and 3695 New Brighton Road, requested this be tabled to
redesign the proposal. He believed lhey would be able to address all of the concerns of the
Planning Commission and hoped to be able to reconfigure this so they would not need to request
a variance. He indicated he would be working with the adjacent property owners regarding this,
MOTION: Councilmember Larson moved and Councilmember Grant seconded a
motion to table both the plat and the variance to give the applicant an
opportunity to revise the plan and remand this back to the Plamling
Commission for review. The motion carried unanimously (5-0),
D. Plannin!! Case 06-15: Zonin!! Ordinance Addition for the B-4 Zone
Mr. Lehnhoff stated applicant is requesting a Zoning Ordinance addition to allow "highcr
education" and "special education" as a permilted use in the B-4 Zone, The B-4 Zone
encompasscs those properties immediately adjacent to Dunlap Street North between Red Fox
Road and Grey Fox Road.
He indicated although Planning Case 06-016 (Special Use Permit for Higher and Special
Education) was dependent upon this planning case, the details of Plamling Case 06-015 should
not be considered when evaluating the request in this planning case. When reviewing a zoning
ordinance amendment or addition, it was important to consider how thc changc would affect thc
entire zone instead of one spccific property, If approved as requested, higher or special education
could be a permitted use on any property in the B-4 Zone,
He stated the Planning Commission recommendcd approval (4-2) of the Zoning Ordinance
request to allow higher and special education as a special use in the B-4 Zone,
ARDEN HILLS CITY COTJNCIL - May 22, 2006 10
Councilmember Grant stated he did not have a problem with this request and it seemed
reasonable to allow higher education and special education as a special use,
MOTION: Councilmember Granl moved and Councilmember Larson seconded a
motion to approve the Ordinance Addition to allow higher education and
special education as special uses in the B-4 Zone, The motion camed
unanimously (5-0).
E. Planninl! Case 06-16: Special Use Permit for Hil!her Education
Mr. Lehnhoff stated the applicant had requested a Special Use Permit for Higher Education and
Special Education in the B-4 Zone. If approved, the applicant had indicated an accredited higher
educational institution would occupy the space, According to the applicant, the educational
space would be used for continuing education and other similar types of educational uses, Due to
ongoing negotialions, the applicant had requested that the potential tenant remain anonymous,
This application was contingent upon approval of Planning Case 06-015, which was a request to
allow higher education and special education as a permitted use in the B-4 Zone,
He indicated the Planning Commission recommended approval of the Special Use Permit for
Higher Education and Special Education in the B-4 Zone, subject to the following seven
condilions:
I. The proposed use may increase traffic during certain times of the day when classes are
ending or beginning, The applicant is not proposing 10 increase the number of
parking spaces. Overall, the use is unlikely to significantly increase congestion or
parking needs,
2. The proposed use will not produce any additional noise, glare, odors, vibration,
smoke, dust, air pollution, heat, liquid or solid waste, or any other nuisance
characteristics,
3, The proposed use will not affect drainage.
4, The proposed use will not affect the permanent population density of the
neighborhood.
5. While the exterior will be upgraded, the changes will be compatible with existing
uses and structures in the surrounding properties,
6, The park dedication fee does not apply.
7. Tfhigher education is approved as a special use in Planning Case 06-015. then this use
will be in conformance with the Zoning Ordinance. The proposed use does not
conflict with lhe Comprehensive Development Plan.
He stated the Planning Commission and staff recommend that the approval be subject to the
following five conditions:
I.
2,
3.
The building shall not exceed its maximum occupancy at any time,
Construction shall not begin without the appropriate permits,
Any outdoor signage shall require an approved sign permit.
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ARDEN HILLS CITY COUNCIL - May 22, 2006
II
4.
Ifthe parking lot is unable to accommodate the parking needs of the building, the
applicant shall increase the number of parking stalls to meet the City's parking
requirement through the site plan review process.
If the educational use exceeds 80 students, the applicant shall provide proof of
parking for the additional students at a rate of one parking space per student. Thc
proof of parking shall include a signed agreement between the property owner and
the parking provider, the length of the agreement, and the number of parking
spaces provided. The proof of parking and parking agreement and student
expansion shall be subject to the approval by the City Planner.
5,
He indicated staff has not received any public comments regarding this application.
Councilmcmber Holden asked where they would be able to acquire additional parking spaces,
Mr. Lehnhoff responded they could expand some on their property, but the City also allowed
shared parking with surrounding properties. He indicated they would need to get a proof of
parking for shared parking with othcr properties.
Councilmember Larson asked why they were being asked to give a special usc pennit for both
spccial education and higher education. He believed they addressed different things, Mr.
Lehnhoff stated this would provide additional flexibility,
Rob Davidson, 3900 Northwoods Drive #125, stated he was the owner of the 1212 building.
He stated they wanted both uses to meel needs of flexibility for market share, He noted this
would be a significant investment in improvements so if there was a change in the character of
the education, they wanted the flexibility to usc either special or higher education, He did not
believe parking would be an issue because lhe school would be in operation aftcr normal
business hours,
Councilmember Grant stated Mr. Davidson was also responsible for the renovation of Anchor
Bank, which was a nice upgrade to that building and he believed this building would be of the
same caliber. Mr. Davidson staled the 1212 building was a 1970's building that necded a lot of
renovation. He noted they would renovate the east and north face of the building, which was the
only public use of the building.
MOTION: Counci1member Larson moved and Councilmember Pellegrin seconded a
motion to approve the Special Use Permit for higher and special education
subject to the five recommended conditions as noted in staffs May 15,
2006 report.
Mr. Filla noted the approval of the Special Use Pennit has to be effective following the datc of
publication of the text amendment Ordinance.
The motion carned unanimously (5-0),
8.
UNFINISHED BUSINESS
ARDEN HILLS CITY COUNCIL - May 22, 2006
12
A.
TCAAP
Ms. Barton updated on the Council on recent TCAAP developments,
9. COUNCIL REQUESTS
None,
Councilmember Grant stated Cotmci! would be adjourning to a Closed Session immediately
following the Work Session to discuss the following: TCAAP Land Sale Negotiations, pursuant
to MS 13D.05, Subd. 3.c3; Old City Hall/Public Works Land Sale Negotiations, pursuant to MS
13D,05, Subd, 3,c3; and City Hall Arbitration,
Mayor ApIikowski adjourned the Regular City Council Meeting meeting at 8:28 p,m.
Beverly Aplikowski
Mayor
Michelle Wolfe
City Administrator
NOTICE OF MEETINGS
The next Council Meeting will be held Monday, June 12, 2006 at 7:00 p,m, at the Arden Hills
Council Chambers.
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~LLS
Approved:
CITY OF ARDEN HILLS, MINNESOTA
CITY COUNCIL WORK SESSION
MONDAY, MAY 22, 2006, 8:42 P.M.
CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96
CALL TO ORDER/ROLL CALL
Present: Mayor Aplikowski, Councilmembers: Gregg Larson, David Grant, Brenda
Holden, and Vince Pellegrin
Absent: None
Staff present: City Administrator, Michelle Wolfe; Civil Engineer, Kris Giga; and
Recreation Supervisor Michelle Olson
Also Present: David McClung, William Henry, Roger Williams, Rich Straumann
Mayor Aplikowski called the work session to order at 8:42 p.m.
PTRC Chair Bill Henry handed out the approved Parks and Trails Vision and the
proposed Parks and Trails Strategies, He indicated thaI the PTRC hopes to see the
Council come to agreement regarding the strategies, then proceed to a discussion
regarding priorities, followed by a process to identify financial resources. He asked the
council for feedback regarding the proposed strategies,
Mayor Aplikowski asked what the PTRC thinks about trying to feature parks more as part
of the "Celebrating Arden Hills" event. Mr. Henry responded that the PTRC had not
discussed that topic but could discuss it in the future.
Mr. Henry infonned the Council that thc PTRC is still gathering information about dog
parks,
Mayor Aplikowski asked Mr. Henry about the priority for trails. Mr. Henry stated that
the priorities may vary dcpending on some other event or project, that a trail project could
then "piggy back" on,
A question was asked about the Tony Schmidt underpass project. Rich Strauman
informed the Council that the County Parks commission was shown preliminary plans.
He indicated that the projcct is supposed to happen in July. He added that we may be
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May 22, 2006 2
able to apply for a granl in the future to build an additional trail segment connecting to
this one. Mayor Aplikowski inquircd whether or not a groundbreaking ceremony could
be held to commemorate this project. Staff was asked to follow-up with Ramsey County
Parks,
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There was discussion about the possibility of naming a trail segment for former Governor
Elmer Anderson, Mr. Henry also indicated that because Tone Schmidt Park is now a
regional park, we may have more opportunity for a grant funds towards a trail segment
along Lake Johanna Boulevard,
Council member Holden asked about the costs to maintain a trail. It was noted that some
of the City's trails are not paved, but have wood chips, Councilmember Holden stated
lhat we need a strategy for maintenance of park facilities, for example, tennis courts.
Michelle Olson indicated that we budget very other year to seal coat asphalt trails. Mr.
Henry stat cd that he agrees we should maintain what we have, but the PTRC was really
focused don ne\v strategies for purposes of this discussion,
Mayor Aplikowski questioned ifthere is a proposal to take over the ice fishing contest.
Mr. Henry responded that there are no such plans at this time, The PTRC first needed to
know if the Council was interested in seeing such an event occur in the community,
Councilmcmber Larson stated that the PTRC is trying to set up a list of items needed and
wanted for parks and trails, He said that we need to start somewhere, and then try to get
some agreement, and then take a look at how to fund the items. He stated that he feels
comfortable with what the PRTC has proposed,
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Councilmember Grant asked about the warnling houses. He asked if the warming house
at Hazelnut would be left as is. Mr. Henry responded that the strategies sheet should
probably read "Frceway and Hazelnut", not "Freeway and Valentine", as proposed for
mobile units. Councilmember Grant stated lhat we need more discussion regarding the
warming houses, and that he knows staff is still evaluating options.
Councilmember Holden reiterated that she really feels something about maintenance
needs to bc added to the strategies, She then asked if the PTRC has any vision for
Valentine Park, Mr. Henry noted that it will be costly to fix the flooding problems, Ms,
Olson stated the cost would be well over $200,000, Council members Holden and Larson
stated they would like to see some kind of strategy for Valentine Park. Mr. Henry stated
they will add that to the list. '
Councilmemher Holden inquired whether Perry Park still has any addilional fencing
needs, Ms. Olson infonned the Councillhat Field #3 still needs fencing, but that should
complete the needed fences,
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May 22 2006
3
Mayor Aplikowski stated that she likes the idea of having annual events, There was
discussion about reevaluating the flower planting day, Mr. Henry stated that at this time,
the PTRC would just like to know if the Council agrees with the concept of having four
annual events, He indicated that the strategy concept is to have four events, with the
specific events to bc determined al a later lime,
In summary, Mr. Henry stated that he thought the Council was generally favorable about
the strategies, with the additional item regarding Valentine Park and the need for more
information about the warming houses, Councilmember Holden stated that she really
feels there needs 10 be a strategy added regarding maintenance. Mr. Henry responded
that perhaps a strategy could read "Maintain existing park and trail infrastructure. He
also noted that the numbering of the trails is simply for organization and does not
represent any kind of priorities at this time,
Councilmember Grant asked about funding, and whether these strategies could be funded
in other ways besides gcneral taxes, Mr. Henry responded that the PTRC understands the
strategies cannot be fully funded via taxes, and that other resources will be needed.
Councilmembcr Holden noted a concern about order residents having places to sit when
they take kids or grandkids to the parks. Mr. Henry sated lhat the City has benches near
all play structures except one (Arden Manor.) Michelle Olson stated that we frequently
have Eagle Scout projects and often have them put in benches. Mr. Henry said that he
agrees that benches along trails are important.
Mr. Henry concluded the discussion by stating that he took notes during the discussion,
and the PTRC will bring revised strategies back for further discussion with the Council.
The meeting adjourned at 9:25 PM
Respectfully submitted by Michelle A, Wolfe
Beverly Aplikowski, MAYOR
Michelle A, Wolle, CITY ADMINISTRATOR
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Prepared by: Murtuza Siddiqui
Dept.: Finance ''"''.s:
Council Mtg, Date: June 12, 2006
Final Action Needed By: June 12, 2006
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~HILLS
City ot Arden Hills
Request for Council Action
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Agenda Item 3.A
Claims & Payroll
Budgeted Amount: Across City BudDet - All Funds
Actual Amount: See Financial Implications
Funding Source: Across City Budllet - All Funds
Council Action Request:
Review and Approve Consent Agenda Item 3,C, - Claims and Payroll
Staff Recommendation:
Approve Consent Agenda Item 3,C, - Claims and Payroll
Adyisory Commission Action:
Commission
Date
Action
- -------
Planning
Not Applicable
Not.Applicable.
......,...__.III_o_t?(lp~cable_.
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 #11- $69,924,77
Accounts Payable Claims Since 5/22/06 Council Meeting:
1, Paid Claims - Batch 008-05-2006:
2, Paid Claims - Batch 010-05-2006:
3, Paid Claims - Batch 011-05-2006:
4, Paid Claims - Batch 001-06-2006:
5, Paid Claims - Batch 003-06-2006:
6, Unpaid Claims - Batch 009-05-2006:
7. Unpaid Claims - Batch 002-06-2006:
Claims Total
Administrator/Staff Comments:
$ 19,419,97
$ 150,00
$ 2,336,58
$ 26,704,93
$ 3,405.00
$ 65,003.37
$ 37,336.86
$ 154,356.71
.
Page 1 of 1
.
.
.
CITY OF ARDEN HILLS
CHECKS DATED 6/0212006
(PIR # 11)
FIRST JUNE PAYROLL
IIi':MPLOYEEMMJ<:I!
