HomeMy WebLinkAbout04-16-07 Full Agenda Packet
Mayor:
Stan Harpstead
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~HILLS
Arden Hills City Council
WORK SESSION
1245 W. Highway 96
Arden Hills, Minnesota
55112
651.634.5120
www.ci.arden-hiIls.mn.ns
CounciImembers:
David Grant
Brenda Holden
Dave McClnng
Fran Holmes
5:00 p.m.
Monday, April 16, 2007
Agenda
1. Call to Order
2. Al!enda Items Staff/Presenters
A. Community Survey Discussion w/ Decision Peter Leatherman (Decision
Resources Resources)/Schawn Johnson
B. Public Works Updates-
. Highway 10/CSAH 96 Michelle Wolfe
. 2006 PMP-Siems Court Kris Giga/Greg Hoag
. Old Highway 10/CP Rail Bridge Kris Giga/Greg Hoag/Michelle
Olson
C. Five Year CIP and PMP Discussion- Kris Giga/Greg Hoag
D. City Council/City Staff Retreat Follow-up Michelle Wolfe
3. Council Comments and Requests
4. Adiournment
Time
5:00 PM
6:00 PM
6:30 PM
7:00 PM
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~~HILLS
MEMORANDUM
DATE:
April 16, 2007
Agenda Item 2.A.
TO:
Honorable Mayor and City Council Members
Michelle Wolfe, City Administrator
Schawn Johnson, Assistant City Administrator5e:5
FROM:
SUBJECT:
Meeting with Decision Resources LTD to Discuss Preparations for the
Community Survey Project
Backl!round
Mr. Peter Leatherman of Decision Resources, LTD will be in attendance at the April 16th Work
Session meeting to discuss the upcoming community survey project. The intent of this meeting
is to brainstorm different ideas that the City Council would like to see addressed in the upcoming
community survey. For example, City staff has identified the following topics that could be
addressed in the community survey:
1. TCAAP Project:
. Future funding of the TCAAP Project;
. Density of the proposed development;
. Residential requests for the TCAAP Project (restaurants, shops, entertainment);
2. Public Safety:
. Residential concerns about traffic;
. Residential thoughts about crime issues;
. Public input regarding the City's contracted services with the Ramsey County
Sheriffs Department and Lake Johanna Fire Department
3. Park Facilities:
. Residential input regarding the City's current park facilities;
. Other park amenities that the residents of Arden Hills would like to see added to
the park system.
4. Recreation Programs:
. Residential satisfaction with the City's current recreation programs;
. Other recreation programs that the residents would like to see offered by the City.
5. City Services:
. How would the residents of Arden Hills rate the following services provided by the
City?
1. Snow Plowing
2. City Street Repair and Maintenance
3. Sewer and Water Maintenance
4. Animal Control
5. Code Enforcement
This is only a sampling of some of the topics that could be addressed in the up-coming
community survey. This meeting will provide Mr. Leatherman with a better understanding of
the City's topic priorities and will assist him in developing a draft set of survey questions. Mr.
Leatherman will also provide the City Council with an overview of the community survey
process, project time frame, and how Decision Resources will utilize a telephone survey to
conduct the community survey.
Staff Recommendation
City staff is requesting City Council input regarding the selection of topic areas for the
community survey project.
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~HILLS
MEMORANDUM
DATE:
April 16, 2007
AGENDA ITEM 2B
TO:
Mayor and City Council
~
FROM:
Michelle Wolfe, City Administrator
SUBJECT: Highway 10 and 96: Recap and Next Steps
BACKGROUND
The City Council has held two work sessions regarding transportation issues, starting general and
then focusing on the Highway 10 and Highway 96 intersection. At the first work session the
Council generated some ideas for the 10/96 area. From these ideas, five options were prepared
by consultant SEH. In preparation for a public meeting/open house on April 2, Council reached
some consensus regarding the options. While not unanimous, three options were considered
"nonviable." At the open house, residents were asked to comment on the two remaining options,
but were also welcome to comment on the other three options as well.
