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Home My WebLink AboutCCP 07-31-2006 Mayor: Beverly Aplikowsld ~ ~ILLS Arden Hills City Council 1245 W. Highway 96 Arden Hills, Minnesota 55112 651.6345120 www.ci.arden-hills.mn.us Councilmembers: David Grant Brenda Holden Gregg Larson Vincent Pellegrin REGULAR MEETING Monday Jul 31,2006 City Vision A strong cOIIll11unity that values our unique environment, our fiscal soundness, and our tradition as a desirable city in which to live, work, and play_ Agenda *Pre-Meeting Work Session 5:30 PM* Regional Transportation: Highways 10 and 96; 1-694 City Council Meeting Convenes 7:00 PM Call to Order PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA 2. APPROVAL OF MINUTES A. July 10, 2006 City Council Mccting B. July 10, 2006 Work Session Meeting Minutes A. Claims and Payroll B. Resolution No: 06-39: A Resolution Appointing the 2006 Primary Election Judges C. Motion to Approve an Agreement with the City of New Brighton for Cable Tcchnician Support D. Motion to Approve the Cancellation of the August 14"' City Council meeting E. Motion to Approve Payment #2 to Margolis Company in the amount of $12,575.53 for the Highway 96 Landscape Project Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar 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. 3. CONSENT CALENDAR 4. PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its nonnal sequence on the agenda. Arden Hills City Council Agenda July 31,2006 Page 2 5. PUBLIC INQUIRIESIINFORMA TIONAL Public Iuquirics/luformational is an opportunity for citizens to bring to the Council's attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing 10 address the Council, we ask that individuals limit their cormnents to three (3) minutes. Written documents maybe distributed to the Council prior to the meeting, or as bench copies, to allow a morc timely presentation. 6. PUBLIC HEARINGS None. 7. NEW BUSINESS A. Planning Case 06-019; Special Use Permit Amendment and Site Plan Review; Celestica, 4300 Round Lake Road B. Planning Case 06-020; Site Plan Review: City Insulation of Madison, 3755 Dunlap Avenue C. Planning Case 06-013; Variance & Preliminary Plat; Amities LLC, 3685 and 3695 New Brighton Road D. Motion to Approve the Proposed Vaughn Property Access Road James Lehnhoff James Lehnhoff James Lehnhoff Karen Bartoll/Kris Giga E. Motion to Approve TCAAP Offer to Purchase Michelle Wolfe/Karen Barton F. Motion to Approve the Contract Betwecn the City of Roseville Michelle Wolfe and the City of Arden Hills for Water Service G. Motion to Approve Change Order #2 to Arnt Construction in Kristine Giga the amount of $15.000.00 for the 2006 PMP Project H. 2006 PMP Assessments- Kristine Giga . Motion to Approve Resolution 06-41: Resolution Declaring Cost to be Assessed and Ordering the Preparation of the Assessment Roll . Motion to Approve Resolution 06-42: Resolution Receiving the Proposed Special Assessment and Providing for Public Hearings 8. UNFINISHED BUSINESS A. Motion to Approve the Warming House Replacement Plan B. Motion to Approve the Proposed O&M Department Structure and Public Works Director Recruitment Process C. Shoreline Lane Driveway Repair (V erbal Update) D. TCAAP Update (Verbal Update) 9. COUNCIL COMMENTS AND REQUESTS ADJOURN Michelle Olson Michelle Wolfe/Schawn Johnson Kristine Giga Karen Barton . . . Message Page 1 of 1 Jackie Freppert From: Jackie Freppert Sent: Thursday, July 27, 2006 11 :03 AM To: timesaver02@aol.com; bob.fletcher@co.ramsey.mn.us; bulletin@lillienews.com; cwilson@ctv15.org; dorrick@pioneerpress.com; dprobst@mspmac.org; focus@mnsun.com; kmaltman@msn.com; mlsmith@startribune.com; smoran@startribune.com; sschroeder@smithmicrotech.com Subject: CC & PC Agendas for Upcoming Meetings Jackie Freppert, OtTiee Support Specia.list City of Arden Hills Phone 651.634.5120 Fax 651.634.5137 www.ci.a.rden-hills.mn.us 7/27/2006 . . . ~ ~HILLS MEMORANDUM DATE: AGENDA ITEM: Pre-meeting Work Session July 31,2006 TO: Mayor and City Council FROM: Michelle Wolfe, City Administrator SUBJECT: Regional Transportation: Highways 10 and 96; 1-694 One of the goals identified by the City Council at the March 2006 retreat was to develop City positions regarding various regional transportation issues. As a first step towards that goal, the City invited representatives from MnDOT and Ramsey County to a recent Council Work Session. Some updates and historical information were provided. At the conclusion of the discussion, Council directed that an additional work session be scheduled. A few items mentioned by various members of the Council included: · The ability to roll out previous concept plans and see what kinds of options had previously been contemplated; · Review key terms and design standards that enter into the discussion on these types of projects; and · Continue to identify issues and goals that the city has relating to the intersection of Highways 96 and 10, the future role of Highway 10 in the State's highway system, future reconstruction plans for 1-694, and the City's access to the highway system in general. With that in mind, we have again invited MnDOT, Ramsey County, and 1-35W corridor Coalition officials to a work session on July 31 and have an agenda generally proposed as follows: 5:30--6:00 p.m. Open House-style format. Various plans, maps and documents will be available for Council to review, and staff from the City, MnDOT, Ramsey County, and 1-35W Corridor Coalition will be available to answer questions. MnDOT presentation on terminology, definitions, design standards, funding, and other helpful background information. General City Council discussion, Q&A 6:00-6:20 p.m. 6:20-6:45 It is my plan to schedule an additional work session for the Council to discuss these topics further in the near future. . . . ~ ~~HILLS Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JULY 10,2006; 7;00 P.M. ARDEN HILLS CITY COUNCIL CHAMBERS PLEDGE OF ALLEGIANCE CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Beverly Aplikowski called to order the regular City Council meeting at 7:01 p.m. Present: Mayor Beverly Aplikowski, Councilmembers David Grant, Gregg Larson, Brenda Holden, and Vincent Pellegrin. Absent: None. Also present were City Administrator, Michelle Wolfe; Chief Financial Officer/Treasurer, Murtuza Siddiqui; Community Development Director, Karen Barton; City Engineer, Kris Giga; Assistant City Administrator, Schawn Jolmson; Recreation Program Supervisor, Michelle Olson; and Recording Secretary, Kathleen Altman. 1. APPROVAL OF MEETING AGENDA MOTION: Councilmember Grant 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. June 26, 2006 City Council Meeting B. Junc 26,2006 Work Scssion Meeting C. June 19, 2006 Work Session Meeting Councilmember Larsonrequested the following changes: June 19,2006 Work Session, Page 6, fourth paragraph from the bottom should read: Councilmember Larson stated that he is ARDEN HILLS CITY COUNCIL - JULY 10, 2006 2 comfortable with Option E and recommends that the City invest some money to improve the . drainage issues at Valentine Park to make them more serviceable. MOTION: Councilmember Larson moved and Councilmember Pellegrin seconded a motion to approve the June 26, 2006 City Council Meeting Minutes as presented, the June 26, 2006 Council Work Session Minutes as presented, and the June 19, 2006 Work Session Meeting Minutes as amended. The motion carried unanimously (5-0). 3. CONSENT CALENDAR a. Claims and Payroll b. Resolution No. 06-27: Approving St. Katherine's Ukrainian Orthodox Church Charitable Gambling Liccnsc Renewal Request MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to approve the Consent Calendar and to authorize execution of all nccessary documents contained therein. The motion carried unanimously (5-0). PULLED CONSENT ITEMS . 4. None. 5. PUBLIC INQUIRIES/INFORMATIONAL A. Representative Char Samuelson - Legislative Update Representative Char Samuelson thanked the City for their support during her four years as a State Representative. She stated she was not seeking reelection. Mayor Aplikowski thanked Representative Samuclson for serving the community and her availability during the past four years. Mayor Aplikowski welcomed Boy Scout Troop 13 to the Council meeting. David McClung, 4370 Snelliug Avenue North, stated there was no opportunity for residents to speak at thc last Council meeting regarding the purchase agreement for the old City Hall Maintenance Site. He read from a prepared statement outlining his and other residents' concerns. Couucilmember Larsou stated he was on the State Board of Assessors and an assessment is an art, not a scicnce. He indicated they had an appraisal on the property and he believed it was a good appraisal. He believed the City was acting on the best information it had available to them . . . . ARDEN HILLS CITY COUNCIL - JULY 10, 2006 3 at that time. He noted if they waited another year, the property value would probably go up agam. Councilmember Holden stated she was not ever sure what was included in tbe appraisal last year. She stated she disagreed with Councilmember Larson and did not believe last year's appraisal was equal to this appraisal. 6. PUBLIC HEARINGS None. 7. NEW BUSINESS A. Inflow/Infiltration Update Ms. Giga stated the City of Arden Hills was notified by the Metropolitan Council that tbere is a significant inflow and infiltration (1&1) problem in the City. 1&1 is clear water that makes its way into the sanitary sewer system. Arden Hills' sanitary sewer system flows into a system owned and operated by the Met Council, which ultimately reaches a wastewater treatment plant. She further defined 1&1 by stating infiltration is a result of groundwater entering the sanitary sewer system via cracks in the sewer pipes, leaky joints, or deteriorated manholes. The main source of inflow is stormwater that enters the sanitary system from rain leaders, sump pump discharges or foundation drains, none of which are supposed to be connected to sanitary sewer lines. Based on current data, the City could face a $500,500 surcharge witb Met Council if 1&1 is not reduced. This charge would be paid over five years, starting in 2007. The surcharge would be retrievable if the City spends any money to reduce 1&1. The City could receive a surcharge adjustment by submitting an application for credit for work to be done in 2007. She indicated staff has begun some background work to determine necessary improvements. O&M feels that leaking manholes are a major source ofI&1. Crews have spent time this spring inspecting manholes, filling out manhole reports on tbe existing conditions and noting needed improvements. City staff has discussed repair methods, and it is anticipated that manhole repairs will begin shortly. Repair work will include placing new seals on the manholes and raising tbe elevation as needed to prevent water from getting in. She stated staff is also gathering information from past O&M procedures and projects that could be used as to assist in 1&1 reduction as well. Sump pumps have been a common source ofI&1 in other cities. When Arden Hills replaced the residential water metcrs in 1999-2000, sump pumps were also inspected. However, staff is not confident that tbese inspections were successful in disconnecting all of the sump pumps from the sanitary sewer system. She stated staff will focus first on repairing/sealing manholes to determine if this is, in fact, the main source ofI&l. If this does not show a reduction in 1&1, staff will continue to evaluate other ARDEN HILLS CITY COUNCIL - JULY 10, 2006 4 possible sources of 1&1, including illegal sump pump connections. Staff also plans to request . surcharge adjustments/credit for work being done to reduce 1&1 in Arden Hills. She stated staff will provide Council with continuous updates after receiving the preliminary surcharge amounts from Met Council and eompleting more cost estimates for needed improvements. Couneilmember Grant inquired if the City would receive a credit. Ms. Giga responded a credit would be applied to the surcharge reduction. Councilmember Holden asked when the next measurement of 1&1 was. Ms. Giga responded the timeframe was from June, 2004 to June 30, 2006. B. Maintenance Update: Hard Court Play Areas (i.e., tennis and basketball courts) Ms. Olson stated the hard court playing areas at Cummings Park, Floral Park, and Royal Hills Park were in need of maintenance. Staff attempted to track the history of all City park hard court play areas and their maintenance history, which has been a difficult task as the records for these courts are very incomplete. She indicated after extensive research, it did not appear any of the basketball courts have been resurfaced since before 1999. Funding was allocated every other year for trail and court resurfacing. Unfortunately, no funds since 2001 have been used for tbis purpose. . She noted it appeared that up until 1999, tbe courts were on a five-year resurfacing schedule. Howevcr, after 1999, that schedule does not appear to have been followed. It appears the hard court play areas at Floral Park and Royal Hills Park were scheduled to be resurfaced between the years 2001-2003. However, for unknown reasons, it does not appear that tbey were ever done. Thcse two courts are in very poor shape. The largest issue with these two courts is the surface quality. The surface is deteriorating, which causes the court to be slippery and dangerous. This creates a huge liability for the City. Also, the colors and lines have faded, which has become an eyesore. The two hard court areas that have had resurfacing done since 1999 are: Hazelnut in 1999 and Cununings in 2001. When Clmnuings was resurfaced in 2001, the contractor did explain in the proposal that foundation cracks would not be permanently fixed by resurfacing. It appears that the tennis courts at Cummings Park should have been completely reconstructed at that time. The resurface was done in June, 200 I and cracks began to reappear in the spring of 2002. She summarized the proposed maintenance/resurfacing schedule and budget considerations. She recommended Council take one of the following actions: 1. Amend tbe 2006 budget by an increase of $11,956.00 (lowest bid) for tbe resurface of both Royal Hills Park and Floral Park hard court play areas. . . . . ARDEN HILLS CITY COUNCIL - JULY 10, 2006 5 2. Amend tbe 2006 budget by an increase of $5,993.00 (lowest bid) for the resurface of the Floral Park hard court play areas and direct staff to begin the proposed maintenance/resurfacing schedule in 2007. Direct staff to budget both Floral Park and Royal Hills Park hard court play areas in 2007, effectively delaying the proposed maintenance/resurfacing schedule one year. 3. She recommended COlU1cil amend the 2006 budget by an increase of $11 ,956.00 (lowest bid) for resurfacing the hard court play areas at Floral Park and Royal Hills Park. At a minimum, she believed these two COlms should be scheduled for resurfacing in 2007. Councilmember Pellegrin asked if resurfacing would fix the large cracks to the pavement. Ms. Olson responded the cracks might not be fixed, but until it was resurfaced, tbey did not know if the cracks would reappear or not. She indicated even with a reconstruct, they could not guarantee the cracks would not reappear. Councilmember Pellegrin stated he was concerned that resurfacing was not sufficient and tbat maybe the City should consider reconstructing the two courts. Ms. Olson stated to reconstruct a court, the estimated cost is $20,000 to $25,000. Royal Hills Park has foundational type cracks, similar to Cunnuings Park. Because Royal Oaks has not had a resurface done in over ten years it is difficult to know how cracks will do with a resurface. We should evaluate tbe Royal Hills tennis court for one year after the project completion. Councilmember Holden stated she was in shock that these courts had not been resurfaced since the mid 1990' s. She asked if the trails were being resurfaced. Ms. Olson responded it appeared that the trails had not been resurfaced and only surface repairs such as crack sealing have been made. Councilmember Holden stated she was not going to vote yes for any more trails, until tbe trails and structures they presently have were maintained. She asked if they could get a discount if they also did the temlis courts at thc same time as Mounds View High School does theirs. Ms. Olson responded this was a possibility. Councilmember Holden statcd she was in favor of fixing the City parks. Mayor Aplikowski noted it had been the decision of a previous Council to not maintain the tennis courts because they were not being used, but now it appeared this had turned around. Councilmember Grant stated this was an asset that needed to be tracked and maintained on a pcriodic basis. He stated he wanted to make sure this got into a system and was tracked. He stated he wanted to ensure the vehicles were being tracked also. Mayor Aplikowski stated this was not staffs fault and it was a previous Council's decision not to maintain the tennis courts. Councilmember Grant stated he wanted the information about when Council voted to not maintain the tennis courts. ARDEN HILLS CITY COUNCIL - JULY 10, 2006 6 Councilmember Larson stated historically this kind of improvement would have come out of the General Fund and not the Parks Fund. Ms. Olson responded in looking back at the history . until 1999, the funds werc coming out of the Parks Fund and then after 1999 it started coming out of the General Fund. He stated he supported the improvements that would need to be made to resurface the tennis court, but he did not believe this had any effect on the trails. He believed they needed to maintain both the courts and tbe trails. He stated they needed to find additional sources of revenue for the parks and they did not have a sufficient funding source for the parks and trails at the present time. He indicated the Council needed to have a discussion as to what was going to be paid out of the Park Fund and how additional revenues would be added to that fund. He stated he supported Option 1. MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to amend the 2006 budget in tbe amount of $11,956.00 for tbe resurface of tbe hard court play areas at Floral Park and Royal Hills Park. The motion carried unanimously (5-0). Councilmembcr Holden asked how would they maintain the parks iftbe General Fund did not grow also. Councilmember Larson stated he did not believe it mattered which fund it came out of and what was important was how the City was going to fund the parks. He did not believe the City had a coherent way of how to raise revenue for parks and maintain them. MOTION: Councilmembcr Grant moved and Councilmember Larson seconded a motion to take $11 ,956.00 out of the General Fund. The motion carried unanimously (5-0). . MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to direct staffto come back to Council witb theirrecommendations on how the City should fund the parks. Mayor Aplikowski asked if staff could get this information to Council by the fall. Ms. Wolfe stated she believed tennis courts and basketball courts could have a recommendation by the fall, but the trails would take additional time. MOTION: Councilmember Grant moved and Mayor Aplikowski seconded an amendment to the previous motion to also include trails and otber amenities. The motion and amendment carried unanimously (5-0). C. Motion to Direct Staff to Allocate Fundinl! Toward Monnds View School District for Tennis Court Maintenance in 2007 Ms. Olson stated in 1993, the City of Arden Hills donated $25,000 from the Park Fund to District 621 to support the construction of eight tennis courts at Mounds View High School. Since that time, the City of Arden Hills has had the luxury of utilizing the courts every spring and summer for lessons and team tennis leagues. Due to the City's relationship with the district, tbe . . . . ARDEN HILLS CITY COUNCIL - JULY 10, 2006 7 City has received priority for court time, second only to the school tennis teams. This has been a very nice arrangement for the City's tennis program. She indicated the Athletic Director for Mounds View School District has informed the City the high school tennis courts are going to be scheduled for reconstruction during tbe summer of 2007. The courts have severe cracks that carmot be resolved witb resurfacing; therefore, tbey will be completely rcconstructed. The estimated cost will be approximately $140,000. She requested Council consider allocating funds in the 2007 budget to support the impending high school court reconstruction. She reviewed the budget considerations and requested a motion to dircct staff to allocate funds in 2007 to support the reconstruction of the Mounds View High School tennis courts in the amount of$8,750.00, which is approximately half of the price to reconstruct one court. MOTION: Councilmember Larson moved and Councilmember Grant seconded a motion to direct staff to allocate funds in 2007 in the amount of$8,750.00 to support tbe reconstruction of one half of one tennis court at Mounds View High School with funds to come out of the General Fund. The motion carried unanimously (5-0). D. Motion to Approve Parks, Trails, and Facilitv Naminl! Guildelines Ms. Olson stated at the January 24, 2005 City Council Work Session, tbe Parks, Trails, and Recreation Committee (PTRC) asked for direction on the process of naming a trail segment after Governor Elmer L. Andcrsen. At that time, the City Council advised thc PTRC that they would like a Naming Guideline Policy to be established before any official name designation occurs. The PTRC put together a subcommittee to research and draft Naming Guidelines for Parks, Trails, and Rccreation Facilities for the City of Arden Hills. The subcommittee looked at policies for the surrounding communities, such as Roscville, Shoreview, St. Paul, and Little Canada. They also researched the policy in Ramsey County. After extensive research, tbe subcommittee prescnted a draft of tbe Parks, Trails, and Recreation Facility Naming Guidelines for the City of Arden Hills to the PTRC at their June 20th meeting. The draft policy was approved by a vote of8-0. She recommended Council prepare a motion to approve the Parks, Trails, and Recreation Facility Naming Guidelines. Mayor Aplikowski suggested a written guideline for the size of memorial plaques. Councilmember Grant noted memorials could also be for living citizens who have made a significant contribution to society. Ms. Olson stated she would reword that to make it clearer. MOTION: Councilmember Holden moved and Councilmember Pellegrin seconded a motion to approve the Parks, Trails, and Facilities Naming Guidelines. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL - JULY 10, 2006 8 E. Document Imaging Update . Mr. Siddiqui stated the City had been exploring document imaging options for a number of years. Up until recently, the option explored was to purchase high speed imaging equipment and software and to perform all activities in-housc by hiring temporary help. This methodology would involve staff researching the process of imaging, learning how best to organize the material in the system, training the temporary person, and supervising tbe person to ensure quality is being maintained. Staff conservatively estimates this approach to take about six montbs by hiring one temporary person and assigning an "expert" staff person to oversee tbe entire process. Staff was estimating hiring a temporary person at a cost of $15,000 to $20,000. The supervision and oversight function by a City employee would take that individual away from their routine responsibilities. In addition to these issues, the maintenance and obsolescence of the equipment also poses a challenge. He indicated over the past couple of years, a number of businesses have emerged that would take all tbe historical documents offsitc, organize, image, and convert the images on a CD ROM to copy onto the network. He summarized the advantages of document imaging for tbe Council. He stated staff has met with one of these companies, Cities Digital, to discuss the City's document imaging needs. He indicated before the City of Arden Hills could begin utilizing the document imaging system, the City would have to purchase additional storage capacity, which could be purchased for under $5,000.00. He stated staff had received a price quote from Cities Digital for the implementation and scanning of the City's historical documents, GIS maps, building plans, financial documents, City Council minutes agenda, and other important document, that must be protected and saved by tbe City. The estimated cost for completing the entire document imaging project was $53,053.80, plus $5,000 for a high capacity dedicated server. In 2005, the City budgeted $36,000 for beginning the document imaging process. This was primarily the cost for acquiring the software and equipment, excluding labor costs. . He noted ovcrall the City had three options: Outsourcing, in-house imaging, or status quo. Outsourcing was estimated to cost $60,000; in-house imaging was estimated to cost $50,000; and status quo would cost nothing. He stated the cost difference between outsourcing and in-house imaging was minimal compared to the risk of organizing the documents incorrectly and taking the existing staff resources away from their routine responsibilities. Also, by outsourcing, the first year of the project it could be complcted within a shorter time period. In 2006, staff recommends spending approximately $40,000 on the implementation of tbis project. In 2007, City staff recommends the completion of the document imaging project by budgeting $20,000 for scanning Finance, City Council, and Election related documents. . . . . ARDEN HILLS CITY COUNCIL - JULY 10, 2006 9 He indicated the 2006 budget did not have any funds budgeted for this purpose. Funds were budgcted in 2005; however, due to other pending priorities this project was not undertaken. Mr. Siddiqui mentioned that there was a Council discussion about carrying over the funds into 2006. A Council decision was made to amend the budget when the City was prepared to implement this projcct. A Council action to proceed witb tbis project would require a budget amendment to the general fund in the amount of $40,000. The remaining $20,000 would be budgeted in 2007. He recommended the Council authorize staff to utilize the services proposed by Cities Digital at an estimated cost of $53,000 witb an understanding that the project would be divided between two fiscal years and to amend the 2006 General Fund budget in tbe amount of $40,000.00. Councilmember Grant encouraged Council to fund some of this out of the Cable Fund as it provided a value as a communication item. Councilmember Larson stated he agreed tbe Cable Fund was the appropriate place to finance tbis project. Councilmember Pellegrin asked if they had also looked at other imaging companies. Mr. Johnson responded Cities Digital did the Roseville imaging and Arden Hills could "piggy back" on Roscville's services. He indicated that the document imaging software and hardware were already set up through the City of Roseville and that it would be difficult for Arden Hills to reccive a better deal from other vendors. MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to authorize staff to utilize the services proposed by Cities Digital to implement Document Imaging at an estimated cost of $53,000.00, plus an authorization to purchase a server and licensing up to a total amount of $60,000.00. The motion carried unanimously (5-0). MOTION: Councilmember Grant moved and Councilrnember Holden seconded a motion to amend the 2006 budget in the amount of $40,000.00 witb the funds to be taken out of the Cable Fund. The motion carried unanimously (5-0). F. Motion to Approve Joint Use A!!reement with Trinitv Lutheran Parkin!! Lot Ms. Wolfe stated in 2003 the City entered into a Joint Use Agreement witb Trinity Lutberan of Lake Johanna. This agreement commenced on January 1, 2003 and tenninated December 31, 2003. Hazelnut Park is located adjacent to Trinity Lutheran, and the park does not have its own parking lot. Trinity Lutheran has allowed park users to use the church's parking lot. In exchange for this arrangement, the parties entered into a joint use agreement. She indicated although the agreement technically expired in 2003, staff continued to administer payment to tbe church in 2004 and 2005. The church recently contacted her about tbe 2006 payment, which they had not received. ARDEN HILLS CITY COUNCIL - JULY 10, 2006 10 She stated staff felt the tcrms of the agreement were quite reasonable in exchange for the on- . going use of the parking lot. Therefore, in the revised agreement, they left the terms the same with the only change being made in regards to duration. Staff was proposing the new agreement be for five years, unless one of the parties provided required notice of intent to terminate to tbe other party. She recommended Council approve the Joint Use Agreement for Trinity Lutheran Parking lot effective January 1,2005. MOTION: Councilmember Grant moved and Councilmember Pellegrin seconded a motion to approve tbe Joint Use Agreement for Trinity Lutheran Parking Lot effective January 1, 2005. The motion carried nnanimously (5-0). 8. UNFINISHED BUSINESS A. Shoreline Lane Drivewav Repair Update Ms. Giga updated the Council regarding the driveway at 3153 Shoreline Lane. She indicated they had televised the sewcr scrvice per Council direction at the June 26, 2006 work session meeting. The video showed some cracks in the sewer service near the street, but not near the garage apron, and therefore, the sewer service does not appear to be the cause of the holes in the garage apron. She indicated since the last time Council discussed this concern, two more holes have appeared. She stated it was her recommendation that staff continue to explore what was causing the holes around the garage apron. . Mayor Aplikowski believed this was some form of a washout, which would require someone to do some digging, but she was not sure tbis was a City issue. Councilmember Larson stated he believed the City had an obligation to look at this as since they had worked in that area, put in the new driveway, and now that driveway was not functioning. He stated tbe City needed to explore this further and he did not believe tbey could walk away from this. Councilmember Holden stated they needed to find out why the holes wcre reoccurring and why the asphalt was sinking. Councilmember Pellegrin asked what the next step was. Ms. Giga responded they would need to do some exploratory excavation to determine why the holes were occurring and at that time take any necessary steps to correct the problem. Councilmember Pellegrin agreed with Councilmember Larson and believed they needed to determine were the problem was. . . . . ARDEN HILLS CITY COUNCIL-JULY 10,2006 11 Jeff Lanasa, 3153 Shoreline Lane, stated they had a new driveway which was lorn up when tbe City came in to do the street work. He stated tbey were told asphalt could be done and concrete was an option. He did not believe the asphalt was put in correctly and noted the work was done at night. He indicated they had a bunch oflow spots where water sat and now tbey had asphalt disappearing. He stated the garage apron was also dropping. He stated this has been ongoing for a couple of years and they were eager to have tbis taken care of. He indicated it made sense to find thc cause of the problem. He stated they wanted a functioning, draining driveway. B. TCAAP Ms. Barton updated on the Council on recent TCAAP developments. 9. COUNCIL REQUESTS A. Metropolitan Council Livable ComIDnnities Mayor Aplikowski read into the record a letter regarding the Metropolitan Council Livable Communities. B. Letter from Mayor Hoglund regarding US Mayor's Climate Protection Agreement Mayor Aplikowski read a letter from Mayor Hoglund regarding supporting the U.S. Mayor's Climate Protection Agreement. Mayor Aplikowski adjourned tbe Regular City Council Meeting meeting at 8:52 p.m. Beverly Aplikowski Mayor Michelle Wolfe City Administrator NOTICE OF MEETINGS The next Council Meeting will be held Monday, July 31, 2006 at 7:00 p.m. at the Arden Hills Council Chambers. . . . ~ ~~ILLS Approvcd: CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION JUI~Y to, 2006; 8:52 P.M. ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER Mayor Aplikowski called the meeting to ordcr at 8:52 p.m. Present: Mayor Aplikowski, Councilmembers: Brenda Holden, Gregg Larson, David Grant and Vincent Pellegrin. Absent: None Staff Present: City Administrator, Michelle Wolfe; Assistant City Administrator, Schawn Jolmson; and Recreation Supervisor, Michelle Olson. Opcrations and Maintenance Department Orl!anizational Structure City Administrator Michelle Wolfe provided the City Council with an overview of four differcnt organizational charts that arc bcing proposed for the Opcrations and Maintenance Depaltment. Chart A illustrates the structure that preceded the current structure. The Chart A structure allows more focused attention on parks, trails and recreation due to the scparation from public works. The weakncsscs of this structure are that you losc flexibility from your labor pool; it adds another management position and department to the City structure which includes added costs, and potentially weakens tbe ability to pool resources as needed. Chart B illustrates the current structure. Strcngths of this structure include increased flexibility from the labor pool, operating and cost efficiencies, less management overhead, and cross training opportunities. A potential weakness is the concern that some areas of the Operations and Maintenancc Department may not be maintained as efficiently. Chart C illustrates somcwhat of a hybrid between Charts A and B. It contemplates splitting out some ofthc Parks and Recreation activities from O&M and changing the name ofthe department back to Public Works. However, it maintains the labor pool concept lor maintenance of parks and trails and other related activities. Parks planning and rccrcation activities would be managed ARDEN HILLS CITY COUNCIL WORK SESSION - JULY 10, 2006 2 by a position labeled Parks, Trails, and Recreation Manager, which reports to the Public Works Director. As envisioned this position operates similar to an Assistant Public Works Director . responsible for managing parks and recreation. Equally important is that this structure contemplates future growth in that thc Parks and Rccrcation Manager position can be upgraded to a Parks and Recreation Director in the future as needed. Chart D illustrates an option that splits parks, trails, and recreation rcsponsibilities three ways. It also contemplates the possibility of incorporating the City Engineer position into the Public Works Director position, increasing our cngineering expertise on staff. The Recreation Supervisor position would function as it currently does, except that the position would report directly to the City Administrator and not to the Public Works Director. The Community Development Department would handle parks and facilities planning. The labor pool would be maintained in the Public Works Department. The potential advantages are that it allows each of the three areas to be separately focused on, without having to add additional staff. Another potential advantage is that we may be able to add engineering expertise and experience to the staff, which would also potcntially increase the value of the Director position and hence the recruitmcnt pool of qualified candidates. City Administrator Michelle Wolfc recommended Option C to the City Council on the basis of the following reasons: . Provides flexibility for the Public Works Department to grow in the future; . Proposes the creation of a Parks, Trails, and Recreation Managcr position to oversee the recreation and park plarming areas; . Maintains thc City's current labor pool structure for completing maintenance related activities. . Councilmember Holden asked why the manager position would be namcd the Parks, Trails, and Recrcation Manager. City Administrator Wolfe said that common terminology for this position IS Parks and Recreation Manager. Councilmember Grant recommended that the Parks, Trails, and Recreation Manager be classified as a Rccrcation Supervisor position. Mayor Aplikowski said that it has been difficult for thc City to recruit and keep quality staff members for an cxtended period of time. It is important for the City to find the right person that meets the City's public works and recreation needs. City Administrator Wolfe said that the ideal candidate for the Public Works Director position would bc an individual that has good management and leadcrship skills. It is also important for the City to capitalize on the abilities of our current Recreation Supervisor. Councilmember Holden said that shc is comfortable with option C. She would like to have trails removed from the proposed Parks, Trails, and Recrcation Manager title. . . . . ARDEN HILLS CITY COUNCIL WORK SESSION - JULY 10, 2006 3 Councilmember Larson said that he is supportive of option C, but believes that tbe trails should remain in the proposed titlc change. Councilmember Grant said that he is supportive of option C. Mcmbers of the City Council requested that the proposed organizational change in tbe Operations and Maintenance Department be brought forth to the City Council for further discussion at a future City Council meeting. The meeting adjourned at 9:30 p.m. Beverly Aplikowski Mayor Michelle Wolfe City Administrator . ~ ~HlLLS City ot Arden Hills Request for Council Action Prepared by: Murtuza Siddiqui ""'~ Dept.: Finance Council Mtg. Date: July 31, 2006 Final Action Needed By: July 31,2006 Agenda ltem~WI. Claims & Payroll Budgeted Amount: Across City BudQet - All Funds Actual Amount: See Financiallmolications Funding Source: Across City BudQet - All Funds Council Action Request: Review and Approve Consent Agenda Item 3.A. - Claims and Payroll Staff Recommendation: Approve Consent Agenda Item 3A - Claims and Payroll Advisory Commission Action: Commission Date Action Planning PTRC 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 Financiallmplicalions: Payroll #14- $91,499.82 Accounts Payable Claims Since 7/10/06 Council Meeting: 1. Paid Claims - Batch 001-07-2006: 2. Paid Claims - Batch 002-07-2006: 3. Paid Claims - Batch 004-07-2006: 4. Paid Claims - Batch 005-07-2006: 5. Unpaid Claims - Batch 003-07-2006: 6. Unpaid Claims - Batch 006-07-2006: Claims Total Administrator/Staff Comments: $ 2,334.17 $ 65,192.21 $ 42.00 $ 23,837.77 $ 132,871.66 $ 46.735.66 $ 271,013.47 . Page 1 of 1 CITY OF ARDEN HILLS CHECKS DATED 7/1412006 (PIR # 14) . ~~l\{PLQY$~M1\ii' :11 Fir SIT FlCAOasdi FlCA Medicare ITOT AL TAXES FIRST JULY PAYROLL BiweekI' 6/24/06 to 717/06 : <:;\MT,::" 8,414.91 3,043.04 4 195.76 981.28 16,634.991 . Freopert, Jackie Johnson, Scha"Wll Sj]seth, Pang Sweeney, Pamela [Wolfe, Michelle Barton, Karen Bvl, Sandra Brulev, Michelle Lehnhoff, James Mennenga, John Scherbel, David Siddiaui, Murtuza Andrews. Aaron Freyhergc:r, Scott Mooney, Joseph Moore, Thomas Penon, James Nowlan. Anthonv Saxe. Pete Schifskv, Mike Winkel, David Frid, Jeffrey Olson, Michelle Ber2er,Brian Bruhn-Ding, Jake Harris, Robert Krue!!er, Eliz.abcth Lynch, Ryan Wei2elt.Matthew Belian Colleen Uonemeyer, Alex Carlson, Kristie Ceronsky, Katherine Dahlberg, Amanda Diemer, Christooher Delano, Daniel Delano, Jennifer Grant, Sara Kinsel, MeEhan Hoxmeier, Peter Peterson. Jennifer KenneL Julia Rheault, Kathleen Wrobel, Alexander DeLisle, Emilv 4J95.76 98128 5,177.041 FSA Health Premium 1,434.25 ]2.128.00 FSA Dental Premium 283.18 337.64 FSA Health Care Rcimb 576.04 FSA Dependent Care Reimb 45&.33 ITOTAL FLEXIBLE SPE::\'DlNG 1 2,751.801 12,465.64 I PERA 2,670.59 2,913.40 ICMA 1,565.76 432.93 Central Pension Fund-Union 6]4.40 l"rOTAL RETIRE.MENT 4,850.75\ 3,346.33 1 Affinitv Plus Federal Credit Union 3,906.06 ruOE 49 Dues (Union) 120.00 LTD/STD lnsurancc 417.25 PERA l.ife Insurance 30.00 Life/Addl/Dep Life 184.60 100.80 UnitedWav Mn Child Support 391.50 ITOTAL VOLU"TARY 1 4,632.161 518.05 1 otat Emplovee Deduclions 28.869.70 'etPavrolt ]4.194.07 irect Deposit 30.835.05 ross Payroll Tie-Out 69,992.76 Ius City Paid llenefil 2t,507.06 CMA Benefit Held 000 OTALPAYROLLCOST 91,499.82 'ross Pa Toll ess Total FSA Ius Employer Match leMA et PIR Subject to FICA ICA Oasdi Ia2 6.20% FICA Medicare iiJ 1.45% 69992.76 2,751.80 432.93 67,673.89 4,195.76 981.28 . Note Federal and State Payroll Tax obligations are satisfied by means ofutitizing the "Taxtel" Electronic Tax Deposit Service. Trans- krs are typically made two business days after the payroll date: .::. 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Z i':' 0 " '" ~ 0 > " c c ~ U M " " 2 ~ 0 ..... 0 ~- a :g to 00 fr 'n " 0: ~ ~ P- i::: :D '" 0 " M Z I- Z c " 0< ;:l <l) s ;c:: '" '" l- i? ~ 00 o ~ ;;; 0 t:: 5 '0 " '" ~ ell .~ -0 C ~ e E 'f U W 0 '0 0 " CY " '" Vl to Vl ~ N U CO oa .s s 0 . <( u c CI) u E ~ 1:; QI ~ ~ 'C " . " A.. 0 A.. "" Vl <: ;E -< . ~ ~HILLS City at Arden Hills Request for Council Action Prepared by: SPJ Dept.: Admin Council Mtg. Date: 7/31/2006 Final Action Needed By: 7/31/2006 Agenda Item ~i~Bii Resolution 06-39: AppointinQ Election JudQes for the 2006 Primary E lectio n Budgeted Amount: NA Actual Amount: NA Funding Source: NA Council Action Request: Approve Resolution 06-39: Appointing Election Judges for the 2006 Primary Election Staff Recommendation: City Council Approval of Resolution 06-39: Appointing Election Judges for the 2006 Primary Election Advisory Commission Action: Commission Date Actio n Planning PTRC Not Not Supporting Documents (which are attached to this Action Form): . D Memo/Letter: [8J Resolution (No. 06-39) D Ordinance (No_ D Engineering Recommendation: D Attorney Recommendation: DOther: Financial Implications: Not Applicable Administrator/Staff Comments: . Page 1 of 1 ~ ~~HILLS . CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 06-39 RESOLUTION APPOINTING ELECTION JUDGES FOR THE 2006 PRIMARY ELECTION WHEREAS, tbe City of Arden Hills is dependent upon and appreciative of citizen assistancc for its election proccss and, WHEREAS, the Arden Hills 2006 Primary Election Judge appointments consists of individuals recommended by the City Clerk with the approval of the majority of the City Council. NOW, THEREFORE, BE IT RESOLVED that the Mayor and the City Council do hereby approve the following appointments for 2006 Primary Election Judges: . Precinct 1: Carol Abrahamson, William Canine, Barbara Engel, Dennis Johnson, Lisa Johnson, Kevin Keenan, Gerald McCauley, Marilyn Palmer, Judith Tekautz, Frances Thelen, Kenneth Yeager. Precinct 2: Georgene Gillespie, Janc Hagedorn, Vicki Henkel, Kevin Kennedy, Delores Kroll, Margarct McCauley, Lucia Miklas, Cathy Soldner, Kayton Palmer, Wesley Thompson, Clayton Zimmerman, Elizabeth Zukowski Precinct 3: Kathy Bridgeman, Larry Erickson, Ken Granquist, Marilyn Hathaway, Andrew Holewa, Lee Kern, Raymond Kreps, Kathy Nelson, Clarence Peterson, Elizabeth Stenglein, Margaret Thor, Mary Zimmerman. Precinct 4: Elwood Caldwell, Beane Cook, Carolyn Granquist, Faith Gudding, Pamela Hanson, Kathy Hagkull, Shirley Koosmarm, Evelyn Lawyer, Russel Lunak, Janet Nelson, James Otto, Diane Phillippi, James Quitter, Lyle Salmcla, Ted Stamos. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 31st DAY OF JULY, 2006. Beverly Aplikowski, MAYOR ATTEST: Michelle Wolfe, CITY ADMINISTRATOR . \\Metro-inel.us\ArdenHills\Admin\CounciIIResolutions\2006\O6.39- 2006 Primary ElecliOll Judges_doc ~ ~HILLS City ot Arden Hills Request for Council Action . ~ Prepared by: SPJ Dept.: Admin Council Mtg. Date: 7/31/2006 Final Action Needed By: 7/31/2006 Agenda Item !8. 1.... ~ ,;,;, .\.... . Motion to Approve the Cable Technician Service A!lreement with the City of New Briqhton Budgeted Amount: $3,000.00 Actual Amount: $3.000 Funding Source: Cable Fund Council Action Request: Motion to Approve the Cable Technician Service Agreement with the City of New Brighton Staff Recommendation: City Council motion to approve the Cable Technician Service Agreement with the City of New Brighton Advisory Commission Action: Commission Date Action Pla~ning PTRC Not Not Aj)plicable Not applicable Supporting Documents (which are attached to this Action Form): . IS] Memo/Letter: Memo from Schawn Johnson, Assistant City Administrator and Murtuza Siddiqui, Chief Financial Officer dated July 27, 2006 o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: [2] Other: Cable Technician Service Agreement with the City of New Brighton Financial Implications: Administrator/Staff Comments: e Page 1 of 1 . . . ~ ~~ILLS MEMORANDUM DATE: Agenda Item 3.C. July27,2006 TO: Honorable Mayor and City Councilmembers Michelle Wolfe, City Administrator FROM: Murtuza Siddiqui, Chief Financial Officcr Schawn P. Johnson, Assistant City Administrator SUBJECT: Motion to Approve the Cable Tcchnician Service Agreemcnt with the City of New Brighton A TT ACHMENTS: City of New Brighton Cablc Technician Agreement BACKGROUND Due to the recent resignation of Ken Gammel as the City of Arden Hills Cable Technician, City staff has bccn exploring diffcrent options for the City Council to consider regarding the filling of this position. City staff contact cd tbc Cities of New Brighton, Roseville, and Mounds View to explore the possibility of a joint service agrecment for cable technician support. The City of l\.Tcn~' n....;ghton CI.".......=sC'C>.rl ~......t-.:,....""'C't ~.... ...."....s"~n..- ..-. ;A;-nt ,:,pf1'I'ce agreelnent ,v~th thp. rihl ......f A....,-lpn l'l(.....VV J.-'ll .....A}>'.L...... .,.....u .LJ.ll.....l....."l IU !Jl.U <'''15 U JV~.llL ..,.". Y . .U.< U.lV "-,.l'] ...,... ~ il...........