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'.WORK SESSION
5:00. p.m.
....day ,July 17, 2086
Agenda
1. A2eulia Items
A. Closed Meeting: TCAAP.Land Sale
Negotations -.Purusanttri MS 8130.05
SUBD 3,c3
B. ClP Discussion
C. 2007. Budget Prep.mion
D. Council CQmmc:ots Agendtls (Cm1ncll
. Requests)
3. ~dlOllr1lpllmt
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EN HILLS
.
MEMORANDUM
DATE:
July 17, 2006
AGENDA ITEM 2.B
TO:
Honorable Mayor and City Council
Kristine Giga, Civil Engineer ~
C1P Discussion
FROM:
SUBJECT:
BACKGROUND
. StalThas continued to review and revise thc City's Capital lmprovement Plan (CIP) based upon
previous direction from Council and further financial analysis. Attached is the information that
was provided to you in August of 2005 when staff first began to review the CIP, as well as a
current CIP workshcct.
We anticipate some more revisions before fomlally submitting the proposed CIP for approval, as
staff is rcquesting additional input and guidance from Council on a few items.
DISCUSSION
2006 Proiects
.
Several changes were made to the projects scheduled for 2006. Hcms that remain on the
schedule include the 2006 PMP project, CSAH 96 Landscaping, and the Tony Schmidt
Park Underpass. Items that were added include funds lor sanitary sewer 1&1 mitigation
work and Emergency Vehicle Preemption for intersections shared with Shoreview
(Ramsey County has these scheduled for this year). The lin station project was removed
due to the higher project costs, with the exception of engineering costs already paid.
Also, after further review, O&M determined that the purchase of a backup generator and
of a Toro Ground Master can be postponed. An item still in the budget Ii.lr 2006 is a
Gateway sign to be placed at Cleveland and County Road D. Staff is requesting further
direction from Council regarding the Gateway sign program in general, how/ifto proceed
with the project, and sourcc of funding.
\\Metro-inet _us.\anknhills\PR&PW"-Engineering\1006\Work Sessions\? -17 -06 Memo CIP_doc
..
CIP Discussion
7/13/2006
Page 2
.
2007,.201 I Proiects
PavelJlcnt Management Program (PMP)
At the May Work Session, staff prescnted preliminary results from GoodPointe
Technology in relation to the City's pavement management and maintenance. Council
indicated that of the scenarios presented, scenario 3, based on the desirc to increase the
overall PCI (Pavement Condition Index) rating to 75, was most desirable. Staff has
proceeded to detcrmine PMP projccts for the next five years that incorporates
GoodPointc's recommendations. Attached is a map with proposed improvemcnts over
the ncxt five years.
Stall considered GoodPointe's suggestions for improvements in conjunction with the
following factors: whether the street has concrete curb and gutter, and the nceds for
watcrmain, sanitary sewer or storm sewer improvements. Staff also visually inspected the
streets to confirm or revise the recommended maintenance strategy. Many of the streets
that were listed as mill and overlay candidates were streets that do not have curb and
gutter, are at least 30 years old and likely have thin layers of bituminous with an
insufficient base. If these streets were milled, it is likely that the milling proccdure would
result in the removal of the asphalt in its entirety, exposing thc insufficient subgrade,
requiring the scope of the project to changc from a mill and overlay to a complete .
reconstruct. These strects often were also found to have little to no storm sewer and poor
drainage due to the lack of curb and guttcr. While staff felt that several of these streets
were not candidates for mill and overlay, the pavement condition was found to be
suitable for a sealeoat. Seal coating these streets would extend the life of the pavement
long enough so that we could addrcss streets that are candidates for mill and overlays and
do have curb and gutter and a suftjcient subgrade. As with all sealcoats, some minor
maintenance would be required, such as crack sealing, patching, and leveling.
Historically, streets have been sealcoated one to two years after reconstruction or mill and
overlay. GoodPointe's analysis did not use this philosophy; recommendations for
scalcoating occurred when the PCI of a street indicated the need for minor maintenance.
Staff utilized this information, as well as visual inspections, to determine which streets
were good candidates for sea1coats.
During thc visual inspection of the streets, staff found that some streets with concrete
curb and gutter that werc listed as mill and ovcrlay candidates had more distresses than
typically recommended for a mill and overlay. The cracks and distresses present would
reflect through the overlay within a few years after paving. Soil borings can be taken to
detennine the presencc of a sufficient base. If one exists, these streets are good candidates
for full pavement replacement. This is a procedure where the base and curb and gutter
remain in place, and only the cxisting pavement is removed and replaced. Streets
recommended for this type of improvement are shown as mill and overlay streets on the .
attached map.