(Biweekl . 5/13/06 to 5126/06)
....E~fI'LOYJ<:EDEDUCnoNs... .., \lIfT.. CllvllENEFIT
: Co::::: :.(' : _ _ . ~ ~:: :;:::
FlT 4,09939
SIT 1,809,35
FICA Oasdi 2,961.92 2,96 1.92
FICA Medicare 692.72 692,72
ITOTAL TAXES I 9.563.381 3.654.64 1
Frennert Jackie
100050n, Schawn
Silscth, Pang
Sweeney, Pamela
Wolfe, .Michelle
Harton, Karen
B '1, Sandra
Bruley, Michelle
J .ehubaff, James
Mennenga, John
Scherbel, David
Siddi"ui, Murtuza
Andrews, Aaron
Frcybcrgcr, Scott
Mooney, Joseph
Moore, Thomas
Perron, James
!Nowlan. Anthon"
Saxe, Pete
Schifskv. Mike
Winkel, David
Frid, Jeffrey
Olson, Michelle
Harris, Robert
KIueger, Elizabeth
Lynch, Ryan
Sninner, Jeff
Bames, Lisa
DeRaad, Jacob
Driscoll, Elizabeth
Leiser. Andrea
FSA Health Premium ] ,434,25 ]2,]28,00
FSA Dental Premium 283,18 337.64
FSA Health Care Reimb. 576,04
FSA Df'"Tlendent Care Rcimb. 45833
iTOT AI. FLEXIBLE SPENDING I 2,751.801 12,465.64 1
PERA 2,534,82 2,765.29
leMA 1,568.]7 43293
Central Pension Fund-Union 614.40
ITOTAL RETIREMENT 1 4.717.391 3.198,22 I
Affinitv Plus. Federal Credit Union 3,936,76
lUOE 49 Dues (Unioni 120,00
L TD/STD Insurance 413,65
PERA Life Insurance 30,00
Life! AddlfDeo Life 128,65 100,80
United \Vav 0,00
"Mn Child SUDDort 391.50
rWTAL VOLUNTARY I 4.606.911 5t4.451
Total Emnlovee Deductions 21,639.48
lNet Pavroll 9,034,93
irectDcnosit 23,354,17
'ross Pa"TolI Tie-Out 50,091.82
Ius Cily Paid Benefit ]9,832,95
CMA Denefit Held 0,00
01' AL PAYROLL COST 69.924.77
Gross Pa roll
Less Total FSA
Plus Emptoyer Match IGvlA
Net PIR Subject to FlCA
FICA Oasdi (@ 6.20%
FICA Medicare la)1.45%
50,091.82
2,751.80
432.93
47,772.95
2,961.92
692.72
Note: Federal and State PayrolI Tax obligations are satisfied by means
of utilizing the "Taxtel" Electronic Tax Deposit Servicc. Trans-
fers arc typically made two business days after the payroll date.
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Prepared by: SJ go::)'
Dept: Admin
Council Mtg. Date: 6/12/2006
Final Action Needed By:
6/1212006
~
~HILLS
City of Arden HIlls
Request for Council Action
j1"iliT"~'#/5:
Agenda Item .ll[~
Motion to Accept the National Incident Management
System Training Requirements
Budgeted Amount: NA
Actual Amount: NA
Funding Source: NA
Council Action Request:
Motion to accept the National Incident Management System Training Requirements for Members
of the City Council and City Staff,
Staff Recommendation:
City staff is requesting a motion by the City Council to accept the National Incident Management
System Training Requirements,
Advisory Commission Action:
Commission
Date
Action
plan_nil'lg...
PTRC
__!____Not&>plic;able
..... ... .... i. . . . Not~r>r>liC9()IEl
.__ i _ __.J'J.c>1a.r>Qljcable
Supporting Documents (which are attached to this Action Form):
I2J Memo/Letter:
From: Schawn p, Johnson. Assistant City Administrator
Dated: June 7, 2006
D Resolution ( )
D Ordinance (No, )
D Engineering Recommendation:
D Attorney Recommendation:
I2J Other:
. City of Arden Hills 2006 Emergency Management Training Matrix
. Overview of the National Incident Management System (NIMS) Training
Requirements provided by the State of Minnesota Department of Homeland
Security
Financial Implications:
Not Applicable
Administrator/Staff Comments:
\\Metro-inct.usV\rdenHi1Is\Admin\Assistant City Administrator\Requests for Council Action\2006\Motion to Approve tch NIMS
Training Requirements-June 2006.doc
.
.
.
~
~HILLS
MEMORANDUM
DATE:
June 7, 2006
AGENDA ITEM: 3.B.
TO:
Honorable Mayor and City Council Members
Michelle A. Wolfe, City Administrator
Schawn Johnson, Assistant City Administrator~0
FROM:
SUBJECT:
Motion to Accept the National Incident Management System Training
Requirements for Members of the City Council and City staff
ENCLOSURES:
NIMS Training Matrix for City Council and City Staff Members
NII\1S Training Requirement Summary
Overview
In order for the City to be in compliance with the federal government's National Incident
Management System (NII\1S) requirements the following classes must be completed by City
Councilmember's and City staff members by October 1,2006:
. IS-700 National Incident Management System (Introduction);
. ICS- I 00 Entry Level Incident Command System;
. ICS-200 Basic Lcvel Incident Command System,
The aforementioned classes are required for anyone who has an active role in thc jurisdiction's
emergency response and/or its emergency operations plan. This includes managers, department
heads, and elected officials. Basically the City is required to train anyone whose job or location
may change during an emergency situation, Due to our small staff, it would be in the City's bcsl
interest to make sure that everyone has completed the required training courses.
The IS-SOO (National Response Plan) must be taken by October 1,2006, The IS-SOO is required
for emergency managers or persounel who assume primary responsibility for an emergency
situation or has command responsibilities. According to the City's Emergency Operation
Procedures, members of the City Council, City Administrator, Assistant City Administrator, and
department heads would be required to take the IS-SOO training class,
The following Incident Command System (ICS) training classes must be completed by members
of the City Council and department heads by October 1,2007:
. ICS-300 Intermediate Level Incident Command System;
. ICS-400 Advanced Level Incident Command System,
The State of Minnesota Department Emergency Management offers training to government .
entities that covers the ICS 100, ICS 200, ICS 300, and ICS 400 in a two day training seminar.
City staff has been in contact with the Minnesota Department of Emergency Management and is
attempting to host lhe rn'o-day seminar for sometime in August at the Arden Hills City Hall. In
City staff's opinion, the two day seminar is the most efficient way to offer the training and
ensure that the City is meeting the federal requirements,
The IS-700, IS-800, ICS-IOO, and ICS 200 classes are also available on-line at
www,training,fcma,gov/emiweb/is/c[1;Jist.asp, At this timc, lhc ICS 300 and ICS 400 classes are
not available on-line at the FEMA wcbsite. Although the IS-300 and IS-400 training classes are
scheduled to be available on-line by 2007.
Once you have completed lhe on-line classes, please forward me a copy of your training
certificate. A copy of the certificate will be placed in your personnel for record keeping
purposes,
Please be advised that the National Incident Management System (NIMS) is a work in progress.
Future requirements or changes to the current program may be forth coming in the near future. I
will do my best to make sure that members of the City Council and City staff are informed of
these changes on a regular basis.
Staff Recommendation
.
City staffrecorrunends a motion by the City Council to accept the National Incident Management
System (NIMS) training requirements set forth by the Federal Emergency Management Agency
(FEMA).
.
.
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IS-700 - NATIONAL INCIDENT
MANAGEMENT SYSTEM (NIMS)
An Introduction
Courses available
On-line
. Classroom
. Workbook (download from internel)
Student completes test online or sends
Scantron answer sheet to the Emergency
Management Institute.
IS-BOO -- NA TIONAL RESPONSE PLAN
An Introduction
Courses available
On-line
. Classroom
. Workbook (download from internet)
Student completes test online or sends
Scantron answer sheet to the
Emergency Management Institute,
ICS-100 -- ENTRY LEVEL
ICS-200 -- BASIC LEVEL
Student must complete the course and
be tested to comply with the National
Integration Center (NIC) standards for
the above courses.
Courses available:
MnIMS: Classroom
Bridge: Classroom
ICSlOO: On-line
Classroom
Workbook (download from internet)
ICS 200: On-line
Classroom
Workbook (download from internet)
ICS-300 -- INTERMEDIATE LEVEL
ICS-400 -- ADVANCED LEVEL .
Student must complete the course and
be tested to comply with the National
Integration Center (NIC) standards for I
the above courses.
Courses available:
. MnIMS: Classroom
. Bridge: Classroom
. ICS-300: To be determined
. ICSAOO: To be determined
MnlMS is available and can be taught by any instructor who has completed the MnIMS
Instructor course and passed the course exam. You can obtain a list of MnIMS instructors
by contacting Bob Berg at roberLm.berg(a;state.mn.us or Suzanne Donnell at
suzanne.donneIl(a)state.mn. us
The FEMA Independent Study (IS) courses can be downloaded from:
www,training.fema,gov;emiweb/is;crslist.asp
* The 10 disciplines include:
.
r
.
.
.
~
.-A~LLS
City of Arden Hills
Request for COlUlCil Action
Prepared by: MW
Dept.: Admin
Council Mtg, Date: 6/12/2006
Final Action Needed By:
6/12/2006
Agenda Item 1;1
Motion 10 Approve O&M Process and Timeline
Budgeted Amount: $0.00
Actual Amount: $0,00
Funding Source: N/A
Council Action Request:
Motion to Approve O&M Process and Timeline as outlined in the attached report.
Staff Recommendation:
Approve the process and timeline, and direct staff to begin implementation,
Advisory Commission Action:
Commission
Planning
PTRC
Date
Action
Not Applicable
Not applicable
Supporting Documents (which are attached to this Action Form):
rs:J Memo/Letter:
Memorandum from City Administrator Wolfe dated June 12, 2006; O&M Process and Timeline
D Resolution (No. )
D Ordinance (No, )
D Engineering Recommendation:
D Attorney Recommendation:
DOther:
Financial Implications:
Administralor/Staff Comments:
Page 1 of 1
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~
~ILLS
MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
AGENDA ITEM: 3C
June 12,2006
Mayor and City Council . .~ 'L
Michelle Wolfe, City Administrator.I~0v\'~'> l...
Motion to Approve O&M Process and Timeline
BACKGROUND
On Monday, May 22nd the City Council approved the O&M Transition Plan. At that time 1
indicated I would put together a process for reviewing our current organizational structure and
the recruitment of a new Director.
DISCUSSION
I recommend thaI the City not proceed with the recruitment of an O&M Director at this time,
Rather I would like to implement the attached process and timeline, which allows time to
develop and review options for the future of the O&M Department. I reviewed many historical
minutes and reports regarding previous reorganizations and now have some background on how
the City arrived at the existing structure for the department. However, I am not sure the existing
structure is the best alternative as we move forward in the future. Therefore I would like to take
approximately two months to study the issue before commencing with recruitment. With
Council approval I will proceed with the information gathering stage of the proposed process.
(Some preliminary work has been done, We have obtained sample organizational structures
form other cities, and I've initiated discussions with the City of Roseville about the role of
engineering services in the future.)
RECOMMENDATION
Approve the attached process and timeline and direct staff to begin implementation.
Attachment
MW
\\metro-inetlardellhillsiAdminICity Administrator'MemoI2006\6-/2-06 Memo RE O&M Timeline,doc
Operations and Maintenance Director Recruitment Process and
Timeline-
June 2006-0ctober 2006
Action Timelille
Information Gathering Stage: June 2006
. Request input from staff regarding
organizational structure-
. Request input from PTRC
regarding organizational structure-
. Request input from other "stake
holders"-
Review Restructuring Options: July 2006
. City Administrator and Assistant
City Administrator develop oplions-
. Options presented to the City
Council at July work session-
. Preferred option approved at July
3151 City Council Meeting
Begin Recmitmcnt Process for Operations August 1,2006
and Maintenance Director-
Deadline for Applications- August 18,2006
Review Applications and Schedulc First Week of Augnst 21-25, 2006
Round Intervie\vs-
Initial Inlerviews with City Administrator, Week of August 28-September 1, 2006
Assistant City Administrator, and
Operations and Mainlenancc
SllPerintendent-
Management and Leadership Assessment Week of September 5-9,2006
for Finalists-
Receive and Review Written Results of Week of September 18-22, 2006
Management and Leadership Assessment -
Second Interview with City Administrator, Week of September 25-29,2006
Assistant City Administrator, and two Time - Lunch I Process Overview
elected officials-
Time - Candidate Interviews
Informal interaction with staff and
management team- Time - Candidate Discussion
Extend offer to candidate- Week of October 2-6,2006
City Council approval- October 10, 2006
.,
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~JI1LLS
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Prepared by: GSB
Dept.: O&M
Council Mtg. Dale: 6112/06
Final Action Needed By: 6112/06
City of Arden Hills
Request for Council Action
Agenda ltem:3.,p
CSAH 96 Landscape and IrriClation Improvement Proiect
Budgeted Amount: $170,000
Actual Amount: $121,500
Funding Source: General Fund
Council Action Request:
Molion to approve Payment #1 for the CSAH 96 Landscape and Irrigation Improvement Project to
Margolis Company in the amount of $137,513.11. A 20% retainage is being held for the plants on this
project in addilion to the 5% for all other ilems, The Budgeted Amount and Actual Amount indicated
above are City of Arden Hills accounts. Ramsey County is also a partner in this project and lhey will be
contributing approximately 73.000 to this project.
Staff Recommendation:
City Slaft recommends the Council approve Pay Estimate #1 in the amount of $137.513.11 for Margolis
Company of Roseville, MN,
Advisory Commission Action:
Commission
Date
Action
Not Applicable
Not Applicable
Not applicable
Plan n ing
PTRC
.'
Supporting Documents (which are attached to this Action Form):
o Memo/Letter:
o Resolution (No.)
o Ordinance (No,
[gJ Engineering Recommendation: See Attachment
o Attorney Recommendation:
[gJ Other: Application for Payment #1
Financial Implications:
Administrator/Staff Comments:
.
Page 1 of 1
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URS
AGENDA ITEM 3.0
Thresher Square
700 Third Street Soutb
Minneapolis, MN 55415
Phonc: (612) 370-0700
Fax: (612) 370-1378
To:
Murtuza Siddiqui / Arden Hills
Finance Director
Michelle Wolfe / Arden HiJJs
Kristine Giga / Arden Hills
File: 31809929,00301
Cc:
From: Gregory S. Brown P,E.
Project Manager
Date: June 5, 2006
Subject: Pay Estimate # 1
CSAH 96 Landscape and Irrigation Improvement Project
Background
Thc City of Arden Hills awarded Margolis Company of Roseville, MN the CSAH 96 Landscape
and lITigation Improvement Project on April 24, 2006 for a total contract amount of
$176.732.50.
Project Status
The Contraclor has dug all the planting beds and completed the planting of trees and plants
within the median and on both the norlh and south side on TH 96, With regard to the irrigation
portion on the Contract, the work is 75% complete, The wet tap as well as all the pipe has been
installed. Portions of the system are operating and the Contractor continues to complete
sections and should be done within the week.
