HomeMy WebLinkAboutCCP 09-18-2006
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WORK SESSION
5:00 p.1lL
Monday, September 18,2006
Agenda
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A. Lake JoIt_aa Capital Eq8ipmeDt Budget
AJIoeatiea
B. TCAAP DevelopmeJtt ~_.t
Discussion
C. CelebmtJugAnlellIliDt DJacumoa
D. DiscussiOB Regardiag the Video Tapillg of
City CoucH tmd PIaui'JIg C9R'IIIktion
Meetings
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4. Adlourn-t
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Verbal Update
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Message
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Jackie Freppert
From: Jackie Freppert
Thursday, September 14, 2006 12:52 PM
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: Agenda for 9/18/06 City Council Worksession
Sent:
To:
Jackie A. Freppert
Office Support Specialist
Phone 651,634,5130
Fax 651,634,5137
jackie, freppert@ci,arq,eO,hills,mO,Ws
Ww:,'Lc,IQrqen-hills, mn, us
9/14/2006
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~
~HILLS
MEMORANDUM
DATE:
September 18, 2006
WORK SESSION ITEM 2A
TO:
Mayor and City Council
Michelle Wolfe, City Administrator ~
Fire Department Capital Financing
FROM:
SUBJECT:
Council last discussed this topic during a June 12 work session. Most of the information below
was provided to you at that time, but a few updates have been added. I have attached a draft of
the proposed LJFD capital budget. This draft was prepared using the same formula that was
implemented for the operating budget, in order to illustrate the impact ofthe formula,
BACKGROUND
The Lake Johanna Fire Department (LJFD) Board of Directors met on May 31, 2006, One of the
main discussion points was capital equipment financing.
Last year a new formula was adopted for the LJFD operating budget expenses, In the 2006
budget operating expenses were based on the new formula. The formula is based on four factors,
with weights assigned as follows:
Population 25%
Households 25%
Market Value 10%
Fire Calls (using a five-year average) 40%
Under this formula, the City of Arden Hills pays 26.3% of the total budget, North Oaks pays
13.7%, and Shoreview pays 60.0%. The amounts are based on a formula which can adjust to
various changes in the future as they relate to the four factors. Therefore, each community's
share does not have to be renegotiated when growth or changes in the number of fire calls occur.
These figures will change, per the formula, as follows for the 2007 operating budget: Arden
Hills 27, I %, North Oaks 13,5%, and Shoreview 59.4%. The Board has indicated that it intends
to review the formula each year in the development of its annual operating budget.
HISTORY
Researching how various capital items have been paid for within the Fire Department is a
difficult process. Items that have been purchased in the last 10-15 years are fairly easy to
determine cost splits, however, various capital items that are older were often times purchased
directly by the Fire Department which makes determining the cost split by community very
difficult.
Between 1979 and 1992, five pieces of equipment were purchased directly by the Fire
Department from their capital fund. It is diHicuit to determine which community paid for what
percentage ofthis equipment. In addition, Engine #3 was refurbished in 1997, with costs paid by
the Fire Department. Fire Engine #2 was refurbished in 2001, with costs split by North Oaks and
Shoreview.
Most of the other major equipment items have been purchased over the years based on the old
formula. Essentially, the equipment was paid for by the City where the piece of equipment
would be "housed". For example, if a piece of equipment was "housed" at Station #1, Arden
Hills was responsible for purchasing it. However, even this formula was not consistently
followed. A tanker purchased in 2002 was split among all three cities. Cars for use by LJFD
staff were split among all three cities, When a three-way split was used, it was based on the old
formula (Arden Hills 25%, North Oaks 12.5%, and Shoreview 62,5%). That same three-way
split was used for some general equipment purchases that weren't specific to a station.
Analysis has been done to estimate as closely as possible historical spending for capital
equipment, to determine if each City has paid its "fair share". Using the concept of the formula,
there would need to be some "catch up" by North Oaks and Arden Hills (Approximately
$174,704). Two mechanisms for catching up have been discussed if the new formula is
implemented. One possibility is direct reimbursement from the two cities to Shoreview. Then,
the three cities would reimburse the LJFD for their appropriate shares of a used engine that was
purchased last year. This purchase was to be financed via the sale of a command vehicle (sold in
November 2004) and a split between the cities for the balance, The reimbursement from the
cities to the Fire Department General Fund was delayed until the cities worked out a cost sharing
arrangement for capital purchases. The other option would be for Arden Hills and North Oaks to
split the cost of the used engine (based on each city's share of "catch up") and reimburse the
LJFD General Fund directly. If that was done, it would be approximately $70,000 for the City of
Arden Hills and $35,000 for the City of North Oaks. The balance of our "catch-up" would be
paid back over period of years (probably five years) by incorporating it into the budget.
CAPlT AL FINANCING FOR BUILDINGS (FIRE STATIONS)
Buildings and repairs have been paid for by each City according to the following formula:
AH Station 1
SV Stations 3, 4 and Y, Station 2
NO Y, Station 2
DISCUSSION
The Fire Board is now considering a proposal to apply the new operating budget formula to
capital equipment purchases, (Station maintenance and repairs would remain under the current
formula outlined above,) There are many reasons for considering this change:
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. The current process for funding capital equipment is inconsistent, difficult to understand,
and difficult to explain.
. It is very difficult to document how much each city has contributed to equipment
purchases in the past.
· The current system subjects member cities to large ebbs and flows in capital spending
from year to year, depending on whether or not a large piece of equipment nceds to be
funded.
. It is not always clear to whom the equipment belongs: to a specific city or cities, to the
department, or to a combination of both?
. Because it is not clear who the equipment belongs to, it is not clear who should keep
proceeds from a sale.
. This system does not acknowledge the reality that while a piece of equipment may be
housed in a certain station, the reality is that all equipment is available to respond to calls
in all three cities, and they are used in all three cities.
Under the new formula, the following advantages would result:
· Capital expenditures would be more "even" over time and large peaks could be avoided,
allowing for easier financial planning and budgeting.