~. Hills for cable technician services. The City of New Brighton currently has two IT/Cable Technicians on their staff and would be available to assist us with our cable broadcasting needs. The Cities of Roseville and Mounds View did not submit a proposal to the City for cablc technician services. City staff also conducted an external recruitment search for a cable technician. The City of Arden Hills advcrtised the open position with the local cable commission, Leaguc of Mimlesota Citics, and through a local government list serve. The City of Arden Hills received rcsumes from two candidates for the cable tcchnician position. On June 20th, City staff interviewed the two candidates for the open position. OPTIONS FOR CITY COUNCIL CONSIDERATION After completing the interview stage of the recruitmcnt process, City staff revicwed the proposal submitted by the City of New Brighton and the qualifications of the two candidates that were interviewed by City staff. The following options were revicwed and considered by City staff: Page 2 of2 Option A-Service Agreement witb the City of New Brighton for Cable Technician Support in the amount of $250.00 per month. City staff is estimating that the Cablc Technician position would . be paid approximately $18.00 to $20.00 per hour. If the salary for this position is $20.00 per hour (approximately 3 hours per week), the City of Arden Hills would pay this individual approximately $240.00 per month for tbis position. Roughly, a $10.00 per month difference between the proposal submittcd by the City of New Brighton and tbe cost of hiring a technician. Also, Arden Hills would not be responsible for future recruitment efforts, salary, training, and finding a substitute cable technician if the need ever arises. The New Brighton City Council recently approved the proposed joint service agreement at their July 25th meeting. Option B-Hire one of the two candidatcs for tbe Cable Tcchnician Position City Staff Recommendation- City staff is recommending City Council approval of Option A. . . . . . Agreement between the City of New Brighton and the City of Arden Hills For Cable Services Purpose: The purpose of this agreement is to outline the services to be provided by the City of New Brighton to the City of Arden Hills related to cable services. Duration: This agreement is effective August 1,2006 and will cxist for one year from this date. This agreement and terms can be renewed at the end of one year. Either party can terminate the agreement if a 90 day notice is provided in writing to tbe other party. Explanation of Services to be Provided: The City of New Brighton agrees to provide cable services to the City of Arden Hills. This will include video taping the monthly Planning Commission and City Council Meetings, scheduling the playback for these meetings, and inputting information on the cable charmel bulletin board. The City of Arden Hills agrees to provide the cable technician with information/text for tbe bulletin board. It is estimated that the total time required in Arden Hills will be approximately thrce hours per week. The City of New Brighton will provide thc City of Arden Hills with technical feedback about the operations of the equipment. If the cable equipmcnt is not functioning properly, the City of New Brighton Cable Technician will inform the Arden Hills staff of the problem to ensure that the problem is corrected in a timely fashion. Any additions to the services outlined above will be reviewed and agreed upon by both parties and included in an amendment to this agreement. The City of Arden Hills agrees to provide the equipment needed for the above services. Employment: The cable technician will remain an employee of the City ofNcw Brighton during the scope of their work with the City of Arden Hills. The City ofNcw Brighton will be responsible for worker's compensation, salary, training and other benefits related to this position. Cost: The City of Arden Hills agrees to pay $250/month for the above services. The City of New Brighton will invoice the City of Arden Hills on a monthly basis. Payment will be made by the I st of each month for services and remitted to: City of New Brighton Attn. Accounts Payable 803 Old Hwy 8 NW New Brighton, MN 55112 Jearma Troha Acting City Manager City of New Brighton Michelle A. Wolfe City Administrator City of Arden Hills . Prepared by: SPJ Dept.: Admin Council Mtg. Date: 7131/2006 Final Action Needed By: 7131/2006 ~ ~HlLLS City ot Arden Hills Request for Council Action F""!n1,mil;'~ Agenda Item ~~g._: h ~,~",:g". Motion to Approve the Cancellation of the Auqust 14' City Council Meetinq Budgeted Amount: Q Actual Amount: Q Funding Source: NA Council Action Request: Motion to Approve the Cancellation of the August 14th City Council Meeting Staff Recommendation: City Council Motion to Cancel the August 14th City Council Meeting Advisory Commission Action: Commission Date Action Planning PTRC NotApplic"bl,,________" Notapplicable Supporting Documents (which are attached to this Action Form): . [2J Memo/Letter: Memo from Schawn Johnson, Assistant City Administrator dated July 27,2006 o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: Administrator/Staff Comments: . Page 1 of 1 ~ /]'\~ HILLS MEMORANDUM DATE: Agenda Item 3.0. July 27,2006 TO: Honorable Mayor and City Council Members Michelle Wolfe, City Administrator FROM: Schawn Johnson, Assistant City Administrator SUBJECT: Motion to Cancel the August 14th City Council Meeting Overview City staff is seeking authorization from the City Council to cancel thc mccting schcduled for August 14th at 7:00 PM. Recommendation- Motion by the City Council to cancel the August 14th City Council meeting. \\I\!letro-inet.us\ArdenHiHs\Admin\Assistant City Adnrinistrator\Mcmo's and Lcttcrs\2006\Cancelation of the August 14th City Council Meeting.DOC . . . . p;:epa~edbY~KAG ~ Dept.: Engineering Council Mtg. Date: 7/31/2006 Final Action Needed By: 7/31/2006 ~ ~HILLS City of.AJ"tlen IIiBs Request for COlmcil Action Agenda Item3.E CSAH 96 Landscape and Irriqation Improvement Proiect Budgeted Amount: $170,000 Actual Amount: $123.013.50 Funding Source: General Capital Fund Council Action Request: Motion to approve Payment #2 for the CSAH 96 Landscape and Irrigation Improvement Project to Margolis Company in the amount of $12,575.53. Staff Recommendation: Approve Pay Estimate #2 in the amount of $12,575.53 for Margolis Company of Roseville, MN. Advisory Commission Action: Commission Date Action Planning PTRC Not Applicable Not Applicable Not applicable . Supporting Documents (which are attached to this Action Form): o Memo/Letter: o Resolution (No. ) o Ordinance (No. ) ['X:] Engineering Recommendation: See attachment o Attorney Recommendation: ['X:] Other: Application for Payment #2 Financial Implications: Payment #1 was made 10 Margolis Company in the amount of $137.513.11; the total contract amount is $176.732.50. The Budgeted Amount and Actual Amount indicated above are the City's project costs only. Ramsey County is also a partner in this project and they will be contributing approximately $90,710.03 to the project. Retainage is being held for the plants for the duration of the warranty period. Administrator/Staff Comments: . Page 1 of 1 . . . URS AGENDA ITEM 3.E 'n~resher Square 700 Third Slrect South Minneapolis, MN 554 t 5 Phone, (612) 370.0700 Fax: (6]2) 370-U7X To: Cc: Murtuza Siddiqui I Arden llills Finance Dircctor Michelle Wolfe I Arden Hills Kristmc Ciga! l\rden Hills File: 3] 809929.00301 From: Gregory S. Brown P.L Project Managcr Datc: July 17.2006 Subjcct: Pay Fs1imate #2 CSAH 96 Landscape and liTigation Improvement Project Background Thc Clty of Arden Hills awarded Margohs Company of Rose vii Ie, MN the CSAH 96 Landscape and Irrigation Improvement Project on April 24,2006 for a total contract amount of $J 76,737.50. Prn;p~~~ <;;f'.!tn,,-- -" _ .....,_....~ k"''-U'''''.' The Contractor has completcd all aspects of the project with the cxception oflhe installation of the service cabine!' which has been ordcred and will bc installed oncc the Contractor rcceives it. The imgation system has bcen tcsted and all zones are operationaL A meeting was organized With City stal{ tbe Contractor, and the Engineer last week in ordcr to create a punchlist to finalize the work. The responsibility of watering of the trees will altcrnate by month between the Contractor and the City O&M over thc next 1I.)ur months. Retainagc is being held It)r the plants 1I.)r the duration ofthc warranty period specified in the Contract documents. Rccommendation We recommend the Council approve Pay Estimate #2 It)r Margolis Company of Rosevi lie, MN in the amount of$12,575.53. . . . APPLICATION FOR PAYMENT PAYMENT NO.2 URS Copy City Copy VC"nlractor~ I, "tor Copy 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 31309929.00201 7117/2006 7/14/2006 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 12.66% Retainage: Amount Due To Date: Less Previous Payments: Total Due This Application: $176,732.50 $0.00 $176.732.50 $171.844.10 $0.00 $171,844.10 $21.755.46 $150,088.64 $137,513.11 $12,575.53 I hereby certify that all items and amounts shown are correct for the work completed to date. Coo""'oe Meego'" :"~ By: D//ul-tZ ~. r/ Date: 7-/7-dh The work shown on this project and the application for payment have been reviewed and the amount shown is recommended for payment Date: 7-/l-06 APPROVED FOR PAYMENT Owner: City of Arden Hills By: Date: Page 1 of 5 Payment History Payment Number Payment Application Date Payment End Date Amount $137,513.11 1 Total Payments: $137,513.11 Page 2 of 5 . . . Application for Payment: Itemization Schedule: A - BASE BID . Unit Contract Contract T Q Date To Date No. Item Un~t Price Quantity Amount Quantity Amount MOBILIZATION LS $5,125.00 1.00 $5.125.00 1.00 $5,125.00 2021.501 2 COMMON EXCAVATION (PLAN QUANITY ITEM) CY $32.50 500.00 $16.250.00 400.00 $13,000.00 2101501 3 DECIDUOUS TREE 2.5" TREE $382.00 186.00 $71.052.00 186.00 $71,052.00 ~:,71_'JO? 4 PARDON ME DAYLlI.L Y PLANT $9.00 1.264.00 $11.376.00 1.264.00 $11.376.00 2:;71.507 5 RUOBECKIA PLANT $8.00 728.00 $5.824.00 728.00 $5,824.00 2571.507 6 L1ATRIS PLANT $8.00 165.00 $1.320.00 165.00 $1,320.00 2~71.5(17 7 P APRI KII YARROW PLANT $9.00 280.00 $2.520.00 280.00 $2,520.00 2571507 8 AUTUMN FIRE SEOUM PLANT $9.00 300.00 $2.700.00 300.00 $2.700.00 25/l.501 9 SNOW FLURRY ASTER PLANT $8.00 360.00 $2,880.00 360.00 $2.880.00 ?571,>O7 10 KARL FOERSTER GRASS PLANT $9.00 14000 $1,26000 134.00 $1.206.00 2571.507 11 MORDEN SUNRISE ROSE PLANT $25.00 280.00 $7,000.00 280.00 $7.000.00 2~71.507 eS;l.,mCl-IAMPllN ROSE PLANT $25.00 115.00 $2,875.00 115.00 $2.875.00 13 SEED TYPE LAWN SY $2.25 1.150.00 $3,937.50 1,75000 $3.937.50 2575505 14 STEEL EDGER LF $4.75 2.300.00 $10,925.00 2,300.00 $10,925.00 2575.503 Subtotal: $145,044.50 $141.740.50 Schedule: B - BID ALTERNATE No. Item Unit Unit Price Contract Quantity Contract Amount To Date Quantity To Date Amount IRRIGATION SYSTEM 25041,01 LS $31,688.00 100 $31,688.00 0.95 $30.103.60 Subtotal: $31.688.00 $30.103.60 . Grand Total: $176.732.50 $171,844.10 Page 3 of 5 Application for Payment: Itemization Summary Schedule Contract Amount To Date Amount of Work Completed Schedule: A - BASE BID $145.044.50 $141,740,50 Schedule: B - BID ALTERNATE $31.688,00 $30.103.60 Grand Total: $176,732,50 $171,844,10 Page 5 of 5 . . . f . . . t~ Prepared by: JL ... .. Dept.: C. Dev Council Mtg. Dat : 7/31/2006 Final Action Needed By: 8/20/2006 ~ ~J-IILLS City ot Arden Hills Request for Council Action Agenda Item"l;,~ PC #06-019: SUP Amendment and Site Plan Review; Celestica (Charles Patterson); 4300 West Round Lake Road Budgeted Amount: $0.00 Actual Amount: $0.00 Funding Source: n/a Council Action Request; Consider a motion to approve Planning Case 06-019 for a Special Use Permit Amendment and Site Plan based on the submitted plans. the seven findings of fact, and the four conditions in the planning case report. Staff Recommendation; Approve the Special Use Permit Amendment and Site Plan Review. Advisory Commission Action: Commission Planning PTRC Date Action 7/12/2006 Not Applicable. Not applicable Supporting Documents (which are attached to this Action Form): [2J 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 . . . ~ ~~!:-IILLS MEMORANDUM DATE: CC Agenda Item 7.A July 24, 2006 TO: Mayor & City Council FROM: James Lehnhoff, City PlalUlcr/1j . ~.- SUBJECT: PC #: 06-019 Celestica Charlcs Pattcrson 4300 West Round Lake Road Special Use Permit (SUP) Amendment Back!!round The applicant proposes to install a second 12,000 gallon nitrogen tank immediately south of the existing 12,000 gallon nitrogen tank (Thc first tank was approved in Planning Case 02-33). The sccond nitrogen storage tank would be placed Oil a concrete slab, and the fence around the existing tank would be extended approximately twelve fcct to the south to completely enclose the proposed second tank. Discussion At the Planning Commission meeting, a fOUl1h condition was added that made the proposed 12,000 gallon nitrogen tank contingent upon review and approval by the Firc Marshal. The Fire Marshal has reviewed thc proposal and does not have any objections. Recommendation The Planning Commission reviewed Planning Case 06-019 and unanimously recommends approval ofthc Spccial Use Pcrmit Amcndmcnt and Sitc Plan Review to add an additional 12,000 gallon nitrogen tank to the south side of the building bascd on thc submitted plans and the scvcn Jindings of fact. Findings of Fact: I. Thc proposed tank will have no affect on traffic and will not rcduce the number of parking spaces on the site. iIMetm-inet.us'tardenhilis'iPlmming'iPlwllling Cn.\"es'12006W6-019 Ce!('slicn SUP Ami'!ndmell( WENDING)I071306 - CC Report Cefeslica site p{an reFlew, doc Page 1 of3 2. The proposed tank will not create any noise, odors, or have any noticeable visual impact. 3. The proposed use will have no affect on drainage or population density. 4. The applicant proposes to extend the existing fcnce twelve feet south to fully screen the . proposed tank from adjacent properties. The fence around the air handling units and thc vegetation to the south will almost fully screen the nitrogen tank area from Round Lake Road and Interstate 35W. 5. It is unlikely that the proposed tank would affect land values. 6. Park dedications do not apply in this case. 7. The proposed use is not contradictory to the Comprehensive Plan or the intent of the Ordinance. Recommended Conditions: The Planning Commission and Staffrecommcnd that the approval be subject to the following four conditions: 1. The applicant shall continue to abide by the conditions of approvallistcd in Special Use Permit #96-12, 97-23, 00-40, 01-08, 02-33, 06-003 and any othcr approved permits. (Permits 01-12a and 01-12b have expired and do not apply.) 2. The applicant shall be required to obtain all ncccssary building pennits before construction begins. 3. The fencing around the additional nitrogen tank shall be install cd as proposed immediately after installation ofthc nitrogen tank. 4. The proposal shall be subject to review and approval hy the Fire Marshal. . Resident Comment: Slaffhas not received any public comments regarding this application. Options I. Approve the proposal as submitted. 2. Approve the proposal with conditions. 3. Deny the application with reasons for denial. If the City denies the petitioncrs request, ".. .it must state in writing the reasons lor the denial at the time it denies the requcst." 4. Tablc lor additional information. Deadline for Al!encv Actions The City of Arden Hills rcceived the completed application for this request on June 20, 2006. Pursuant to Minnesota State Statue, the City must act on this request by August 20, 2006 (60 days), unlcss the City provides the petitioner with written reasons for and additional 60 day \\/lIetro..inct.uslardenhillsIPJalllJingIPianning Ca:;esI2006W6-019 Celesfica SUP Amendment (PENDING) ',07 /306 - CC Report Celcstica site plan review.doc Page 2 of3 . . . . review period. The City may, with the consent of the applicant, extend thc review period beyond the initial 120 days. Attachments 7Acl 7A-2 Draft Planning Commission Minutes Report to the Planning Commission- Also available online at - http://wv.w.ci.arden-hills.mn.us \\AfeIHJ-inet,lIslardenhills'.P!annillg',Planlling Cases\2006\06-019 Ceieslicn SUP Amendment (f-'ENDl,VG)\07J 306 - CC RPfJOrt - Celestica site. plan revinv.doc Page 3 of3 . Attachment 7 A -1 Draft Planning Commission Minutes . . July 31,2006, City Council Meeting . . . ARDEN HILLS PLANNING COMMISSION - JULY 12.2006 2 A. PLANNING CASE 06-019: SPECIAL USE PERMIT AMENDMENT AND SITE PLAN RIWIEW, CEI~ESTICA; 4300 ROUND LAKE ROAD Mr. Lehnhoff stated the applicants were requesting a Special Use Permit (SUP) Amcndment and Site Plan Revicw to Planning Case No. 06-019 to install a second 12,000 gallon nitrogcn tank. Staff recommended approval with the following conditions: I. The applicant shall continuc to abidc by thc conditions of approval listed in Special Use Permit #96-12, 97-23, 00-40, 01-08, 02-33, 06-003, and any other approved pcrmits. (Pem1its 01-12a and 01-12b have expired and do not apply.) 2. Thc applicant shall be required to obtain all neccssary building permits before construction begins. 3. The fencing around thc additional nitrogen tank shall be installed as proposed immediately after installation of the nitrogcn tank. Commissioner McClung asked if the Fire Marshal had reviewed this application for thc hazardous material that would bc added to the site. Mr. Lehnhoff responded thcy had not, but if there was a concern, the Fire Marshal could look at this prior to the Council mccting. Chair Sand opened the public hcaring at 7:07 p.m. Chair Sand invited anyone for or against the request to comc lorward and make comment. There wcrc no public comments. Chair Sand closed thc public hearing at 7:08 p.m. Commissioner Thompson noted in thc conditions they indicated the fencing around the tank should be installed immediately afler installation. She asked if there was a definition of immediate. Mr. Lchnhoff responded the fence would nccd to be put in within a couple of days, but if the Commissioner wanted to elarify thc time frame in the conditions, they could do that. Commissioncr Larson moved, seconded by Commissioner Modescttc to recommend approval of Planning Case No. 06-019 Special Use Permit (SUP) Amendment and Site Plan, subjcct to the three conditions as noted in staffs Junc 29, 2006, report and adding a fourth condition to read: Thc SUP Amendment and Site Plan shall be reviewed by the Fire Marshal for his approval and/or recommendation. The motion carried unanimously (5-0). ./.:Itt~a . Attachment 7 A - 2 Report to the Planning Commission Available online at: h Up: I !\V\'Y.-"'v',,~.ci.arden-hil1s_mn_J'-s, . . July 31, 2006, City Council Mecting . 1i~ Prepared by: JL . Dept.: Com. Dev Council Mtg. Date: 713112006 Final Action Needed By: 812212006 ~ ...-A~ILLS . CIty ot Arden HIlls Request for Council Action. Agenda Item~i.fj PC #06-020: Site Plan Review; City Insulation of Madison: 3755 Dunlap Avenue Budgeted Amount: $0.00 Actual Amount: $0.00 Funding Source: n/a Council Action Request: Consider a motion to approve Planning Case 06-020 for a Site Plan Review for exterior modifications to 3755 Duniap Avenue based on the submitted plans, the fourteen findings of fact, and the six conditions in the planning case report. Staff Recommendation: Approve the Site Plan Review. Advisory Commission Action: Commission Planning PTRC Date Action Approved Not Applicable Not applicable 711212006 . Supporting Documents (which are attached to this Action Form): I2J MemolLetter: Report to the City Council Draft Planning Commission Minutes Report to the Planning Commission with attachments D Resolution (No. ) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: DOther: Financial Implications: Administrator/Staff Comments: . Page 1 of 1 . . . ~ ~~JIILLS MEMORANDUM DATE: July 24, 2006 CC Agenda Item 7.B TO: Mayor & City Council FROM: Jamcs Lehnhoff, City Planne! r- SUBJECT: PC #: 06-020 City Insulation of Madison/Alpine Insulation 3755 Dunlap Avenue Site Plan Review Backl!.round The applicant proposes to add four new loading docks to the south side of the existing 11,720 square toot building at 3755 Dunlap Avenue. Modifications to buildings in the B-4 Zone require an approvcd site plan rcview. Thrce of the docks would be 16' wide and 14' high and the weste\ll most dock would be 12' wide and 14' high. There is one existing loading dock on the south side o[thc building near the front of the building and one loading dock on the west (rear) side of the building. Both of the existing docks doors would remain. The applicant is not proposing any othcr changes to the building or the lot. The building contains 10,320 square fcet of warehouse space and 1,400 square feet of oftice spacc on a .93 acre lot. The business occupying the space, an insulation installer and contractor, is a confonning office/warehouse use in the B-4 Zone. According to the applicant, thc doors are needed to provide bctter access to the warchouse portion of the building for easier and more efficient loading and unloading of insulation materials. The docks are not meant to significantly increase the number of trucks or traffic on tbc site. The proposed dock doors would match the cxisting dock doors. Recommendation The Planning Commission reviewed Planning Case 06-020 and unanimously recommends approval o[the Site Plan Rcview to add four new docks to the south side of the building based on the submittcd plans and the fOUlieen findings of fact. On the Purpose of the B-4 Zone: 1. While the existing use is not retail hased and is unlikely to advance the retail goals of the zone, the cunent office/warehouse use is a legal, confo\llling use in the B-4 Zone. \IAfdm_inCI_lls1ardcl1hiils'IPlallning'IPlanning Cases\20061.06-020 City InSl/la/ion site plan I"(:'\riew (PE,VDING)W71 306 - CC Report - Cily IrlSu{nlion sire plan review.doc Page 1 01'3 2. The proposed cxterior modifications to 3755 Dunlap Avenue will likely increase the uscfulness of the building for the existing office and warehouse use. The applicant is not proposing any other changes or upgrades to the exterior of the building. . 3. The proposed modifications are compatible with the other buildings in the B-4 Zonc in ternlS lot anangement and design. Eight ofthe other nine buildings in the B-4 Zone havc loading docks (Attachment 3B-2). Six ofthe eight buildings havc four or more loading docks. The building immediately north ofthc subject property has 18 loading docks and the building to the south of the subjcct property has four loading docks. 4. Thc vehicular and pedestrian circulation will be similar in charactcr to the other buildings in the B-4 Zone. 5. The existing mTangement on the lot produccs congestion on the site becausc ofthe limited access to the warehouse portion of the building which causes trucks to wait on the site for reloading. The addition of the proposed dock doors may help reducc congestion and tnlck idling on the lot. On the Design Requirements of the B-4 Zone: 6. The mass of the sitc will not change and the color of the building has not bcen proposed to change. The existing color is similar to other buildings in the B-4 Zone. The proposed loading dock doors will he similar to the existing dock doors. On the Special Use Permit Evaluation Criteria: 7. The proposed modilication will not reduce parking on the site. There is sufficicnt space lix additional parking to accommodate all ofthc employees at the rear of the lot The additional loading dock doors may reduce truck traffic congestion on the site due to better access to the warehouse and fastcr loading and unloading times. . 8. The proposed modification is unlikely to produce any pernlanent increase in noise, glare, odors, vibration, smoke, dust, air pollution, heat, liquid or solid waste, or any other nuisancc characteristics. Therc may be temporary dust or odors during construction. 9. The proposed modification will not affect drainage. The western portion of the lot drains toward Dunlap A venue and the eastern portion of ti,e lot drains toward the rear of the lot. Therc are no known drainage issues and drainage will not bc altered with this proposal. 10. Thc proposed use will not affect the population dcnsity of the neighborhood. II. The proposed exterior modifications to 3755 Dunlap Avenue will likely have a neutral affect on adjacent propcrties or the City as a whole. 12. The park dedication fec does not apply to this project. 13. The propos cd modifications are in conformance with the requirements of the Zoning Ordinance. The proposed modifications are not in conflict with the Comprehensive Development Plan. 14. Thc paint on the building has been stained hy rust and thc light on the south side of the building is broken. Recommended Conditions: The Planning Commission and Staff recommend that the approval bc subject to thc following six conditions: iiMetni-ine{_ilslnrdCl1hi{{sIPlalHlingWlanning (,'asesll()06I06-020 City Insula/lOll site plan reviel"v (Pl:.NDING)I07! 306 _ CCReporl- Cify Insulation sill.' plan revie\vdoc Page 2 on . L . 2. 3. 4. 5. G. Thc project shall be completcd 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. The applicant shall obtain thc necessary building permits beforc beginning any modifications to the exterior ofthe structurc. Any matcrials stored outside of tbe building shall be removed or placed inside of the building. No outdoor storage shall be pcmlitted. The dumpsters shall be moved to the rear of the propcrty and screened from the public right-oj~way. Any damaged outdoor lighting shall be repaircd or replaced. The exterior of the building shall bc washed and/or painted to remove mst stains, to repair any damage that may be caused during construction activities, and to fix any other pealing areas. If the building is painted a new color, the paint shall be compatible with the brick on the officc area of the building and othcr buildings in the B-4 Zone. Resident Commellt: Options Stan-has not reccived any public comments regarding this application. I. Approve the proposal as submitted. 2. Approvc thc proposal with conditions. 3. Deny the application with reasons for denial. If the City denies the petitioners rcquest, ".. .it must state in writing the reasons for the denial at the time it dcnies the request." 4. Table for additional infOlmation. . Deadline for Agencv Actions Thc City of Arden Hills received the completed application for this request on June 22, 2006. Pursuant to Minnesota State Statue, the City must act on this request by August 22, 2006 (60 days), unless the city provides the petitioner with written reasons for and additional 60 day review peJ;od. The City may, with thc consent of the applicant, extend the review period beyond the initial 120 days. Attachments 7B-I 7B-2 Draft Planning Commission Minutes Report to the Planning Commission - Also available online at - http://www.ci.ard~n- hiIls,rnn.us/Council and Committees/Planning Commission/Julv06 PC.htm . iIMetro-inCI.USlnrdenhi/!sif'lnnnillgIPlalll1ing Cases\2006W6-020 City Insularion site pial! review (PENDING) 107 IJ06 - CC Report ~ Cit)' Ins/dmion site plan rCl'ie,v_doc Page 3 of3 , e Attachment 7 B-1 Draft Planning Commission Minutes . . July 31,2006, City Council Meeting . . . ARDEN HILLS PLANNING COMMISSION - JULY 12, 2006 3 B. PLANNING CASE 06-020: SITE PLAN REVIEW, CITY INSULATION 01" MADISON; 3755 DUNLAP A VENUE Mr. Lehnhoff stated the applicant was requesting a Site Plan Review to modify the extcrior of the existing building at 3755 Dunlap Avcnuc in the B-4 Zone to add four loading docks to thc south side of the building. Staff recommended approval of the Site Plan Rcvicw subject to the subject to the following conditions: I. The projcct shall be completed in accordance with the plans submitted. Any significant changes to these plans, as determined by thc City Planner, shall rcquire review and approval by the Planning Commission. 