A walk-through will be organized with City staff, the Contractor, and the Engineer soon in order
to create a punchlist to finalize the work and create a final payment.
Recommendation
We recommend the Council approve Pay Estimate #1 for Margolis Company of Roseville. MN
in the amount of $137,513,1 L
APPLICATION FOR PAYMENT
PAYMENT NO.1
Project:
CSAH 96 Landscape and Irrigation Improvement Project
.
Owner:
Owner No,:
Contractor:
URS Job No,:
Application Date:
For Period Ending:
City of Arden Hills
Margolis Company
31809929,00201
611/2006
513112006
URS Copy
City Copy
'f Contractor Copy
Inspector Copy
Original Contract Amount:
Contract Amendments:
Contract Amount To Date:
Total Amount of Work Complete To Date:
Material Suitably Stored On-Site but not
Incorporated Into Work:
Gross Amount Due To Date:
Less 13,67% Retainage:
Amount Due To Date:
Less Previous Payments:
Total Due This Application:
$176,732,50
$0,00
$176,732,50
$159,287,75
$0,00
$159.287.75
$21,774,64
$137,513,11
$0,00
$137,513.11
I hereby certify that all items and amounts shown are correct for the work completed
to date,
Contractor:
.
Date:/- ~-O{
The work shown on this project and the application for payment have been reviewed
and the amount shown is recommended for payment.
By:
Date: t ~-/J(,
APPROVED FOR PAYMENT
Owner: City of Arden Hills
By: Date:
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Page 1 of 5
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Payment History
Payment
Number
1
Payment
Application
Date
Payment
End Date
Amount
Total Payments:
$0,00
Page 2 of 5
Application for Payment: Itemization
Schedule: A - BASE BID .
Unit Contract Contract To Date To Date
No, Item Unit Price Quantfty Amount Quantity Amount
MOBILIZATION LS $5,125,00 1.00 $5,125.00 0,75 $3,843.75
202.1-501
2 COMMON EXCAVATION (PLAN OUANITY ITEM) CY $32,50 500.00 $16,250,00 300,00 $9,750.00
2101.501
3 DECIDUOUS TREE 2,5" TREE $382.00 186.00 $71,052,00 186,00 $71,052.00
2571.502
4 PARDON ME DAYlILLY PLANT $9,00 1,264.00 $11,376,00 1,264,00 $11,376.00
2571507
5 RUDBECKIA PLANT $8.00 728.00 $5,824,00 728.00 $5,82400
25715()7
6 lIATRIS PLANT $8,00 165-00 $1.320.00 165,00 $1,320.00
2571.507
7 PAPRIKA YARROW PLANT $9,00 280.00 $2,52000 280,00 $2,520.00
2571.507
8 AUTUMN FIRE SEDUM PLANT $9,00 300,00 $2,700.00 300.00 $2,700,00
2571.5Cr7
9 SNOW FLURRY ASTFR PLANT $8,00 360,00 $2,880.00 360,00 $2,880,00
2571.507
10 KARL FOERSTER GRASS PLANT $9.00 140.00 $1.260,00 134.00 $1,206,00
2571.507
11 MORDEN SUNRISE ROSE PLANT $25,00 280.00 $7,000.00 280,00 $7,00000
2571.501
12 CHAMPLIN ROSE PLANT $25.00 11500 $2,875.00 115.00 $2,875,00 .
2571.507
13 SEED TYPE LAWN SY $2.25 1,750,00 $3,937.50 1,000.00 $2,250,00
2575505
14 STEEl EDGER LF $4.75 2,300,00 $10,92500 2,30000 $10,925.00
2575-503
Subtotal:
$145,044.50
$135,521.75
.
Page 3 of 5
Unit Contract Contract To Date To Date
No. Item Unit Price Quantity Amount Quantity Amount
. Schedule: B. BID ALTERNATE
Unit Contract Contract To Date To Date
No. Item Unit Price Quantity Amount Quantity Amount
IRRIGATION SYSTEM LS $31,688,00 1.00 $31,688,00 0,75 $23,766,00
2504.601
Subtotal: $31,688,00 $23.766,00
Grand Total: $176,732,50 $159,287.75
.
.
Page 4 of 5
Application for Payment: Itemization Summary
Contract
Schedule Amount
To Date Amount of
Work Completed
Schedule: A - BASE BID $145,044,50
$135,521,75
Schedule: B - BID ALTERNATE $31,688,00
$23,766,00
Grand Total: $176,732,50
$159,287.75
Page 5 of 5
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Prepared by: SJ 5~ ;
Dept.: Admin Dept
Council Mtg. Date: 6/12/06
Final Action Needed By:
6/12/06
~
~HILLS
City ot Arden HIlls
Request for Council Action
Agenda Item.1I
Motion to Approve the Cily of Arden Hills Storm Debris Removal
Policy
Budgeted Amount: NA
Actual Amount: NA
Funding Source: NA
Council Action Request:
Motion to approve the Storm Debris Removal Policy-
Staff Recommendation:
City staff recommends approval of the proposed Strom Debris Removal Policy-
,Advisory Commission Action:
Commission
Date
...._l'i<ln.nin,g.__
PTRC
"--,',- -- ------------------- --- --- -- ----------,~._.~----------
Supporting Documenls (which are attached to this Action
~ Memo/letter:
From: Schawn Johnson, Assistant City Administrator
Dated: June 7, 2006
o
o Ordinance (No. )
o Engineering Recommendation:
o Attorney Recommendation:
o Other:
Financial Implications:
Not Applicable
Administrator/Staff Comments:
Not Applicable
Action
.______._.....l':Iot AJlJllicable
Not.APJlI..i.~a~le
Not aj)plj(;atJIll.
.
.
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~
~HILLS
MEMORANDUM
DATE:
June 7, 2006
AGENDA ITEM: 7.A.
TO:
Honorable Mayor and City Council Members
Michelle A, Wolfe, City Administrator
Schawn Johnson, Assistant City Administrator~
FROM:
SUBJECT:
Motion to Approve the City of Arden Hills Storm Debris Removal Policy
ENCLOSURES:
Proposed Storm Debris Removal Policy
Overview
Due to the severe stomlS that passed through the City of Arden Hills last fall, City staff has been
working on a storm debris removal policy. The rationale for the stonn debris removal policy is
to provide lhe City Council and City staff members with a flexible plan that can be used to
address different storm clean-up scenarios that may impact the City,
Research
City staff has contacted twenty-two different communities inquiring if lhey have a verbal or
written policy that covers storm debris removal practices. Only five communities indicated that
they do have a formal policy regarding storm clean-up efforts. The aforementioned communities
are:
. Bloomington;
. Rochester;
. Shoreview;
. New Brighton;
. White Bear Township,
The City of Bloomington has implemented a policy in which City staff will document the
number of boulevard trees that have been damaged during a storm event. If the survey yields
350 or more damaged boulevard trees, the City Council will declare a City emergency and will
assist the residents with the clean-up of damaged boulevard trees. The property owners are still
responsible for the clean-up costs associated with the proper removal and disposal of their
private trees and storm debris.
The City of Rochester has implemented a policy in which the City will assist with slorm debris .
removal if the storm meets one of the following stipulations:
L Tornado touch-down;
2. Extensive flooding conditions;
3. Severe thunderstorm with winds in excess of70 MPH;
4. Severe ice stonn that causes severe lree damage.
The City of Rochester rclics on the National Weather Service and their emergency management
team to use their professional judgment in determining whether or not City clean-up efforts are
needed. The City of Rochester has also divided the City into quadrants in case storm damage is
comprised into one or two sections of the City,
The Cities of Shoreview, New Brighton, and White Bear Township rely on their staff members
to use their own professional judgment in making a recommendation to the City Councilor
Town Board to determine if an organized clean-up effort is needed,
A number of communities indicated that lhey do not have a written policy, but utilize their staffs
professional judgment to determine if the City should provide the residents with slorm debris
clean-up assistance,
In 2005, the City Council adopted the Ramsey County Emergency Operations plan. The Ramsey
County Emergency Operations Plan provides the City with a great overview of the proper
procedures and practices that arc utilized in a large scale event. The proposed storm debris
removal policy provides the City Council and City staff with a more internal look at the policies .
and procedures that the City should follow when it is impacled by a severe weather event.
Staff Recommendation
City staffrecommends City Council approval of the proposed storm debris removal policy.
.
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~
~~HILLS
STORM DEBRIS REMOV AI~ POLICY
Rationale of the Policv
The purpose of this policy is to provide a guide for storm debris removal. The plan is intended to
assist key City ofIieials and emergency organizations to carry out their responsibilities for the
proteclion oflife and property under a wide range of emergency conditions,
Personnel with intimate knowledge of unwritten plans may be unavailable at the time it becomes
necessary to implemenl them, A written plan will furnish a documentary record which can be
referred 10 as needed, This documentary record will serve to refresh the knowledge of key
individuals and can be used to inform persons who become replacements.
To Whom the Policy Applies
City Council and City Staff Members
Damage Assessment and Clean-up Procedures
1.
The Operations and Maintenance Director or Operations and Maintenance
Superintendent will contact the Ramsey County Sheriffs Department and Lake
Johanna Fire Department to request assistance with storm damage enarts in Arden
Hills,
2. Operations and Maintenance Department call-out procedures will be utilized by the
OperatIOns and Maintenance Director or Superintendent.
3, Thc Operations and Maintenance staff will inspects the City's utility system (lift
stations and boosters) and make any necessary emergency repairs,
4, The Operations and Maintenance Department will remove trees and storm debris
from the City's primary intersections. Cones and flashers will be placed next to
downed power lines, flooded roadways, and other situations that may endanger the
public's safety,
5, The Operations and Maintenance Department will remove storm debris and
provide public access to residential streets.
6, City staff will evaluate the extent of the storn1 damage and will make a
recommendation to the City Council whether or not a city-wide storm debris clean-
up effort is necessary, The following criteria will be used by the City when
determining whether or not a City wide storm clean-up is necessary,
. What is the geographic impact of the storn1 on the City? Has seventy percent
of the City been affected by stonn damage?
. What is the estimated number of damaged trees along the boulevards?
. What is the ability of City staff to handle the storm clean-up efforts?
. What is the availability of clean-up resources from Ramsey County,
MnDOT, and other neighboring communities for assistance with the clean-up
efforts,
.
7, If City staff believes that the storm damage warrants a City-wide clean-up effort,
an emergency meeting ofthe City Council will be called to address the storm
clean-up efforts and funding, If Council approves, a storm emergency will be
declared.
8, City Administrator and City depaI1ment heads will evaluate the City's available
resources (persounel, equipment, available funding) to the City and determine
whether or not outside vendors will be needed to assist with the repair or clean-up
efforts,
9. The City's Chief Financial Officer/Treasurer will review the City's current
financial assets to determine appropriate funding sources for the storm clean-up
efforts,
10, If neceSSaI)', the City Administrator or designee will solicit informal bids from
outside contractors for tree debris and storm removal services, After reviewing the
bids, the City Admimstrator will recommend to the City Council approval of the
bid that best reflects the needs of the City at this time, City Council will be asked
to take formal action on City staff s recommendation at the next City Council
meeting,
I I, Once the work has been approved by the City Council. the City Administrator or
designee will provide work direction to the contractor's hired by the City for storm
debris and tree removal efforts, The City staff will provide the City Council \vith
weekly project updates identifying the project costs and the current status.
.
12. If a storm emergency is declared by the City, property owners may place the tree
debris on the boulevard to be picked up by the City, Stumps and non-tree material
will not be picked up, Debris placed on the boulevard that is not in accordance or
in the manner and timeframe set forth by the City for that storm event will become
the responsibility of the property owner who placed the materials along the
boulevard to have the tree materials removed within five days after being notified
of the violation by City staff
)3, City staff will designate a debris drop.off site within the City of Arden Hills for
residential use. City staff will work in conjunction with Ramsey County and other
neighboring cities to coordinate tree-storm debris removal and storage,
14. Once all emergency repairs and/or clean-up efforts are completed, the City
Administrator will provide the City Council with a final overview of the
emergency event at a future City Council meeting,
.
.
.
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Approved by the City Council tbe _tl1 Day of
,2006.
Beverly Aplikowski, Mayor
Michelle A. Wolfe, City Administrator
Date
Date
. ,~
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Prepared by: SJSI4?;
Dept.: Admin Dept
Council Mtg, Date: 6/12/06
Final Action Needed By:
6/12/06
~
~HlLLS
City at Arden HIlls
Request for Council Action
",,~~.m"'f!
Agenda Item !I!ll, ;1J!
0ti,Nk/m~;.'
Motion to Approve the City of Arden Hills Snow PlowinQ. Snow
Removal. and Ice Control Policv
Budgeted Amount: NA
Actual Amount: NA
Funding Source: NA
Council Action Request:
Motion to approve the Snow Plowing, Snow Removal, and Ice Control Policy-
Staff Recommendation:
City staff recommends approval of the proposed Snow Plowing, Snow Removal, and Ice Control Policy-
i
Pj,I~~g=~=___-----, ___-----. . .....j ..... .... . ~~i~~:t~~~
.. __ _.________ _ ._________.___.__L____...._____ ___.____!'!()t..<'QRJiGa.~le_._
Supporting Documents (which are attached to this Action Form):
.jI,dvisoryColTlllli,!;sionjl,ction:
Commission
Date
I8J Memo/Letter:
From: Schawn Johnson, Assistant City Administrator
Dated: June 7, 2006
o
o Ordinance (No, )
o Engineering Recommendation:
o Attorney Recommendation:
I8J Other:
1, Proposed Snow Plowing, Snow Removal and Ice Control Policy
Financial Implications:
Not Applicable
Administrator/Staff Comments:
Not Applicable
Action
.
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~
~HILLS
MEMORANDUM
DATE:
AGENDA ITEM: 7.B.
June 7, 2006
TO:
Honorable Mayor and City Council Members
Michelle A. Wolfe, City Administrator
Schawn Johnson, Assistanl City Administrator 5,~
FROM:
SUBJECT:
Motion to Approve the City of Arden Hills Snow Plowing, Snow,
Removal, and Ice Control Policy
ENCLOSURES:
Proposed Arden Hills Snow Plowing, Snow Removal, and Ice Control
Policy
Overview
The City of Arden Hills last updated ils Snow Plowing, Snow Removal, and Ice Control policy
in 2001. Since 2001, the Operations and Maintenance Department has divided the City into
three different plow routes, with two snowplows assigned to each route, In the current policy,
the City identifies four different plow routes. Over the years, the Operations and Maintenance
Department has found that three plow routes are more efficient for snow removal operations,
Also, it is more effective for the Operations and Maintenance Department to have two plow
trucks working simultaneously within the three plow route areas,
A second proposed change to this policy is the maintenance of sidewalks and trails within the
City, The Cily's maintenancc department handles snow removal activities for a majority of the
City's parks and trails. Due to safety and equipment concerns, City staff is requesting that the
following trail locations not be maintained by the Operations and Maintenance Department
during the wintcr months:
. Arden View Drive to Colleen Avcnuc Trail;
. Cummings Park-Lexingtou Avenue to Cummings Ball Field;
. Cummings Park-North Water Tower to Hamline Avenue.