. All equipment would clcarly be assets of the LJFD and its member cities based on a clear
financing formula,
. This would acknowledge that all LJFD equipment is used in all three member cities.
· Thc funding formula would be consistent, easy to understand, and easy to explain,
Under the "old" formula, Arden Hills would have some major expenditures in the near future.
For example, Engine #3 is proposed for replacement in 2008 at a cost of $460,000, Under the
new fonnula, we would pay roughly 27.1 % of that Engine rather than the full cost.
REQUESTED ACTION
Provide direction to staff and the LJFD Liaison regarding capital equipment financing:
.
Concurrence with the formula being applied to capital purchases
Concurrence with the "catch up" approach
.
The LJFD Board of Directors will meet again September 20'h and will be discussing the
proposal. Council direction is needed as to whether or not the city of Arden Hills will support
this proposed change, so that can be communicated to the Board.
In the draft capital budget attached, the City of Arden Hills share of the cost for new 800 MHz
radios is not reflected. I anticipate we will be paying that this year. This draft also does not
contemplate the "catch-up" payments discussed in the memorandum.
\\metro-inet\ardenhil1s\admin\City Administrator\FoIice Services and UFD\2006\9-] 4-06 Memo RE UFD Capital Financing.doc
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TO:
BOARD OF DIRECTORS
FROM: TERRYSCHWERM
SHOREVIEW CITY MANAGER
DATE: JUL Y 26, 2004
SUBJECT: FIRE DEPARTMENT CAPITAL FINANCING
Researching how various capital items have been paid for within the Fire Department has
been a difficult process. Items that have been purchased in the last 1O~ 15 years were
fairly easy to detennine cost splits, however, various capital items that are older were
often times purchased directly by the Fire Department which made determining the cost
split by community very difficult. Listed below is a complete listing of the buildings and
major equipment of the Fire Depar1ment.
Buildings
Station Year AH NO SV !J. Total
. 1~AH 1949 ?
2-NO/SY 1996 $250,000 $ 250,000 $500,000 $1,000,000
3 -SY 1986 $1,000,000 $1,000,000
4-SY 1989 $ 500,000 $ 500,000
Total $250,000 $1,750,000 $500,000 $2,500,000
In addition to the above expenditures, Shoreview is currently planning on upgrades to
Station 3 and 4 at an estimated cost of $1,500,000.
The expansion at Station 3 will house the Departments full~time staff - Fire Chief, Fire
Marshal, and Office Manager. The expansion at Station 4 includes a third apparatus bay
and small office expansion that will house the District Chief and Duty Crew staff. The
above numbers do not reOect miscellaneous maintenance items that have been required at
the station.
Major Equipment
Equipment
Year
AH
NO
SV
!J.
Total
.
760~Squad I
761~Engine 3
762~Engine 1
763.Engine 2
1992
1983
1989
1988
$120,000
$146,000
$173,000
$158,200
765.PumperlTanker
1979
$115,000
-
Totals
$712,200
All of these pieces of equipment were purchased directly by the Fire Department from
their capital fund. It is difficult to determine which community paid for what percentage
of this equipment. If it is broken down on the current percentage basis, Shoreview would
have contributed $445,125, Arden Hills would have contributed $178,050, and North
Oaks would have contributed $89,025. In addition, Engine 3 was refurbished in 1997 at a
cost of $32,000 which was paid by the Fire Department. Enginc 2 was refurbished in
2001 at a cost of $60,000, which was split by North Oaks and Shoreview. Unit 765 has
been sold by the DepaJ1menL
Major Equipment
Equipment Year AH NO SV !J. Total
764 Tanker 2 2002 $ 29,166 $116,746 $ 58,374 $204,286
768 Grass Rig 2 1999 $ 40,000 $ 40,000
769 Grass Rig 1 1999 $ 40,000 $ 40,000
830 Car 1 2000 $ 8,767 $ 4,383 $ 21,917 $ 35,067
835 Car 2 1996 $ 7,000 $ 3,500 $ 17,500 $ 28,000
839 Car 3 1991 $ 6.745 $ 3,373 $ 16,864 $ 26,982 .
840 Engine 4 2001 $308,000 $308,000
840 (sold) 1987 $130,000 $130,000
841 (sold) 1987 $130,000 $130,000
842 Telesquirt 1988 $225,000 $225,000
843 Ladder 1989 $225,000 $225,000 $450,000
844 Utility 4 1989 $ 30,000 $ 30,000
845 Grass 3 1995 $ 18,500 $ 18,500
Totals $276,678 $128,002 $1,181,155 $ 80,000 $1,665,835
17% 8% 71% 5% 100%
These are the actual cost splits for these pieces of major equipment.
As noted above, Engines 840 and 841 were both sold with Shoreview receiving the
proceeds of the sale. The total proceeds were about $100,000 which helped finance the
purchase of new Engine 4 for $308,000.
There are some additional capital expenses for items such as generators and self
contained breathing apparatus (SCBA) that the cities have contributed to at various
levels.
.
.
.
.
Base assumption - bnildings and repairs were paid for by each City according to the
following formula:
AH - Station I
SY - Stations 3, 4 and Y2 Station 2
NO - Y2 Station 2
Fire Apparatus
As noted in previous memo - cost of apparatus
Total. $2,378.035
Less 180,000
$2.198.035
100,000 80,000
SY Revenue + UFD
Contributions - AH - $ 454,728 - 20.7%
NO. $ 217,027 - 9.9%
sy - $1.526,280 - 69.4%
$2,198,035
Specialized Equipment - delete any specialized equipment (Ladder & Tanker)
Delete Ladder/Tanker
$ 654,286 (Total cost of specialized equipment)
$1,543,749 - Revised total
Actual Contributions
AH - 22,512 + 178,050 = $200,562
NO -11,256 + 89,025 = $100,281
SY - 797,781 + 445,125 = $J ,242,906
13.0%
6.5%
80.5%
What should havc been contributed under current forrnula:
25% AH $ 385,937 $185,375 (shortfall)
12.5% NO $ 192,969 $ 92,688 (sh0l1falI)
62.5% SY $ 964,843 <$278,063> (overage)
$1,543,749 -O~
TO:
BOARD OF DIRECTORS
LAKE JOHANNA FIRE DEPARTMENT
.