Resident input to-date has been sununarized and forwarded to you (another copy is attached for
easy reference.) In addition, some or all of you may have received other comments via phone
calls or e-mails.
DISCUSSION OUTLINE
The goals for tonight's work session discussion are as follows:
1. Recap of activities to date and Council feedback from the April 2 Public Meeting
a. Reaction to resident comment sheets input to-date
2. Update regarding the financing strategy for the project
3. Discussion of next steps:
a. Process for determining a preferred option for Highway 10 and 96
i. What does the Council desire in terms of additional information,
documentation, input (process)
n. Decide whether to authorize preparation of a fmal report
111. Discuss and provide direction regarding funding of engineering services
for this project
b. Discuss the need for a formal decision regarding access to TCAAP off Highway
10
1. RECAP AND FEEDBACK
For this part of the discussion, staff would like to hear from Council on the following:
. Reaction to the April 2 meeting
. Reaction to the public input received to-date
. Direction to staff/consultants as to any further follow-up that should take place as a result
of the April 2 meeting
2. FINANCING STRATEGY
Mayor Harpstead and I attended a meeting on Wednesday, April 11 to discuss funding strategy
for the County Road H Interchange project as well as the Highway 10 and 96 project. At this
time discussion is focused on legislative options (state and federal). There are a few actions that
will likely need to take place in the near future. A timeline is being developed to further
illustrate this process for Council. We will be prepared to provide a verbal update at the work
seSSIOn.
3. NEXT STEPS
Council needs to consider the desired process for moving ahead with this project. Ultimately,
the Council has a series of decisions to make, the largest of which is determination of a preferred
option.
a. Process for determining a preferred option
Since the ultimate goal is for the City Council to make policy decisions regarding this
proj ect, and to select a preferred option for the intersection, staff and consultants need to
know what the Council desires in terms of additional information, documentation, and input
in order to assist you in the decision making process.
One task you could authorize is preparation of a final report. This could simply be formal
documentation of the process to date, which would ultimately include the final Council
decision. The report would be written documentation showing a process was followed and
what the outcome was. This could then be submitted to MnDOT and the County as the
City's final decision. This would be a timely point in the process to order such a report,
while information is fresh and recent.
In addition, you could ask or direct that certain additional information be included in the
report. To the extent you know what that information entails, you would include that when
ordering the report.
If there are other steps in the process the Council would like to add, we need to discuss those
at the work session. Ideas would include additional public meetings, specific topics needing
further study or analysis, or others the Council would like to see added. . Depending on the
nature and scope of the requested items, these items could add a small to significant amount
of cost, and is work not included in SEH's current contract and work plan
Once those next steps are determined, we need to discuss who will take the lead on those
next steps, how those steps will be funded, and who will perform the work. For the specific
discussions recently regarding Highway 10 and 96, SEH has been performing the work at the
direction ofthe City Council. However, work to date has been done via SEH's contract with
RRLD. With all of the work they have done to date, and the extensive knowledge they have
of the area and this project, it would be my recommendation that if we proceed with
additional work to help Council make the final decision, that SEH would continue to do that
work. However, we need to discuss funding for additional work on this project. Certainly
this project is critical to the TCAAP project, but Highway 96 and 10 improvements would
likely be needed in the future even ifTCAAP did not develop.
b. TCAAP Access
It is critical in terms of the timing of the TCAAP Master Planning and Land Transfer
processes for the City Council to provide official direction regarding access to TCAAP from
Highway 10. At the last work session, Council provided general direction, indicating a
comfort level to continue the master planning process (including the further development of
the three concept plans) assuming access off of Highway 10. If that comfort level is still
present, I would recommend that the Council take formal action by motion at the next City
Council meeting.
CONCLUSION
In general, the purpose for tonight's work session is to provide Council with an opportunity
to react to the information received to date, including the April 2 public meeting, and further
to provide direction to staff and consultants regarding next steps. Specific items where we
are look g for direction include:
. Council requests for additional information, data, etc.