The steep grades and icy conditions make the aforementioned locations dangerous to maintain
during the wintcr months. The City has experienced a few near miss accidents where staff
members have began to slide off of the trail using the Toro Groundsmasters and pick-up trucks
during snow removal activities, In order to protect the safety of our employees and minimize
liability to the City staff, it is recommended that the aforementioned trails not be maintained this .
winter and be posted as "Minimal Maintenance Trails",
City staff is currently researching the possibility of utilizing a neighboring communities trail
maintenance machine for snow removal operations at these three locations. If we are successful
in working out an agreement with a neighboring community, City staff will continue to maintain
the Arden View Drive and Cummings Park trail sections this winter.
A third proposed change to lhe existing policy is the repairing of sod within the City's right-of-
ways due to snow plow damage. The City's existing policy does not address this topic very
clearly. It is very important that the City has a sod damage replacement policy that clearly states
what the expectations are for our maintenance department concerning the replacement of
damaged sod within the right-of-way. In the past, City slaff has been asked by residents to
install sod, grass seed, and irrigate the boulevard areas due to snow plow damage, In lhe future,
City staff is recommending that the City utilizes black dirt and grass seed for boulevard repairs.
The proposed change would create a standard for the City to the follow and minimize confusion
amongst lhe Operations and Maintenance Department regarding whether or not the City will
purchase and install sod for the residents. Also, language has been added to the proposed policy
that slates that City will not repair/replace sod lhat was damaged due to the application of sand,
salt, or other deicing chemicals,
A fourth proposed change to the Snow Plowing, Snow Removal, and Ice Control Policy is the
adding of language that states thaI City will not repair plow damage to trees, shrubs, landscaping .
materials, decorative rock, brick walls, and lawn/landscaping irrigation (sprinkler heads) systems
located along the right-of-way, Residents that place the aforementioned items within the right-
of-way are doing so at their own risk.
Research
City staff has contacted fourteen different communities inquiring about their policies regarding
repairs to right-of-way areas that were damaged by City snowplows. The following communities
will repair the damage to the boulevard only using black dirt and grass seed:
. City of Anoka;
. City of Coon Rapids;
. City of Blaine;
. City of Lino Lakes;
. City of Shore view;
. City of Columbia Heights;
. City of New Hope;
. Cily of Big Lake;
. City of Brooklyn Park;
. City of Elk River.
The Cities of Andover and Roseville assume no responsibility for snow plow damage to the
boulevard areas and requests that their residents maintain and repair the sod when necessary,
.
2
.
.
.
The Cities of Maplewood and Oakdale offer to repair sod damage for their residents using black
dirt and grass seed. The residents are also given the option of obtaining sod from the City, but
the resident is responsible for the installation and maintenance of the new sod.
Also, a number of these communities have language within their snow removal policy that states
that City will not assume any responsibility for sprinkler heads, trees, bushes, and other items
that may be placed in the right-of-way areas.
Staff Recommendation
The Operations and Maintenance Department takes great pride in providing safe and efficient
snow removal operations for the residents of Arden Hills. Unfortunately snow plow damagc 10
the boulevard and right-of-way areas is a yearly occurrence, In order to improve the efficiency of
our snow removal operations and to set clear standards for City staff and the public regarding
approved repair and maintenance activities, City staff is recommending City Council approval of
the proposed Snow Plowing, Snow Removal and Ice Control policy,
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~HILLS
CITY OF ARDEN HILLS
SNOWPLOWING, SNOW REMOVAL AND ICE CONTROL POLICY
DETERMINATION OF NEED AND INTRODUCTIONS
The City of Arden Hills has determined that it is in the best interest of the residents, for
the City to assume basic responsibility for control of snow and ice on the streets under the
jurisdiction of the City. Appropriate snow and ice control is necessary for emergency
services as well as routine travel. Providing this service in a cost-effective manner is a
discretionary decision of the City Council. The City will use City employees, equipment
and/or contract services as deemed appropriate to provide this service. Therefore, this
policy is needed to provide direction for these operations and guidelines for employees
and residents based upon available resources.
The City of Arden Hills has approximately thirty-five (35) miles of street under its
jurisdiction. These consist of State Aid roads and residential streets, This policy is
intended to provide guidelines for snow and ice control operations for streets under the
City's jurisdiction, Some sidewalks are also covered under this policy,
COMMENCEMENT OF OPERATIONS
Snowplowing and/or ice control operations shall commence under the direction of the
Operations & Maintenance (0 & M) Director. In his absence, the 0 & M Superintendent
will determine when and what operations will begin,
It is policy to begin snowplowing operations after the snowstorm has subsided. The call
out of equipment is dependent upon time and severity of the snowfall. The most critical
times are morning and evening rush hour periods.
This policy is designaled, if at all feasible, to have lhe snow removed prior to the
beginning of these rush hour periods. If a storm is forecast to be unusually long, or heavy
accumulations appear imminent, full snowplowing operations will begin on all of the
snowplow routes when accumulations become hazardous for driving. Based on different
storm situations and severity levels, the starting time frames are flexible, The following
guidelines may also warrant the beginning of the operations,
A. Snow accumulation of two inches, with continued snowfall.
B. Drifting of snow may warrant commencement of partial or full operations
depending upon conditions.
C. Icing of pavements may also warrant partial or full operation depending upon
extent and conditions,
D, The 0 & M Director or his designated representative shall determine the time
to start operations and the extent of the operations, Storms forecast for late
afternoon or evening hours may be the basis for the 0 & M Director splilling
a shift and sending erews home for call-out later in the evening.
1
SUSPENSION OF OPERATIONS
Operations shall continue until all roads are passable. Widening and clean-up operations
may continue immediately or on the following working day, depending upon conditions
and circumstances. Safety of the plow operators and the public is important. Therefore,
snowplowing/removal operations may be terminated after ten to twelve hours 10 allow
personnel adequate time to rest. There may be instances when this is not possible,
depending on storm conditions and other circumstances. Operations may also be
suspended during periods of limiled or zero visibility. Any decision to suspend
operations shall be made by the 0 & M Director, or his designee, and shall be based on
the conditions of the storm.
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All plow units are radio equipped. In the event lhat the driver gets stuck in snow or
breaks down, another unit will be summoned to replace or rescue the disabled unit. The
safety of the drivers will be of prime importance. If the City should experience
equipment breakdown, attempts will be made to engage contract units, or other
municipalities to supplement our work force or equipment fleet.
PLOW ROUTES AND SEOUENCING
City streets, public sidewalks, trails, public parking lots, and ice rinks under the City's
jurisdiction are affected by this policy. All privatc sidewalks shall be maintained by the
property owner. Cily parking lots and ice rinks will be cleared by City crews, but as a
secondary priority. At the City's discretion, they shall either be cleared in conjunction
with street routes or after street routes have been completed.
.
Thc 0 & M Superintendent shall have the responsibility of determining plow routes and
sequencing operations. The 0 & M Superintendent shall retain the latitude to adjust
sequencing or route assignments based on storm conditions, equipment availability
and/or other conditions warranting changes. Currently, the City has been divided into
three different plow roules, with two snowplows assigned to each.
LEVELS OF SERVICE
The intent of this policy is to provide safe winter driving conditions appropriate for the
type of travel lypical to City streets. The level of service described herein shall be
considered a guideline with the understanding that immediately after a storm, the level of
service provided may be less than described herein and may vary across the City,
depending on storm conditions and other circumstances. Streets shall be plowed and/or
sanded, with additional emphasis given to intersection approaches and curves, in order to
provide the safest conditions practical under the circumstances.
Snow shall be plowed in a manner that will not obstruct traffic flow on a normal basis.
The center of the roadway will be plowed first. The snow will be pushed from the center-
line, The discharge shall go onto lhe boulevard area of the street. There is no known
way to keep snow from filing the end of driveways as the plow passes by.
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Sanding will start as soon as the vehicles currently equipped with sanding devices have
completed their plow roules. If severe ice conditions exist, the sanding trucks may be
pulled from their plow routes to being sanding. Other plow units will then complete lhe
plow routes ofthe vehicles used to sand.
Salt and sand shall be ordered and mixed in controlled quantities, based upon usage, in
order to avoid excessive storage. The quality of the material is affected by long storage,
The salt and sand is usually mixed at between 15% to 20% or approximately 18 tons of
salt every 100 tons of sand.
The City of Arden Hills does not have a dry pavement policy so those using City
mainlained rights-of-way are expected to exercise careful judgment and caution during
winter months,
During light to normal snowfalls, streets shall be plowed to full width as soon after the
initial pass as possible, During heavier snowfalls, the streets shall be plowed as wide as
possible initially and widened as the slorm intensity lessens. After the storm subsides,
clean-up operations shall begin in order to clear intersections and snow storage areas
along corners and boulevards. It is the City's intent to complete the initial plowing and
sanding operations within twenty-four (24) hours of light snowfalls and within seventy-
two (72) hours of heavy snowfalls, Major blizzards may require more time.
PARKING RESTRICTIONS
On-street parking is not compatible with efficient snowplowing operations. Vehicles left
parked on the street for extended periods of time create significant operational problems
for snowplow operators as well as safety problems due to packed snow and ice remaining
on the roadway around the vehicle. The City's Ordinance prohibits parking of vehicles
on Cily streets after the accumulation of two inches or more of snow, with the prohibition
continuing until snow removal or plowing thereof has been completed. Any vehicle
parked in violation of this Ordinance is subject to a parking citation and is also declared
to be a safety hazard and nuisance. This nuisance may be summarily abated by removing
and towing away such vehicle under the direction of the Ramsey County Sheriff's
Department Enforcement of this Ordinance shall be directed by tbe City Council.
SNOW REMOVAL
Certain locations within our community may reqUIre additional servIce after
snowplowing operations cease, This shall be referred to as "snow removal", Snow
removal hereinafter will be defined as the loading and trucking of snow to an approved
site under the direction of the 0 & M Director or his designated representative. This
service may be approved when there is no area for snow storage, Snow removal
operations normally begin within twenty-four (24) hours after snowplowing operations
have been completed.
There are approximately sixty (60) cul-de-sacs in Arden Hills. It may take some time for
the specialized equipment to complete the actual cul-de-sac areas; therefore, a snowplow
may complete the normal part of the street and complete only a portion of the cul-de-sac,
}
The major portion of the eul-de-sae will be plowed by the special equipment during the
usual time guidelines for snowplowing operations. Snow removal may be required in
cul-de-sae areas if previous snow accumulations prevent normal movement of snow to
boulevard areas.
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SNOW REMOVAL FOR CITY SIDEWALKS AND TRAILS
The Citv of Arden Hills does maintain most sidewalks and trails. Arden Hills sidewalk
snow plowing begins as soon as possible after a significant snowfall. The Citv will
maintain sidewalks and trails onlv after 0.11 Citv streets have been plowed. Sidewalks and
trails lhat are maintained bv the Citv during the winter months will be cleared of
accumulated snow but will not be maintained to a "clean pavement" condition. The
following sidewalk and trail areas will not be maintained bv the Citv's Operations and
Maintenance Department in the winter months due to steep grades or dangerous sidewalk
conditions:
. Arden View Drive to Colleen A venue Trail
. Cummings Park-Lexington Avenue to Cummings Ball Field
. Cummings Park-North Water Tower to Hamline Avenue
The Citv of Arden Hills will post the aforementioned trail locations as "Minimal
Maintenance Trails" during the winter months,
PROPERTY DAMAGE
Snowplowing and ice control operations may cause property damage even under the best
of circumstances and care on the part of the operator. The major types of damage are to
improvements within the City right-of-way, which extends approximately ten to fifteen
feet beyond the curb locations, The intent of the right-of-way is to provide room for
snow storage, utilities, boulevard trees, sidewalks and other City uses.
.
The City will repair sod that was damaged by a City snowplow. Operations and
Maintenance Department staff members will repair the sod damage wilh black dirt and
grass seed. All other damage within the public right-of-way is the responsibility of the
propertv owner including. but not limited to trees. shrubs. landscaping materials.
decorative rock. brick walls, and lawn/landscaping irrigation (sprinkler heads) systems,
The City will not repair/replace sod damaged due to the application of sand. salt. or other
deicing chemicals.
Certain private improvements such as mailboxes are required within this area; therefore
the City will cooperate with property owners in the event of damaged private property.
The City shall specify when this damage is the responsibility of the City and when it shall
be the responsibility ofthe resident.
Mailboxes and supports are the property of the mail route patron and must be installed
and maintained by their owner, who must bear the liability for them, Since mailboxes
must be located in the road right-of-way in order to be accessed by postal service, certain
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regulations apply for the safety of the driving public as well as for the protection of the
mailboxes themselves,
Federal postal regulations require the mailbox patron to remove any obstructions,
including snow, which make delivery difficult. Using one of the approved mailbox
supports is highly recommended, as it will allow clearing under or near the mailbox
without damage during a normal plowing operation.
When lhere is a heavy accumulation of snow, the location of mailboxes close to the
roadway makes the push back operations of the City's Operations and Maintenance
workers difficult and renders the boxes quite susceptible to damage as a result of plowing
operations. It shall be the City's policy to use special care and consideration when
plowing snow in the vicinity of mailboxes.
State law now requires all mailbox supports be of a breakaway design.
Mailboxes can be especially vulnerable to damage from show removal operations. The
City assumes liability for mailboxes damaged during plowing, If it is determined that the
plow did make direct contact with a mailbox that was properlv placed and under the
approved guidelines,
To be properly placed, a mailbox should be installed so that its bottom edge is 45" to 48"
above street level, with the post 48" back from the curb or front of the box. That amount
of clearance is necessary to keep the plow's wing from hitting the box. If there are any
plastic newspaper tubes attached to the mailbox, they must also be above the minimum
45" height requirement. The box's post should be securely in the ground,
If mailboxes are not installed with the proper clearance mentioned above, the
responsibility for repairing any damage lies with the homeowner, not the City. The City
will replace standard metal mailboxes that are inslalled properly on an approved swing-
away post. The Citv WILL NOTpav the replacement cost for a decorative mailbox.