2. The applicant shall obtain the nccessary building pem1its before beginning any modifications to the exterior of the structure. Allhough the applicant is only proposing to add thc four loading bays, the rust stained walls, visible dumpsters, and brokcn lighting detract from the appearance of the site. ThcrcJ()Te, these additional conditions are proposed to further enhancc the site: 3. Any matcrials stored outside ofthe building shall be removed or placed inside of thc building. No outdoor storage shall bc permitted, The dumpsters shall be movcd to the rear of the property and screened from thc public right-of-way. Any damaged outdoor lighting shall be repaired or replaced. The exterior of thc building shall be washed and/or painted to remove rust stains, to rcpair any damage that may bc caused during construction activitics, and to fix any other pealing area. If the building is painted a nc\v co1or, the paint shall be compatible with the brick on the office area of the building and other buildings in the B-4 Zone. 4. 5. 6. Commissioner McClung asked if with thc addition of the bays, would the City see less trucks parked in the area. Mr. Lehnhoff responded he believed that was part of the purpose of adding the additional bays. The primary reason was to havc a more efficient operation and make it easier to access the warehouse portion ofthe building. Commissioner Larson stated that conditions 3-6 were excellent conditions and he was pleased to scc them in the report. Those conditions will help upgradc the look of the site. Commissioner Modesette agreed the conditions were warrantcd. She indicated tbe metal brackets on the outside of thc building wcre rusty and if thcy were painted, she believed they would continue to rust. Shc asked if these were outdated, would they stay, or would they be removed. Keith GleIm, Penhall Company on bchalf of the applicant, stated thc brackets would be removed and all holes would bc patched. DRAFT ARDEN HILLS PLANNING COMMISSION - JULY 12, 2006 4 Commissioner Larson askcd if the owner was in agreement with the four conditions . regarding the exterior of the huilding. Mr. Lehnhoff stated a copy of the report was always forwardcd to the applicant and he had not heard from the applicant. Keith Glenn rcsponded he did not believe thc owncr would have any problem with the conditions as outlined in staff s report. Commissioner Larson asked since the four conditions upgraded the exterior of the building, how would they be enforced. Mr. Lchnhoff responded as part of the sitc plan review, the huilding would be inspected and the four conditions would ueed to be met. Commissioner McClung moved, second cd by Commissioner Thompson to approve Planning Case No. 06-020, Sitc Plan Review to modify the exterior of 3755 Dunlap Avenue, subject to the six conditions as noted in staffs June 28,2006, report. The motion carried unanimously (5-0). . DI?4.J:r . . Attachment 7B-2 Report to the Planning Commission Available online at: http://1Nww.ci.ardeflchills.mn.us . . July 31, 2006, City Council Meeting . Prepared by: J~ DepL: C. Dev Council Mtg. Date: 7/31/2006 Final Action Needed By: 8/10/2006 ~ ~HILLS City ot Arden Hills Reqllest for Council Action . Agenda Item 7.C PC #06-013: Preliminary Plat: Amities Coast. LLC: 3685 & 3695 New Briqhton Road Budgeted Amount: $0.00 Actual Amount: $0.00 Funding Source: n/a Council Action Request: Consider a motion to approve Planning Case 06-013 for a preliminary plat based on the submitted plans, five findings of fact, and seventeen conditions presented in the Planning Case Report. Staff Recommendation: Approve the Preliminary Plat. Advisory Commission Action: Planning PTRC Action Commission Approved Not Applicable Not applicable 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 . . . . ~ ~~HILLS MEMORANDUM DATE: July 24, 2006 Agenda Item 7.C TO: Mayor and City Council FROM: Jamcs Lehnhoff, City Plannerp SUBJECT: PC #06-013 - Continuation Amities Coast, Inc (Phil Littlefield) Prcliminary Plat - 3685 & 3695 New Brighton Road Backl!round The applicant submitted the original preliminary plat and variance application on April 10th, 2006. That application sought to re-plat 3685 and 3695 New Brighton Road into four lots. A variance was also requestcd to allow all four lots to share one private driveway and for two lots to not be adjacent to thc public right-of-way. Due to the design of the preliminary plat, the plat was contingent upon approval of that variancc. Thc Planning Commission reviewed that application on May 3cd, 2006. The Planning Commission voted 3-2 (with one abstention) to recommend denial to the City Council. Thc applicant submittcd a letter to the City Council requesting the application be tabled with the intcnt of submitting a rcvised plat application. Thc City Council reviewcd the application on May 22nd, 2006, and voted to table the application and rcmand it back to the Planning Commission for further review. Due to thc limited time between the May City Council meeting and the June Planning Commission, the applicant was not able to submit a revised application in time for the June 2006 Planning Commission meeting. Therefore, at the June 7'h meeting, thc Planning Commission voted to table the application until the July 12th meeting. The applicant submitted a rcvised application that was reviewed at the July Ith, 2006, Planning Commission meeting. Revised Application Thc applicant is requcsting a preliminary plat to rcconJigurc 3685 New Brighton Road (1.87 acrcs) and 3695 Ncw Brighton Road (.99 acres) into Jour ncw lots. \1/iIelro-iller./ls'lardenhillsIPkmnfllgIPlallning CasesI2006',06-0/3 AmUies Coasr Preiimif/(/I}' Pial & VnrirU/ce (PENDING)1072406 - CC Reporl- amities plat & variance.doc Page 1 of5 Lot I is on the 3695 New Brighton Road property. Lots 3 and 4 are on the 3685 Ncw Brighton Road property. Lot 2 is split by the two existing parcels. Proposed Lot Size (sf) ! (11,000 sf minimum) i Lot 1 30,128 r Lot 2 27,897 I ~3.... .50,315 Lot4 .16,323 ----- ----~~----~._-- . . The applicant proposcs to have Lots I and 2 access New Brighton Road. Lot 3 would access Thorn Drive, and the existing access on proposed Lot 4 wOl,ld be relocated from New Brighton Road to Thom Drivc. According to thc proposed plans, Lots 1,2, and 3 would accommodate walk-out style homes. All of the stmctures on the 3695 Ncw Brighton Road property would be removed. A shed that would straddle the proposed lot line between Lots 2 and 4 would also be rcmoved. Thc existing dwclling and accessory structure on Lot 4 would rcmain. Discussion Preliminary Plat Thc preliminary plat is the first step in the two step platting process. Once the preliminary plat is approved, no new conditions related to the design of the plat can be added. The final plat is essentially a chccklist to ensure that the conditions from the preliminary plat were incorporated into the plat and all other requircd information has bccn submittcd. Based on the recommended conditions for approval, the applicant will need to submit the access permit for the driveways on . New Brighton Road, the pcrmits from Rice Creek Watershed, and have a portion of the utility easement vacated beforc thc final plat can bc approved. Variance The requested variance for thc proposed sharcd driveway and access point to New Brighton Road for Lots 1 and 2 was witbdrawn at the Planning Commission meeting at the request of the applicant. No action is required on the variance. Utility F:asement Vacation As noted in the report to the PJam1ing Commission, the proposed driveway for Lot 3 would cross a portion of a City utility easement for a Ii It station on thc propcrty. Although there are a number of places in thc City where driveways cross utility easements, the City Attorney rccommended vacating the portion of tbe easement that the driveway would cross. The City Enginccr reviewed thc proposal and determined that the portion ofthc utility easement with the driveway is cxcess land and can be vacated. Thereforc, the City Enginccr does rccommend approval of the partial utility easement vacation. IIMetm-inet.USlardcnhifLs',Planning'IP!anninR Case.~12(}061,06-0J3 Amities Coast Prefiminm} Flal & Varia/1ce (pENDINGji072406 CC Report . ami/iI'S plat & variance. doc Page 2 of 5 . . . A utility easement vacation requires a public hearing and approval from the City Council. If the preliminary plat is approved, the public hcaring lor the utility easement vacation will be scheduled prior to or in combination with the final plat review. Recommendation The Planning Commission reviewed Planning Casc #06-013 and recommends approval (4-0 with one abstention) of the preliminary plat based on the submitted plans and the following five findings of fact: Zoning Ordinance Findings: I. The preliminary plat proposal meets or exceeds all of the requirements of the underlying R-2 Zonc, including minimum lot size, lot width, and lot dcpth. 2. All four lots in the preliminary plat arc capablc of accommodating a dwelling that meets all required setbacks and covcrage limits withOllt a variance. Subdivision Ordinance Findings: 3. The proposed Lots mcct or exceed all of the requirements of the City of Ardcn Hills Subdivision Codc. 4. All four lots are adjacent to thc public right-ol~way and capable of supporting separate driveways if the variance for a shared access point is denied. 5. A park dedication fee will be required for this subdivision proposal. Recommended Conditions: The Planning Commission and StafTrecommcnd that the approval be subjcct to the following seventecn conditions: 1. Thc preliminary plat shall bc contingent upon approval of a request to vacate a portion of the utility easemcnt for the driveway on proposed Lot 3. 2. The applicant shall comply with applicable provisions of the City Codc and related ordinances. 3. The applicant shall submit thc final plat and application to the City of Ardcn Hills within thrce months of the preliminary plat approval date or the approval shall expire unless an extension is grant cd by the Planning Commission. The final plat shall reflect all changes required in the conditions of approval for the preliminary plat. 4. Thc project shall be completed in accordance with the plans submittcd as pal1 of the preliminary plat application. Any significant changes to these plans, as determined by the City Planner, shall requirc rcview and approval by the Planning Commission. 5. Thc applicant shall include a 12 foot drainage and utility easement centered on all common lot lines, and a 12 foot drainage and utility easement along the right-of~way. 6. The applicant shall pay a park dedication fee as determined by the City Council at the time the final plat is approved. 7. The applicant shall amend the fInal plat to bc in conformance with all of the comments from the July 3'", 2006, memo fi.om thc City Engineer. 1"I,~Jelro~ille{,usl.rJr{t(,lThil!s\Planl1ingiPfn}lning Coses\2006106-013 Amities C()fW PrelimilTmy PIal & Variance (PENDI/v'Ci)I072406 - CC Report nmilies plat & variance. doc Page 3 0[5 8. Any extension of City services for the new lot shall be subjcct to rcvicw and approval by the City Enginccr and all associatcd costs shall be the responsibility of the applicant. 9. Erosion control measures shall be installed before any grading or construction begins and . shall be maintaincd and remain in place until groundcover is reestahlished and construction is finished. 10. All non-conforming structures shall bc removed as indicated on the site plan before the final plat is filed and beforc any building permits are issued. It; howcvcr, this is not possible, the developcr shall post a financial surety with the City to ensure removal within one year from the approval of the final plat II. The applicant shall submit an approved road acccss permit from Ramsey County before the final plat is approved. 12. Any changes to the grading or erosion control plan shall be subject to approval by the City Engineer. ] 3. The applicant shall obtain all necessary permits from the Rice Creek Watershed District, Ramsey County, the State of Minnesota Department of Natural Rcsources and any other govcming agencies where applicable bcfore the final plat is approved. 14. The applicant shall provide an as-built survey upon completion ofthe projcct. 15. The address for the existing dwelling Lot 4 shall bc changed to a Thorn Drive address from the current New Brighton Road address. 16. The applicant shall work with the Arden Hills City Planncr and Arden Hills City Forester to savc as many existing quality, well placcd, and healthy trees as possible. 17. The certificate of occupancy for Lot I shall be continent upon successfiJI implcmentation of the drainage and grading plan as determined by thc City Engineer. Options . I. Approve the preliminary plat as submitted. 2. Approve the preliminary plat with conditions. 3. Deny the application with reasons for denial. If the City dcnies the petitioners request, "... it must state in writing the reasons for the denial at the lime it denies the request." 4. Table the entire application for additional information. The application cannot be tabled without permission from the applicant. The City has already used the permittcd additional sixty day review period. As noted above, the variance application was withdrawn at the request of the applicant at the Planning Commission meeting. Dcadline for A2encv Actions The City of Arden Hills rcccived the completed application for this rcquest on April 10,2006. Pursuant to Minnesota Statc Statute, the City was required to act on this request by June 10,2006 (60 days). However, the City provided the petitioner with a written notice extending the deadline an additional sixty days. The City must now act on this request by August 10,2006. The City may, with the petitioners' consent, extcnd the review period beyond August 10, 2006. \\Metro-ine(l,d,ardcnhi1lsIPlnnningil'lanning C(/SI':,';'12006W6-0/3 Amitip.s Coast Preliminlll)' Nat & Variance (PF/v'f)fNG)W72406 - CC Report _ . (Unilies plat & variance. doc Page 4 of 5 . . . Attachments 7C-l 7C-2 Draft Planning Commission Minutes Report to the Planning Commission - Also available online at - http://WW.W..ci.arden-hiUs.mn.us \Vvfetro-inctlls1ardellhiIlsIPlanningIPlanning CasesI2006',06-0J3 Amities Coast Preliminary Plat & Variance (PENDINC) 10 72406 - CC Report- arm-ties pIal & variance_doc Page 5 of 5 . Attachment 7C-l Draft Planning Commission Minutes . . July 31, 2006, Ci ly Council Meeting . . . . ARDEN HILLS PLANNING COMMISSION - JULY 12, 2006 5 c. PLANNING CASE 06-013: VARIANCE AND PRELIMINARY PLAT; AMITIES COAST LLC; 3685 & 3695 NEW BRIGHTON ROAD (CONTINUATION) Mr. LchnholI stated the applicant was requesting a revised preliminary plat application to reconfigure two existing lots at 3685 and 3695 New Brighton Road into lour lots. The request also includes a variance from the Zoning Ordinance to allow Lots I and 2 to partially share a driveway and an access point to New Brighton Road. He noted the preliminary plat is not contingent upon approval of the variance. He indicated in Planning Case 06-013 staff recommends approval of the preliminary plat based on the cight findings of fact and submitted plans, provided that the City Council approves a partial vacation ofthc utility easement ft1r the proposcd driveway on Lot 3, and lots in the subdivision meet or exceed all of the requirements of the underlying R-2 Zone. He indicated while the requested variance is unlikely to have a negative impact on tbe adjacent properties or the City, staff cannot rccommcnd approval of the variance due to thc lack of a bona fide hardship. Staff did speak with Dan Soler [rom Ramsey County prior to the meeting, and they were not in support of the variance. If the Planning Commission does recommend approval of the variance, findings supporting the approval should be cited. Once the preliminary plat is approved by the City, no additional conditions related to the design of the preliminary plat can be addcd. The final plat is simply a review process to ensure that the changes requircd in thc prcliminary plat have been made. Staff proposes the following sixteen conditions if approval of the preliminary plat is recommended to the City Council: 1. The preliminary plat shall be contingent upon approval of a rcquest to vacate a portion of the utility easement from tbe driveway on proposed Lot 3. 2. The applicant shall comply with applicable provisions of the City Code and related ordinances. 3. The applicant shall submit the final plat and application to the City of Arden Hills within three months of the preliminary plat approval date or the approval shall expire unless an extension is granted by the Planning Commission. The final plat shall renect all changes required in the conditions of approval for the preliminary plat. 4. The project shall be completed in accordance with the plans submittcd as part of thc preliminary plat application. Any significant changcs to thcse plans, as determined by the City Planner, shall require review and approval by the Planning Commission. 5. The applicant shall inelude a 12-foot drainage and utility easement along the right-of- way. 6. The applicant shall pay a park dcdication fce as dctcrmincd by thc City Council at the time the final plat is approved. 7. The applicant shall amend the final plat to be in conformancc with all of the comments from the July 3,2006 memo from the City Engineer. DRAft ARDEN HILLS PLANNING COMMISSION - JULY 12,2006 6 . 8. Any extension of City services for the new lot shall be subject to review and approval . by the City Engineer and all associated costs shall be the responsibility of the applicant. 9. Erosion control measures shall be installed before any grading or construction begins and shall be maintained and remain in place until groundcover is reestablished and construction is finished. 10. All non-conlonning structurcs shall be removed as indicated on tbe site plan beforc thc Ilnal plat is filed and before any building permits are issued. If, however, this is not possible, the developer shall post a financial surety with thc City to ensure removal within one year from the approval of this final plat. II. The applicant shall submit an approvcd road access pernlit from Ramsey County before thc final plat is approved. 12. Any changes to the grading or erosion control plan shall bc subjcct to approval by the City Engineer. 13. The applicant shall obtain all necessary permits from the Rice Creek Watershcd District, Ramsey County, the State of Minnesota Department of Natural Resources, and any other govcrning agencies wherc applicable before the final plat is approved. 14. The applicant shall provide an as-built survey [lpOn completion of the project. 15. The address for the existing dwclling Lot 4 shall be changed to a Thom Drive address from thc current New Brighton Road address. 16. The applicant shall work with the Arden Hills City Planner and Arden Hills City Forester to save as many existing quality, well placed, and healtllY trees as possible. If the variance is approved, stalfwould recommend the following additional condition: . 1. The applicant shall prepare a maintenance agreement for the shared driveway and access point for Lots 1 and 2. He indicated staff has not received any ofllcial letters or telephone calls from property owners or occupants in regard to this planning case. He statcd he had spoken with the applicant aftcr his report had been prepared. Thc applicant indicated hc would contemplate withdrawing the variance and eliminating the sharcd driveway and instead have two driveways. Chair Sand asked if the variance was only for the shared drivcway issue. Mr. Lehnhoff responded that was correct. Chair Sand asked if thc applicant was considering deviating from the proposal for the shared driveway and instead have two driveways. Mr. Lehnhoff rcsponded he had spokcn with the applicant's engineer who had indicated the applicant was willing to put in two separate driveways, but the variance application has not been withdrawn so the Commission would still nccd to consider thc variance request, unless the applicant withdrew that request at tonight's meeting. . DRAFT . . . ARDEN HILLS PLANNING COMMISSION - JULY 12, 2006 7 Commissioner McClung asked if a permit would have to be approvcd by Ramsey County to construct the two driveways. Mr. Lehnhoff responded Ramsey County would grant thc shared driveway if it \vas insisted upon, but Mr. Soler did not see the need for a shared driveway because it was possible to construct two drivcways. Commissioner Larson stated since they have two drivcway accesses now onto New Brighton Road, separate driveways on Lots I and 2 would have no net gain and hc did not believe the County would have any objection to have these two accesses. Commissioner Larson noted in prior discussions, Lot I was a problcm lot bccause of all ofthc retaining walls. He asked with this new proposal, would all of the retaining walls be replaced or only selected walls. Mr. Lehnhoffresponded he was not sure which walls were being kcpt and rcplaced, but he knew the applicant had bccn in discussions with the neighbors to address their concerns. He stated the applicant should be able elaborate more on their discussions with the neighbors. Commissioner Thompson askcd if the preliminary grading and crosion control plan had been approved by thc City Engineer. Mr. Lehnhoff responded the City Engineer had approved this. Commissioner Thompson asked if Ricc Crcck Watershed had reviewed the application but had approved it yet. Mr. Lehnhoff responded it had not bccn approvcd yct, but aftcr his review of the information, it did not appear there were any major obstacles. Chair Sand opened the public hearing at 7:35 p.m. Chair Sand invited !:U1Y0!1e for or against the request to corne fonvard and rrmke comment. Mr. Gilbcrt, 3707 New Brighton Road, property owner to the north of this development, statcd he has spoken with the applicant rcgarding the retaining wall and he believed all of the ideas they came up with would work. Hc summarizcd thc ideas they had looked at with respect to the retaining walls. He indicated the applicant had gone through a Jot of effort to addrcss his concems and he believed this plan was a great improvement over the first plan and he believed it would work. He stated he was not in opposition to this proposal. Commissioner Thompson askcd ifMr. Gilbert had any concerns with respect to timing as to when the retaining wall would be addressed. Mr. Gilbert stated if this wasn't addressed as part of the projcct itself, that would be a concern because the new homeowner might not have an agreement with him as to what was going to be done, and ifthe wall was torn down, there would be erosion. Mr. Lehnhoff noted that regardless of any conditions, the applicant could not cause erosion damage to the adjacent properties. DRAfT ARDEN HILLS PLANNING COMMISSION - JULY 12,2006 8 ~ l.4, ~ ft! -..", Chair Sand noted there werc no conditions with respect to the retaining wall. He asked if . they needed to address it. Me. Lehnhoff responded this could bc added as a condition. He suggcsted the following language: Applicant shall submit a signed agreement with the property owner regarding the retaining wall plan. Phil Littlefield stated the retaining walls in the central part of the property would be removcd. He stated onc of the things that would make sense would be to take the garages out and see the conditions of thc wall and what needs to be replaced, which Me. Gilbert was in agreement with. Hc stated they were happy to work with Me. Gilbert. Commissioner Larson asked if he would agree to occupancy of new structure subject to approval of the grading. Mr. Littlefield responded they would be in agreement with such a condition. Commissioner Modesette asked how the maintenance on the drainagc pond would get handled in the future. Mr. LehnhofCresponded it would rcquire a maintenance agreement filed with the final plat. He indicated that Rice Creek Watershed maintains those types of agreements. Mr. Paul Chrervey, Pioneer Engineering, statcd Rice Creek Watershed does have a maintenance agreement that would get filed with the County as a part of thcir approval and they would share this with the City once it was approved. I-Ie notcd they had previously made a submittal to Ramsey County regarding the driveway issue and had been informed that they did not object to the two driveways. Hc believed it would be better to have two separate driveways for this proposed development. . Chair Sand asked if thev were lookin<, at a shared drivew3v or not. He asked the ..I . - "---0 ' . .