. Council input and feedback regarding project financing and legislative efforts
. Council direction regarding preparation of a final report
o Who would prepare the report
o Funding
\\metro~inet\ardenhi11s\Admin\City Administrator\Memo\2007\4-16-07 Memo RE Highway 10 & 96.doc
Public Comments Received
April 2, 2007
TCAAP Transportation Meeting
19 responses received to date (as of 4/5/2007).
Proiect Comments
What are your current issues/concerns with the Highway 10/County Road 96 Intersection?
. What is the route for school buses from Mounds View High School to the TCMP
site? Also bus routes to Shoreview, North Oaks, and other northern communities?
. This finally stated some information we needed to know. Not just speculation. Not
it's real.
. Easier access to Long Lake. Difficult to cross when on foot or on bike. Unsafe
unless you are driving. Coming from the east while on Highway 96 is difficult to see
Highway 60 traffic from the south. Need bike paths on Highway 96 to Old Highway
8, to easily get to Long Lake Regional Park.
. Amount of traffic on Highway 96.
. Seems that Concept 2 is the best.
. Try to accommodate the residents in the trailer court and the businesses in that
triangle.
. I have to cross it this evening. I like #2 over all other viable options. Prefer #5
overall.
. Congestion, safety, obsolete, pollution (air especially).
. Concept 2 is best.
. Traffic volume, wait time at lights. Safety.
. Main concern is being able to get in/out of Keithson Drive. Access onto Highway 96
- it's been getting steadily worse (and more dangerous).
. I think the state should take the money from the HJO-96 intersection, the 1694-H10
intersection and improve the 135W-1694 intersection and close HJO-96.
. Safety is my greatest concern due to the speed of traffic on Highway 10. Cars and
trucks not paying attention to the traffic signals can cause serious accidents.
. We don't use 10 (old) when school is letting out.
. I agree that improvements are needed as a matter of civic concerns in view of
anticipated traffic increases. The additional signalized intersection on 96 between
HamlinelSnelling and Old Highway 8 are a detriment in terms of my personal travel
but I think they are unavoidable if thru traffic on 10 is a must.
. Recent signal improvements have improved the intersection's traffic flow
What issues/concerns do you have with the concepts presented tonight?
. I'm concerned about the trailer park and the cost of buying them out (or whatever) to
build a big road right through the middle. Why not route traffic through TCAAP land
instead? (Flop the 96/10 curve to TCAAP instead.)
. Access from Snelling Avenue going west on 96 due to backup of traffic at North
Heights and TCAAP 96 entry.
. Give good deals to the families that will have to move.
. 1 want to decrease traffic on Hamline & Lexington.
. Prefer Concept 2.
. With global warming becoming a major issue of our time, why not encourage some
sort of public transit, car-parking, and electric cars.
. Preserve Old Highway 1 O/Snelling Avenue for the present residents.
. No cost to locals %.
. Very sloppy presentations. Left on option out of the discussion; lots of major
mistakes on illustrations; assumptions presented as fact with respect to environmental
impact of option 3. The analysis is deliberately slanted; option 3 mizht have more
cleanup cost and mizht require more time to get permits but we are being asked to
make a decision anyway. Obviously the deck has been stacked in favor of option 2.
Option 2 might be the best choice but option 3 is just presented as a "straw man"
alternative to make option 2 look good in comparison.
. Split diamond #3 just increases wait times with the traffic lights. #2 is most
reasonable if we must maintain access to 1 0 from 96.
. The least damage to the trailer park would seem the better way.
. I thought the presentations were well thought out. I would favor the second proposal
but would like to see Highway 96 go over Highway 10 rather than under. The same
for the entrance to the new development into the TMAC.
. (slow down) on 10. Would like to see speed at 45 miles instead of 50.
. At present I encounter only two signalized intersections on 96 between Snelling and
Old Highway 8 in New Brighton, which will increase to as many as 5. However, this
is a lesser inconvenience than will be experienced by homeowner/residents who will
be displaced by future roads necessary to make 10 a freeway.