RESPONSIBILITY OF RESIDENTS
Snowstorms create numerous problems and inconveniences. This policy has identified
streets, sidewalks, parking lots and icc rinks that the City will clear. The residents will
also have certain responsibililies, These include clearing their own driveways and private
sidewalks, clearing areas for refuse containers, clearing around mailboxes and/or
newspaper tubes and fire hydrants adjacent to or localed upon their property. These areas
musl be cleared without depositing any snow into the street. The practice of moving
snow from driveways into the street causes a very serious traffic problem, When the
snow freezes and a vehicle hits a rough spot, it could be thrown out of control and an
accident might occur. It is prohibited to blow, shovel or plow any snow back onto, or
across any City street. Snow must not be accumulated into any large piles that obstruct
vision or driveways or walks. Refuse containers must not be placed on the street
surfaces. The City will not clear private drives or walks.
5
Snowplowing can cause additional snow to be deposited in driveway approaches and
around roadside obstacles. Operators are instructed to attempt to minimize these
instances, however, it is not practical to eliminate this situation. Residents must be aware
they will be responsible for the subsequent clearing of their driveways after their street
has been plowed.
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COMPLAINTS
Complaints regarding snow and ice control or damage shall be taken during normal
working hours and handled in accordance with the City's normal complaint procedure.
High priority complaints (those involving access to property or problems requiring
immediate attention) shall be handled on a priority basis. Response time should not
exceed twenty-four (24) hours for any complaint. It should be understood that complaint
responses are to ensure that the provisions of this policy have been fulfilled and that all
residents of the City have been treated uniformly. It is the City's intention to log all
complaints and upgrade this policy as necessary in consideration of the constraints of our
resources,
PARKING REGULATIONS
Arden Hills Code of Ordinances Section 800,03 Parking Regulations
Winter Parking Regulations - Except in compliance with the directions of a law
enforcement officer or in compliance with regulatory parking signs placed by law
enforcement officers or employees of the City, no vehicle shall be parked on the
improved portion of any street or highway in the City during the period of time
commencing immediately after the accumulation lhereon of two or more inches of
snow and continuing thereafter until snow removal or plowing has been
completed,
.
Overnight Parking - No vehicles shall be parked on any street for more than 30
minutes between the hours of2:00 a.m. and 6:00 a.m,
Parking in Residential Districts. - Parking in residential districts shall be limited
to the use ofthe occupants of those residences and their guests.
Parking on Public Streets - Parking on public streets shall nol exceed six hours.
Vehicles over 12.000 Pounds - No motor vehicle or trailer with a rated gross
weight exceeding 12,000 pounds shall be parked or stored in a residential zone
except when loading, unloading or rendering a service.
Parking on Boulevard Prohibited - No motor vehicle shall park upon the
boulevard of any public street.
Setbacks from Intersection -Parking shall be set back from street intersections as
follows:
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1. Twenty (20) feet from crosswalk of any uncontrolled intersection;
2. Thirty (30) feet from crosswalk of any controlled intersection; and
3. Twenty (20) feet from any intersection without marked crosswalk.
Administrative Procedures - The city administrator shall adopt, from time to time,
procedures to provide for the safe and consistent applicalion of the parking
regulations, The City Administrator may grant variances from the application of
parking regulations provided thaI the variances can be allowed without creating a
safety hazard, Administrative variances shall be in writing and shall state the
specific time limits during which the variation will be allowed to occur.
Approved by the City Council the
,2006.
Day 01
Beverly Aplikowski, Mayor
Date
Michelle A. Wolfe, City Administrator
Date
7
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~HILLS
City ot Arden Hills
Request for Council Action
Prepared by: JL
Dept.: Com. Dev if
Council Mtg, Date: 6/12/2006
Final Action Needed By: 7/8/ 006
Agenda ltem7'.~
PC #06-017: Site Plan Review to Construct a Fence within the Front
Yard Setback: Leonard Gallus: 1104 Amble Drive
Budgeted Amount: $0,00
Actual Amount: $0.00
Funding Source: n/a
Council Action Request:
Consider a motion to approve Planning Case 06-017 for a Site Plan Review to construct a six foot high
fence within the front yard setback on Lexington Avenue based on the submitted plans and the eight
findings of fact subject to the six conditions in the planning case report,
Staft Recommendation:
Approve the Site Plan Review for constructing the fence within the front yard setback as proposed,
Advisory Commission Action:
Commission
Planning
PTRC
Date
Action
Approved
Not Applicable
Not applicable
6/7/2006
.
Supporting Documents (which are attached to this Action Form):
[2J Memo/Letter:
Report to the City Council
Draft Planning Commission Minutes
Revised Site Plan
Report to the Planning Commission with attachments
o Resolution (No. )
o Ordinance (No, )
o Engineering Recommendation:
o Attorney Recommendation:
o Other:
Financial Implications:
Administrator/Slaft Comments:
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Page 1 of 1
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~ILLS
MEMORANDUM
DATE:
CC Agenda Item 7.C
June 8, 2006
TO:
City Council
FROM:
James Lchnhoff, City Planncr
SUBJECT:
PC #: 06-017
Leonard Gallus
1104 Amble Drive
Site Plan Review
Baekl!.round
The applicant's properly, 1104 Amble Drive, is located at thc southwestern corner of Amble Drive
and Lexington A venue. The fl'ont of the house faces north toward Amble Drivc and the eastern side
of the house is adjacent to Lexington Avenue. To increase privacy and decrease noise from
Lexington A vcnue, the applicant is proposing to construct a 100 percent opaque fence along the
eastern side of the property facing Lexington A venue.
After the plmming case report was prepm'ed, the applicant submitted a revised site plan due to a
concern that thc tence may be encroaching on the pedestrian right-of-way at the nOltheastem comer
of the property (labeled as "easement fonner pedestrian way arca Arden Hills owned" on the site
plan). To ensure that the fence remains outside of the right-of-way, thc design of the fence was
changed as it approachcs Amblc Drivc. Approximately 36 feet from the edge of Amble Drive, the
fence is now proposed to angle into the property for about twcnty feet. At its closest, the proposed
fcnce would be twenty feet from Amble Drive. The revised site plan was rcviewed by the Planning
Commission and is in attachment 7C-2.
Although the eastern side of the house that faces Lexington A venue is a de facto side lot, the Zoning
Ordinance requires comer lots to maintain front yard requirements on both frontages (Section
2.D.79). While six foot high fences are permitted along side and rear lot lines, Scction 6.E.4 of the
Zoning Ordinance limits fences in the front yard to no more than three feet in height and requires
fences to bc 30 percent open lor light and air.
Under unusual circumstanccs, the Zoning Ordinance has a provision to allow deviations from the
fence regulation through the sitc plan review proccss. Section 6.E.4.n of the Zoning Ordinance
statcs:
Deviations from [the] requirements for fences, walls, and landscape screening may be
permitted after Planning Commission review and Council approval of a site plan with
'l'iil4etro-inel.lIs1,ardenhilis'IPlal11Jing'IPlanning Cases 1200fil,()o-() 17 - Gaiius Sile Plan Review (PEl'l'DLVG) 1060706 - CC Report -Gaiius Site Plan
Reviel'li.doc
Page] of3
docun1entation showing the unusual circumstances justifying the proposed deviation and
plans for the proposed fencc, wall, or landscape screening. This provision is intended to
allow flexibility in meeting the purpose and intent of this paragraph 4 without the necessity .
of providing a hardship as is required in the variance procedure. The objective of this
provision is to improve the livability, appearance and security of properlies and thcir
relationships to one another.
Reeommendation
The Planning Commission rcviewed Planning Case 06-017 and unanimously recommends approval
of the Site Plan Review to construct a six foot high fence within the front yard setback based on the
plans submitted and the eight findings off act.
Findings of Fact:
I. The proposed use will not affect parking conditions aJ1d is unlikely to affect traffic flow
in the surrounding area.
2. The proposed use will not produce any additional noise, glare, odors, vibration, smoke,
dust, air pollution, heat, liquid or solid waste, or any other nuisance characteristics.
However, the fence is likely to reduce noise, glare, dust, and other nuisances for the
subject property.
3. Thc proposed use will not affect drainage,
4, The proposed use will not af1ect the population density ofthe neighborhood.
5. Thc proposed use is compatible with adjacent properlies and other propelties along
Lexington A venue. Many propCrlies along Lexington A vcnuc between Highway 96 aJ1d
Amble Drive already have a privacy fence. The fence on the subject properly would be
similar in style and height to the other fences along Lexington A venue. The other fences
along Lexington A venue are also 100 percent opaque. It is unlikely the fence would have
any negative impact on neighboring properlies or the City,
6. The park dedication fee does not apply.
7, rfthe City finds that there m'e unusual circumstances in this parlicular application, then
the proposed use is in conformance with the requirements of the Zoning OrdinaJ1ce. The
Comprehcnsive Development Plan does not comment on fences,
8. The fence will likely increasc the livability and security of the applicant's propcrty
without disrupting the adjacent properties or travelers on Lexington Avenue. Based on
the facts of this case, it is determined that unusual circumstances do exist that may
warrant the proposed deviations from the fence regulations based on the following:
a. High traffic levels on Lexington Avenue create unusually high noise and reduce
privacy compared to most other rcsidential properties in the neighborhood and
City. The proposcd fence would increase privacy and help to reduce some noise;
b. The front yard requirements apply to two sides ofthe lot, which significantly
reduces the ability to reduce noise and increase privacy with a fence; and,
c, The fences on the other residential properlies along Lexington A venue are located
in the rear yard where a six foot high fence is permitted. Only one other properly,
which is located across the street at 1105 Amble Drive, is in comparable situation
to the applicant's property.
Ili14r?tro-inCI.US'lardenhillsIPlanllingIPlanninf!, Cases',2()()6i06-0f7 - Gal/us Site Plan Review (PcNDINGjl.060706 - CC Report -Gallus Site Plan
Review.doc
Page 2 00
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Recommended Conditions:
~
The Planning Commission and Staff recommend that the approval be subject to the following six
conditions:
I, The project shall be completed in accordance with the plans submitted, Any significant
changes to these plaJ1s, as determined by the City Planner, shall require review and
approval by the Planning Commission,
2. The applicant shall keep the fence maintained and promptly repaired if any damage
occurs to the fence, including graffiti.
3. The applicant shall maintain thc vegetation on the Lexington Avenue side of the fence.
4. The applicant shall locate the utilities near the proposed fence before the fence permit is
issued, The applicant shall comply with any setbacks set by the utility company.
S. The fence shall not encroach on the public right-of-way. The lot lines shall be located
prior to the issuance of the fence permit.
6. The fence shall nol infringe on the lines of sight for Lexington A venue and Amble Drive.
The fence pennit shall be subject to approval by Rmnsey County to ensure that the lines
of sight are protected.
Resident Commcnt:
StafThas not received any public commcnts regarding this application,
e Options
I, Approve the proposal as submittcd,
2. Approve the proposal with conditions.
3. Deny thc application with reasons for denial. rfthe City denies the petitioners request, "...it must
state in writing the reasons for the denial at the time it denies the request."
4, Table for additional infoID1ation,
Deadline for Al!.enev Actions
The City of Arden Hills rcccived the completed application for this request on May 8, 2006. Pursuant
to Minnesota State Statue, the City must act on this request by July 8, 2006 (60 days), unless the city
provides the petitioner with writtcn reasons for an additional 60 day review period. The City may,
with the consent of the applicant, extend the review period beyond the initial 120 days.
Attachments
7C-1
7C-2
7C-3
Draft Plmming Commission Minutes
Revised Site Plan
Report to the Planning Commission - Also available online at - http://www.ci.arden-
hills.mn.us/Council and Committees/Planning CommissionlJunc06 PChtm
'11/'vfclro-inel.usl,ardenhills'PlanningWlanning CasesI2(}f)6W6-017 - Gallus Site Plan Review (PENDJ.lVG) 1060706 - CC Report -Gall'ls Site Plan
Rn'iew_doc
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Page 3 of3
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Attachment 7C-l
Draft Planning Commission Minutes
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June 12,2006, City Council Meeting
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ARDEN HILLS PLANNlNG COMMISSION ~ JUNE 7, 2006 - DRAFT
2
A.
PLANNING CASE #06-017 - SITE PLAN REVIEW; LEONARD GALLUS: 1104
AMBLE DRIVE
Mr. Lehnhoff stated the applicaJ1t is rcquesting a sitc plaJ1 review to construct a six-foot
high fence in the front yard along Lexington Avenue and near the corner of Lexington
Avenue and Amble Drive. Staff recommended approval based on the following
conditions:
1. The project shall be completed in accordance with the plans submitted. Any
significant changes to these plans, as detem1ined by the City Planner, shall
requirc review and approval by the Plmming Commission,
2. The applicant shall keep the fcnce maintaincd and promptly repaired if any
damage occurs to the fence, including graffiti.
3. Thc applicant shall maintain the vegetation on the Lcxington Avenue side of the
fence,
4. The applicaJ1t shalllocatc the utilities near the proposed fence before the fence
permit is issued, Thc applicant shall comply with any setbacks set by the utility
company,
S. The fence shall not encroach on the public right-of-way. The lot lincs shall be
located prior to the issuance of the fence permit.
6. Thc fence shall not infringe on thc lines of site for Lexington A venue aJ1d
Amble Drive. The fcnce permit shall be subject to approval by Ramscy County
to ensure that the lines of site are protected.
Mr. Lehnoff stated staff had not received any letters, cmails, or telephone call from
properly owners or occupants in regard to this planning casc, However, site plml reviews
are not public hearings and do not require public notice,
Len Gallus, 1104 Amble Drive, applicant, stated he was going to put in at least one
juniper, as well as lower landscaping along the fence. He stated he did not want anything
tall on the comer to allow appropriate site lines. Mr. Lehnhoff noted Mr. Gallus would
not be allowed to put plantings within the public right-of-way.
Commissioner Larson asked if the site triaJ1gle was protected at this location, Mr.
Lehnhoff responded under City Code it met aJ1d exceeded the sight triangle, but they
were still waiting for a review from Rmnsey County,
Chair Sand asked if this proposed fcnce would be in line with the fence to the north. Mr.