.
.
.
.'
CIP Discussion
7/13/2006
Page 3
Staff also attempted to uphold a neighborhood approach whcn feasible. In order to
capture mill and overlay streets, staff developed a regional approach. The 2007 PMP
includes mill and overlay streets in the southern portion and sealeoats in the northern
portion of the City. In 2009, the regions arc reversed. The previous CIP listed Snelling
A venue to be constmctcd in 2008 and the Glenarden neighborhood in 20] o. The current
ClP has reversed these two projects. ]1' Snelling A venue was reconstmcted Ilrst, heavy
tmck traffic would drive over new pavement to access the G]enan]en neighborhood,
which is not desirable. Postponing Snelling Avenue to 20 10 also aJJows time to research
and apply lor possible grant opportunitics for the Snelling A venue Regional Trail, as
Council expressed an interest in constructing this in conjunction with the street
reconstruction,
MSAProiects
Based on the discussion trom the April Work Session, staff has attempted to incorporate
the projects eligible for MSA funding into the 5-year CIP in the order of preference
indicated by the Council. Funds are available lor a Cooperative Agreement with MnlDot
for the County Road E bridge project. Ftmding applications arc due in October, and if
selected, the funds would be avai]able Ii.Jr fiscal year 2008; meaning the project would
need to be completed by June 30, 2008. Staff would like to confirm that the Council
would like to pursuc this funding. This project is currently shown in 2008, with the north
side option, since this was Council's most recent direction. The south side option costs
have been listed in the comments for informational purposes.
Parks and Recreation
Hard court surface improvements have been included in the elP; the costs are currently
listed in the General Fund, based on the discussion at the last Council meeting and
pending further analysis or the Park Fund. Stall is currently researching and developing a
maintenance plan f()r City trails. Staff has postponed trail signage to 2008 to allow time
for research and the development of guidelines. Valentine Park improvements have been
listed with "unassigned.' projects. More analysis is needed to determine a realistic scope
of the project, as well as estimated costs.
SanitaM<0ycrFund- 1&1, Lift Stations and SCI\DA
l3ased on the prcliminary surcharge indicated by Mct Council, $]00,000 has been added
to the CIP each year. Staff wiJI apply for credit f,)r work to be done each year to avoid
paying the surcharge to Met Council and aJIowing the funds to be spcnt directly on
projects in the City. This mitigation work would include manhole repairs (scaling and
raising), sanitary sewer pipe lining, and othcr related efl(,rts to reduce 1&1.
The lift station replacement scheduled for 2006 and the possibility of acquiring SCADA
arc both listed with "unassigned" projects, RoseviJIe is stiJI researching options for
SCADA upgrades, and still hopes to begin this work in 2006. Arden HiJIs would not be
required to commit at the same time, and would have the option to join in later, if we
choose to. The remaining lour lift stations are still functioning and can be properly
CIP Discussion
7113/2006
Page 4
.
maintained until the fund is healthy enough to support these project costs. According to
O&M, lift stations 11 and 13 should be replaced before I and 12. Thercfore, staff feels
that thc lift station projcct should be split into two projects; by rcplacing two lift stations
at a time, the sanitary sewer fund will be drawn down more gradually than if all four were
replaced at oncc.
Stonn Sewer Fund- Stonn Pond M_aintenance
As part of the MS4 pennit/Stonn Water Pollution Prevention Plan (SWPPP), the City
needs to he monitoring and maintaining City ponds. This has not been done as needed to
date. Funds have bcen budgeted over the next three years to allow the City to get where it
needs to be with this program. Staff plans to develop and manage a maintenance program
in the future that will be incorporated into the City's annual operating budget.
Water Fund
An assessment of the South water tower was conducted in 2005, indicating the need for
some maintenance work. This work is currently listed with "unassigncd" projects; stafTis
evaluating the recommendcd maintenance and will schedule the work accordingly, so that
the level of maintenancc does not increase.
].OQuipment
O&M has reviewcd the equipment inventory and prepared a replacement schedule. Staff
is currently still evaluating the options for the water tanker. The Toro Groundmaster
scheduled for purchase in 2006 was postponed to 2009, and the purchase of a generator
was postponed indefinitely. Staff will continually evaluate the condition of all pieces of
equipment to prevent the purchase of equipment that does not yet nccd rcplacement.