FROM: TERRY SCHWERM, CITY MANAGER
CITY OF SHOREVIEW
DATE: JUNE 13,2006
SUBJECT: FINANCING OF ST A nON 1 ENGINE PURCHASE
At its meeting on November 17, 2004, the Board authorized the sale of a command
vehicle (Squad 1) for between $60,000-$70,000 to assist in the fInancing of the pnrchase
of a used engine for Station L At its January 19, 2005 meeting, the Board approved the
purchase of a used engine at a cost up to $170,000. As pm of this approval, it was noted
that the used engine would be financed through the sale of Squad 1 and reimbnrsement
from cities. According to the minutes from the meeting, the reimbursement from the
cities for this purchase was delayed until the cities worked out a cost sharing arrangement
[or capital purchases.
Attached is a copy of a July 2004 memo that outlines major capital purchases that have
occurred within the Department. The memo divides the capital purchases into buildings
and fire apparatus. There was general agrecment that building and equipment costs
should be handled separately. Since each City has historically paid for construction and
improvement to stations in their community, the consensus of the Board was that this
practice should continue.
.
At that time, there was consensus that equipment purchases should be split based on the
new distribution formula, except for specialized equipment (ladder truck for
Shoreview/Arden Hills; tanker truck for North Oaks). However, as outlined in the
attached memo, the City of Shoreview has spent significantly more than the previously
arranged cost allocation fOlmula as of 2004. It was generally recognized that there
should be some level of "catch up" as part of the implementation of the new capital cost
allocation formula.
At its meeting on May 31,2006, the Board indicated that the "catch up" should be
calculated using all equipment purchased rather than excluding the specialized
equipment. The Board asked that the expenditures be updated and formula recalculated.
Since the 2004 memo, the only major pieces of equipment purchased were a utility
vehicle in 2005 that Shoreview paid the entire cost and a Chief's vehicle in 2004 that was
split between the cities.
.
-
-
-
Listed below is the updated cost contributions:
$2,198,035
$ 39,520
$ 59,187
Previous Costs
Chiefs vehicle (2004)
Utility vehicle
$2,296,742
Revised Total
Actual Contribution
Arden Hills
North Oaks
Shoreview
$ 464,608 - 20.23%
$ 221,967. 9.66%
$1,610,167 ~ 70.11 %
What should have been contributed:
Amount
Shortfall
Arden Hills
North Oaks
Shoreview
$ 574,186
$ 287,093
$1,435,463
$ 109,578
$ 65,126
$<174,704> .
If Arden Hills and North Oaks split the cost of Engine 1 on a 67%/33% basis (70,000 -
35,000), the new shortfall numbers would be:
Actual Formula Shortfall
Arden Hills $ 534,608 $ 600,436 $ 65,828
North Oaks $ 256,967 $ 300,218 $ 43,251
Shoreview $1,610,167 $1501,088 $<109,079>
$2,401,742 $2,401,742 -0-
The Board should discuss the capital cost allocation formula and determine how to best
handle the "catch up" of capital contributions so we can determine how to reimburse the
LJFD $105,000 for the recent engine purchase. ,
-
-
-
~
~
EN HILLS
MEMORANDUM
DATE:
Agenda Item: 2B
September 13, 2006
TO:
Mayor and City Council
Michelle Wolfe, City Administrator ~
Karen BaJ1on, Community Development Directo~ -
FROM:
SUBJECT:
TCAAP Development Agreement Discussion
In an effort to move forward with the land planning process and the development agreement
between CRR and the City, CRR and staff would like to discuss with Council several items
pertaining to the land planning process and interim~agreement, as well as what we would like to
accomplish within the next several months.
The following are a list of the items proposed for discussion:
:>- Land Planning Process
:>- Interim Development Agreement
o Funding and reimbursement
o Master Developer status for CRR
o Discussion of the existing Framework Density Concept Plan and the density
ranges contemplated therein
o Discussion of Public Financing
Collin Barr of Ryan Companies will also be present for the discussion.
I've attached copies of our previous interim agreements, a copy of the TCAAP Framework
Vision, and some additional materials for your reference.
-
.
.
.L't:J
0.::
:'~..-SHpREV~EW
...... . ....,
.g ,;:" . '-.:-,..,'
,:~. .'.' ", "',"_ c.
Rice
Park
Potential Athletic
Fields
High
IJ€nsity
Office
Hotel
Mixed Use ..
Community
Scale Retail
Potential
Transit
Center ','-J;p. RtI.H '
low to Mid . ,
Rise Office '~\.
2-6 stories
Structured
Parking
_n_ ~-Urbai1--
Residential
12+ u!ac
Potential
Community/
Civic Use
-Remnant of
Building 101
Community
Park
." NEW,
BRIGHTON,
LEGEND
~ Mixed Use: Retail and Office
= Community Scale RelaiI60,OOO-75,OOOsr
c:::::J Low to Mid Rise OffICe 2-6 stories
~ Transit Center
c=J Structured Parking
c:::J Office Showroom
[3g Urban Residential 12+ u/ac
c-l Medium Density Residential 4-12 u!ac
D Low Density Residential 0-4 u/ac
r--J PublfdPrivate Open Space
lZTI Water Amenityl Stormwater Treatment
Medium
Density
Residential
4-12 u/ac
Water
Amenity!
Stormwater
Treatment
low
Density
Residential
0-4 u/ac
'00
o
Framework Vision
TCAAP Redevelopment Masterplan
Arden Hdls, Minnesota
},9,2005
Crtal<xlb}DnhIArtn,Slmrdlow~,l(\UbM.l'"
n-"""""""R"~"'("o"""K.",4;!"rR^Mr.wORK Pl".".I,"'~I.I""'!,oJo
800
r
800 Feet
.J
-
II
.