Lehnhoff responded it would approximately align to the other fences,
Mr. Gallus stated his neighbor to the north was also intending on putting in a fence, but
he was not sure if he had applied for a pemlit yet. He indicated the main reason he
wantcd a fence was for privacy and noise reduction. He believed he could make this
fence look attractive and the grass would be irrigated on both sides of the fence,
Commissioner McClung moved, seconded by Commissioner Larson, to recommend
approval of Planning Casc No, 06-017, Leonard Gallus, 1104 Amble Drive, Site Plan
subject to the six conditions as outlined in staff s May 22, 2006 report.
The motion carried unanimously (6-0),
.
.
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June 12,2006, City Council Meeting
Attachment 7C- 2
Revised Site Plan
.
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AHBLE DRIVE
/'
EASEMENT
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Attachment 7C- 3
Report to the Planning Commission
Available online at:
httl'://www,ci,ardenc5]Js.mn.us/Couucil and Committees/Planning Commission/June06PC,htm
.
.
June 12,2006, City Council Meeting
.
~
~HILLS
City at Arden Hills
Request for Council Action
~.
Prepared by: JL
Dept.: Co . Dev
Council Mtg. Date: 6/12/2006
Final Action Needed By:
7/24/2006
Agenda Item IJil
PC #06-018: Site Plan Review for Exterior Modifications to a Buildin!! in
the B-4 Zone: 1212 LLC (Rob Davidson); 1212 Red Fox Road
Budgeted Amount: $0.00
Actual Amount: $0.00
Funding Source: n/a
Council Action Request:
Consider a motion to approve Planning Case 06-018 for a Site Plan Review to modify the exterior of the
existing building at 1212 Red Fox Road based on the submitted plans and the nine findings of fact subject
to the four conditions in the planning case report.
Staff Recommendation:
Approve the Site Plan Review for exterior modifications to the building at 1212 Red Fox Road,
Advisory Commission Action:
Commission
Date
Action
Approved
Not Applicable
Not applicable
----........"-----...---
Planning
PTRC
6/7/2006
.
Supporting Documents (which are attached to this Action Form):
[gJ Memo/Letter:
Report to the City Council
Draft Planning Commission Minutes
Report to the Planning Commission with attachments
o Resolution (No, )
o Ordinance (No. )
o Engineering Recommendation:
o Attorney Recommendation:
o Other:
Financial Implications:
Administrator/Staff Comments:
.
Page 1 of 1
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~
~~HILLS
MEMORANDUM
DATE:
June 8, 2006
CC Agenda Item 7.D
TO: City Council
FROM: James Lelmhoff, City Planne#
SUBJECT: PC #: 06-018
1212 LLC (Rob Davidson)
1212 Red Fox Road
Site Plan Review
Background
Section S.J.l of the Zoning Ordinance requires a site plan review for new construction, modification
of an existing building's exterior, or modification of a site in the 8-4 Zone, The applicant is
proposing to modify the exterior of the existing 20,000 square foot building at 1212 Red Fox Road.
The current exterior ofthe building is a tan colored brick
. The applicant has submitted a letter eXplaining the proposed exterior modifications to 1212 Red Fox
Road. In sum, the applicant is proposing to:
. Replace all of the windows and doors on the building;
. Add windows to the south and west faces of the building;
. Repaint the west and south faces ofthc building;
. Replace the north and east faces with a stone-like base and stucco;
. Construct brick and metal canopies; and,
. Rc-stripe the parking lot
A rendition of the proposed modifications can be found in attachment 38-3 of the June 7th, 2006,
Planning Case report, which is attached to this report and can be found on the City's website.
The parking lot, structure coverage, and overall impervious coverage will not change. 'Ibe existing
landscaping will be enhanced, and there are no significant changes proposed to lighting,
Please note that this application focuses exclusively on the proposed modifications to the exterior of
the building and not on the proposed use. The special usc permit for higher education and special
education was approved at the May 22, 2006, City Council meeting,
.
IIMerro-inet.lls\ardenhillsIPlanningIPlanning Cases\2006106-(jJ8 - 1212 LLe Site Plan Review (PEND/NG)W60706 - CC Report - 12/2 fIe site
plan review.doc
Page 1 of 4
Discussion
The Planning Commission did have a brief discussion regarding the parking lot and the existing .
metal columns at the northeastern entrance to the building. A number of properlies in the B-4
Zone do not have full curbs in the parking lot, including the parking lot at 1212 Red Fox Road,
At this time, the app1icaJ1t is not proposing aJ1Y chaJ1ges to the parking lot except for re-striping,
Some members of the Commission stated that upgrading the parking lot would be desirable;
howcver, it was not included as a condition because of concerns that drainage may be negatively
impacted and it would add undue hardship and delay to the applicant.
However, should the applicaJ1t wish to expand the impervious surface of the parking lot to add
morc than four new parking spots at some point in the future, thc Zoning OrdinaJ1ce would
rcquire a new site plan revicw. If the applicaJ1t applies for a site plan review for a parking lot
expansion, it may be appropriate to investigate the possibility of adding a curb to the parking lot
at that time.
The second portion of the discussion focused on the proposcd changes to the fal(ade of tl1e
building. While it was agrced that the proposed changcs would enhaJ1ce the look of the building,
some of the Commission membcrs expresscd a desire to have the metal columns at the
norlheastem entraJ1CC be encased in brick similar (0 the columns at the main entrance. Although
the Planning Commission did not include this desire as a condition for approval, it is conceivable
that such a condition could be added if it is deemed that additional brick would advance thc
aesthetic goals of the B-4 Zone (see thc attached planning case reporl for additional information
rcgarding thc B-4 Zone),
.
Reeommcndation
The PlaJ1ning Commission rcviewed Planning Case 06-018 m1d unanimously recommends
approval ofthc Site Plan Review to modify the cxterior of the building at 1212 Red Fox Road
based on the submitted plans and the nine findings of fact.
Findings of Fact:
I. The proposed exterior modifications to 1212 Red Fox Road will create a more decorative
building than most of thc other buildings in the B-4 Zone, Although the other buildings in
the B-4 Zone have fewer architectural features, the proposed modifications will likely
increase the visual image ofthe Red Fox Road and Dunlap A venue intersection, The office
buildings in the neighboring I-Flex Zone are higher end office buildings and will be
compatible with the proposed modifications.
2. Since the size of the building and arrangement on the lot is not changing, the mass, geometry,
and arrangement ofthe site will not change, The proposed color and materials are different
than othcr buildings in the B-4 Zone and adjoining properties; however, they are not
incompatible. Most of the buildings in the B-4 Zone are standard brick buildings, most of
which are tan in color, with very little decoration and few architectural enhancements.
3, The proposed changes will not affect parking conditions or tratIic.
\'iMetro-inet.us\anlenhills''?lanning\Planning Cases\2006W6-0J8 - 1212 LIe Site Plan Review (PEl'lDING) \060706 - CC Reporl- f2 /2 lIe sile .
plan revie,v.doc
Page 2 of 4
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4, The proposed use will not produce any permanent additional noise, glare, odors, vibration,
smoke, dust, air pollution, heat, liquid or solid waste, or any other nuisance characteristics.
There may be temporary dust or odors during construction,
S. The proposed use will not affect drainage.
6. The proposed use will not affect the population density ofthe neighborhood.
7. The proposed exterior modifications to 1212 Red Fox Building will likely have a neutral or
positive impact on adjoining properties. Overall, the proposed modifications will be
compatible with other buildings in the area. The 1212 Red Fox Road building will act as a
transition between the standard brick buildings on Dunlap A venue and the relatively more
upscale buildings on Red Fox Road.
8. The park dedication fee does not apply to this project.
9. 'Ole proposed modifications are in conformance with the requirements of the Zoning
Ordinance. The proposed modifications are not in conflict with the Comprehensive
Development Plan.
Recommended Conditions:
The Planning Commission and Staff recommend that the approval be subject to the following
four conditions:
1. The project shall be completed in accordance with the plans submitted. Any significant
changes to these plans, as determined by the City Planner, shall require review and approval
by the Planning Commission.
2. The applicant shall obtain the necessary building permits before beginning any modifications
to the exterior of the structure.
3, Signage shall comply with the Sign Code. Signage shall not be installed without an approved
sign permit.
4. Lighting shall conform to the requirements in Section 6,E,3 of the Zoning Ordinances,
Lighting shall be directed away from adjacent propelties, hooded, and not cast light that
exceeds a meter reading of one foot candle on the travel lanes of adjoining public streets or .4
foot candles on adjoining residential properly,
Resident Comment:
Staff has not received aJ1Y public comments regarding this application,
Options
I. Approve ilie proposal as submitted.
2, Approve the proposal with conditions.
3, Dcny the application with reasons for denial. If the City denics the petitioners request, ". ,.it
must state in writing the reasons for ilie denial at the time it denies the request."
4, Table for additional information.
\\Merro-inet.us1ardenhilIs',Planning',Plonning Cases\2006\06-018 - J 212 LLe Site Plan Review (PENDING) 1060706 - CC Report - 12 J 2 LLe sile
plan review_doc
Page 3 of 4
Deadline for Al!encv Actions
The City of Arden Hills received the completed application for this request on May 24, 2006.
Pursuant to Minnesota State Statue, the City must act on this request by July 24,2006 (60 days),
unless the city provides the petitioner with written reasons for an additional 60 day review period,
The City may, with the consent of the applicant, extend the revicw pcriod beyond the initial 120
days.
Attachments
7D-I
7D-2
Draft PI=ing Commission Minutes
Report to the Planning Commission ~ Also available online at - http://www.ci.arden-
hills.mn.us/Council m1d Committees/Pl=ing CommissionlJunc06 PC.htm
\\Metro-inel./Js\ardenhillsIPlanningIPlanning Cases\2006106-0J8 - 1212 LLC Site Plan Revie">>' fPF:NDINGj\060706 - CC Report - 1212 LLe sile
plan review. doc
Page 4 of 4
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Attachment 7 D-1
Draft Planning Commission Minutes
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June 12,2006, City Council Meeting
.
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ARDEN HILLS PLANNING COMMISSION - JUNE 7, 2006 - DRAFT
3
B.
PLANNING CASE #06-018 - SITE PLAN REVIEW; 1212 LLC; 1212 RED FOX
ROAD
Mr. Lehnhoff stated thc applicaJ1t is requesting a Site Plm Review to modify the exterior
of the existing building at 1212 Red Fox Road in the B-4 Zone. Staff recommended
approval ofthe Site PIaJ1 subject to thc following four conditions:
I, The project shall bc completed in accordaJ1ce with the plans submitted. Any
significant chaJ1ges to these plaJ1s, as determined by thc City Planner, shall require
review and approval by the PlaJlliing Commission.
2. The applicant shall obtain the necessary building permits before beginning any
modifications to the exterior of the structure.
3. Signage shall comply with the Sign Code, Signage shall not be installed without an
approvcd sign permit.
4. Lighting shall conform to the requirements in Section 6,E.3 of the Zoning
Ordinances. Lighting shall be directed away from adjacent properties, hooded, and
not cast light that exceeds a meter reading of one foot candle on the travel lancs of
adjoining public streets or 4 foot candlcs on adjoining residential properties,
Mr. Lehnoff noted staff had not rcceived aJ1Y letters, e-mails, or telephone calls from
property owners or occupmlts in regard to this plaJlliing case. However, site plan reviews
did not require a public hearing or public notice.
Commissioncr McClung expressed concern that there was only a single rcndering of what
the building would look like and asked about laJ1dscaping. Mr. Lehnoff noted only the
front ofthe building, which faces east, and the north side ofthc building is proposed to be
changed. The norlh side of the huilding would have the smne upgraded fayade as the
front of the building, Thc south and west sides would be repainted and new windows
installed. Commissioner Larson inquired about thc proposed lighting. Mr. Lehnhoff
responded with respect to the lighting, they were not proposing any significant
expaJ1sions aJ1d the landscaping would also simply be replaced aJ1d not addcd to. Since
the lighting would not be significantly changed, staff had not requested a photometric
plan in this case.
Jeffrey Anderson, architect representing applicant, summarized the typcs of windows
they were proposing to use on the building, He noted they were incrcasing the window
area on the building. He summarized the outside materials proposed to be used on the
building. He indicated the building would be stucco on the entire east and north side with
precast concrete base and ncw brick installed at the entrances to visually define the
entrance point to the building, He noted on the north side of the building the windows
would not bc changed with thc only change being the entry ways.
Chair Sand asked if therc was any stone on the elevation. Mr. Anderson responded stone
would be used at the base of the entraJ1ces. He indicated the brick would be used on the
columns to the center cntrance and on the face of the main entraJ1ce. He stated there
would also be windows added on the south and west side similar to the windows being
added on the east side.
r1;,-r~~ l\~\__ ~~. T
.,.4 " ''"'' i'"1. r it
ARDEN HILLS PLANNING COMMISSION - JUNE 7, 2006 - DRAFT
4
Commissioner McClung stated he believed the brick looked good on the columns at the
center entrance aJ1d he believed the brick should also be used on the northeast side as .
welL
Commissioner Larson stated it would be nice if the applicant would also upgrade the site
that enhanced the neighborhood (i,e, curb and gutter in the parking lot, etc.).
Commissioner Modesette stated in her mind, curb and gutter was for a functional use and
not a site enhancement and she believed it would be a hardship to the applicant to require
them to put in curb and gutter as long as there was not a negative impact (0 the
environment. She stated she was not a proponcnt for curb and gutter just for the sake of
putting in curb aJ1d gutter without a good reason. Commissioner Larson stated he was
mentioning this for future reference and not necessarily for this application.
Commissioner Larson stated that adding curb aJ1d gutter might negatively affect the
drainage aJ1d storm water on this parlicular site.
Mr. Lehnhoffstatcs that if the Commission was concerned about curb aJ1d gutter, the City
Engineer could review the idca,
Commissioner Zimmerman moved, seconded by Commissioner Larson to Planning Case
06-018, 1212 LLC, 1212 Red Fox Road, Site Plan review subject to the four conditions
as outlined in staff s May 22, 2006, reporl.
The motion carried unanimously (6-0).
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1
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Attachment 7D-2
Report to the Planning Commission
Available online at:
hUn: !!www.ci.arden-ills.mn.us!Counc5LilIHL CQ,llllllittees! Planning Commission! J uneo6 J>C.hLII!
.
.
June 12, 2006, City Council Meeting
.