. I prefer concept #2
Other Questions or Commeuts?
. Can you address the bike andfoot traffic in the plan? Long Lake Regional Park
would be nice to have easier access. Bike path on Highway 96 stops before reaching
Old Highway 8.
. Jfwe must build this, Concept 2 seems to be the best choice, in my opinion.
. I would prefer Concept 2 and the sooner the better.
. Do any of the staff or decision-makers have any conflicts of interest? For example do
they own property in the vicinity of the interchange? Do they have friends or
relatives who do?
. Please put these graphics on the A.H website so those who couldn't attend tonight
can see them.
. Strongly favor option 2 - keep traffic flow on 96 smoother - access to/from Highway
10 will only tangle the situation, not help to untangle the intersection.
. I am very pleased with the concerns evidenced by the planning committee for the need
to expedite the flow of traffic and to protect Arden Hills from traffic congestion.
. Would like to see cut-off closed - (694 to 35W) or close 694 off I 0 to 96 closed.
. My prime concern is that traffic may flow into the TCAAP development if it isn't
"easy" to go Northwest on Hwy 10 from 96 going West
Comments:
.
2 8
The new "right turn" light is good!
Gettin worse.
Transportation & You
On a scale of 1 to 5 with 1 being "Poor" and 5 being "Excellent", what number would you
give to your overall feeling about the traffic situation at the Highway 10/County Road 96
intersection?
.
Comments:
.
o
Fly over especially!
On a scale of 1 to 5 with 1 being "Not important" and 5 being "Most Important", how important
are each ofthe following issues as it relates to making improvements to the Highway 10/County
Road 96 intersection area?
a. Improvin Sa ety:
b. Reducing traffic 0 0 I 3 2 11 2
local roads:
c. Avoiding
expensive I 4 I 7 4 2
environmental
cleanu :
d. Overall 0 4 6 4 3 2
construction cost:
e. Impacts to I 3 4 5 4 2
ad'acent homes:
Comments: None.
What did you Think of the Public Meeting?
On a scale of 1 to 5 with 1 being "Poor" and 5 being "Excellent", what number would you give
to today's meetin bein convenient and valuable to ou?
.
1 2 5 8
Wish you had stated on post card - open house 6: 30. Presentation at
7:00. We wouldn't have had to rush so much.
Good visuals.
Comments:
.
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EN HILLS
MEMORANDUM
DATE:
April 11, 2007
AGENDA ITEM B2
TO:
Mayor and City Council
Michelle Wolfe, City Administrator
Kristine Giga, Civil Engineer N#I
Greg Hoag, Public Works Director~
FROM:
SUBJECT:
2006 PMP Update (Siems Court/Lake Johanna Boulevard Intersection)
BACKGROUND
Last fall, residents of the 2006 PMP Ridgewood Neighborhood approached the City Council at
the October 30, 2006 City Council meeting with a request to review the intersection of Siems
Court and Lake Johanna Boulevard. A written request was signed by 29 residents representing
19 properties to widen the intersection and/or schedule a neighborhood meeting to address the
concerns regarding the intersection. There are 62 properties in the Ridgewood neighborhood. A
copy of the signatures is attached, as well as excerpts from the minutes of the October 30, 2006
and November 13, 2006 City Council meetings.
DISCUSSION
At the direction of the City Council, staff looked at widening the entrance and associated
construction costs. Attached are four alternatives; the cost estimates are listed in the table below.
Alternatives I and 2 were based on staff suggestions in an attempt to provide a low-cost
reconfiguration. Alternatives 3 and 4 are based on suggestions received by the residents for a
possible reconfiguration. Another alternative is to do nothing and leave the intersection as it is
today.
Surmnary Estimated Cost
Alternative I Remove curb and gutter north of catch basins, results in $5,755
increase in oavement width from 65' to 78' at the entrance.
Alternative 2 Remove curb from west side, relocate catch basin, reconstruct $12,150
curb, results in increase in pavement width from 65' to 90' at
the entrance.