- - "..; applicant to speak about this. Mr. Littlefield stated they would be willing to withdraw their application for thc variance for the sbared driveway. The variance application is witbdrawn. Chair Sand closed the public hcaring at 7:49 p.m. Commissioncr McClung thanked the applicant for talking to his neighbors and addressing their concerns and he believed this was a vastly improved plan. Chair Sand also thanked the applicant for working on this with thc ncighbors. Commissioner Modesettc stated shc would abstain from voting because shc had a conflict. Commissioner McClung stated he would like a condition with respect to the retaining waIL Commissioner Larson stated the grading was the only issue he had a concern with as well as the ncxt door neighbor and hc believed review by the City Enginecr of the drainage . . . . ARDEN HlLLS PLANNING COMMISSION - JULY 12, 2006 9 and grading plan should be coutingent on the occupancy of any of the nEW dwellings constructed. He asked this be added as condition 17. Mr. Lehnhoff suggested the following wording: The certificate of occupancy for Lot I shall be continent upon successful implementation of the drainage and grading plan as determined by the City Engineer. Commissioner McClung moved, seconded by Commissioner Thompson to approve Plalming Case No. 06-013, Amities Coast, Inc., Preliminary Plat, 3685 & 3695 New Brighton Road, subject to the sixteen conditions as noted in staffs June 26, 2006, rcport and adding condition 17 to read: The certificate of occupancy for Lot 1 shall be continent upon successful implementation of the drainage and grading plan as determined by thc City Eugineer. The motion carried (4-0-1 Commissioner Modesette abstained). DRAF"f . Attachment 7C- 2 Report to the Planning Commission Available online at: h11ru'by\vw. ci,ardeu- hills .mu.us . . July 31,2006, City Council Meeting ~ ~ ~~~J-lILLS City ot Arden Hills Request for Council Action . Prepared by: KCB Dept.: CD Council Mtg. Date: 7/31/06 Final Action Needed By: Agenda Item 7D Motion to approve the proposed Vauqhn property access road Budgeted Amount: $0.00 Actual Amount: $17,603.28 Funding Source: General Fund Council Action Request: Motion to approve the proposed Vaughn property access road and tD amend the budget in the amDunt Df $17.603.28 to pay for the cDnstruction of said road. Staff Recommendation: Approval of the proposed Vaughn property access road and budget amendment in the amount of $17,603.28 to pay for the construction of said road. Advisory Commission Action: Commission Date Action Planning PTRC Not Applicable Not Applicable Not applicable Supporting Documents (which are attached to this Action Form): . X Memo/Letter: Staff Memo o ResDlutiDn (No. ) o Ordinance (No. ) o Engineering RecommendatiDn: o AttDrney Recommendation: X Other: Map Financial Implications: The estimated cost to construct the access road is $17.603.28. This amount was not budgeted for. Administrator/Staff Comments: The City is required tD provide access to the Vaughn property per an Access Easement agreement dated March 4,1998. . Page 1 of 1 . . . ~ ~ EN HILLS MEMORANDUM DATE: July 26, 2006 Agenda Item 7 D TO: Mayor and Council Michelle Wolfe, City Administrator Karen Barton, Community Development Director~ Kris Giga, Civil Engineer FROM: SUBJECT: Vaughn Propcrty Access Road Attachments: Map of proposed road and easement BACKGROtJND The City established the Gateway Business District (GBD) in 1988 to rcdevelop the area generally located at the northeast corner of 1-35W and 1-694. In early 1997, Welsh companies requested the City vacate a portion of 14'" Avenue NE to facilitate a proposed development in thc GBD. Howcver, vacating 14'h Avenue would result in the Vaughn property, located to the South and East of the Wclsh property, having no direct access from the West. Although the Vaughn property has an casement access trom the East, due to wetlands and terrain, access from this easement is virtually impossible. Given this situation, the City passed Resolution 97-55 l,,'Tanting the requested vacation of 14'" Avenue NE with the condition that Welsh companies transfer a replacement right-orway to the City which includes Gatcway Boulevard and an acccss to the Vaughn property. Easemcnts were recorded in March 0 r 1998 allowing for the construction of Gateway Boulevard and the acccss to the Vaughn property liom thc West (from Gateway Boulevard). DISCUSSION Per the Access Easement agrccmcnt. dated March 4''', 1998, between the City and Welsh Companies, the City agreed to repair and maintain the Easement Area to thc Vaughn property in a "good and reasonably dust-free condition as a dirt and/or gravel road." Unfortunately, it does not appear that this has happened in the years foJIowing that agreement. In Novcmber of last year, Mr. Vaughn notified the City that because thc access road had not been maintained it had Vaughn Property Access Road July 21i, 2006 Page 2 becamc virtually impassable, resulting in vehicular traffic having to create a new access across Chesapeake's property to the south. Chesapeake has granted the Vaughn properties tcmporary access until the City is able to install the acccss road in the con.ect easement area. A recent survey of the easement has been conducted and we have put together an engineering cstimate to construct the road in the correct location. The estimated cost to construct a 10 foot wide gravel access road from Gateway Boulevard to the Vaughn propcrty through the existing eascment is $ 17,603.28. This cost includes Operations & Maintenance crew time, equipmcnt rcntal, survey cxpenses, and materials. The Operations & Maintenance Supervisor has indicated that Ramsey County has recycled bituminous available for City use at no cost, which is reflected in the estimate. Staff Recommendation Staff recommends Council approve thc VaugJ111 property access road and amend the budget in the amount of$17,603.28. '\Me\ro-inc1.us"<udenhi1Js\Planning\Colnmuni[y Developmclll.coum:iJ Agenda I1cms\\iaughn PrOpCJ1y Access Rond memo 10 Council 7-26- 06.doc . . . i / ,: , '; I ./ \ ,I i ( \~;~\~~~~~:,:::"~.\ \'\ '., '- > ,_~, \ \ \. " \ I I " \\\1,\\,,\,\,\ \ /\' \ '\ \ \\\ \ '. \. \. \ \ ( ~-,. '"", ',- """''\'".~''' ...\. ". \"j t,\ I<:'o~,':\'\\.\\ \, \\ \'1 '- -". ,><"\"., I.) "_. \\... ...\\ I, \ : \ \ '.,\\\\\\ \, 'I ~ "'-'---,,,~'-_-_-,,,_, / ')\I\\\\.,)~"--"'", <-~-~' -'''-':--. !~..'. ! i !\(("s:.."J'\lj" ' r0! I " . \t~1\f\\ \. \ ;# ,.\,\t?:1. :::' ."\ '~r/~.:::.'." ;::> ". " '1Iif, ,'" ..,< ,0;:' ~r"'""" ~ '~'. ',.', .~ ("'''''1 l ~ /l ,((f).' I', .::-. i? I I I I I I i I I )1\ T Il,~,-~. 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I \ \ \ , .......'<'. \.\ >-1 I" '< Ii I -": \1'\ 1\ 'I', . , , I I ! 1 ' ~ I " '. \ . 1\ '\ " .. "'-'" \. \ \ , <<...... \ I: , I',) . ~:-~ <x~<, ',-' ',","'. '>~:~~:~~~:'> ..->:,=- I I:;::;.":.. , , - \ " .\ i \ \ ',....-- 1"":--":"'__ ~\ - \ I , I \ I \..) ,IS r" , ! J/ / ;-7 !/ / ,J y /1 /-1 <-_! '-. /. / ')( [/" \ \ \, o , \ :2: III I If) I VJ I o --j /) \ !../) ..... . ..........'0 ~..... ! C - -' ~ ,,"__./~'/~;, =-:~-~--~\ '\, / (- / ,,'; "". 111'// \ \ '----~ /~,,~J,// ._./ \ >...,'"'- "::/;::-"~: ".- \ C'J "-.'-- -'..-.., '-, >. \ " ! i ! I ! ;u o c Z o < :;t> e Q ~ Z r ;,. ^ n Cf), e ~ < t:rj --< . . . ~ ,^~HILLS City ot Arden Hills Request for Council Action Prepared by: KCB Dept.: CD Council Mtg. Date: 7/31/06 Final Action Needed By: 7/31/06 Agenda Item ij Motion to approve the TCMP Offer to Purchase Budgeted Amount: $0.00 Actual Amount: $45.000.000 Funding Source: Master Developer's Funds Council Action Request: Motion to approve the Offer to Purchase 585 acres of the Twin Cities Army Ammunition Plant excess property from the United States Army. Staff Recommendation': 'Pending receipt of final Offer to Purchase Advisory Commission Action: Commission Date Action Planning PTRC Not Not Not applicable Supporting Documents (which are attached to this Action Form): X Memo/Letter: Staff Memo o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Altorney Recommendation: o Other: Financial Implications: The purchase price of $45,000,000 will be paid by the Master Developer and will be off-set (reduced) by costs associated with the clean-up of the property, costs of insurance for the property. and administrative/oversight costs associated with the purchase and clean-up. Administrator/Staff Comments: The Offer to Purchase is subject to data privacy laws until it has been finalized and therefore is not altached to this Action Form. Page 1 of 1 ~ ~ EN HILLS . MEMORANDUM DATE: July 26, 2006 Agenda Item 7E TO: Mayor and Council Michelle Wolfe, City Administrator 'WU-\" c \;71 Karen Barton, Community Development Director ,j FROM: SUBJECT: TCAAP Offer to Purchase Attachments: BACKGROUND Upon reaching an agreement for the base price for 585 acres of the excess TCAAP property with the GSA on July 12, 2006, the GSA requested that Council pass a resolution in support of the purchase and provide thern with an Offer to Purchase by August I, 2006, Council passed Resolution 06-40 on July 25, 2006 supporting the purchase of the TCAAP property. City staff provided the GSA witb a proposed Offer to Purchase on July 24,2006 and has becn working to finalize that document with them since. . DISCUSSION Because of the on-going negotiations and due to the fact tbat the information is considered non- public during the negotiations period, a final copy of the Offer to Purchasc will not be provided with this memo. The Offer to Purchase that you receive at the Council meeting will be discussed in greater detail at that time. Staff Recommendation Staff cannot make a recommendation until the Offer to Purchase negotIatIOns have been finalizcd. Staff anticipates providing Council with a recommendation at the July 31, 2006 Council meeting. \\Melro-inCLus\ardenhills\Planning\Community DevclopmenL\CounciJ Agenda [tems\TCAAP Offer to PurC]lase memo to Council 7-26-06.doc . . . . ~ ~~HILLS City of Arden Hills Request fOJ" COlmeiI Action --- ~ Prepared by: MW Dept.: Admin Council Mtg. Date: July 31, 2006 Final Action Needed By: Agenda Item 7 F Approval of Contract for Water Services between the City of Roseville and the City of Arden Hills Budgeted Amount: _ Actual Amount: Funding Source: Water Utility Fund Council Action Request: Adopt a motion approving a contract for water services between the City of Roseville and the City of Arden Hills. Staff Recommendation: Approval of the proposed contract. Advisory Commission Action: Commission Action Date Planning PTRC Not Not Supporting Documents (which are attached to this Action Form): X Memo/Letter: Memorandum from City Administrator Michelle Wolfe dated 7/31/06 D Resolution (No. ) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: X Other: Copy of proposed contract with mark-up; Copy of City of Roseville staff report dated 4/11/05; Copy of contract between the City of Roseville and the City of St. Paul Financial Implications: The new 71 % percent rate was passed on to the City last year when it went into effect between Roseville and St. Paul. Therefore we were able to budget appropriately for it in the 2006 budget and will also accommodate the new rate as we prepare the 2007 budget. Administrator/Staff Comments: Page 1 of 1 . . . ~ ~~HILLS MEMORANDUM DATE: 7F July 31, 2006 AGENDA ITEM: TO: Mayor and City Council FROM: Michelle Wolfe, City Administrator i SUBJECT: Approval of Water Services Contract between the City of Arden Hills and the City ofRosevillc BACKGROUND The City of Arden Hills contracts with the City ofRoseville for Waler Services. This agreement allows the City to purchase water from the City of St. Paul via Roseville. Roseville has been providing water to Ardcn Hills continuously since 1963. The most rccent contract between the City ofRoseville and City of St. Paul expired on May 24, 2004. Eflectively our contract with Roseville expired that same date. Roseville began reviewing thcir water needs in 200 I, and decided to stay with the City of St. Paul. They approved a new contract with St. Paul in April 2005 and the contract went into effect after the St. Paul Board of Water Commissioners approved it. Thc prcvious contract was a twenty year contract. The new contract is also for twenty ycars. DISCUSSION Perhaps the most important change in the new contract is pricing. The previous contract bctwecn St. Paul and Roseville had a tiered structure which resulted in an average rate of 68%-69% of the retail rate paid by St. Paul residents. The new contract eliminates the tiered system and charges 71% of the rctail rate paid by St. Paul residents. We will pay this same rate to Roseville based on usage. Additional fees will be paid to the City of Roseville as outlincd in the contract on page 4, Section V1. This contract has been reviewed by City Attorney Filla. The contract will commcncc upon approval by the cities of Arden Hills, Roseville, and St. Paul and remain in effect until December 31, 2024. If either party desires to terminate the contract, they must provide one year's written notice to the other party. (It should bc noted that in the contract between St. Paul and Roseville, only six months notice is required.) ] believe that this contract is in thc best interests of thc residents of Arden Hills. My understanding is that Minneapolis water rates are higher, so we appear to be receiving a fair rate from St. Paul. I am not aware of any other options available to us at this time, and the currcnt Pagc 2 of2 arrangement seems to be working very well. I recommend approval of the proposed contract with the City of Roseville. REQUESTED ACTION Motion to approve the contract for Water Services between the City of Roseville and the City of Arden Hills. Attachments Ilmetro-inetlardenhillslAdminlCity AdministratorIMemoI200617-3J-06 Memo RE Water Contract.doc . . . . . e CONTRACT FOR WATER SERVICES Between the CITY OF ROSEVILLE and the CITY OF ARDEN HILLS This CONTRACT, made and entered into this 14th day of August 2006, is cntcrcd into by and bctwccn the CITY OF ROSEVILLE ("RosevilJe"), a mWlicipal corporation under the laws of the State of Milmesota, and the CITY OF ARDEN HILLS ("Arden Hills"), a municipal corporation undcr thc laws of the State of Minnesota. WITNESSETH: WHEREAS, it is the intention of the parties that Roseville shall sell water to Arden Hills; and WHEREAS, Roseville is a pal1y to a certain contract for water services with tbe Board of Water Commissioners of the City of St. Paul ("St. Paul"), a copy of said contract is attached as Exhibit "A", attad'l0d hereto and made a part hereof by reference; and WHEREAS, Roseville has been providing water to Arden Hills continuouslv since 1963; saHl contract was amended ill December of 1963, a copy of said llfl'lclldmellt is markod Exhibit "B", fffiaehed l"ercto and madc a part hcrcofby rcfcrcnee; and \VHERK\S, Exhibit ""^," as amefldedby-Ex-HWi+---'-'B" is to bc umcndetl again and a copy of tho proposcd amendment-is marked E)(bl,it "C", attached herelo and made---a---frart---hereof--hy rCfCf011CO; and WHEREAS, Roseville and Arden Hills desire to continue this relationship. WHERK'.S, it is tho intontion ofthc parties-that-Ardon Hills shall pay to Rosoville, all SliHlS Fhat Rosoville is roquired-h+-j3&)' by reason of its entering into-the-arnellilmcnt rnarkcd Exhibit "C". NOW, THEREFORE be it agreed by and between the parties hereto: SECTION I Pe.'iod of Contract A7 This Agreomcnt shall remain in full {()rce and effcct until Dcccmbcr 31, 2024 Scptembor 27, 1991, unless temlinated earlier pursuant to Section IT of this contract. The date of commcncement of this contract shall be on the day that it is finally approved by Roseville, Ardcn Hills and St. Paul, as required under the terms of the contract between Roseville and St. Paul, a cop v of which is attached. and this contract shall be ",itl'0ut force aBd offcct rmtil tho last of the abovo so approvc 1 SECTION II Termination . A) Roseville shall have the right to terminatc this contract in the event Arden Hills fails to pay charges to which Roscville is entitled under this contract; Roscvillc gives written notice to Arden Hills sctting forth the default; and Arden Hills, within sixty days, fails to redcem or dcmand arbitration pursuant to Section XI if the amount is disputed. B) Either party shall have the right to tcrminatc this contract upon the occurrence of any of the following evcnts: 1) If federal or state laws arc cnacted which substantially and adversely affect rights, dutics or obligations of either party under this contract, but in the cancellation for such cause either party shall give the other party at least one year's written notice of cancellation, unless the giving of such notice by a party is prevented by the superior law refcrrcd to herein_ 2) One party fails to comply with any obligation of this contract and thc other party gives written notice setting forth the default; the defaulting party fails, within ninety days, to correct thc dcfault or demand arbitration pursuant to Section XI, if the default is disputed_ 3) Either party fails to comply with an award pursuant to Section XL 4) If the aloresaid contract, markcd Exhibit "A" is terminated by either St. Paul or . Roseville and in such cvcnt, a party secking tcrmination to the contract agrees to transmit to the other, any and all notices pertaining to such proposed termination. C) The right to ternlinate by eithcr party shall not be an exclusivc rcmedy and either party retains all remedics regardless of its decision to terminate_ SECTION III Water Service A) Roseville agrees to furnish and dcliver to Ardcn Hills its water requirement on a demand basis. Demand basis is defined as a continuous supply of water for 24 hours a day at the Rosevillc line pressure. Arden Hills shall provide supplemental pumpage to meet pressure requirements for the Al-den Hills system. B) Roscville agrees to supply Arden Hills with the water which shall be the same treated water supplied by St. Paul, and Roscville undcrtakes no responsibility for the quality of said water other than transmitting it to Arden Hills with reasonable carc to prevent contamination and pollution. C) Roseville's obligation to supply water on a demand basis is qualified by the requirement that Arden Hills maintain construct peak hour storage with the necessary regulatory apparatus to permit each city to temporarily opcratc off thc othcr's water tower during pcriods when one tower is out of service for painting, repairing, or similar reasons. During . 5B€fi-periods as RosB'..ille thus opcrates off thc i\rden Hills tower brought into Arden Hills ffem.-thc Roseville system will not be metered as pro'lided elsewhere in this contract. For such period 0 f opcrati0fl the volume of '.vater for which /,rden Hills must pay Roseville f-or 2 . . . an cqual period just prcceding GIld just following the pm'iod of such tcmporary use of the Ardcn Hills water towcr by Roseyille. Arden Hills shall maintain I'fIOOt the construction requirement hcrcin by submitting to Roscvillc any plans for modifications 8ollstnwtioll of the a pump control system within Arden Hills which can bc used to operate Roseville's booster pump control system. Such plans and specifications shall be dccmcd approved by Roseville unless written objection hereto is made by Roseville within 20 days after receipt of the same. D) During such periods that the meters measuring water flow to and from Arden Hills are inoperable or out of service for repair, the volume of water for which Arden Hills must pay Roseville shall be detennined from an equal period iust ])receding and iust following the temporary pcriod. SECTION IV Financial Oblil!ation of Arden Hills A) Arden Hills agrees to indemnify Roscvillc for all costs Roseville is obligated to pay for increasing the capacity 0 r supply lines resulting from Ardcn Hills' needs. betwecll St. Paul's McCarrOll's Pumpillg Station and the site or the Dale Etrcct Rcscrvoir and additiollal storage capacity at the Dale Strcet Reson-oir site as Roseville is required-!e-pay by reason of Exhibit "cn, and Rosc;ille-agrccs that /.rden Hills '.vill be 80llsultcd in the selection of tfie-eoHSBlting-engiBecr as pnwideckm page 5 of Exhibit "C' B) Arden Hills shall have the sanle option payment plan to pay Roseville that Roseville has to pay St. Paul according to the attached exhibits A. Roseville agrees to use its best efforts to notify Arden Hills of all communications it receives from the City of St. Paul bearing upon this financial obligation. SECTION V Scrvicc bv Roscvillc to Othcr Municipalities A) Roscville agrees it will not sell water to any municipality until thc other municipality agrees as follows: In the event Roseville is required to increase water capacity as provided in Section N and Exhibit "cn hereof, and the water requirement of Roseville and Arden Hills at all pertinent times UIlEler Exhibit "C" is less than 28 million gallons per day, then the new municipality shall have the same obligation of indcmnification of Roseville as is assumed by Arden Hills in Section N hereof, which obligation of the new mlmicipality shall be a primary obligation as between Arden Hills and the new municipality, and the new municipality shall indcmnify Ardcn Hills against any cost or claim, including attorney's fees, incurred by Arden Hills under said Section IV. B) In the evcnt Roseville is required to increasc water capacity pursuant to E;:hibit "c" Section N hereof under circumstances other than as set forth in the preceding paragraph, then the cost assumed by Arden Hills ard the new municipality shall be on the basis of peak potential usage of water by Arden Hills and the new municipality_ 3 SECTION VI Water Rates and Time of Pavment . A) Roseville shall, monthly or quarterly, at its option, submit a statement of charges to Arden Hills. Arden Hills shall pay same within thirty days ofreceipt. B) Roseville shall determine the amount of the statcmcnt by adding the following items only: I) The average cost per 100 cubic feet or per 1,000 gallons of water per month charged to Rosevillc by St. Paul. 2) All additional costs incurred by Roseville for the administration of this contract or transmitting water to Arden Hills, including but not limited to, costs of reading and maintaining meters, cost of billing Arden Hills any legal or engineering cost in administcring or enforcing this contract. Such costs shall be detailed and submitted along with an invoice. Notwithstanding the foregoing, Arden Hills shall not be required to pay for any legal or engineering expenscs incurred by Roseville in litigation or arbitration or judicial determination in favor of Arden Hills, nor shall Arden Hills be billed for legal or engineeling costs incurred by Roseville insofar as they related to differences between Roseville and St. Paul or between Roseville and any third municipality receiving water from Roseville. 3) The costs of maintaining and depreciation on jointly used pumping and control equipment, the apportionment of such costs to be calculated on the use basis. . 