1.0
INTERIM AGREEMENT
AMENDMENT NO.1
EXTENSION OF TERM
PARTIES. THIS EXTENSION OF TERM is dated the22~y of Or.-kA)f(_,
2004 and is entered into by and between the City of Arden Hills, a
Minnesota statutory city (herein "City") and CRR, LLC, a Delaware limited
liability company ("Developer")
2.0 RECITALS.
A. The City and Developer are parties to that certain Interim
Agreement dated August 26, 2002 attached and incorporated as
Exhibit A (the "Interim Agreement").
B. The Interim Agreement was executed by the City on the 8th day ot
November, 2002 and by the Developer on the 14th day of October,
2002.
C. Pursuant to its terms, the Interim Agreement will expire on the 8th day
of November, 2004.
D.
The parties wish to extend the term of the Interim Agreement.
3.0 EXTENSION OF TERM. Now, therefore, in consideration of the mutual
undertakings herein expressed, the parties agree to extend the term of the
Interim Agreement from the 8th day of November, 2004 to the 9th day of
May, 2005 (the "Extended Term"). During the Extended Term:
A. The City sholl direct its Economic Development Commission to
determine if the development of the AH Re-Use Area requires
economic development assistance and, if so, how the City's
participation in various public assistance projects would impact the
City as a whole. It is anticipated that the work of the Economic
Development Commission would be completed within the first four
(4) months of the Extended Term.
B. Developer shall continue to fund, in an amount not 10 exceed
$30,000.00, the City advisors on matlers relating to federal transter
and economic developmenl of the AH Re~Use Area; and will fund,
in an amount not to exceed $18,000.00, the completion of the
Phase Three development framework.
c.
Developer will continue to attend meetings at the request of the
City and will continue to provide the Developer's consultants, as
needed.
-
D. Developer will provide advice, as requested, on estimated
infrastructure construction costs and on the build-out of the Phase
Three development framework concept plan.
E. Developer will meet with the development team on an as needed
basis.
F.
Prior to the end of the Extended Term, the City and Developer will
enter into a mutually acceptable Second Interim Agreement or will
allow the Interim Agreement to expire. If the Interim Agreement
expires and is not replaced by a Second Interim Agreement
between the parties, the City agrees that it will reimburse the
Developer tor all of the Developer's contributions to the restricted
account relating to planning, engineering and legal services, but
not relating to the AH statf lime if, the City, within three (3) years at
the expiration ot the Interim Agreement enters into a disposition and
development agreement with a new developer. 10 the extent that
this section is inconsistent with the provisions of Section 6.0.C. of the
Interim Agreement, the provisions of this section shall control and
shall survive the expiration at the Interim Agreement.
~
All other terms and conditions of the Interim Agreement shall remain in full
force and effect.
IN WITNESS WHEREOF, the parties have hereunto set their hands the day
and year first above written.
DEVELOPER:
CRR, LLC,
ADELA WARE L1M
B .
STATE OF MINNESOTA
COUNTY OF P'(1 \Y\~
)
}ss
)
11/2DloL{
.
2
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.
.
DRAFT #10
INTERIM AGREEMENT
].0 Parties. THIS INTERIM AGREEMENT is dated the 26th day of August, 2002,
and is entered into by and between the City of Arden Hills, a Minnesota statutory city
(herein "City") and CRR, LLC, a Delawarc limited liability company ("Developer").
2.0 Recitals.
A. WHEREAS, the Twin City Army Ammunition Plant ("TCAAP Site") is
locatcd in Ramsey County and within the corporate boundaries of the City;
B. WHEREAS, a re-utilization plan for the TCAAP Site has been prepared;
generally illustrates a major area of continuing control and use by thc
Minnesota Army National Guard, an area for open space and recreational
use, and an area for residential and commercial use; and is commonly
known as the "Vento Reuse Plan" which is attached hereto as Exhibit A;
c.
WHEREAS, the U.S. Department of the Anny has detcrmined that
approximately 774 acres (the "Excess Area") of the TCAAP Site are no
longer necessary for U.S. Army purposes, and has reported to the General
Services Administration ("GSA") that the Excess Area is available for
distribution;
D. WHEREAS, the City anticipates that thc Excess ^rea will be conveyed in
the following manner:
J. To the City: 621 Acres ("AH Reuse Area") as dcpictcd on Exhibit
B;
2. To Ramsey County: ] 13 acres ("Rice Creek Corridor Area")
3. To the Minnesota Department of Natural Resources: 40 acres
("DNR Area");
E.
WHEREAS, the DNR Area should be integrated with other uses within the
AH Reuse Area pursuant to a land use plan and an infi'astructure plan so
that property values can be maintained and/or enhanced and so that the
DNR Area will be developed in a manner that is compatible with other uses
in the AH Reuse Area;
1
F.
WHEREAS, the parties agree that those areas of the TCAAP Site which
are under the control of the Minnesota Army National Guard, and which
are illustrated as potential developmcnt areas on the Vento Reuse Plan
should be taken into consideration when adopting a land use plan and an
infrastructure plan for the AH Reuse Area, even though the Minnesota
Army National Guard will continue to use and control such areas for an
indefinite period of time;
G. WHEREAS, the parties agree that the AH Reuse Area will be developed
pursuant to thc Vento Reuse Plan, but acknowledge that the Vento Reuse
Plan is a broad framework for development which may necd to be refined
when the environmental remediation analysis and more detailed land use
and infrastructure planning for the AH Reuse Area is completed;
H. WHEREAS, the City has expressed its willingness to select the Developcr
to be the Master Developer for the redevelopment of the AH Reuse Area,
subject to the satisfactory completion by Developer of its obligations
pursuant to this Interim Agreement, and further subject to the terms and
conditions of a Disposition and Development Agreement ("DDA");
L
WHEREAS, Developer, at its sole cost and expense, has agreed to assist
the City in obtaining a transfer of the AH Reuse Area from the GSA and to
undertake an extensive environmental analysis of the AH Reuse Area in
order to determine if it is economically feasible to proceed with
environmental remediation and redevelopment; and
J. . WHEREAS, the parties wish to enter into an Interim Agreement which
describes the obligations of the parties relating to the transfer of the AH
Reuse Area, the environmental survey and analysis of the AH Reuse Area,
the preparation of a DDA which would become effective upon transfer of
the AH Reuse Area to the City and thc preparation of an Amendment to the
City's Comprehensive Land Use Plan and official controls for the TCAAP
Site ("Comprehensive Plan Amendment").