\\R VNAS 1 \AHdata$\PR&PW\Engineering\2007\ Work_ Sessions\4-16-07 _Memo _ 2006PMP _ SicmsCt.doc
CIP Discussion
4/12/2007
Page 2
Alternative 3 Removing curb from both sides approximately 200' back from $54,875
the intersection, creating a gradual taper to a street width of
32' at catch basins and pavement width of 80' at the entrance.
Involves tree removal, construction of retaining wall and
relocation of two catch basins.
Alternative 4 Removing curb from both sides of the street (I70' east, 80' $32,400
west), creating a gradual taper to a street width of 32' at the
catch basins and pavement width of 80' at the entrance.
Involves relocation oftwo catch basins.
As part of the 2006 PMP wrap-up, staff would like to send out a survey to the residents for
feedback on various aspects of the project. One of the questions staff could ask is how residents
feel about the intersection and whether they think it needs to be modified from what has been
constructed. A draft of the survey is attached.
CONCLUSION
Staff is requesting questions and/or comments from the City Council regarding this issue prior to
staff scheduling a neighborhood meeting.
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OPENING UP ENTRANCE TO SIEMS CT.
We, the undersigned, residents of the Arden Hills Addition (Siems Ct, Arden Place &
Ridgewood) hereby request that you change the narrow entrance from Siems Court to Lake
Johanna Blvd. by widening it and/or schedule a neighborhood meeting to address the current
concerns of the neighborhood regarding this intersection
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OPENING UP ENTRANCE TO SIEMS CT.
We, the undersigned, residents of the Arden Hills Addition (Siems Ct, Arden Place &
Ridgewood) hereby request that you change the narrow entrance from Siems Court to Lake
Johanna Blvd. by widening it and/or schedule a neighborhood meeting to address the current
concerns of the neighborhood regarding this intersection
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~HILLS
Approved: 11/13/06
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
OCTOBER 30, 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 7:03 p.m.
Present:
Mayor Beverly Aplikowski, Councilmembers David Grant, Brenda
Holden, and Vincent Pellegrin.
Absent:
Councilmember Gregg Larson (excused).
Also present were City Administrator, Michelle Wolfe; City Attorney, Jerry Filla; Public
Works Director, Gregory Hoag; Community Development Director, Karen Barton; City
Engineer, Kris Giga; Parks and Recreation Manager Michelle Olson; and Recording
Secretary, Kathleen Altman.
1. APPROVAL OF MEETING AGENDA
MOTION: Councilmember Holden moved and Councilmember Pellegrin seconded a
motion to approve the meeting agenda as presented. The motion carried
unanimously (4-0).
2. APPROVAL OF MINUTES
A. October 10, 2006 City Council Meeting
MOTION: Councilmember Holden moved and Councilmember Grant seconded a
motion to approve the October 10, 2006 City Council Meeting Minutes as
presented. The motion carried unanimously (4-0).
ARDEN HILLS CITY COUNCIL - OCTOBER 30, 2006
2
3. CONSENT CALENDAR
a. Claims and Payroll
b. Motion to Approve Payment #4 to Arnt Construction in the amount of
$392,661.84 for the 2006 Ridgewood Neighborhood PMP Project
c. Motion to Order the Removal of Diseased Trees at 1901 Stowe Avenue, 1926
Stowe Avenue, and 1870 Glenpaul Avenue
d. Resolution No. 06-51: Authorizing the Application for Recycling SCORE Grant
Funds for 2007
MOTION: Councilmember Pellegrin moved and Councilmember Grant seconded a
motion to approve the Consent Calendar and to authorize execution of all
necessary documents contained therein. The motion carried unanimously
(4-0).
4. PULLED CONSENT ITEMS
None.