Prepared by: MW
Dept.: Admin
Council Mtg. Date: 6/12/2006
Final Action Needed By:
6/12/2006
~
--A~HILLS
City ofArtlen Hills
Request for Council Action
Agenda Item :I~
2006 PMP Proiect
Budgeted Amount: $1,764,000.00
Actual Amount: $2,058,279,23
Funding Source: _Multiple__
,
Council Action Request:
1. Motion to Award the bid for the 2006 PMP Ridgewood Neighborhood Improvement Project to Arnt
Construction,
2. Motion to Approve Change Order NO.1 for the 2006 Pavement Management Program.
Staff Recommendation:
Award the bid for the 2006 PMP Project and Approve Change Order #1,
Advisory Commission Action:
Commission
Date
Action
Planning
PTRC
Not Aplllicable
Not Applicable
Not applicablB
. Supporting Documents (which are attached to this Action Form):
rs:J Memo/Letter:
Memorandum from City Engineer Deb Bloom dated June 12,2006; Memorandum from City
Administrator Wolfe dated June 12, 2006; Change Order NO.1 for the 2006 PMP Program as
prepared by URS.
o Resolution (No. )
o Ordinance (No, )
rs:J Engineering Recommendation:
City Engineer recommends award of bid and approval of the Change Order.
o Attorney Recommendation:
o Other:
Financial Implications:
Amounts reflected in the box above relfect construction costs (without engineering).The original bid for
this project was $289,625.90 higher than the Engineer's Estimate. Staff has identified $118,690.16 in
modifications which will reduce project cost. Additional savings may be possible as the porject proceeds.
Staff has also identified potential changes to the CIP to moderate overages in the General Capital Fund
and Storm Sewer Fund.
.
Administrator/Staff Comments:
Staff recommends award of the bid.
Page 1 of 1
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EN HILLS
MEMORANDUM
DATE:
AGENDA ITEM SA
June 12,2006
TO:
Mayor and City Council
Michelle Wolfe, City Administrator
FROM:
Debra Bloom, City Engineer
SUBJECT:
2006 PMP- Ridgewood Neighborhood Improvements
BACKGROUND
At the May 18 meeting, the City Council considered the bids received May II, 2006 for the 2006
PMP Ridgewood Neighborhood Improvements. The tabulatcd bid outcome was:
Contractor
I, Arnt Construction
2. Park Construction
3. Forest Lake Contracting
Engineer's Estimate
Bid Amount
$1,808,584.32
$2,122,109.99
$2,197,306.20
$1,651,807.58
All bids included proper bid guarantees in the amount of ten percent (10%) of the total bid as
required by the Project Manual. Bid amounts wcre verified by creating a bid tabulation, which is
attached for your information. Amt Construction submitted the low bid with a total bid amount
of $1 ,808,5 84.32.
At that meeting, the City Council tabled the award of this bid in order to provide staff time to
find ways to reduce the overall cost of this project so that they would be more in line with the
available funds, We have been working on this and wanted to provide the Council with our
findings,
FINANCIAL IMPLICATIONS
As was discussed in May, the low bid is approximately $289,625.90 higher than the Engineer's
Estimate and S437,894.32 higher than the Feasibility Estimate. The storm sewer and watermain
prices were significantly higher than estimated, resulting in the majority of the increase.
6-12-06Memo_2006PMP _final (2)
2006 PMP
6/8/2006
Page 2
.
Bituminous costs also contributed to the incrcasc in roadway costs. Engineering costs for the
project are estimated at $393,310, resulting in a total projcct cost of $2,201 ,894.32.
We have found a number of areas where we can reduce the scope without compromising the
integrity of the project. In addition to thcsc rcductions, we identified a few othcr line items that
have the potential for reductions, however, we recommcnd that we manage these quantities
through construction observation. As a result, we propose the following reductions in the
contract quantities,
. We found that the common excavation quantity includcd in the bid had not been adjusted to
reflect our pavement cross section, This quantity can be reduced for a total roadway cost
reduction of$12,269.40 and reduce the engineering cost by $2,576.57.
. We were able to reduce the storm scwer costs through a reduction of 12" pipe quantity,
switching from arch pipe to round pipe and eliminating the construction of a new outlet to
Lake Johamla from the Island Beach Club wetlaJ1d. We havc televised the existing pipe
outlet and modeled the flow, The results of this investigation indicate that there is no need
to replace this pipe, since it is in good stmctural shape and has adequate capacity, These
quantities can bc reduccd for a total storm sewcr cost reduction of $45,422.46 and reduce the
cngineering cost by $9,538.72.
. We reevaluated the scope of the watelllain work on this project and determined that we .
could reduce the number of hydrants aJ1d valves being replaced. We are still proposing to
replace the watermain on Arden Place, the line that has had a number of breaks over the
years. However, we have inventoried the condition of the hydrants and valves on the rest of
the project and detennined that they all do not need replacing at this timc. These qUaJ1tities
can be reduced for a total watcrmain cost reduction of $60,998 and reduce the engineering
cost by $12,809.58.
W c are working with properly owners on utility easemcnt acquisition and do not anticipate any
additional costs for these easements. The City's pOrlion of the project costs are currently
budgeted from the General Capital Fund and Utility Enterprise Funds (sanitary sewer, stOlll
sewer and watemJain funds), The following shows a breakdown and comparison of feasibility
estimates, engineer's estimatc bascd on thc final plans, the low bid, and the reviscd bid.
Engineering costs arc included in the total amounts.
Improvemcnts Feasibility Enginccr's Construction Rcvised Bid
Estimate Estimate Bid
Roadway $1,100,000,00 51,142,739.14 51,215,425.91 $1,200,579,94
Storm Sewer $ 410,000,00 $ 458,524.94 $ 605,988.41 $ 551,026,87
Sanitary Sewer $ 82,000,00 $ 90,948.50 $ 89,364.00 $ 89,364.00
Watermain $ 160,000.00 $ 220,005,84 $ 291,116,00 $ 217,30842
Easement Acquisition $ 12,000,00 5 000 5 0,00 $ 0.00
TOTAL $1,764,000,00 5 I ,918,] 6842 52,201,894,32 $2,OS8~?792l .
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2006 PMP
6/8/2006
Page 3
URS has been paid $156,435,65 to date in engineering fees.
The Revised Bid is $140,110.81 highcr than the Engineer's Estimate and $294,279,23 higher
thaJ1 the Feasibility Estimate, Engineering costs for the project are cstimated at $368,385.07,
resulting in a total proposed project cost of$2,OS8,279.23,
DISCUSSION
Staff recommends that wc award the bid to Amt Construction. To rcduce the awarded bid, the
Council would then approve Change Ordcr # I, containing the items described above to reduce
the total bid by $118,690,16, Thc Change Order would alter the total bid award to
$1,689,894.16.
Council had inquired how stafTwould propose to adjust capital project and equipment
expenditures in the future to account for the highcr bid prices, To assist Council with review of
this rccommendation, this information is provided in the City Administrator's memoraJ1dum,
CONCLUSION
Staff recommcnds that we award the bid for the 2006 PMP Ridgewood Ncighborhood
Improvement Project to Arnt Constmction. Staff also recommends that we approve Chmlge
Order #1 to reflect the changes in scope describcd in this memorandum.
l\metro-inetlardenhillsIPR&PWIOperations & MaintenancelPavement Management PrograJll
(PMP)\2006 PMP Ridgewood NeighborhoodI6-12-06Memo _2006PMP _final (2),doc
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~~ILLS
MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
AGENDA ITEM: SA
June 12, 2006
Mayor and City Council
Michclle Wolfe, City Administrator ~~
2006 PMP Projcct: CIP Cost Impacts
BACKGROUND
One June 12 the City Council will be considering whether or not to award the bid for the 2006
PMP project. As previously reported, the bids came in higher than the Engineer's Estimate,
Staff has spent the last few weeks trying to identify cost savings with the project. As of this
writing we are still working on some options, It appcars we may be able to cover the overage for
the Water fund, aJ1d cover some of thc ovcragcs in thc Gcncral Capital and Stormwatcr funds.
As noted in the June 12 memorandum from City Engineer Deb Bloom, staff is recommending
awarding the bid for the 2006 PMP project The information in this report is provided in
conjunction with the City Engineer's memorandum to assist Council with review of proposed
action.
DISCUSSION
Council has inquired how staff would proposc to adjust capital project aJ1d equipment
expenditures in the future to account for the higher bid prices. The CIP is still in thc progress of
being developed, so we have the opportunity to develop the proposed five-year CIP (2007-2011)
already knowing the cost impacts of the 2006 PMP project. But looking at the most recent staff
version of the CIP, we have some possibilities for review and discussion aJ1d we proceed with
development of the CIP,
In the project funds, the differencc between the Engineer's Estimate and the Construction bid
was as follows:
General Capital Fund*
Storm Sewer Fund
Sanitary Sewer Fund
Water Fund
$ 72,686.77
$ 147,463.47
$ (1,584.50)
$ 71,060.16
*The expenditures from the Capital Fund will be supplemented by $200,000 in the General Fund.
Page 2 ofJD
Cost savings reflected in this memorandum are based on thc change order amounts plus
anticipated savings in engineering fees,
.
General Capital Fund/General Fund
At this time it appears the overage in the General Capital Fund is reduced by $14,845.97 from
$72,686.77 to approximately $57,840,80, In order to cover a cost differential of$S7,840.80,
options would include the following:
Delay purchase of front end loader (2008)
Delay purchase of Gateway Sign(s) (2006,2007)
Delay or eliminate purchase of Trail Maintcnance/
Plowing Vehicle (2007)
Delay purchase of Toro Groundmaster (2006)
$ 72,500
$ 30,000, $50,000
$ 150,000
$ 30,000
One-half ofthe cost for the front end loader is budgeted in the General Capital Fund, The other
half is budgeted in the Water Fund. When we delay [he replacement of items such as the front
end loader and the Toro Groundmaster, we need to consider that as they age and get more usc, at
some point they may break down and necessitate emergency purchase or rental. The trail
maintenance/plowing vehicle was being considered for safety reasons, as well as for other
operating efficiencies. The safety concerns could be addrcssed by adjusting our trail plowing
policy.
.
Stormwater Fund
As of this writing we have identified approximately $54,961,18 in savings to the stormwater
fund, reducing the cost differential from $147,463.47 to $92,502.29, In order to cover the cost
differential of$92,S02.29, options would include the following:
Delay/reduce pond maintenance (2007,2009)
Delay Snelling Avenue Reconstruction Project (2008)
$ 100,000, $ 100,000
$ 100,000
Thcsc arc the only rcal options wc'vc identified for this fund. Staff believes we need to maintain
budgeted funding for stom1 water work related to mill and overlay projects, We have not
historically been doing storm pond maintenance, but we felt we should starl budgeting for such
work as we start experiencing storm drainage problems. In addition, we may be requircd to do
somc ofthis work as part of the SWPPP program, We may be able to pcrform some work at
lower cost by doing it in the winter, and in partnership with the City of Roscville,
In terms of thc Snelling A venuc projcct, I believe during earlier discussion with the Council, we
had prcliminary discussions of dclaying this projcct one-two years based on the availability of
MSA funding. This project's impact on the Storm Watcr fund is furlher reason to consider a
delay. In addition, staff believes the costs for storm water improvements related to this project
will be higher than $100,000,
.
,
.
.
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Page 3 of 3D
Water Fund
We have identified cost savings in the project so far of approximately 573,807.58, so the original
cost differential of $71 ,060. I 6 is eliminated, However, the engineer's estimate was higher than
the feasibility reporl. Therefore, staffwill be studying the following options as we prepare the
CIP:
Delay Snelling Avenue Reconstruction Project (2008)
Delay all or some repairs to Water Tower (2007)
Delay replacement of front end loader (2008)
$130,000
S 85,000
S 72,500
In reviewing the report submitted after this past year's investigation of the water tower, staff
helieves that the $85,000 in repairs wcrc not needed immcdiatcly and could be delayed if
necessary. Thc front end loader is also budgeted in the General Capital fund so a delay in
purchasing would affect both funds. A delay in the Snelling Avenue project would affect
multiple funds including our MSA allotment.
It should be noted that staff has bccn reviewing the equipment replacement schedule in the past
few weeks. They are comforlable with consideling the delayed purchases outlined above.
However, they have also noted that there are some needs the Department has which have not
been prcvious included in the five-year plan and CLP, So, as we proceed with CIP development
wc will have to carefully scrutinize our equipment plan,
CONCLUSION
The information in this memorandum is provided to assist the Mayor and City Council with thc
decision rcgarding award of bid for the 2006 Pavement Management Project. The items
idcntified in this memoraJ1dum will be considered by staff both in relation to the 2006 PMP
project impact aJ1d also in terms of the overall CLP development and the impact on fund
balances.
Attachment
MW
\\metro-inet\ardenhills\Admin\City AdministratorIMemo\2006\6-J 2-06 Memo RE O&M Timeline.doc
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CHANGE ORDER NO.1
ram
URS .Iob No.: 31809837
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55 J 12
Date oflssuance: June 12, 2006
Contractor:
Amt Construction, Inc,
r.o, Box 549
Hugo, MN 55038
Engineer: URS Corporation
Thresher Square Building
700 Third Street South
Minneapolis, MN 55415
Description of Chanl!.e Order:
The contract is hereby modified to reduce scope in order to bener mectthc available funding. The main items modified
include common excavation and common channel excavation, storm sewer piping, watermain hydrants, Plping and
finings. More detail regarding line items effected by Change Order 1 is provided in the attachment to Change Order I,
Change Order Summarv:
Schedule A - Roadway
Schedule B - Storm Drainage
Schedule C - Watermain
Total Contract Moditication for Change Order No.1
($12,269.40)
($45,422.76)
($60,998.00)
($118,690.16)
Contract Sumnlarv:
Original ContraetAmount:
Contract Moditieations to Date:
Contract Moditieations This Change Order:
Revised Contract Amount:
$1,808,584.32
$0.00
($118,690.16)
$1,689,894.16
There will be no changes in the Contract time as a result of these revisions.
Recommended:
Agreed to:
By:
By:
URS Corporation
Amt Construction, lne,
Approved By:
City of Arden Hills
e
\
Attachment to Change Order No.1
.
Owner:
Contractor:
Project:
City of Ardcn Hills
Amt Constrnction Company, Inc.