NOW, THEREFORE, in rcliance upon and in consideration of the mutual undertakings
herein expressed, City and Developer agree to the following terms and conditions:
3.0
Guidin!! Principles. The parties acknowledge that the transfer of the AH Reuse
Area; the environmental survey of the AH Reuse Area; the preparation of a land
use and infrastructure plan; and the negotiation of the DDA will be a complex and
expensive undertaking which will require the cooperation of the parties and the
coordination of activities in order to achieve common goals in a cost effective
2
..
.
.
.,
-
.
manner. Therefore, the parties agree that throughout the term of this Interim
Agreement, their conduct will be governed by the following general principles:
A. Cooperation with each other and sharing of all information obtained in
connection with the tasks defined herein;
B. Full disclosure of activities and dealings with third parties;
C. Accomplishment of tasks in a timely manner; and
D. Avoidance of cost duplications.
E. Pursuit of common goals.
F. Compliance with the general development guidelines illustrated on the
Vento Reuse Plan.
4.0 Maior Tasks. The following major tasks shall be undertaken and completed by
the parties during the term of this Interim Agreement or any cxtcnsion thereof.
A.
Negotiated or Legislative Transfer of the AH Reuse Area.
L Developer Obligations. Developer shall accomplish the following
tasks:
a. Coordinate meetings between the City and GSA regarding
negotiation of a non~competitive land transfer agrecment.
b. Coordinate the negotiations of the parties with the United
States Department of Defense, Department of the Army
("Army") to minimize the institutional controls and deed
restrictions which would be incompatible with the City's
proposed Comprehensive Plan Amendment.
c. Coordinate the negotiations of the parties with the Minnesota
Army National Guard to meet their needs efficiently and
economically.
d. Formulate and implement strategy to ensure support of
Minnesota's Congressional Delegation.
e.
Advise thc City of the status of all negotiations with various
agencies and parties through regular progress reports.
3
2.
City Obligations. The City shall accomplish the following tasks:
-
a. Participate in negotiations and revicw and comment on any
proposed agreements.
b. Advise the Developer of the status of all negotiations with
various agencies and parties through regular progress rep0l1s.
B. Environmental Analysis of the AH Reuse Area.
1. Deyeloper Obligations. Developer shall accomplish the following
tasks:
a. Coordinate negotiations with state and federal regulators to
determine remediation standards which are acceptable to the
parti es.
b.
Ascertain the status of the Army's rcmediation efforts and
coordinate negotiations with the Army for the transfer of
remediation responsibility if deemed necessary or appropriate
by the parties.
-.
c. Compile feasibility studies encompassing environmental,
demolition, infrastructure, market and open space issues in
sufficient detail to permit the City to reasonable proceed in
the development of a comprehensive plan and official
controls, which will be applicable to the AH Reuse Area.
d. Work with insurance carriers to manage environmental risks
and costs through specific pollution liability policies, and in a
manner that does not expose the City to future environmental
clean-up costs.
e. Coordinate financial arrangements and insurance liability to
maximize financing feasibility for redevelopment.
2. City Obligations. City shall provide Developer with environmental
data which City has for the AH Reuse Area or which may be
developed as part of the preparation of the City's Comprehensive
Plan Amendment and Infrastructure Plan.
.
4
.
-
-
c.
Preparation orLand Use and Infrastructure Plan.
I. Developer Obligations. Developer shall accomplish the following
tasks:
a. Collect and analyze site data including:
(1) TCAAP Site information sources to identify existing
conditions.
(2) Building inspection and infrastructure systems
surveys, including location, verification, inventory,
and TCAAP Site condition evaluations.
(3) Research and field investigation results to identify
system conditions, capacities and constraining
elements of infrastructure as well as possible
opportunities for expanded service.
b.
Review and Comment. Review and comment on drafts of
the City's Comprehensive Plan Amendmcnt and
Infrastructure Plans as well as the City's economic impact
study relative to possible infrastructure financing.
2. Citv Obligations. The City shal1 accomplish thc following tasks:
a. Planning Consultant. City shall prepare an RFQ and retain a
planning consultant who shall prepare a Comprehensive Plan
Amendment and Infrastructure Plan for the TCAAP Site to
include the following elements:
(1) Official Controls, Design Guidelines, and related
regulatory changes to ensure implementation of the
Comprehensive Plan Amendment.
(2) Transportation analysis and study.
(3) Preliminary layout of infrastructure (street, sewer,
water, and stonn water).
b.
Financial Consultant. Retain financial consultant to provide
an economic impact study for the construction and payment
of public infrastructure improvements for the AH Reuse Area.
5
c.
Comprehensive Plan Amendment. Submit Comprehensive
Plan Amendment to Metropolitan Council for review and
approval.
d. Public Input. Rctain the University of Minnesota Design
Center for the American Urban Landscape to conduct
community meetings regarding the reuse of the AH Reuse
Area.
e. Analytical Data. Review and comment on data collected and
analyzed by Developer.
f. Reservation ofRie:hts. The City reserves the right to make
final decisions, as it dccms appropriate, in regard to the
content of Official Controls, Design Guidelines,
Infrastructure Layout, and Comprchensive Plan Amendments
applieable to thc development of the excess area.
D. Disposition and Development Ae:reement.
1.
Master Development Status. Provided that the City successfully
negotiatcs the transfer of property from the Federal Govcrnment for
all or a portion of the AH Reuse Area, and further provided that the
Developer is not in default under the provisions of this Interim
Agreement or any amendments thereto, the City shall grant
Developer the exclusive right to develop the AH Reuse Area, subject
to the terms and conditions ofthc DDA. This exclusive right to
develop is granted by the City in consideration for the financial
commitment of Developer to date and in the future.