5. PUBLIC INOUlRIES/INFORMATIONAL
Kathy Nelson, 3475 Siems Court, stated she was representing the neighbors who used the
Siems Court, Lake Johanna intersection on a regular basis. She stated no one in the community
who used the road was consulted before it was drastically changed. She asked from what they
were being saved from. She noted vehicles were not able to turn onto Siems Court off of Lake
Johanna and stay in their own lane in either direction. She noted this has become extremely
unsafe. She stated their street had been narrowed to 22 feet wide, when it used to he 25 feet. She
stated they did not have enough room to safely maneuver. She indicated they were also
concerned about walkers and bikers who had nowhere to go. She requested they change the
narrow entrance by widening it and scheduling a neighborhood meeting to address the concerns.
She indicated there were 25 people who had sigued this request.
Diane Pearson, 1556 Arden Place, stated she had also personally experienced the problem of
exiting her neighborhood. She noted the problem was that they needed the entire width of the
road to make the turn in. She did not believe this was safe.
Ms. Giga stated the width of the intersection was a result of neighborhood meetings and it was in
the feasibility report. She indicated the neighbors had desired the existing width. She noted to
minimize other impacts upon the roadway; the road was designed at a 22-foot width. She stated
they wanted to improve the angle of the intersection and to provide a better transition as well as
to improve sight lines.
Deb Bloom, City Engineer, stated the intersection used to be at a 40 degree angle and now this
angle had been improved. She indicated all intersections met or exceeded the required turning
ARDEN HILLS CITY COUNCIL - OCTOBER 30,2006
3
radiuses. She indicated to remove this would cost money and they did not recommend
reconstructing this intersection because it met all of the required standards.
Dan Leatblad, 3520 Siems Court, stated in theory that sounded good, but it did not work in
practice. He indicated the angle was difficult to maneuver.
Councilmember Holden noted most of the neighborhood input had been that they did not want
sidewalks.
Councilmember Grant asked if minimum standards changed due to grade of the road. Deb
Bloom responded the engineers had widened the curb radiuses to 30 feet and the minimum was
15 feet. She indicated they should be able to make the turn with that radius.
Councilmember Grant stated he was not sure he could make any decision on this tonight until
he looked at this intersection himself. He requested the City Engineer review the intersection.
Deb Bloom responded they would look into this, but noted nothing could be done this season.
Mayor ApIikowski asked if they could add some type of signage. Deb Bloom responded they
would look into this.
Diane Pearson stated the width of the road was not a problem in general, but at this intersection,
the mouth of it needed to be widened.
Diane Pearson, 1556 Arden Place, stated she had two concerns regarding the trees in their
neighborhood, including the number of trees taken out and the number of trees being replaced.
She stated they had collected 60 people's signatures in support of additional trees. She stated
they had 84 trees taken out and approximately 56 trees were going to be replaced. She stated
they wanted all of the trees replaced that had been taken out. She proposed the number of trees
taken out be replaced and the trees coming in were of the same value as the trees taken out. She
stated they also wanted input into where the trees were going. Ms. Giga stated the State
definition of a tree was anything 4 inches or larger in diameter regardless of species. She stated
there were oaks, ash, buckthorns, maples, as well as other trees that were removed.
Kathy Nelson, Siems Court, stated on Siems Court 49 trees were removed, Arden Place four
trees were removed, Ridgewood Road five trees were removed, Beach Club Ponds 26 trees were
removed. She stated ten trees were replaced on Siems Court, one tree was replaced on Arden
Place, two trees were replaced on Ridgewood Road, and 17 trees were replaced on Beach Club
Ponds. She noted along Johanna Wetland Pond, 60 trees were removed and 20 trees were being
replaced. She stated she had talked with Rice Creek Watershed District who indicated they
would get in touch with the City and offer some funds for larger trees. Ms. Wolfe stated she had
not heard from Rice Creek Watershed District.
Dan Leatblad, 3520 Siems Court, stated the number of trees that came down was remarkable.
He indicated they used to have a canopy of trees, which were now removed. He stated ten trees
ARDEN HILLS CITY COUNCIL - OCTOBER 30, 2006
4
were not sufficient and they needed larger trees put in. He noted it would be a problem to put in
large trees along the wall because of all of the sand below the top soil.