4) Costs as set forth in Section IX*' 5) Arden Hills shall pay Roseville $55.00 $25_00 per year for each fire hydrant in Arden Hills on an unnletered supply. SECTION VII Meter Readin!! and Hillin!! A) Monthly reading of the master meter or meters at the point or points of delivery to Arden Hills shall be made by Roseville on the last working day of the month. B) Arden HiJIs shall supply a mastcr meter at each point of connection other than covered in Section IX of this contract. These master meters shall be of a size, type, and design approved by Roscville. Roseville will undertake all rcading and maintenance of these meters. Costs therefore shall be borne by Arden Hills as provided by Section VI. SECTION VIII Capital Costs A) Roseyille ,,:ill flOt ellarge Arden Hills aay-sams-fur any capital costs heretofore ifleurrcd by Roscyille. All additional capital costs incurred in Roseville or Ardcn Hills by reason of service to Arden Hills shall be bome by Arden Hills. Any capital costs which will benefit both Arden Hills and Roseville shall be shared on a basis determined by the proportionate design capacity available to each municipality. . B) ,',]1 cxtraordffiafy capital repair costs to joinHeedcr main facilities as indicated on EJ[hibit "D" shall bc borne jointly OR a use basis 4 . . . SECTION IX Connection Cltarl!c A) Roseville shall nmlcc no charge for capital eosts as hcrctoforc statcd, but f,rden Hills shall pay to Rosoville all reaslJnable-e*penses incurred by Roseville by reason of this Contract and preparing for water service to /\rden Hills, ',ihieh SUHl has been abreed to he S7,500. Arden Hills shall pay this amount within thirty days of this contract SECTION IX Arden Hills Water Svstem Which is not Subiect to the Master Mcters A) It is anticipated that some residents of Arden Hills will receive water service directly from Rosevillc without going through the master meters of Arden Hills. Each of these customers shall have a meter supplied by Arden Hills and said meter shall be maintained and read by Roseville pcrsonnel. B) Roseville shall then calculate the water usage of each customer and add this amount to that on the master meters. C) All costs of maintaining, installing, and reading of these meters shall be paid by Arden Hills to Roseville and added to the bills rendered to Arden Hills pursuant to Section VI. D) Ardcn Hills shall not draw water out of any firc hydrants in Arden Hills which hydrants are on that part of the Arden Hills water system which does not go through the master meter of Arden Hills except on the following basis: 1) For fire fighting purposes 2) For flushing the Arden Hills watcr systcm 3) Until pernlission is obtained [rom Roseville and Roseville shall grant permission only when tbe water draw-off is metered SECTION X RC2ulations A) It is agreed by and between the parties that Exhibit "Af:" contains a series of rcgulations which are required to be imposed upon Arden Hills pursuant to this contract. Arden Hills also agrees to be bound by all those regulations as set f011h in Exhibit "Af:". B) Ardcn Hills agrees to do no act which will jcopardize Roseville's contractual relationship with SL Paul and to take all rcasonable affirmative acts to protect Roseville's contractual rights with St. Paul. C) Arden Hills agrees to adopt any reasonable ordinance requested by Roseville to protect the water facilities and water in Arden Hills. D) Arden Hills will not sell any water to any other municipality without first receIVIng permission from Roseville. E) ,'\.rden Hills agrees that it will in no event sell water for a leS5---iliTIount than sold by Rosevillcto its retail eBstomors 5 SECTION XI Arbitration . A) In the event there is any dispute by the parties over the terms of this contract, both agree to be bound by arbitration, pursuant to MimlCsota Statute-+94), Chapter 572, and any subsequent amendments. SECTION XII Force Maieure A) Neither party shall be held responsible for performance of this Agreemcnt if the party's performal}cc is prevented bv acts or events bevond the party's reasonable control including, but not limited to: several weather and storms, earthquakes, tornados or other natural occurrences, strikes and other labor unrest, power failures, electrical power surges or current fluctuations, nuclear or other civil or militarv emcrgencics, or acts oflegislative, iudiciaL exccutive or administrative authorities. SECTION XIII Interruption in Servicc A) Arden Hills acknowledges that water service can be interrupted due to, among other things, main breaks, equipment failures, weathcr conditions, maintenance, repairs or improvements. Therefore, Roseville cannot guarantee that there \vill bc no interruptions in service, or that any spccific pressures or fluctuations in pressure will or will not occur. Arden Hills agrees that Roseville shall not be liable or responsible for anv losses or damages, consequential or otherwise, resulting from anv such interruptions in service or fluctuations in pressure. . IN WITNESS WHEREOF, the parties hcrcto have caused this Agrccmcnt to be executed on the dates listcd below. CITY OF ARDEN HILLS CITY OF ROSEVILLE Bcvcrly Aplikowski Mayor Craig Klausing Mayor Michcllc Wolfe City Administrator Christopher K. MiIlcr Interim City Manager . Date Date 6 . . . REQUEST FOR COUNCIL ACTION DATE: 04/11/05 ITEM: Department Approval: Manager Reviewed: Agenda Section: Item Description: Approve a Wholesale Water Purchase Agreement with St. Paul Regional Water Services Background: Our wholcsale water contract with St. Paul Regional Water Services expired in May of2004. The City has purchased wholesale watcr from SPR WS sincc 1962 when our water distribution system was constructed. Roseville supplies wholesale water to the City of Arden Hills pursuant to an agreement with them. The City began preparation for negotiation of a ncw wholesale water contract in 200 I by studying altcrnatives to our existing agreement at that time. This study compared several long- tcrm options and their effect on water rates. These options included the City developing their own watcr source, a proposed new wholesale contract with SPR WS, and the City becoming a retail customer of SPRWS. The outcome of the study suggest cd the best options were a new wholesale contract or dcvcloping OLlr own water source. The Council directed staff to pursue a new wholesale contract in 2002. After numcrous discussions and scvcral itcrations of contract language, we are bringing a proposed contract to the Council for review and approval. Discussion: Staff and City Attorneys for both parties have reviewed the proposed contact. After approval by the Roseville City Council, thc proposcd contract will bc forwarded to the Board of Water Commissioners of the City ofSt. Paul for review and approval. SPRWS's initial rate proposal for wholesale watcr was 74.5% of the retail rate paid by St. Paul residents. Our expired contract resulted in an average rate of68% - 69% of the St. Paul residential rate. Thc key provisions of the proposed contract are: (see attached copy) . Wholcsale water rate to Roseville will be 71 % of the lowest seasonal rate charged to retail customcrs ofSPRWS. Term of agreement is 20 years. Assurance of water quality that meets state and federal drinking water standards. Quantity of water snpplied will mcet Roscvillc's needs in the foreseeable future . . . Financial Implications: The City budgets annually for purchase of approximately two billion gallons of potable water. Water ratcs have been adjusted upwards each of the past two years in anticipation of a new wholesale water contract. The rates in effect today will cover the increased rate for wholesalc water per the proposed contract. Future Roseville wholesale water purchases will be based on 71 % of the lowest seasonal rctail ratc in effect in St. Paul at that timc. Staff Recommendation: Staff recommends approval of the proposed 20-year contract for purchase of potable water from St. Paul Regional Watcr Scrvices. Recommended Council Action: Motion to approve contract for water services between the Board of Water Commissioners and the City of Roseville. . Prepared By: Duane Schwartz . . . . . CONTR"'CT FOR WATER SERVICES between BOARD OF WATER COMMISSIONERS and tbe CITY OF ROSEVILLE This AGREEMENT, made and entered into effective May 10, 2005, by and bet""een the CITY OF ROSEVILLE ("Roseville"), a municipal corporation under the laws of thc Stare of Mimlcsota, and the BOARD OF WATER COMMISSIONERS, of the City of Saint Paul ("Board"), a municipal corporation under the laws of the State of Minnesota. WITNESSETH WHEREAS, the Board has been providing water to HosevilJe on a wholesale basis continuously since 1962; and 'VHEREAS, the Board and Roseville desire to continue this relationship and to enter into a written agreement for the wholesale provision of water; and NOW, THEREFORE in consideration of the mutual covenants contained herein the Board and Roseville do hereby agree as follows: ARTICLE 1 SECTION 1.01 Other Contracts The previous contract for wholesale water provision between the parties expired May 24, 2004. All the legal obligations between the parties for the wholesale provision of water shall, from this datc forward be govemcd by this Agreement. It is also understood and agreed that this entire Agreement sllpcrscdcs all oral or written agreements and negotiations between the parties relating to the subject matters herein. SECTION 1.02 . Term This Agreement shall commence as of May 25, 200~ and shallJemain in force and effen until December 31, 2024. At least two (2) years before the expiration of the term, of this Agreement, representatives of the Parties agree to meet, revie\v the Board's performance and costs, and discuss in good faith whether to continue their contractual relationship. ARTICLE 2 SECTION 2.01 'Vater Service A. Subject to thc terms and conditions of tbis Agreemcnt, the Board agrees to furnish and deliver watcr to Rosevillc on a demand basis. "Demand Basis" is detincd as a continuous supply of water for the entire twenty-four (24} hours of the day, subject to and limited by the Board's available system supply and system deliverability, as detcrmined by the Board. In addition, the Board's supply of water lo J<oseville shall be on an equal and proportionate ba,is as compared to other Board customers. lhe Board will furnish water to Roseville up to a peak day demand of twenty eight million gallons. In the case where this peak day demand is anticipated to surpass 28 MGD, the City shall give the Board sufficient notice to construct improvements that may be necessary to supply this additional demand. B. The Board will furnish water at a minimum pressure as dctermincd by elevation 305 City of Saint Paul Datum. Roseville shall provide supplemental pumpage to meet their required pressures. . C. The quality of water furnished to Roseville by the Board at thc Point of Delivery shall be the same as treated water supplied by thc Board to its othcr water consumers, and shall meet aU State and Federal Drinking Water Standards. The Point of Delivery shall be defined as the City's pumping station at 706 Shrycr Ave, Rosevillc MN. . 2 . D. Roscville furtber agrees thai the use of I3oanl,,[urnished water in Roseville shall at all times bc governed by the applicable rules, regulations and requircrnenls which the Board or City of Saint Paul has heretolore adopted or which may hereaHer be adopted from time to time for the preservation, regulation and protection of the Hoard's \-vater supply. Roseville also agrees to adopt the rules, regulations and requirements of the Board Or Ciiy of Saint Paul now in force or that may hereafter he adopted, in cOlmcction with tbe use of water in Roseville, and to enact such rulcs, regnlations and requirements into ordinances or otherwise make them legally effective and binding, and to enact any amendments thereto adopted by the Goard or the City of Saint Paui . within thirty (30) days aHcr being notified of such adoption, and to adopt suitable penalties for the violation of any such rules, regulations and reqnirements and to strictly cnforce such rules, regulations and requirements, This section, however, shall be limitcd only to what use the water could be put to by Roseville's customers and in no way gives thc Board the right to dictate mles of operation for rhe Rosevilte water system. ARTICLE 3 SECTION 3.01 Water System Facilities A_ The Board shall make investment in, constmct, maintain. llnancc, opcrate, repaIr. replace and retain title to all facilities necessary lor the supply, metering, prnducliun, storage and transmission of water 10 the Point of DelivCTY of wholesale vvater to Rosevilk All such [acilities of tbe Board sball comply with and conionn to the relevant Mimlesota State Health Dcpartment and other applicable health or safety . requirements_ B. Roseville shall make investment in, construct, maintain, finance, operate, repair, replace and retain title to all facilities necessary for the receipt, transmission, storage and distribution of water from the point or points of delivery of wholesale water to Roseville_ All such facilities shall comply with ,md conform to thc relevant Minnesota State Hcalth Department and other applicable health or safety rcquirements. Roseville wi!! maintain protections against backflow from the Point of Delivcry for the Roseville system into the Board system. C Roseville shall eonstlUct, maintain, finance, operate, repmr, replace and rcmalll responsible for, at no expense to the Board, its entire City water distribution system from the Point of De livelY to Rusevi!!e_ D_ Roseville shall make and maintain reliable records of water main construction and the number of water connections by category of use, and all snch records be subject to rea,onablc inspection by Board rcprcsentatives, at reasonable times. E. Roseville may request additioTIfll connection point or points frOln the Board's facilities, which points, if consented to by the Board, shall be made by thc Board and at Roseville's sole cost and expense. F. The Parties agree to provide ingress, egress and acecss for each Party's employees and agents to inspect and test the Parties; water distribution system, a> reasonably rcquired, to prcscrve, regulate and protect the Parties' water and water syslem. . . ARTICLE 4 SECTION 4.01 Supplemental Supply Roscville shall have the right to supplement its water supply ,vith any water supply approved by the .1vlinnesota State Board of I Iealth, provided that no such supplemental water will be allowed 10 euter the water system of the Board, and that any connection or trm1smissioll of . 4 . . . supplemental water through facilities or mains which transmit water purcbased limn tbe Board shall be subject to tbe approval ofthc Board, which approval sha!! not bc arbiharily withheld. ARTICLE S SECTION S.Ol Connections Beyond Corporate Limits of City Except as provided in Articlc 8, water extensions heyond RosevilJe city limits into olher municipalities, or the conveyance, sale or resale of the Board's water to any person or entity located outside of Rosevillc's city limits, shall only be made with the Board's Plior written approval, which approval shall not bc arbitrarily withheld, provided tbat the Board's approval may be conditional on the other municipality agreeing to ten11S and conditions similar to those contained in this Agreement. The parties agree that the Board reserves the right to reqnest permission to provide ils oWn water extensions tbrough and beyond RosevilIe city limits and to provide a direct supply of water to other cOllununities Of customers on its OWTI. ARTICLE 6 SECTION 6.01 Rates A Tbe rate for water sold by the Board to RosevilIe under this Agreement ("Rate") shall be 71.0% of the lowest seasonal rate per one hundred (100) cubic feet charged to retail water consumers in tbe City of Saint Paul If the Board modifies it.s rate structure in any \vay that varies from solely a consUl;nptlon bas-is, either on its own accord or at the requirement of other govcrrunental entities, both parties agTec that tbe Rate will be adjusted to a "new rate." This "new rate" sball not harm Rosevillc by increasing Roseville's overal1 cost or harm the Board by decreasing tbe Boards overall revcnuc under the contract c . B. The parties agree to review the Rate at ten (10) years from the effective date of this agreement This review shall include a cost of service study, which shall review Ihe rate of return on Board assets and otber economic factors. SECTION 6.02 Master Meter Installation In order to measure water nsage the Board shall install a master meter or meters at its own expense at a location mutually agreeable to both parties. Monthly billings to RosevilIe shall be based on the readings of tbe Board's meter(s). Tbe Board shall makc records of ils master meter maintenance available to RosevilIe upon request. The Board's master meter(s) sball be tested annually by the Board and those test results provided to Roseville. The Board shall provide Roseville with advance notice of the master meter testing date in order to afford a Roseville representative the opportunity to attend the test. It shall be the duty of either party to notify the other party in the event that the master meter(s) is registering incorrectly or malfunctioning so that tbe metcr(s) can be promptly repaired. In the event a meter(s) is discovered malfunctioning, tbe amount of water that has passed through the meter will be estimated for each day tllC meter has not functioned ccrrectly. SECTION 6.03 Mder Reading and Billing Monthly nnster meter readings shall be made by thc Board on the last working day of each month. Billings by the Board shall be mailed to Roscville on or hefore the 10tll day of the following month (the Billing Date) and payment on such bals shall be made by Roseville to the Board within 20 days from the Billing Date. Balances that rcmain unpaid after thirty (30) days shall be subject to a 1 % per month late charge; this charge will be added to the next monthly billing. . . 6 . . . ARTICLE 7 SECTION 7.01 Liability and Iodemnificatioll Each party agrees that it shall be responsible for its own acts and omissions and the rcsults thereof to the extent authorized by law and shall not be responsible for the acts and omissions of the other party and the results thereof The liability of the pmties sh"lI be gOYemed by and limited to the tort liability provisions found in Minnesota Statutes Chapter 466, as amended li'om time to time, and any other applicable law, notwithstanding the j()fegoing. This section shaH survive any terrnination of this Agreement. SECTION 7.02 Defanlt A Either party shall have the right to terminate this Agreement at any time, after six (6) months written notice, in the event that the othcr party fails to comply \\~th any of the material temlS and conditions of tbis Agreement Such notice shall specify any and all terms and conditions that the tenninating party alleges the other party has failed to comply with, and the other pmiy shall have a reasonable opportunity to correct any sugh term or condition B. Notwithstanding SectioJl 7.02, Part A, RosevilIe's failure to pay undisputed charges duc the Board under the terms of this Agreement shall be deemed a material hrcach of the contract. Upon such a breach, the Board may tenninate this contract after three (3) months written notice, and shall have the right to seek payment of any outstanding cha;ges pnrsuant to any remedy provided by law, including collection costs and expenses and reasonable attomeys fees_ 7 . ARTICLE 8 SECTION 8.tH Authorized Sale of Water to other Cities hv City ofRosevill" Roseville may sell water obtained trom the Board to olher cities under the lollowing conditions: TIle Contract Agreement between Roscville and other cities shall be for a term that may not exceed the term set forth in Section 1.02 of this Agreement, and shall contain tenns and conditions similar to the tenns and conditions contained in this Agreement. New agreements, extensions or amendments to existing agreements relating to the sale of water shall only be made with the Board's prior written approval, which approval shall not be llllfeasonably withheld. ARTICLE 9 REPRESENTATIONS AND WARRANTIES SECTION 9.01 Authority, Bindin~ Effect . Both parties represent and warrant that the individnals executing tllis Agreement on behalf of each of the parties have the full power and authority to execute and perform tlils Agreement, and that this Agreement constitutes a legal, valid amI binding obligation elllorccablc in accordance with its tCID1S. SECTION 9.02 Corporate Authorization Both Parties represent and warrant that the execution and delivery of this Agreement and the performance of duties contemplated hcrein have bccn duly authorized by all necessary legislative or corporate action. The execution, delivery and performancc ofthis Agreement will not conflict with or result in the breach or violation of any tenn or provision of any of either pmiy's municipal ordinances or state statutes, charter or constitution, any other state or federal law, or allY other provision Or authority_ . 8 . . . ARTICLE 10 MISCELLAc'lEOUS PROVISIONS SECTION 10.01 Successors and Assi~ll.s All terms, covenants, and conditions of this Agreement shall be binding upon, and inure to the benefit of and be enforceable by the parties hereto and their respective successors, heirs, executors and assigns. This Ab'Teement and the rights and obligations of any party hereunder shall not be assignable cxccpt with the written consent of the other party hereto, which consent shall not be unreasonably withheld. SECTION 10.02 Notice Any notice, requcst~ demand, statement ur consent required or permitted to be given hereunder shall be in writing, shall be signed by or on behalf of the party giving notice, and shall be personally delivered or sent by express servicc, tdeeopier, or certified or registered mail, return reccipt requested, postage prepaid, to the other party to the respective address given herein below: If to Board: General Manager St. Paul Regional Water Services c/o: Board of Water Commissioners 1900 Rice St Saint Paul, Minnesota 55113 Telecopier No.(651) 266-6290 lf to Rosevillc: City Manager City of Rosevillc 2660 Civic Centcr Drive Roseville MN 55113-1815 TelecopicrNo. (651) 490-2276 AllY such notice given as aforesaid shall be conclusively deemed to havc bccn given and received OIl the day on which such notice was delivered. Either party may, from time to time, fwnish in writing to the other party such notice of a change in the address or individual to whom such notices are to be given. ') . SECTION 10.03 Severability This Agreement is intended to be performcd in accordance with, and only to the extent pennitted by, all applicable laws, ordinanccs, rules and regulations. If any provision of this Agreement, or the application thereof to any person or circumstance, shall, for any reason and to any extent, be deemed invalid or uneniorccable, the remainder of this Agreement and the application of such provision to other persons or circumstances shall not be affected thereby but rather shall be enforced to the extent permitted by Jaw_ SECTION 10.04 "'aivers and Amendments This Agreement may be amended, supcrseded, renewed or extended, and its terms or covenants hereof waived only by a written in"trument executed by the parties hereto or in the case of a waiver, by the party waiving compliance. The failure of any party at any time or times to require performance of any provision hereof shall in no manner affect its right at a later ti~ne to enforce the same. No waiver by any party of the breach of any term or covenant contained in . this Agreement or in any other such instrument, "\vhether by conduct or otherwise, iu anyone or more instances, shall he deemed to be, or construed as, a further or continuing waiver of any breach, or a waiver of the breach of any other [erm or covenant contained herein. SECTION 10.05 Countefllarts This Agreement may be executed in two or more counterparts, each of which may he deemed an original but together shall constitute hut onc and the same instrument. SECTION 10.06 Force Majeure Neither party shall be held responsible for performance of this Agreement .fthe party's performance is prevented by acts or events beyond thc party's reasonable control inclnding, bnt not limited to: severc weather and stomls, earthquake or other natural OCCUITcnces, strikes and . 