2. Ree:ular Meetine:s. The parties shall conduct regularly scheduled
meetings until the initial draft of the DDA is prepared and
subsequent meetings as necessary to incorporate data obtained
during the environmental analysis of the AH Reuse Area and the
prcparation of the City's Comprehensive Plan Amendment and
Infrastructure Plans.
5.0 Access for Environmental Survev. Subject to receipt of approval from the
Federal Government and the Minnesota Army National Guard, and subject to
compliance with the following terms and conditions, Developer shall have the
right to enter the AH Reuse Area for the purposes of inspections and tests:
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A.
Developer shall pay for all testing, inspections, studies, or surveys of the
AH Reuse Area. Developer shall keep the AH Reuse Area free and clear of
all liens and shall repair any damage to the AH Reuse Area that is caused
by or in any way connected with said tests, inspections, studies, or surveys.
B. Developer shall submit to the City a list of persons and businesses who
shall work on the AH Reuse Area.
C. Developer shall be responsible for initiating, maintaining, and supervising
all safety precautions and programs in connection with any testing work on
the AH Reuse Area as required by the federal government or the City.
D. Developer shall give all notices and comply with all applicable laws,
ordinances, rules, regulations, and lawful orders of any public authority
bearing on the safety of persons or property or their protection from
damages, injury or loss.
E.
Developer shall indemnify and hold the City harmless for any damages
caused by Developer's entry onto the AH Reuse Area. Developer shall
provide City with a Certificate ofInsurance indicating that Developer is
insured for such risks.
F.
Comply with other obligations for the AH Reuse Area access as may be
imposed by the federal government.
6.0 City Costs. Subject to the provisions of Section 6.0.(C), Developer shall
reimburse the City for all costs which the City incurs during the term of this
Interim Agreement in the discharge of the duties hereby imposed on the City
including, but not limited to, engineering, legal, and planning consultants; and
administrative time and expenses incurred by the City; and where deemed
appropriate by the City Council, travel incurred by City Officials occasioned by
attending meetings with third parties at Developer's request (all herein
"Reimbursable Expenses"). The City's estimated budget for reimbursable
expenses and billing rates is attached as Exhibit C. Changes to estimated budgets
shall be approved by the Developer and the City Administrator.
A.
Restricted Account. Upon execution of this Interim Agreement,
Developer shall deposit $100,000 with City which shall be placed in a
restricted account and may only be used by City for reimbursable expenses.
Prior to making a draw on a restricted account, City shall notify Developer.
The notice shall include a documentation of costs incurred. Each time the
balance in the restricted account drops below $50,000, Developer shall
deposit an additional $50,000.
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B.
Avoidance of Duplication. City agrees to keep Developer apprised of the
type of reimbursable expenses which are being incurred so that each party
can attempt to avoid a duplication of services and expenscs; provided that,
the City, in its sole discretion, may determine which reimbursable costs are
necessary for the City to incur in order to satisfy its obligations pursuant to
the terms of this Interim Agreement.
C. Developer Reimbursement. If this Interim Agreement is terminated by
the City pursuant to the provisions of Section 8.0.(B)(1), and the City,
within three (3) years of such termination, selects another non-
governmental or private sector entity to plan, evaluate or develop all or a
major portion of the AH Reuse Area, the City shall reimburse the
Developer for all or that portion of the planning consultant costs identified
on Exhibit C under the captions "DSU" or "URS Inc. - Planning" which
have been incurrcd.
7.0 Limitations. This Interim Agrecment does not constitute a disposition of property
or any waiver of the exercise of control by the City. Execution of this Interim
Agreement by the City is merely an agrecment to enter into a period of exclusive
negotiations according to the terms hereof, reserving discretion of final approval to
the City as to any Disposition and Development Agreement and all procecdings
and decisions in connection therewith. The City and Developer understand that
the property in question is currently owned by the United States Government and
that thc purpose of this Interim Agrecment is to assist in negotiations with said
Government to have the site conveyed to the City on terms and conditions
favorable to the City and for thc purposes outlined in this Interim Agreement or as
may be described in a final Disposition and Development Agreement.
8.0 Term of Agreement. This Interim Agreement shall continue from the date hereof
until Augnst 31, 2005, unless terminated at an earlier date as hereinafter provided,
or extended by mutual consent of the parties.
A. Developer Non-feasibilitv Determination. If at any time the Developer
determines that the development of the AH Reuse Arca is not feasible for
any of the following reasons, Developer can terminate this Interim
Agreement in its sole discretion:
I. Inability to negotiate with government agencies under economical
terms for the disposition and remediation of the AH Reuse Area.
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2.
Discovery of environmental conditions not currently anticipated and
remediation costs associatcd therewith which would make the
development not economically feasible.
3. Failure of the City to adopt a Comprehensive Plan Amendment for
the AH Reuse Area.
4. Determination that private development of the AH Reuse Area by
Developer is not feasiblc.
5. Failure to secure governmental approvals which would allow
environmental remediation and redevelopment to occur.
6. Failure of Developer and City to agree to proceed with each step of
the proposed planning process, as outlined on Exhibit D attached
hereto.
B.
City Best Interest Determination. If, at any time, the City determines that
it is not in the best interest of the City to obtain the AH Reuse Area for any
of the following reasons, City can terminate this Interim Agreement in its
sole discretion:
I. Actions or circumstances which would expose the City to
unacceptable environmental remediation risks.
2. Failure of Developer to proposc a land development plan for the AH
Reusc Area that is consistent with the City's Comprehensive Plan
Amendment for the AH Reuse Area.
3. Failure of City and Developer to agree to proceed with each step of
the proposed planning process, as outlincd on Exhibit D attached
hereto.