Diane Pearson, stated she was concerned about lower Siems Court and it being bare in places on
the hill. She expressed concern the hill was not supported and it needed to be replaced to help
hold the road up. She indicated the trees that were still on the hill had been covered with sand
and she was not sure they would survive. She requested the City take steps to make sure the hill
was reforested and landscaped to hold up the road. Ms. Giga responded the property owner and
developer had agreed to add more trees and vegetation and would submit a landscaping plan.
She stated they were aware that they were responsible for maintaining the slope.
Councilmember Holden asked if the City was paying for the development of the lots. Ms. Giga
responded the City was not paying for the development. All the City did was dump the fill onto
the land and the developer was responsible for spreading it out.
Peter Roess, President of the Minnesota Museum Metropolis, Inc. summarized the purpose and
mission of the organization. He stated they would like to look at a museum development on the
TCAAP property. He believed they had one of the best and unique ideas for the TCAAP
property. Mayor Aplikowski requested he work with staff on this and present their plan to staff.
Kathy Nelson, stated they would like to see the City come up with a Tree Preservation Policy.
She believed since the City logo was a tree, it would be a good idea to have a Tree Preservation
Policy. Ms. Giga responded she had spoken with the City Planner about this and they were
talking about drafting a Tree Preservation Policy.
6. PUBLIC HEARINGS
None.
7. NEW BUSINESS
AI. Motion to Authorize the City Enl!ineer to Prepare the Feasibility Report for the
2007 PMP Proiect
Ms. Giga stated staff had discussed the 5-year CIP and Pavement Management Program with the
City Council at several Work Sessions this year. In order to move forward with the 2007 PMP
and advertise the project early in 2007 to obtain competitive bids, staff was requesting Council
authorize preparation of the feasibility report at this time. Staff had reviewed this project and had
determined that this work could be done utilizing City ofRoseville engineering staff, as opposed
to contracting with the consulting engineers, URS, to complete this work.
Councilmember Holden asked if they would save money on the City Engineering contract. Deb
Bloom responded they would be eliminating a step and therefore they were saving money.
~
~HILLS
Approved: November 27, 2006
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
NOVEMBER 13, 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 7:02 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; City Attorney, Jerry Filla; Public
Works Director, Gregory Hoag; Community Development Director, Karen Barton; City
Engineer, Kris Giga; Assistant City Administrator, Schawn Johnson; City Planner, James
Lehnhoff; Parks and Recreation Manager Michelle Olson; and Recording Secretary,
Kathleen Altman.
1. APPROVAL OF MEETING AGENDA
MOTION: Councilmember Larson moved and Councilmember Holden seconded a
motion to approve the meeting agenda as revised. The motion carried
unanimously (5-0).
2. APPROVAL OF MINUTES
A. October 30, 2006 City Council Meeting
MOTION: Councilmember Holden moved and Councilmember Grant seconded a
motion to approve the October 30, 2006 City Council Meeting Minutes as
presented. The motion carried unanimously (5-0).
ARDEN HILLS CITY COUNCIL - NOVEMBER 13, 2006
5
D. Motion to Approve the Criteria for Placin2 Planninl! Commission Cases on the
Consent Calendar at Future City Council Meetin2s
Mr. Lehnhoff stated at the September 18, 2006 Council work session, the Council requested
staff prepare a set of evaluation criteria for determining if a planning case can be placed on the
City Council's consent calendar. Since many planning cases are not controversial and have a
unanimous recommendation from the Planning Commission, this step would increase the
efficiency of reviewing certain non-controversial planning cases at City Council meetings.
Mayor Aplikowski stated she was not in favor of this. She noted there have been times in the
past when the City Council did not agree with the Planning Commissions recommendation.
Councilmember Larson stated it might be nice to move the Consent Calendar to follow the
public informational portion of the meeting, which would give Council the opportunity to take
the item off of the Consent Calendar if there was someone in attendance who wanted to speak on
an item. He stated he did not agree with the criteria that the City Council liaison's
recommendation is required for placing a planning case on the consent calendar or not.