.
CONCLUSION
Staff requests Council input and direction as outlined in this report. We will then fine tune the
CIP and bring it to a futurc work session.
.
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LEGEND:
2007, MilJ&Overlay
2007, Sealcoat
"'" 2008, Reconstruction
2009, Mill&Overlay
2009, Seal coat
"'" 2010, Reconstruction
/V 2011, Reconstruction
2011, Sealcoat
250 soo 7501000 Feet
mapO"",OO'_""R_OP,m';
"'''A1OO'_SlR_CIP.pdf
','i'...;ri..(\liJliii""~~~;,.;i)i<~;~:,'-"'w';",,,,;',
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~~HlLLS
MEMORANDUM
DATE:
TO:
July 12, 2006
Honorable Mayor and City Council
Agenda Item 2.C
~~S
FROM: Murtuza Siddiqui, Chief Financial Officer/Treasurer
SUBJECT: 2007 Preliminary Budget Discussion
BACKGROUND:
Thc City staff is in the process of developing a Preliminary 2007 Budget. As we progress
forward and take the necessary steps, staff needs general direction and guidance from the
Council with regards to changes for the coming year.
Once again, there are no Icvy limits for 2007. The City is not under any legislative restrictions
with regards to establishing a levy. As you may recall, there were no levy limits for 2005 and
2006. A number of Ramsey County cities opted for double digit increases. A number of cities
took advantage ofthe "no levy limit" to make up for the loss of LGA and to undertake new
projects. The City Council was prudent and limited the levy increase to 4% from prior years as
they established levies for 2005 and 2006.
Last year during the legislative session, there was discussion about "Turbo Tax" that would have
restricted the cities from increasing the levy amount from prior year. Ifthis was to become law,
cities would not have been able to increase the levy, unless a vote was taken. Fortunately, this
discussion did not re-appear this year.
DISCUSSION:
Preliminarily, staff has identified a number offactors that will influence the 2007 Budget. Some
are identified as follows:
· Tax Levy - what is the Council's comfort level? Last year was a 4% increase, A 1%
levy increase translates to approximately $25,000. Council may wish to consider a
higher percent increase from prior years so that the excess amount can be contributed to
Parks, Public Safety Capital, or Utility Funds.
· Overall budget increases - preferences/limits?
· Salaries and Benefits. Last year, the Council authorized a 2.75% increase for steps/COLA
increases. This was the rate increase agreed by the labor union for 2006. In order to be
Memo
2006 Budget Memo
2
consistent across the board, this percentage rate was applied to all union and non-union
employees. During 2007, the labor agreement again calls for a 2.75% wage increase.
Does the Council desire to continue with the past practice of being consistent between the
two groups? Staff recommends consistency between the two groups of employees.
· In 2007, City contribution to PERA increases by .25%. A change from 6% to 6.25%.
. Increase in employee benefits costs (health and dental). Preliminary information from
our insurancc broker indicates that health premiums may increase by 20% and dental by
8%. We will receive more concrete information over the next month or so. The current
City contribution towards health and dental is $586 pcr month. Over the past few years,
the Council had approved budgeting for 50% of the increase in premium. In other words,
the City equally shared the rate increase with the employees. Would this be an
appropriate formula to continue to use?
. Update the 5 year ClP.
Weare in the process of updating the 5 year CIP and will incorporate the updates in the 2007
Budget.
RECOMMENDED ACTION:
Staff is sceking direction from the Council as it continues with the 2007 Budgeting process.
.
.
.
"
.
.
.
~
~HILLS
MEMORANDUM
DATE:
July 17, 2006
AGENDA ITEM: 2D
TO: Mayor and City Council
FROM: Michelle Wolfe, City Administrator ~
SUBJECT: Change in City Council Agendas
BACKGROUND
In the past, the City Council Agendas include an item at the end entitled "Council Reports" with
the names of the Mayor and City Council listed individually. At the retreat in March it was
agreed to remove tills item from the agenda. Some of the reasons for this change included that it
often resulted in unnecessarily lengthening the meeting and resulted in discussions about items
that were not on the agenda.
Subsequently, a few months later, Council expressed a desire to have an item on the agenda that
allowed for Council to make requests. Examples of requests would include, requesting
information from staff, requesting attendance at a meeting, or requesting placement of a specific
item on a future meeting agenda. We then added "Council Requests" to the agenda.