C. Default. If Developer fails to perform its obligations under Section 6.0, the
City may serve Notice of Default upon the Developer, by certified mail,
return receipt requested. The Developer shall havc thirty (30) days from
the date of the Notice of Default to cure the default or the City may
terminate this Interim Agreement. Termination for default pursuant to this
section shall not obligate the City to make reimbursements pursuant to
Section 6.0.(C).
Notice and Correspondence. Any notiee required to be given to either party
shall be in writing and deemed given if personally delivered upon the other party;
9
or if depositcd in the United States mail and sent certified mail, return receipt .
requested, postage prepaid and addresscd to the other party at the address set forth
below; or if sent via facsimile transmission during normal business hours to the
party to which notice is given at the telephone number listed for fax transmission.
A. Developer. Notices to Developer shall be addressed to the partics:
L Bart Rehbein
President
Glenn Rehbein Companies
8651 Naples Street, N.E.
Blaine, Minnesota 55449
2. Kent M. Carlson
Vice President ofDevelopmcnt
Ryan Companies US, Inc.
50 South Tenth Street, Suite 300
Minneapolis, Minnesota 55403-2012
3.
Daniel A. Blake
Centex Homes
12400 White Water Drive, Suite 120
Minnetonka, Minnesota 55343
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B. City. Notices to the City shall be addressed to the following party:
L Ms. Michelle Wolfe
City Administrator
City of Arden Hills
1245 West Highway 96
Arden Hills, Minnesota 55112
10.0 Entire Al!.reement. This Interim Agreement contains thc entire agreement of the
parties with respect to the matters covered by this Interim Agreement and no other
statement or representation by any employee, officer or agent of any party, which
is not contained in this Interim Agreement, shall be binding or valid.
11.0 Modification. This Interim Agreement is not subject to modification except in
writing.
12.0 Interpretation. This Interim Agreement has becn negotiated by and between the
representatives of both parties, all persons knowledgeable in the subject matter of
this Interim Agreement, and each party had the opportunity to have the Interim
.
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Agreement reviewed and drafted by their respective legal counscl. Accordingly,
any rule oflaw or legal decision that would requirc interpretation of any
ambiguities in this Interim Agreement against the party that has drafted it is not
applicable and is waived. The provisions of this Intelim Agreement shall be
interpreted in a reasonable manncr to effect the purpose of the parties and this
Interim Agreement.
13.0
Captions. Titles or captions of sections and paragraphs contained in this Interim
Agreement are inserted only as a matter of eonvenience and for reference, and in
no way define, limit, extend or describe the scope of this Interim Agreement or the
intent of any provisions.
14.0
Relationship of Parties. Nothing in this Interim Agreement shall create a joint
venture, partnership, or principal-agent relationship between the parties.
15.0
Waiver. No waiver of any right or obligation of either party hereto shall be
effective unless in a writing, specifying such waiver, executed by the party against
whom such waiver is sought to be enforced. A waiver by either party of any of its
rights under this Interim Agreement on any occasion shall not be a bar to the
exercise of the same right on any subsequent occasion or of any othcr right at the
time.
16.0 Counterparts. This Interim Agreement may be executed in two counterparts,
each of which shall be deemed an original, but both of which shall be deemed to
constitute one and the same instrument.
17.0 Attornev's Fees. In the event of any controversy, claim or dispute relating to this
Interim Agreement, or the breach or interprctation thereof, each party shall bear its
own costs.
18.0 Further Assurances. The parties each agree to make, execute and delivcr such
other documents, and to undertake such other and further acts, as may be
reasonably necessary to carry out the intcnt of this Interim Agreement.
19.0 Exhibits. The following listed exhibits are attached hereto and incorporated
herein.
A. Exhibit A - Vento Reuse Plan.
B. Exhibit B - AH Reuse Arca.
c.
Exhibit C - City Budget.
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D.
Exhibit D - Proposed Planning Process.
20.0 Time of Essence. Time is hereby declared to be of the essence of this Interim
Agreement and each and every provision hereto.
21.0 Non-Assi2nabilitv. Developer may not assign their interests in this Interim
Agreement without consent of the City, which shall not be unreasonably withheld.
IN WITNESS WHEREOF, the parties have hereunto set their hands the day and
year first above written.
DEVELOPER: CRR,LLC
A MINNESOTA LIMITED LIABILITY
COMPANY
By
Printed Name:
Title:
STATE OF MINNESOTA)
COUNTY OF
)ss
)
On this _ day of
within and for said county, personally appeared
executed the foregoing instrument and acknowledged
authority of and on behalf of eRR, LLC.
, before me, a Notary Public
, a , and
that he executed the same by
Notary Public
[REMAINDER OF PAGE INTENTIONALLY LEFT BLANK]
[SIGNATURES CONTINUED ON FOLLOWING PAGE]
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STATE OF MINNESOTA )
)ss
COUNTY OF )
CITY OF ARDEN HILLS
Beverly Aplikowski
Mayor
Michelle Wolfe
City Administrator
On this _ day of , __, before me, a Notary Public within
and for said county, personally appeared Beverly Aplikowski and Michelle Wolfe, to me
known to be the Mayor and City Administrator, for the City of Arden Hills and they
executed the foregoing instrument and acknowledged that the instrument was executed
by authority of and on behalf of the City of Arden Hills.
F:\users\JH:rJicc"JcrTy\Arden :{;i1"'TC/\.AP\Jnkl'i,,, Agreemeni _ Draft #IO.ooc
JunclO,2005{729AM)
Notary Public
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~~ILLS
MEMORANDUM
DATE:
Agenda Item 2C
September 14, 2006
TO:
Mayor and City Council
Michelle Wolfe - City Administrator
Michelle Olson - Parks and Recreation Manager 1Tf1J
FROM:
SUBJECT:
Celebrating Arden Hills Discussion
BACKGROUND
At the August 24, 2006 City Couneil Meeting, the Celebrating Arden Hills recap discussion was
deferred to tonight's work session meeting. Points of discussion are below:
1.
Budget
In order to keep the expense of the event down, sponsorships are
crucial. If the City Council continues to be in favor of offering the event
at little to no cost to the residents, significant time needs to be spent on
securing sponsors for the event. Below are the overall budget numbers
for the 2006 and 2005 CAH event.