10 . . . other labor unrest, PQ\.ver failures, electrical power surges or cunent fluchIatlons) nuclear or other civil or m'ilitary elnergencics: or acts of legislative, judicial, executive or administrative authorities. SECTION 10.07 Venue The parties agree that this Agreement shall be enforceable in Ramsey County, Minnesota, and if legal aclion is necessary to enforce it, exclusive venue shall lie in Ramsey County, Minnesota. SECTION 10.08 Applicable Laws This Agreement is made subject to all applicable laws of the State of MiImesota and the United States of America, The laws of the State of Minnesota shall be applied to inteqJret its terms and provisions. SECTION 10.09 Interruption in Service Roseville acknowledges that water service can be interrupted due to, among other things, mam breaks. equipment tailw"es, \veather cunditions, 111aintenance, repairs or improvements. Therefore, the Board cannot guanmtee that there will be no interruptions in service, or that any specific pressures or fluctuations in pressure will or will not occur. Roseville agrees that the Board "hall not bc liable or responsible for any losses or damages, eonseqnential or otherwise, resulting from any snch interruptions in service or fluctuations in pressure, [The remainder of this page is left intentionalJy blank] . IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be execn(ed on the dates listed below, Approved: By Steph P. Schneider, General Manager Saint Paul Regional WHter Services Approved as to form: By_M~ Assistant City Attorney "Yei" ^,;;tlV- -- By 7L~j-L~ae~ City Manager V BOARD OF WATER COMJ\>llSSIONERS OF THE CTTYO"FSAINTPAUL ~" ~.Jl7~ By ___ P< ,rick Hanis, Presid lt B~~~-J " anet Lindgren, See tary tt~_ _ By Matthew G. Smith, Director, Office of Financial Services . CITY OF ROSEVlLLE By ~~~ ~ 44///7-- ~ l3y____"______~._ City Clerk . l2 . EXTRACT OF MINUTES OF MEETING OF CITY COUNCIL OF CITY OF ROSEVILLE Iw\ISEY COUNTY, Jl.lI]';?<ESOTA Pursuant to due call and noticc thereof, a regular meeting ofthe City COIlIlcil of the City of Rosevillc, Minnesota, W", held in the City Hall in said City on Monday, April II, 2005 at 7:00 o'clock p.m. The following Iuembcrs were present: llllan, Maschka, Schroeder, Kough, and Klausing and the following were absenl:. None. Councilmember Maschka introduced the following resolution and moved its adoption: RESOLUTION No. 10288 . RESOLUTION Al'PROVINGATTACHRD CONTRACT FOR WATER SERVICES BETWEEN THE BOARD OF WATER COMMISSIONERS AND THE CITY OF ROSEVILLE, AND AUTHORIZING TIlE I\1A YOR AND MANAGER TO SIGN SAlD CONTRACT WHEREAS, the City ufRoscville, Minnesota, has purchased wholcsale water from the Board of \Vater Commissioners of the City ofSt. Paul for 42 years; AND WHEREAS, the most recent agreement expired on May 24, 2004; AND WHEREAS, the City ofRosevillc and the Board of Water Commissioners have an interest in continuing their relationship; AND 'iVHEREAS, thc City of Rose vi lie and the Board of Water Commissioners have agreed upon a new 20-year contract; THEREFORE BE IT RESOLVED by the City Council ofthe City of Roseville, JvuIllJesota, that the Mayor and the City Manager are hereby authorized and directed for and on behalf ofthe City to execute and enter into a contract with the Board of Water Commissioners oflhe City ofSt Paul prescribing the terms and conditions for the purchase ohnter services, a copy of which said agreement was before the City Council and which is made a part hereofby reference. The motion for the adoptiou of the foregoing resolution was duly seconded by Member Kough upon a vote being taken thereon, thc following voted in favor thereof: Ihlan, Masehka, Schroeder, Kongh, and Klausing and the following voted against the same: none. . \VHERElJPON saiel resolution was declared duly passed and adopted. 2 . STATE OF MINNESOTA ) ) SS COUNTY OF RAMSEY ) I, the lllJdersigned, being the duly qualified City ivlanager of the City of Roseville, Mim1esota, do hereby certifY that I have carefully compared the attached and foregoing extract ofminnlcs of a regnlar meeting of the City Council of said City held on the 11 th day of April, 2005, with the original thereof 011 file in my office, and the same is a fill], true and complete transcript. Adopted by tbc Council this 11th day ofApriJ, 2005. (SEAL) 7zw_~ Neal Beets, City Manager . . . BOARD OF WATER COMMISSIONERS RESOLUTION - GENERAL FORM No 5020 PRESENTED BY COMMISSIONER Ca-c.diJlal DATr:- Hav 10, 2005 \VHEREAS, the City of RoseviJIe, MiIlIlcsota, has purchased water on a wholesale basis from the Board of Water Commissioners since 1962; and WHEREAS, the most recent agreement for the provision of wholesale water service expired on May 24, 2004, since which lime the parties have been involved in negotiations for a new .wholesale water service agreemcnt~ and WllliREAS, the City and the Board of Water Commissioncrs have reached agTeement on a new 20-year Contract For Water Service, whieh provides an initial wholesale rate of 71% of that charged to retail customers in the City of Saint Paul; and WHEREAS, the City of Roscville haB approved and executed said Contract, and the assistant city aHomey has approved said Contract as to form; now, therefore, be it RESOLVED, that the Board of Water Commissioners docs hereby approve the Contract cor Water Service with the City of Roseville, Minnesota, and does hereby autborize and direct the proper officers of the Board to execute said Contract on behalf ofthe Board. . Water Commissioners Yeas Anfone Cardinal Klc Jurll ice:President Zanmiller Nays Adopted by the Board of Water Commissioners Mav 10. 20 05 .favor !, Oppose<! o (dy~- 4+J O~ . SJ;:CY. . Prepared by:KAG /rjr " DepL: Engineering Council Mtg, Date: 7/31/2006 Final Action Needed By: 7/31/2006 ~ ~/HILLS City oL\J'den Hills R~lIest for Conncil ,c\ction Agenda Item 7.G 2006 PMP Budgeted Amount: Actual Amount: $15.000,00 Funding Source .VVater Fund Council Action Request: Motion to approve Change Order #2 for the 2006 PMP Improvement Project to Arnt Construction in the amount of $15,000. Staff Recommendation: Approve Change Order #2 for the 2006 PMP Improvement Project to Arnt Construction in the amount of $15,000. Advisory Commission Action: Commission Date Action Planning PTRC Not Applicable Not Applicable Not applicable . Supporting Documents (which are attached to this Action Form): o Memo/Letter: o Resolutions (No.) o Ordinance (No. [:><J Engineering Recommendation: See attachment o Attorney Recommendation: o Other: Financial Implications: See attachment Administrator/Staff Comments: . Page 1 of 1 . . . ~ ~ EN HILLS MEMORANDUM DATE: July 26, 2006 AGENDA ITEM 7.(; TO: Mayor and City Council Michelle Wolfe, Citv Administrator Kristine Giga, Civil 'Engineer ~ FROM: SUBJECT: 2006 PMP Ridgewood Neighhorhood Improvements- Change Order #2 BACKGROUND Constmction for the 2006 PMP improvement project has begun. Residents have continued to express concerns regarding the preservation of trees and the overall integrity of the neighborhood. \Ve have been responding to these conccms by making some adjustments to the proposed utility work on the plans. shifting alignments where possible to avoid additional tree removal. \\lith the re-visions, most trees of concen1 can be protected. However, the contractor has expressed a concel11 about the revisions, particularly at the Siems Court and Arden Place inlcrsection. Thc proposed stonn sewer is extremely deep in this intersection. When installed, the depth or the stonn sewer will expose many of the existing utilities in the intersection, including the watcnnain. Given the age and material of the pjpe, the contractor is concerned about h<iving ''-live': watermain exposed \vhile their cre\\'s are working UndefTleath il. The contractor is proposing to provide temporary water service to 15 homes in the Siems Court cuI de sac \vhile the intersection work is completed, this would enable them to shut off the watem13in providing a safer \vork environment for the crew installing the storm se\ver. The contractor has quoted a price for this work, howevcr, we feel the price is high, and plan to discuss the cost in an attcmpt to lowcr it. At the time of this packet, we were not able 10 come to an agreement on the price. The next Council meeting is not until the end of August. Since this project is under constnlction, a three week delay in the approval of a change order Inay cause other price increases. As a result, staff is requesting Council approve the change ordcr for a not to exceed amouut of $15,000 to provide tlexibility of negotiating with the contractor. FINANCIAL IMPLICATIONS The amount of the change order, not expected to cxcced $ I 5,000, would be charged to the Water Fund. CONCLUSION Staff recornrnends a motion to approve Change Order it2 for the 2006 PMP proJcct, not to exceed $15,000 \MC"1ro-im'1,US",<lldenhills'PR&P\V',Enginc-(-,on!::,'2006\Council Acl1nns'-.7-26-06 l'vluJlo 2006 PMP Clmngt' Order luoe CHANGE ORDER NO.2 URS Job No.: 31809837 -ner: City of Arden} lills 1245 West Highway 96 Arden Hills, MN 55J 12 Date oflssuance: July 26, 2006 Contractor: J\J11t Construction, Inc. P.O. Box 549 lIugo, MN 55038 Engineer: URS Corporation Thresher Sqnare Building 700 Third Street South Mirmeapolis, MN 55415 Description of Chanl!e Order: The contract is hereby modified to include temporary water for residents on Siems Court south of Arden Place during the construction of the storm sewer. More detail regarding this ikm associated with Change Order 2 is provided in the attachment to Change Order 2. Chan!!e Order Summary: Schedule C - \Vatermain Total Contract Modification for Change Order No.2 $ 15,000.00 $ 15,000.00 Contract Summarv: Original Contract Anlount: Contract Modifications to Date: Contract Modifications This Change Order: Revised Contract Amount: $1,808,584.32 $ (118,690.16) $ 15,000.00 $1,704,894.16 There will be no changes in the Contract time as a result of these revisions. RecoTlnY1cndcu: Agreed to: nv: By: lJRS Corporation Amt Construction, lnc. Approved By: City of Arden Hills . Attachment to Change Order No.2 . Owner: Contractor: Project: City of Arden Hills Arnt Construdion Company, Ine. 2006 Pavement Management Program Description of changes: The following is an overview of the modifications proposed to the contract with regard to a temporary water systcrn. The original contract specifications identified a maximum 8 hour time period for water shut down for any construction purposes throughout the neighborhood. While that is still believed to be feasible the Contractor feds that it would require extra loss of trees and landscaping in the area of Siems Court, south of Arden Pbce. Also, Xed.Gas has identified this same area for gas main reconstruction/relocation because of the existing pipe material, it's condition, and its proximity to proposed water and storrn sewer. In order to limit the damage to extra trees and landscaping and to provide Xed-Gas time 10 replace gas main in the area a temporary water system will be utilized. The temporary waler system will ensure that all residents on Siems Court will have waler throughout the dnration of the storm sewer and private utility construction. Schedule C - Watermain The proposed work is outlined below: I. Temporary \Vater System Snbtotal Schedule C - \Vatermain ] Each @ I.ump Sum $15,000 ~. 15.000.00 $ 15,000.00 . CHANGE ORDER SUMMARY Schednle C - \Vatermain $ 15,000.00 Total Contract Modification for Change Ordcr No.2 $ 15,000.00 End of Change Order No.2 . . . . , ffitJ Prepared by: KAG' Depl.: Enginee ing Council Mtg, Date: 7/31/2006 Final Action Needed By: 7/31/2006 ~ ~HILLS City of AnI en Hills Request for <;;oUlwjl Acti()n Agenda Item'iNi'-I 2006 PMP Budgeted Amount: N/A Actual Amount: N/A , FU,nding Source: N/A Council Action Request: Motion to adopt Resolution 06,41: Resolution Declaring Cost to be Assessed, and Ordering Preparation of Proposed Assessment Roll, Motion to adopt Resolution 06,42: Resolution Receiving Proposed Special Assessment Roll and Providing for Hearings Staff Recommendation: Adopt Resolutions 06-41 and 06-42, Advisory Commission Action: Commission Date Planning PTRC Supporting Documents (which are attached to this Action Form): o Memo/Letter: [8J Resolutions (No, 06-41 and 06-42) o Ordinance (No, [8J Engineering Recommendation: See attachment o Attorney Recommendation: [8J Other: Proposed Assessment Roll (3 Options) Financial Implications: Administrator/Staff Comments: Action Not Applicable Not Applicable Not applicable Page 1 of 1 . . . ~ ~ EN HILLS MEMORANDUM DATE: July 26, 2006 AGENDA ITEM 7.8 TO: Mayor and City Council Michelle Wolfe, City Administrator Kristinc Giga, Civil Engineer ~ ,FROM: SUBJECT: 20061'MP Ridgewood Neighborhood Improvements- Assessments a, Declaration of costs for projects to be assessed in 2006 and ordering preparation of assessmcnt rolls b. Resolntion receiving assessment rolls and sctting assessment hearing date for the 2006 street improvement project BACKGROUND A portion of the costs for the 2006 PMP project are assessed to the benefiting properties. In order to assess these costs, the City must follow the Public Hearing steps outlined in State Statute 429. The first step in the assessment process is consideration of a resolution declaring costs to be assessed and ordering preparation of assessment rolls. Next, in order to comply with the statutory assessment process, it is necessary for the Council to adopt a resolution setting a hearing date for the assessments. Public hearings are required in ordcr to assess the cost of public improvements, The proposed assessments have been prepared in accordance with Arden lIills' assessment policy previously adopted by the City Council. It is recommended that the assessment hearing be held at the regularly scheduled Council meeting on August 28, 2006 for the 2006 PMP Ridgewood Neighborhood Improvements: Siems Court, Lake Johanna Boulevard to cuI de sac Arden Place, Siems Court to Snelling Avenue Ridgewood Road, Lake Johanna Boulevard to Arden Placc Skiles Lane, Arden Place to Snelling Avenue If questions come up regarding specific assessments or if amendments to the assessment rolls arc necessary, hearings can be continued before final adoption. It is suggested that the date for final adoption for the assessment roll be September 11, 2006, \\Metro-inet.us\ardenhills\PR&P\V\Engineering\2006\Coullcil Actiom;\7-26-06 Memo 2006 PMP Assessments.doc 2006 PMP 7/27/2006 Page 2 . FINANCIAL IMPLlCA nONS The projcct is proposed to be assessed consistent with the City's assessment policy, which states that 50% of the costs for roadway improvements will be assessed, with the remaining portion financed by various City funds. A detailed assessment roll will be presented at the assessment hearing. The preliminary assessment roll presented in thc feasibility report for this project listed 62 properties with frontage abutting the streets to bc reconstructed. Scveral other propertics wcrc listed for discussion as to whcther they should bc included in the asscssment roll. Based on staff review and council discussion at past work sessions, these properties were not included in the proposed assessment roll. Thc proposed asscssment roll nndcr consideration contains the 62 propcrtics originally listed in the feasibility report. The assessment policy states that the assessment shall be based on the total estimated construction cost, plus associated overhead costs. The policy also states that the City Council shan retain the right to review each project on its own merit and to deviate from any portion of the Assessment Policy Manual as it deems proper. Since we arc already into the construction proccss, we have contractor's bid prices, and could use these in place of the estimated construction costs, Three options are described below, which show the assessment rate per lot, as well as the total amount of the project to be paid by the City out of the General and Enterprise (Watermain, Sanitary Sewer, and Storm Sewer) Funds. Option I is to base the asscssment on the contractor's bid prices, which would be a deviation from the assessment policy. Option 2 is hascd on the engineer's estimate, which would be following the assessment policy as written, Option 3 is based on the feasibility cstimate, also a deviation from the assessment policy. The assessment rate listed in Option 3 is thc one that had been providcd to residents at earlier neighborhood meetings during the preparation for this project. . - Option Assessment rate per unit Total received in assessments Total funded bv the City 1 $9,831.87 $609,575,94 $1,478,118.22 2 $9,215.64 $571,369,68 $1,516,324.48 3 $8,800.00 $545,600.00 $1,542,094.16 SCHEDlJI"E Assessment rolls must be adopted no later than September 25, 2006, to allow for a 30-day pre-payment period. Following the pre-payment pcriod, assessment rolls are certified to Ramsey County for collection. The County requires that this certification be done by November 15 in order to allow them enough time to add the asscssments to property taxes. The City plans to complete the certification by the end of October. As a result, we recommend the following schedule for the 2006 assessment process: July 31 Resolution declaring costs to be assessed, ordering preparation of assessment rolls July 31 Resolution receiving assessment rons, setting hearing dates . Angust 9 Notice of hearing publishcd in the Shoreview-Arden Hills Bulletin . . . 2006 PMP 7/27/2006 Page 3 Angust 9 Mail notices to affected property owners August 28 Assessment hearing September II Hearing date for final adoption of assessment ro]] Sept. 12 to Oct. II Prepayment of assessments (30 days) Oct. 12 to Oct. 30 Ta]]y of final assessment roll October 31 Certification of assessment rolls to Ramsey County CONCLUSION Council has been presented with three options for the declaration of costs to be assessed and proposed assessment rolls, Staff recommends approving the motions listed below using the figures listed in Option I, based on the contractor's bid prices, The per lot assessment may be reduced by the Council prior to adopting the final assessment roll, but State statutes do not allow the assessment to be increased. Option I will allow Council the most flexibility with assessment amendments, Staff recommends the following motions: a, Approval of resolution declaring costs for the 2006 PMP Ridgewood Neighborhood Improvements to be assessed in 2006 and ordering preparation of assessment roll. b. Approval ofresolution receiving assessment ro]]s and setting assessmcnt hearing date for August 28, 2006, . . . ~ ~~HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOT A RESOLUTION NO. 06-4] RESOLUTION DECLARING COST TO BE ASSESSED, AND ORDERING PREPARATION OF PROPOSED ASSESSMENT ROLL WHEREAS, a contract has been let and costs have been determined for the City of Arden Hills 2006 Pavement Management Program improvement of Siems Court between Lake Johanna Boulevard and the cuI de sac of Siems Court, Arden Place between Siems Court and Snelling Avenue, Ridgewood Road between Lake Johanna l30ulevard and Arden Place, Skiles Lane between Arden Place and Snelling A venue, for the reconstruction of the street by the installation of asphalt paving, concrete curb and gutter, storm sewer, utility repair, landscaping and necessary appurtenances: and WHEREAS, the contract price J(,r such improvement is $] ,689,894.16, and the expenses incurred or to be incurred in the making of such improvement amount to $397,800 so that the total cost of the improvement will be 2,087,694.16. NOW, THEREFORE, BE IT RESOL YED by the Mayor and the City Council as follows: I. The portion of the cost of such improvement to be paid by the city is hereby declared to be $],478,] I SAI and the portion of the cost to be assessed against benefited property owners is declared to be $609,575.76. 2. The City Administrator, with the assistance of the City Engineer, shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece or parcel ofland within the district affected, without regard to cash valuation, as provided by law, and shc shall file a copy of such proposed assessment in his office for public inspection. 3, The City Administrator shall, upon the completion ofsueh proposed assessment, notify the council thereof ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 31st DAY OF JULY, 2006. l3everly Aplikowski, MAYOR \\Melro-inel.us\anJenhillsV\rJmin\Council\Rcsolutions\?OOfi\05-41, Occlaring Co~l to he "\sse~,secJ tor 2006 PMr',doc . . . ~ ~~ILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 06-42 RESOLUTION RECEIVING PROPOSED SPECIAL ASSESSMENT ROLL AND PROVIDING FOR HEARINGS \VHEREAS, by a resolution passed by the council on July 31, 2006, thc City Administrator was dircctcd to preparc a proposcd assessment of the cost for the City of Arden Hills 2006 Pavement Management Program improvement of Siems Court between Lake Johanna Boulevard and the cuI de sac of Siems Court, Arden Place between Siems Court and Snelling A venue, Ridgewood Road between Lake Johanna Boulevard and Arden Place, Skiles Lane between Arden Place and Snelling A venue, tor the reconstmction of the street by the installation of asphalt paving, concrete curb and gutter, storm sewer, utility repair, landscaping and necessary appurtenances; and WHEREAS, the City Administrator has notitied the council that such proposed assessment has been completed and tiled in her office tor public inspcction, NOW, THEREFORE, BE IT RESOLVED by the Mayor and the City Council that: I. A hearing shall bc held on thc 28th day of August, 2006 in the city hall at 7:00 p,m. to pass upon such proposed assessment and at such time and place all persons owning propeliy alTeeted by such improvement will be given an opportunity to be heard with reference to such assessment. 2. The City Administrator is hereby directed to cause a notice of thc hearing on the proposed assessment to be published once in the official newspaper at least two wccks plior to the hearing, and shc shall statc in thc noticc the total cost of the improvement. She shall also cause mailed notice to be given to the owner of each parcel described in the assessment roll not less than two weeks prior to the hearings. 3. The owner of any property so assessed may, at any time prior to certitication of the assessment to the county auditor, pay the whole of the assessment on such property, to the City Administrator, no interest shall be charged if the entire assessment is paid within 30 days from the adoption of the assessment. He may at any time thereafter, pay to the County Auditor the entire amount of the assessment remaining unpaid, with interest accrued to December 3 I of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the succeeding year. \\Metro"i(jetl.ls\aldenhilisV\urni[)'.CoUr1cil'.Re;ollitlr.n~.\2006\0542, Receiving Proposed SpeciiJl Assessment Roll8nd Ordenng Putlle Hearing 700G PMP.doc . ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 31st DAY OF JULY, 2006. 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N N N N N N N N N N N N N N N N N N N N N N N N N N <( .. 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 l- t>. '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" .". .". " " " " " .". .". " .". .". " " " " " " " " " " " " " " 0 '" '" '" <') '" '" '" '" <') '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" '" I- . . . . . ~ ~~HILLS City of Arden I1il1s Request for COIDICil Action Prepared by: MLO 7Y{(I) Dept.: 0 & M Council Mtg. Date: 7/31/06 Final Action Needed By: 7/31/2006 Agenda Item ~I Motion to direct staff to implement the Warmino House Replacement Plan Budgeted Amount: _ Actual Amount: $11.507.10 Funding Source: GF Council Action Request: Motion to direct staff to implement the warming house replacement plan as recommended, including: 1. Removal of existing Freeway Park warming house and installation of concrete pad, 2. Moving existing Valentine Park warming house to Freeway Park. 3. Relocation and disconnecUhook-up for electrical at Valentine Park and Freeway Park, 4. Rental of mobile unit for Valentine Park for the 2006/2007 rink season. Staff Recommendation: Staff recommends approval of the Warming House Replacement Plan with a cost estimate for 2006 of $1t ,507, 10. Advisory Commission Action: Commission Planning PTRC Date Action Not Applicable Not Applicable Not applicable Supporting Documents (which are attached to this Action Form): [3J Memo/Letter: From Michelle Olson; Dated July 27, 2006 o Resolution (No, ) o Ordinance (No, ) o Engineering Recommendation: o Attorney Recommendation: DOlher: Financial Implications: See attached mememorandum . Administrator/Staff Comments: Page t of 1 . . . ~ EN HILLS MEMORANDUM DATE: Agenda Item: SA July 27, 2006 TO: Michclle Wolfe - City Administrator Honorable Mayor and City Council FROM: Michelle Olson, Recreation Program Supervisor 'jT!