Last month at a work session there was frustration voiced that this change doesn't address the
desire to be able to make announcements or provide information to fellow members of the
Council. Thcre was consensus that this topic be revisited at a future work session.
If Council is looking for a change to more clearly allow an opportunity for making brief
announcements and providing updates to each other, I would suggest changing the item "Council
Requests" to "Council Comments and Requests." You could also direct that we revert back to
"Council Reports", but I am suggesting that the verbiage "Comments and Requests" more clearly
illustrates the types of things Council has expressed they want addressed.
OPTIONS
. Direct staff to revise the City Council Agendas to include an item "Council Comments
and Requests".
. Direct staffto make no changes to the City Council Agenda format.
. Direct staff to revise the City Council Agendas to include an item "Council Reports."
MW
Ilmetro-inetlardenhills'iAdmillICity AdministratorIMemo\2006\7-18-06 Memo RE Council Agendas,doc
Arden Hills City Council Agenda
July 10, 2006
Page 2
7. NEW BUSINESS
A. inflow/Infiltration Update Kris Giga
B. Maintenance Update: Hard Court Play Areas (i.e., tennis and Michelle Olson
basketball courts)
D. Motion to Direct Staff to Allocate Funding Towards Mounds Michelle Olson
View School District for Tennis Court Maintenance in 2007
E. Motion (0 Approve Parks, Trails, and Facility Naming Michelle Olson
Guidelines
F. Document Imaging Update Murtuza Siddiqui/Schawn.lohnson
G, Motion to Approve Joint Use Agreement with Trinity Lutheran Michelle Wolfe
Parking Lot
8. UNFINISHED BUSINESS
A. Shoreline Lane Driveway Repair Update
B, TCAAP Update
--j 9. COUNCIL COMMENTS AND REQUESTS
ADJOURN
Kris Giga
Karen Barton
\Vork Session-Follo,,'ing the City Council Meeting
. Operations and Maintenance Director Recruitment ProcesS/Structure
Michelle Wolfc/Schawn Johnson
Closed Session Following the Work Session
~ TCAAP Land Sale Negotiations
I SAMPLE OF OPTION #1
Arden Hills City Conncil Agenda
July 10, 2006
Page 2
7. NEW BUSINESS
A. Inflow/Infiltration Update Kris Gigo
B, Maintenance Update: Hard Court Play Areas (i.e., tennis and Michelle Olson
basketball courts)
D, Motion to Direct Statfto Allocate Funding Towards Mounds Michelle O/son
View School District for Tennis Court Maintenance in 2007
E. Motion to Approve Parks, Trails, and Facility Naming Michelle Olson
Guidelines
F. Docmnent Imaging Update Murtuza Siddiqui/Schawn Johnson
G. Motion to Approve Joint Use Agreement with Trinity Lutheran Michelle Wolfe
Parking Lot
8. UNFINISHED BUSINESS
A. Shoreline Lane Driveway Repair Update
B, TCAAP Update
--' 9. COUNCIL REQUESTS
ADJOURN
Kris Giga
Karen Barton
Work Session-Following the City Council Meeting
. Operations and Maintenance Director Recruitment Process/Structure
Michelle Wolfe/Schawn Johnson
Closed Sessioll Following the \Vork Session
. TCi....AP Land Sale Negotiations
ISAMPLE OF CURRENT FORMAT
Arden Hills City Council Agenda
January 9, 2006
Page 3
6. NEW BUSINESS
A. Authorize the Preparation of Final Plans and Specification for the
2006 Ridgewood PMP Project
B. Approval of Contract for Appraisal of Old City Hall Site
7. Unfinished Business
Greg Brown/Kristine Giga/Tom
Moore
Karen Barton/Michelle Wolfe
None,
-1 CITY COUNCIL REPORTS
A. Vacant
B. Councilmember Grant
C. Councilmcmbcr Holden
D. Councilmember Larson
E. Mayor ApIikowski
ADJOURN
WORK SESSION FOLLOWING THE REGULAR CITY COUNCIL MEETING:
. Proposed Redevelopment of Arden Plaza Corner (Verbal Presentation)
CLOSED SESSION FOLLOWING THE WORK SESSION MEETING:
. Discuss Pending Litigation
I SAMPLE FROM JANUARY 2006