2006 Pavement Management Program
Description of changes:
Several modifications are proposed to the project plans in ordcr to bring project costs closer to available funding, The
modifications are included with the Roadway, Storm Drainage and Watermain portions of the project. As a result ofthcsc
modifications, the scope of the project will decrease, as well as the contract amount for the project. The following is an
overview of the modifications proposed to the contract:
Schedule A - Roadway
The common excavation quantity included with the bid is based upon a roadway cross section which includes 8" of
aggregate base and 4" of bituminous. The final design was modified to include 6" of aggregate base and 3,5" of
bituminous. The common excavation quantity shall be reduced to reflect the thinner pavement section as follows:
I, Reduce common excavation by 910 CY @ $12.34 ICY =
2. Reduce Bulkhead Pipe by 2 Ea @ $S20.00/Ea =
Subtotal Schedule A - Roadway
($11,22940)
($1.040,00)
($12,269.40)
.
Schedule B - Storm Drainage
The storm sewer scope is proposed to be reduced by utihzing an existing outlet to Lake Johanna thereby eliminating the
new outlet included witli the bid, In addition several miscellaneous modifications to the storm sewer pipe alignments and
sizes are proposed throughout the neighborhood to reducc costs, Thc proposed changes will not adversely effect the
effluent watcr quality for system discharges into Lake Johanna. The proposed modificatIOns include pipc and grading
changes requested by thc DNR and Rice Creek Watershed District as a part of permit approvals, The proposed
modifications are outlined below:
I, Increase Common Channel Excavation by 578 CY @ $14.S8/CY = $8,427.24
2, Reduce 29"XI8" RC Pipe Apron by 3 Ea @ $I,460.00/Ea = ($4,380.00)
3. Reduce 29" X18" Trash Guard by 2 Ea@ $S06,00/Ea = (SI,012,OO)
4. Reduce 12" RC Pipe by 200 LF @ $34,00/LF = (S6,800,00)
5, Reduce 29"X 18" RC Arch pipc by III LF@ $78.00/LF = (58,658,00)
6. Reduce 18" HDPE Pipc Sewer (Bored) by 230 LF @ $IS4,00/LF =($35,420.00)
7. Increase 30" RC Pipe by 128 LF @ $63,00/LF = $8,064.00
8, Reduce 48" Drainage Structure by 10 LF @ 5250.00/LF = ($2,500.00)
9. Reduce Floating Silt Curlain by 100 LF@$12.00/LF= ($1,200,00)
10. Reduce Limestone Rock Wall by 81 SF @ $24.00/SF = ($1.944,00)
Subtotal Schedule B - Storm Drainage ($45,422.76)
.
I
Schedule C - Watermain
The watennain scope is proposed to be reduced by limiting replacement of hydrants and valves to only those which are
.cated along the new watennain to be constructed along Arden Place. The proposed modifications are outlined below:
I. Rcducc Remove Gate Valve and Box (6"-8") by 3 @ SS20.00/Ea ~ ($1,560.00)
2. Reduce Remove Hydrant and Valve by 7 @ $780,00/Ea = ($5.460.00)
3. Reduce F&I Hydrant and Gate Valve by 7 @ S3,S20/Ea ~ (S24,640,00)
4. Reduce 6" Gate Valve and Box by 3 @ $1,1 OO.OO/Ea = ($3,300.00)
S. Reduce 8" Gatc Valvc and Box by 2 @ S1,660.00/Ea ~ ($3,320,00)
6. Reduce 6" Watermain DIP CL 52 by 150 LF @ S37.40/LF = ($5,610,00)
7. Reduce 8" Watermain DIP CL 52 by 200 LF@S41.20/LF= ($8,240,00)
8. Reduce Hydrant Extensions by 6 LF @ SS64.00/LF = ($3,384,00)
9. Reduce Gate Valve Extensions by 10 LF @ $190.00/LF = ($1,900,00)
10. Reduce Watemlain Fittings by 448 Lb@ S8.00/Lb ~ ($3.584.00J
Subtotal Schedule C - Watermain ($60,998.00)
CHANGE ORDER SUMMARY
Schedule A - Roadway
Schedule B - Storm Drainage
ehedule C - Watermain
Total Contract Modification for Change Order No.1
($12,269.40)
($45,422.76)
IS60.998.00)
(S118,690.16)
End of Change Order No.1
.
.
~
~LLS
City of Arden Hills
Request for COIDICil Action
Prepared by: MW
Depl.: Admin
Council Mtg. Date: 6/12/2006
Final Action Needed By:
6/12/2006
Agenda Item I~
cc.",C,!,"
Motion to Approve City Council 2006 Goals
Budgeted Amount: $0.00
Actual Amount: $0.00
Funding Source: N/A
.
.
Council Action Request:
Motion to Approve City Council's 2006 Goals as outlined in the attached report,
Staff Recommendation:
Approve the 2006 Goals.
Advisory Commission Action:
Commission
Planning
PTRC
Date
Action
Not Applicable
Not Applicable
Not applicable
Supporting Documents (which are attached to this Action Form):
I8l Memo/Letter:
Memorandum from City Administrator Wolfe dated June 12, 2006; Draft list of Goals Revised May
15; March 15 retreat notes; Format for a Board Policy
D Resolution (No.
D Ordinance (No,
D Engineering Recommendation:
D Attorney Recommendation:
DOther:
Financial Implications:
AdministratorlStaff Comments:
Page 1 of 1
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~
~~HILLS
MEMORANDUM
DATE:
June 12,2006
AGENDA ITEM: 8B
TO:
FROM:
Mayor and City Council
Michelle Wolfe, City Administrator
l''v~~\JUjJ
SUBJECT: Motion to Approve 2006 Council Goals
BACKGROUND
In March 2006 the City Council conducted a retreat. One of the outcomes was the development
of Council Goals. The goals are to servc as a work plan for the Council during 2006. In other
words, the Council has indicated that these arc the top areas where you fecl you should be
spending your lime.
DISCUSSION
The retreat facilitator, Karen Ray, put together an initial draft of the goals based on the March
15th evening retreat session. At the May 15th Work Session, thc Council reviewed the initial list
and proposed a modification to the second item. This revision has been made aJ1d staff is now
bringing the list of goals forward for formal approval by the Council.
Once the goals are approved, staff will include the list of goals as a regular pm of your meeting
agendas, Staff will also provide periodic reports on progress toward these goals.
I have attached Ms, Ray's notes regarding the goals, which provides a little more detail about
some of the discussion that took place on March 15. I have also ineluded a copy of the "Format
for Board Policy" since that is a suggested format for dcvelopment of Council policies,
RECOMMENDATION
Approve the Arden Hills City Council 2006 Goals.
Attachments
MW
\\metro-inetl,ardenhill.~\Admin\City Administrator\Memo\200616-11-06 Memo RE Council Goa/s.doc
CITY OF ARDEN HILLS
CITY COUNCIL GOALS
.
The following goals were developed at a City Council retreat in March 2006. These
items are not listed in priority order.
I. TCAAP
2, Capital Improvement Program (Crr) Priorities - Pavement MaJ1agement Program
(PMP) Philosophy
3. Road Changes - Benchmarks I description of what wants
4. Strong Regional relationships with other cities,
S. Park I trail vision and budget I action plan; work
6. Vision and/or Philosophy and/or Policy on:
Strong neighborhoods
Strong businesses
Fiscal responsibility
Police
Fire
Communications with n:si<ients
7. Committees I Commissions struetl@pl1ilosophy an efinition
8, Leadership I Building staff capacity I Re.f;.tlnil1g good
9. Infrastructure revenue needs, . ,
10, Library
11, Philosophy 0 t aJ1d redevelopment: cost aJ1d investment vs. status
quo,
.
Revised: May 15, 2006
\\metro-inet\ardcn hil1s\Admin\Council\Retreat\2006\COUNCIL (jOALS.doc
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2006 City Council Retreat
Wednesday, March 15,2006
During a retreat in March, 2006, the City Council set the following goals it wanted to
achieve between 2006 - 2010. These are not listed in order; no priority was set. Each
goal needs to be achievable.
TCAAP Follow established work plans to make decisions in stages. Each decision
builds on the next.
CIP Priorities A budget is not a decision making tool. CIP items need to be decided on
merit.
Road Benchmarks, especially 694/10/96 issucs including loss of access and grade
separation. We need to be in a position to tell other government entities "This is
what Arden Hills WaJ1ts".
Strong Regional relationships with other cities.
Park I trail plaffi1ing complete, including funding, aJ1d a response to the PTRC vision.
Committees Structure Philosophy
What committee has what role aJ1d what power? What is the Council's role vis-a-
vis each committee or commission?
Leadership
Risk Management
Creating leadership at the stafflevel
Staff salaries, benefits (as it relates to staff retention,)
Infrastructure revenue necds. (How are we going to pay for all this?)
Library presence in Arden Hills is desirable
Philosophy of Development and redevelopment: cost and investment vs, status quo.
Vision and/or Philosophy and/or Poliey on:
Strong neighborhoods
Strong busjnesses
Fiscal responsibility
Police
Fire
Communications with residents
Format for a Board Policy
ISSUE:
GOALS:
RESULTS:
POLICY:
BENCHMARKS:
Once the policies have been written in this format, a summary version may be
published. This would contain only the policies themselves.
Here is an example:
ISSUE: Retaining employees in a competitive marketplace.
GOALS: Valued staff are retained and compensated in a manner that best serves
our agency, our clients and the staff person.
RESULTS: Senior staff and staff with unusual skill sets are eager to stay with our
agency, and evidence motivation to perform well.
POLICY: The Executive Director shall devise and use any array of perks, bonuses,
and incentives to keep staff who are essential to program operation, The Executive
Director shall not violate union rules and contracts, and shall not offer any cash
retainer beyond 2% of that employee's base pay.
BENCHMARKS: Turnover in program staff is reduced to 5% by January 1,
2
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~
~HILLS
MEMORANDUM
DATE:
June 12, 2006
WORK SESSION ITEM
TO:
Mayor and City Council . nil I
, 11V
Michelle Wolfe, City Administratorl\\\J'/V\!
Fire Department Capital Financing
FROM:
SUBJECT:
BACKGROUND
The Lake Johanna Fire Department (LJFD) Board of Directors met on May 31, 2006. One of the
main discussion points was capital equipment finaJ1cing.
Last year a new formula was adopted for the LJFD operating budget expenses. In the 2006
budget operating expenses were based on the new formula. The formula is based on four factors,
with weights assigned as follows:
Population 25%
Households 25%
Market Value 10%
Fire Calls (using a five-year average) 40%
Under this formula, the City of Arden Hills pays 26.3% of the total budget, North Oaks pays
13,7%, and Shoreview pays 60,0%. The amounts are based on a formula which can adjust to
various changes in the future as they relate to the four factors, Therefore, each community's
share does not have to be renegotiated when growth or changes in the number of fire calls occur.
The Board has indicated that it intends to review the formula each year in the development of its
aJ1nual operating budget.
HISTOR Y
Researching how various capital items have been paid for within the Fire Department is a
difficult process. Items that have been purchased in the last 10-15 years are fairly easy to
determine cost splits, however, various capital items that are older were often times purchased
directly by the Fire Department which makes determining the cost split by community very
difficult.
Between 1979 and 1992, five pieces of equipment were purchased directly by the Fire
Department from their capital fund. It is difficult to determine which community paid for what
percentage of this equipment. In addition, Engine #3 was refurbished in 1997, with costs paid by
the Fire Depmtment. Fire Engine #2 was refurbished in 2001, with costs split by North Oaks and .
Shoreview.
Most of the other major equipment items have been purchased over the years based on the old
formula. Essentially, the equipment was paid for by the City where the piece of equipment
would be "housed". For example, if a piece of equipment was "housed" at Station #1, Arden
Hills was responsible for purchasing it. However, even this formula was not consistently
followed, A taJ1ker purchased in 2002 was split among all three cities. Cars for use by LJFD
staff were split among all three cities. When a three-way split was used, it was based on the old
formula (Arden Hills 25%, North Oaks 12,5%, and Shoreview 62.5%),
Analysis has been done to estimate as closely as possible historical spending for capital
equipment, to determine if each City has paid its "fair share". Using the concept of the formula,
there would need to be some "catch up" by Norlh Oaks and Arden Hills. Two mechanisms for
catching up have been discusscd if the new formula is implemented. One possibility is direct
reimbursement from the two cities to Shoreview. Then, the three cities would reimburse the
LJFD for their appropriate sharcs of a used engine that was purchased last year. This purchase
was to be financed via the sale of a commaJ1d vehicle (sold in November 2004) aJ1d a split
between the cities for the balaJ1ce. The reimbursement from the cities to the Fire Department
General Fund was delayed until the cities worked out a cost sharing arrangement for capital
purchases. The other option would be for Arden Hills and North Oaks to split the cost of the
used engine (based on each city's share of "catch up") and reimburse the LJFD General Fund
direct! y.
CAPITAL FINANCING FOR BUILDINGS (FIRE STATIONS
.
Buildings and repairs have been paid for by each City according to the following formula:
AH Station 1
SV Stations 3, 4 and Y2 Station 2
NO Y2 Station 2
DISCUSSION
The Fire Board is now considering a proposal to apply the new operating budget formula to
capital equipment purchases. (Station maintenaJ1ce and repairs would remain under the current
formula outlined above,) There are maJ1Y reasons for considering this change:
. The current process for funding capital equipment is inconsistent, difficult to understaJ1d,
and difficult to explain.
. It is very difficuIt to document how much each city has contributed to equipment
purchases in the past.
. The current system subjects member cities to large ebbs and flows in capital spending
from year to year, depending on whether or not a large piece of equipment needs to be
funded.
.
.
.
.
. It is not always clear to whom the equipment belongs: to a specific city or cities, to the
dcpartment, or to a combination of both?
. Because it is not clear who the equipment belongs to, it is not clear who should kecp
proceeds from a salc.
. This system does not acknowledge the reality that while a piece of equipment may be
housed in a cerlain station, the reality is that all equipment is avilllable to respond to calls
in all threc citics, aJ1d they are used in all three cities,
Under the new formula, the following advantages would result:
. Capital expenditurcs would be more "even" over time and large peaks could be avoided,
allowing for easier finaJ1cial planning and budgeting.
. All equipment would clearly be assets ofthe UFD and its member cities based on a clear
financing formula,
. This would acknowledge that all UFD equipment is used in all three member cities,
. The funding formula would be consistent, easy to understaJ1d, and easy to explain,
REQUESTED ACTION
Provide direction to staff and the LJFD Liaisou regarding capital equipment financing. The
LJFD Board of Directors will meet again in July and will be discussing the proposal.
Council direction is needed as to whethcr or not the city of Arden Hills will support this
proposed change, so that can be communicated to the Board.
\\metro-inet\ardenhilJs\3dmin\City Administnnor\Police Services and UFD\2006\6-12-06 Memo RE UFD Capital Financing.doc