(i) SUBJECT: Warming House Replacement Plan BACKGROUND At the May 8, 2006 Regular City Council Meeting, a warming house comprehensive report was presented. The City Council tabled the item to the June 19, 2006 Work Session for further discussion. At that time, staff was directed to bring the report back with additional information. At the Work Session, the City Council reviewed the report and showed support for a combination of two options, Based on those discussions, staff has put together a proposed replacement plan. September 2006 Move existing wanning house building (20 x 28 ft,) from Valentine Park to Freeway Park. Hazelnut will be utilized as is for the 2006/2007 and the building condition will be evaluated after the ice rink season. Costs and Steps Involved: . Tear down existing building at Freeway Park. This will be done by the 0 & M Department. Tear Down: A one time fee of$285 for 20 yard dumpster. · Lay a 20 x 28 Concrete Slab at Freeway Park. Norsk Concrete gave a eost estimate of$2,800, · Move existing wanning house from Valentine Park to Frecway Park. Semple Movers gave a cost estimate of$4,000. . Disconnect/Hook-up electrical from the building at Valentine Park before and after thc move to Freeway Park. We received an estimate from Peoplcs Electl;c for the electrical disconnect/ hookup for approximately $] ,650. The total estimated cost estimate for the above option is $8,735 Warming House Replacement Plan July 27,2006 Page 2 of2 . November 2006 Contract with Mini Mobile to provide a mobile unit for Valentine Park for the 200612007 season until other future options can be further explored. · Electrical Relocation: A one time fee of $1 ,423 · Rental of a mobile unit: $379.70/month (approx. $1,139.1 O/season) . Delivcry/set up fee of$210 The total estimated annual cost for this option is $2,772.10 April 2007 Staff will present to the City Council, a comprehensive end of the ice rink season report. This will include the current conditions of all warming houses, maintenance performed during the season, maintenance needcd for the upcoming season, and further options and recommendations for the 2007/2008 season. The total estimated cost for the Warming House Replacement Plan in 2006 is approximately $11,507.10. BUDGET CONSIDERATIONS The 2006 Streets budget included $30,000 for a new Toro Lawnmower. Staff has determined that this purchase can be postponed. Therefore, an overall budget amendment is not necessary at this time and costs will be covered by the general fund, Staff will need to do an internal transfer fi-om the streets budget to park maintenance. . REQUESTED ACTION Staff is requesting a motion to direct staff to implement the warming house replacement plan as recommended, including: . Removal of existing Freeway Park warnling house and installation of cement pad, . Moving existing building at Valentine Park to Freeway Park, · Rcloeation and diseormect/hook-up for Valentine Park and Freeway Park, · Rental of mobile unit for Valentine Park for the 2006/2007 season, RECOMMENDATION StalTreeommends approval of the Warming House Replacement Plan. . . ~ c:r\~}-lILLS City of Ardenllills Request for COlUlCil Action Prepared by: MW Dept.: Admin Council Mtg, Date: 7/31/06 Final Action Needed By: 7/31/06 emIt'''.''' Agenda Item I.~ Approve Chanqes Relatinq to the O&M Department Budgeted Amount: _ Actual Amount: Funding Source: GF Council Action Request: Motions for the following actions including details as outlined in the attached staff report: 1. Approve the new organization chart for the Arden Hills Public Works Department. 2, Approve the upgrade of the existing "Recrcation Program Supervisor" position to "Parks and Recreation Manager." 3, Approve a Recruitment Plan for the Public Works Director position. Staff Recommendation: Approve changes for the Operations and Maintenance Department as outlined in the attached staff report, Advisory Commission Action: Commission Date Action . Not Applicable Not Applicable Not applicable Planning PTRC Supporting Documents (which are attached to this Action Form): X Memo/letter: Memorandum from City Administrator Michelle Wolfe dated 7/31/06. D Resolution (No. ) D Ordinance (No. ) D Engineering Recommendation: D Attorney Recommendation: X Other: Organizational Chart, Recruitment Timeline, Job Descriptions for Parks and Recreation Manager and Public Works Director Financial Implications: For fiscal year 2006 no direct impacts are expected, It is projected that savings from the vacant position will offset any costs generated for the balance of this year. For 2007, we are in the process of developing the proposed budget. The impact of this change will result in additional costs of $10,000-$20,000, although that too may be offset depending on the salary determined for the new Public Works Director. . Administrator/Staff Comments: Page 1 of 1 . . . ~ /]'\~ HILLS MEMORANDUM DATE: AGENDA ITEM: 8B July 31, 2006 TO: Mayor and City Council FROM: Michelle Wolfe, City Administrator SUBJECT: 1. Approval ofNcw Organization Chart for Arden Hills Public Works Department (fka Operations and Maintenance Department) 2. Approval of Position Upgrade: Recreation Program Supervisor to Parks and Recreation Manager 3. Approval of Recruitment Plan for the Public Works Director Position BACKGROUND At the July 10 City Council meeting, the Council held a post-meeting work session to discuss the options for reorganization of the Operations and Maintenance Department. Several options were prescnted to Council, and staff recommended Option C. After discussion, Council directed staff to proceed with preparing for the reorganization and to bring the item to a future Council meeting. PROPOSAL At this time, staff is proposing the following actions by City Council: 1. Approve the new organization chart for the Arden Hills Public Works Department. a, Department name change from "Operations and Maintenance" to "Public Works" Approve the upgrade of the existing "Recreation Program Supervisor" position to "Parks and Recreation Manager." a. New job description b, Additional seasonal assistance in recreation programming c. Adjust the City's compensation plan for the new position d. New salary for the incnmbent in the position Approve a Recruitment Plan for the Public Works Director position, a. New job description b. Salary discussion c, Recruitment Schedule/plan 2. 3, Page 2 of3 DISCUSSION . Proposal # I: The proposed organization chart is attached, Staff recommends approval of the chart as proposed. The changes can be summarized below: . The name of the department is changed from "Operations and Maintenance" to "Public Works" . lIence, the title of the position "Operations and Maintenance Director" is changed to "Public Works Director", . The position of "Recreation Program Supervisor" is upgraded to "Parks and Recreation Manager." . At some time after the Director position is filled, the engineering function will begin reporting to that position, One item of notc is that there will be some costs associated with the department name change. At this time we are putting together as estimate of those costs but at this point they appear to be minimal. At the July 31 meeting we hope to have a verbal update regarding these costs, Proposal #2: As noted under Proposal #1, the Recreation Program Supervisor position is being upgraded to Parks and Recrcation Manager. Attached is a proposed job description for the upgraded position, . As proposed the Manager position will take on some of the parks and recreation management responsibilities formerly assigned to the O&M Director position. This is proposed so that the Public Works Director can focus more on public works areas as well as engineering. With the upgraded position taking on additional management duties, I am proposing that we budget for additional seasonal hclp for recreation programming, This will likely take the form of an intern position, working from April or May through August at full time hours, The intern position will be visited in more detail during the 2007 budget preparation process, Because of the additional responsibilities being assigned to the position, 1 am proposing that the salary range for the position be upgraded. Due to time constraints and the lack of similar comparable positions in the metro cities, it is difficult to look at the external market for guidance on the salary at this time. However, in reviewing our internal structure, some conclusions can be drawn which lead to a salary recommendation, It should be noted that the Assistant City Administrator and 1 have started the process of reviewing salaries for non-union cmployees. Next year the City will be required to submit a Pay Equity report to the State of Minncsota, which will necessitate the process of reviewing salaries, In addition, with the recent resignations of two City employees and development ofrecruitment plans, we have studied salary comparables and feel that ultimately we may need to recommend some adjustments as we develop the 2007 budgct. So, the recommendations in this report are being made so that we can proceed with thc rcorganization and recruitmcnt of a Dircctor, but will be studied further to see if any additional adjustments are needed. . . . . Page 3 of3 The Recreation Program Supervisor position has a current pay range of $41 ,516 - $54,620. I am proposing to upgrade thc position to the same pay range as the City Planner, which is $44,886- $59,072, I believe this is an appropriate adjustment (approximately 8%) for the following reasons: . Additional management-level responsibilities are being added to the position . The position will likely be the City's liaison to the PTRC . The position will be responsible for making recommendations and presentations to the City Council . Supervisory responsibilities will bc enhanced, especially in relation to providing work direction to the PW Superintendent and maintenance employees The incumbent in the position is Michelle Olson. Upon approval ofthe recommendations in this report, I would also recommend a salary adjustment for Ms, Olson of 6%. Upon successful completion of one year in the new position, she would be eligible to move to the top step in thc new pay range, Provo sal #3: Attached is a proposed job description for the Public Works Director position as well as a recmitment timeline and plan. A few notes regarding thc recmitment plan: . This process is similar to what was used for the Assistant City Administrator and Community Development Director, which includes two elected of1lcials at the second round of interviews . We include a leadership assessment process, which has proven to be a helpful resource for past recruitment efforts . While we would like to have someone hired sooner than the end of October I'm not sure we can proceed any faster than the schedule proposes; if we can accelerate any part of the process, we will try to do so, I feel comfortable that we can hire someone within the existing salary range, but we may have to hire in the mid- to upper-level ofthe range. I am not sure, without further study, whcthcr or not the salary range is representative ofthe market This summer and fall we will study the recent market data to see if an adjustment to the overall salary range will need adjustment. The current salary range is $60,528 - $79,643, COUNCIL ACTION REQUESTED Motions for the following actions including dctails as outlined in this report: 1. Approve the new organization chart for the Arden Hills Public Works Department. 2. Approve the upgrade of the existing "Recreation Program Supervisor" position to "Parks and Recreation Manager" 3. Approve a Recmitment Plan for the Public Works Director position. \\metro-inet\ardenhills\Admin\City Administrator\Alemo\2006\7-3J-06 Memo RE Public Work<; Organization Changes. doc - l-o ~ ..cl U - ~ = o .- - ~ IS .- = ~ CIl l-o o "t:l Q.I fIj o 0. o l-o Q.; . . . c Operations and Maintenance Director Recruitment Process and Timeline- June 2006-0ctober 2006 Action Timeline -I Information Gathering Stage: June 2006 . Request input from staffregarding organizational structure- I . Request input from PTRC I regarding organizational structure- I . Request input from other "stakc I I holders" - I I -- , ., I ___ RevIew RestructurIng OptIons: July 2006 . City Administrator and Assistant City Administrator develop options- . Options presented to the City Council at July work session- . Preferred option approved at July 31 " City~(JUncil Meeting Begin Recruitment Process for Operations August 1,2006 and Maintenance Dircetor- -- ~-~ . .----- Deadline fo~ Applications- August 18,2006 Review Applications and Schedule First Week of August 21-25, 2006 Round Interviews- ....- Initial Interviews with City Administrator, Week of August 28-Septcmber I, 2006 Assistant City Administrator, and other pending interviewer 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 Assessmcnt - . Second Interview with City Administrator, Week of September 25-29,2006 Assistant City Administrator, and two Time - Lunch / Process Overview elected officials- Timc - Candidate Interviews Informal interaction with staff and managcment team- Time - Candidate Discussion ~xtend offcr to candidate- Week of October 2-6,2006 . City Councll approval- October 10, 2006 . . . . . . ~ ~HILLS CITY OF ARDEN HILLS POSITION DESCRIPTION Position Title: Department: Accountable to: Positions Supervised: Status: Parks and Recreation Manager Recreation Department Public Works Director Seasonal Recreation Staff Members Full-Time, Exempt SUMMARY Plans, implements, supervises and evaluates City-wide recreation programs. ESSENTIAL FUNCTIONS OF THE POSITION Organizes, plans and implements all recreation programs including after school programs, special events, youth programs including but not limited to baseball, t-ball, softball, soccer leagues, ice skating programs, summer playgrounds, tennis, summer camps, sport skills classes, adult programs, and the annual city festival. Reviews and recommends fee structure for recreation programs based on instructor costs, material costs, facility fees, and cost recovery policies. Responsible for short and long term issues relating to parks and recreational areas and facilities, including parks uses, acquisition, development of facilities; and recreation program needs. Responsible for the maintenance and operations program for City parks. Assists Ihe Public Works Director with managing Park Fund capital improvement projects. Assists the Public Works Director with reviewing, recommending, and managing park maintenance expenditures Prepares information for instructors, class lists, emergency procedures and building use policies. Responsible for new programs, registration information, and general department information including brochures and/or press releases, Responsible for notifying registrants of program changes or cancellations. . Responsible for management and maintenance activities of warming houses and personnel. Prepares recommendations and develops recreation programs for future community needs. Provides information to the media, Parks, Trails and Recreation Committee and the general public. Attends City Council, PTRC, and other meetings as directed. Speaks to community leaders and groups on recreation programs. Prepares quarterly and annual reports on recreation program participation, budget status, etc. Prepares the annual Recreation Department budget and assists the Public Works Director with preparing the annual Parks Department budget. Assists Public Works Director in overseeing tree inventory, landscape maintenance and related activities in parks or on public land. . Responsible for the preparation of scheduled activities on fields/parks for maintenance, special equipment or set up, Performs other duties as apparent or assigned. SUPERVISORY RESPONSIBILITIES Directly supervises seasonal employees in the Recreation Department. Works closely with the Public Works Director in providing work direction to the Public Works Superintendent and Public Works maintenance workers, Carries out supervisory responsibilities in accordance with City's policies and applicable laws. Responsibilities include planning, assigning, and directing work; evaluating performance; and addressing complaints and resolving problems. Responsibilities also include the ability to effectively recommend recruiting and hiring; rewarding and disciplining employees, promoting, demoting, suspending and discharging of employees. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, . . . . and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Minimum Requirements . Bachelor's Degree in parks management, recreation, or related field. . Minimum of three (3) years experience in organizing and conducting youth and adult recreation activities. . Experience with parks and trails development and maintenance activities. Desired Qualifications . Five years of progressively responsible experience in the parks and recreation filed. . One (1) to three (3) years of supervisory experience. LANGUAGE SKILLS Ability to read and interpret documents such as reports, policies, and regulations, contracts, and procedure manuals. Ability to prepare reports and correspondence. Ability to communicate effectively both orally and in writing with supervisors, City staff, employees, volunteers, elected and appointed officials and the general public, MATHEMATICAL SKILLS Ability to make arithmetic computations using whole numbers, fractions and decimals. Ability to compute rates, ratios, and percentages. OTHER KNOWLEDGE, SKILLS, AND ABILITIES Experience organizing, planning, and running youth and adult programs. General knowledge of computer operations and the ability to use various types of computer programs including Microsoft Word, Excel, Aceware, cable software, Adobe Acrobat, etc, Effective problem solving and communication skills, Ability to establish effective working relationships with contractors, developers, architects, engineers, owners and the general public. Experience working with registration software and report production, CERTIFICATES, LICENSES AND REGISTRATIONS . Valid Minnesota Class D Drivers License CPR/First Aid Certification PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds, WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. . While performing the duties of this job, the employee regularly works in outdoor weather conditions and is occasionally exposed to moving mechanical parts; and occasionally works in high, precarious places. The noise level in the work environment is usually moderate. . . ~ ~~ILLS CITY OF ARDEN HILLS POSITION DESCRIPTION Status: Public Works Director Public Works Department City Administrator Public Works Department, Engineering, and Recreation Department Full-Time, Exemot Position Title: Department: Accountable to: Positions Supervised: SUMMARY Plans, directs, supervises, and coordinates all activities of the Public Works Department including Streets, Water, Sewer, Parks and Recreational Programs, The Director monitors the day-to-day operations of the Public Works Department and ensures compliance with all applicable laws, rules, regulations, policies, and ordinances. . ESSENTIAL FUNCTIONS OF THE POSITION Develops long range planning and development of the Public Works Department. Provides assistance, including conducting or oversight of feasibility and cost studies to the City Administrator and City Council, which will assist in the planning of the City's public works and improvement programs. Prepares and administers the annual departmental budget and monitors expenditures of funds in budget. Represents the City with state and county officials. Directs operations of the water and sewer divisions to ensure compliance with all applicable State and Federal health regulations, as well as meeting the present and future water and sewer needs of the City and its customers, Monitors operations to ensure compliance with applicable laws, regulations, rules, policies and ordinances. Develops and oversees policies, procedures and practices to ensure safety and efficiency_ . Oversees the development of the department safety program including coordination of monthly safety meetings. Oversees and inspects field operations to determine work progress, changing priorities, . problems, hazards, safety, and materials and equipment needs. Develops and plans purchases utilizing the Capital Equipment Fund and gathers quotes and bidding information from vendors. Oversees short and long term issues relating to parks and recreational areas and facilities, including parks uses. acquisition. development of facilities; and recreation program needs, Oversees the maintenance and operations program for City parks. Responds to concerns, issues, and complaints from the general public, City Administrator, elected officials and regulatory agencies. Establishes and maintains communication with public. Develops recreation programming and identification of future recreation issues. Manages Park Fund capital projects. Supervises reforestation program and administers the diseased tree control program. Attends City Council, PTRC, and other meetings as directed. . Performs other duties as apparent or assigned. SUPERVISORY RESPONSIBILITIES Manages employees in the Public Works Department and the City's engineering staff. Responsible for the overall direction, coordination, and evaluation of these units. Carries out supervisory responsibilities in accordance with the City's policies and applicable laws, Responsibilities include interviewing; planning, assigning, and directing work; rewarding and disciplining employees; evaluating performance, and addressing complaints and resolving problems, Responsibilities also include the ability to effectively recommend recruiting, hiring, transferring. promoting. demoting, suspending and discharging of employees. . . . . QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, Minimum Requirements . Bachelor's Degree in related field. . Minimum of two (2) to five (5) years of public works related experience. . Minimum of two (2) years supervisory experience in the public works field and/or an equivalent combination of education and experience. Desired Qualifications . Five (5) to seven (7) years of progressively responsible experience supervising public works and/or parks and recreation operations and administration. . Previous municipal government work experience LANGUAGE SKILLS Ability to read, write, analyze, and interpret plans and blueprints, contracts, ordinances, technical journals, financial reports, development agreements, legislation, statutes, and legal documents. Ability to respond to common inquiries or complaints from customers, department staff, City Council, regulatory agencies, and members of the business community. Ability to effectively communicate both orally and in writing with state regulatory agencies, elected officials, City staff and members of the public, Ability 10 give verbal presentations and speeches. Ability to prepare reports and correspondence MATHEMATICAL SKILLS Ability to make arithmetic computations using whole numbers, fractions and decimals, Ability to compute rates, ratios and percentages, Ability to prepare and administer an annual budget. OTHER KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of the methods, techniques, tools, materials and equipment use in streets, parks, water and sewer maintenance and construction. Knowledge of turf management. Ability to review and interpret building, water and sewer plans and specifications, Working knowledge of plumbing, electrical and carpentry basics. Working knowledge of computers and software applications. Experience in the preparation and presentation of budgets as well as monitoring of expenditures. . Ability to maintain department equipment and facilities. Ability to provide direction and guidelines to employees. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; stand; sit; and talk or hear. The employee is occasionally required to walk; climb or balance; stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT . The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee occasionally works near moving mechanical parts; and in outside weather conditions and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock, and vibration. The noise level in the work environment is usually moderate. .