2006
Expenditures =
Revenue =
TOTAL CITY CONTRIBUTION ~
$45,988.79
$18,346.00
$27,642.79
Please note: Full Time Office/O & M Staff Salaries are not included in the above
expenditures.
2005
Expenditures =
Revenue =
TOTAL CITY CONTRIBUTION =
$48,731.47
$22,751.00
$25,980.47
Please note: Part time Parks and Recreation staff and Full Time Office/O & M Staff
Salaries are not included in the above expenditures.
An itemized 2006 event budget is included for your review. Staff is
looking for feedback on the event budget and suggestions for future
fundraising.
\IMetro-inetus\ardenhills\PR&PW\RecreationIMEMOS\Celebrating Arden Hills RecapWORKSESSION
CC06.DOC
Memo to City Council
Celebrating Arden 1Iills
Page 2
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2. Volunteer Involvement
This event is almost completely staff operated. Full Time Staff salaries are
not included in the event budget. Since the conclusion of the 50th Anniversary
Celebration, the City has struggled to recruit volunteers for event planning or
for the day of. Staff believes that reestablishing a volunteer committee would
be beneficial for many reasons.
a. Beneficial Input from the Residents/Businesses
b. Added Resources
c. Community Buy In
d. Reduced Staff Time
e. Cooperative Effort
Most of the surrounding City Festivals (Little CanadalShoreviewlVadnais
Heights) are run by a volunteer committee with staff serving as the liaison.
This model seems to work well because event duties can be divided among
the group to those who have interests in specific areas. For example, we could
have coordinators for each area such as: volunteers, food, community booths,
entertainment, youth activities, parking, advertising, etc... In that case, the
event would become an overall team effort. This approach would help the
event to run more smoothly and to always have fresh perspective each year.
Staff also believes that event attendance would naturally go up with increased
community involvement.
e
Staff has tried to recruit volunteers for the committee and day of by posting
information on the web site and cable and by placing articles in the City
newsletter. These methods have proven to be unsuccessfuL It is staffs
understanding that the 50th Anniversary Committee was formed as a result of a
letter mailed to all residents asking for assistance on the celebration. Staff is
looking for suggestions on how to reestablish an event committee to help with
the planning and operations of the annual city festivaL
REOUESTED ACTION
Staff is looking for feedback regarding the budget (most notably the fund raising aspect) and
volunteer involvement
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Donations
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TableslTents
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Celebrating Arden Hills - 2006
Revenue
North Suburban Youth
Visit Minneapolis North
Anchor Bank
Guidant Corporation
Lakeside Homes
Northwestern College
Presbyterian Homes
URS
Bethel University
North Heights Church
Arden Pharmacy & Gift
Cub Foods
Brausen Enterprises, Inc
Flaherty's Arden Bowl
Big Ten Supper Club, Inc
CMGRP, Inc~ (Anonymous)
Arden Shorevlew Animal
Bremer Bank
Frattallone's Ace Hardware
Hansen, Dordell, Bradt.
Land 0' Lakes, Inc.
McDonald's. OSC Inc.
Pot 0 Gold
Twin Cities North Chamber
Kim's Tailor
Trinity Lutheran of Lk Joh
Derrek Hames
JJ. Taylor
Rotary Club of AH/SV
Presbyterian Homes
Flaherty's Arden Bowl
Davanni's
Neighbor's United
Hair Expressions
Kate Knuth for State Rep
Arden View Kiwanis
Anchor Bank
Revenue Continued
Totals
$4,00000
$ 2,000.00
$1,00000
$ 1,00000
$ 1,00000
$ 1.000.00
$ 1,000.00
$ 1,50000
$ 500.00
$ 500.00
$ 250.00
$ 250.00
$ 200~ 00
$ 200.00
$ 150.00
$ 15000
$ 10000
$ 10000
$ 100 00
$ 100.00
$ 100.00
$ 10000
$ 100.00
$ 100.00
$ 50.00
S 50.00
Poster
Water
$15,600.00
$ 90.00
$ 80.00
$ 15.00
$ 20.00
$ 1500
$ 1000
$ 15.00
$ 1 o~oo
$ 80.00
Celebrating Arden Hills - 2006 .
Expense
Entertainment
White Sidewalls $ 2,500.00
Prior Lake Water Ski Association $ 1,600.00
Prior Lake Ski - Addtllnsurance Cost $ 100.00
Fireworks $ 7,50000
Walton's Hollow Petting Zoo $ 2,30000
Happy Faces (CaricaturisUFace Painter) $ 2.270.00
Mad Science $ 235.00
Splatter Sisters $ 575.00
$ 17 ,080.00
FoodlYouth Games
Chuckwagon Catering $ 3,18000
Service/Delivery/Tax $ 1,00545
Magic Bounce - Adrenaline Rush $ 1,250.00
Magic Bounce - F un House $ 425.00
Magic Bounce Giant Slide $ 87500
Spin Art $ 425.00
Rock Climbing Wall $ 1,07500
Water Wars $ 75000
Insurance/Food Permit License Fee $ .
Tents (Aarcee) $ 8,13448
Tents (Midway) $ 1,344.00
$18,463.93
First Aid Red Cross ($55/hr x 7 hours+ $50) $ 500.00
$ 500.00
Transportation First Student (TCMP & Shuttles) $ 1,05202
Golf Carts $ 55061
$ 1 ,602.63
Signs Signarama $ 746.75
Acurate Press (Poster) $ 637.94
Allegra ( Large Poster) 1....25560
$ 1,640.29
Programs Insert in Bulletin $ 61685
Accurate Press - Flyer $ 34932
$ 966.17
Sound/Communication Generator $ 1,01548
Walkie Talkies $ 680Q
$ _1,015.48 -
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Total Revenue
Total Expenses
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Page 4
Celebrating Arden Hills - 2006
Revenue/Expenses Summary
$18,346.00
~45,98879
(gui422!l) Short Fait