Councilmember Grant stated it might be a good idea to table this item until after the first of the
year when the new Council was in attendance. He noted the new Council might want to make
certain changes.
Mayor Aplikowski recommended they vote this down and let staff bring it to the Council after
the first ofthe year.
Councilmember Larson believed they should vote on this now and just because there were new
people coming onto the Council should not be a reason to stop doing City business.
MOTION: Councilmember Grant moved and Councilmember Holden seconded a
motion to deny the Criteria for Placing Planning Commission Cases on the
Consent Calendar at Future City Council Meetings. The motion carried
(4- I Councilmember Larson opposed).
8. UNFINISHED BUSINESS
A. City Staff Response to Resident Concerns Re2ardin2 the 2006 PMP Project
Ms. Giga stated at the October 30, 2006 Council Meeting, several residents presented some
concerns regarding the 2006 PMP Improvement Project. The first concern brought to the
Council meeting involves the intersection of Siems Court and Lake Johanna Boulevard.
Residents have indicated that there is difficulty in turning into Siems Court off of Lake Johanna
Boulevard, completing the turn without encroaching into opposing traffic, and passing cars that
are at the intersection waiting to turn out.
ARDEN HILLS CITY COUNCIL - NOVEMBER 13, 2006
6
She indicated the other two concerns regard tree removal and replacement throughout the
neighborhood. First, the residents are requesting that at least an equivalent amount of trees are
replaced throughout the neighborhood as were removed. The other concern about trees was the
stability of the slope along the west side of Siems Court on the 1600 Lake Johanna Boulevard
property. The residents are requesting that a landscaping plan is prepared and the hillside is
revegetated.
She reviewed her analysis and recommended the intersection of Siems Court and Lake Johanna
Boulevard remain as constructed, with the possible addition of striping and a stop bar to delineate
the lanes. She recommended that additional trees and shrubs be added, but suggested that staff
receive additional quotes in an effort to get lower prices.
Councilmember Larson stated he believed the width of the intersection slowed people down.
He stated he was not sure they should add yellow striping to the street because this was a
residential street.
Councilmember Holden noted she had driven this street and it was intimidating to drive this
prior to the bituminous being brought up to the curb.
Councilmember Grant stated he also did not think striping should be added. He believed it
would destroy the look and feel of the neighborhood. He stated he was in favor of adding
additional trees because the loss ofthe trees changes the character ofthe neighborhood.
Kathy Nelson, 3475 Siems Court, read from a prepared statement outlining her opposition to
the intersection. She noted the road would be even narrower in the winter when there was snow
on the ground. She stated her replaced driveway was not what they had previously. She
indicated they had an electrical cord cut which had not been fixed. She stated she previously had
an aggregate sidewalk, which she did not have now. She requested that Council approve the staff
recommendation of additional trees. She asked the City to consider putting in additional trees as
well.
Bill Thornton, 3510 Siems Court, stated he has lived on Siems Court for 20 years. He stated
the problem was not two parked vehicles approaching each other from opposite direction, but
rather the traffic moved fast in this area. He noted they had to slow down fairly dramatically now
to make the turn. He suggested they widen the intersection so they did not have to make such
dramatic turns. He stated he would not be in favor of striping the road and did not believe it
would improve the condition of the road. He stated they did need more trees added also. He
stated the neighborhood wanted to see as much replanting done as possible. He stated he wanted
a nice mix and variety of trees put in. He stated from his personal perspective he would rather
see additional trees added than the road widened. He requested staff review the re-forestation for
the hillside. He did not believe six trees were sufficient.
Steve Erickson, 3442 Siems Court, stated he shared the same concerns. He asked Council to
consider the geometry of this intersection and that they tried to make the 90 degree connection in
~'-"""''''
ARDEN HILLS CITY COUNCIL - NOVEMBER 13, 2006
7
too short of a length. He stated he also wanted the trees replaced. He stated he wanted the
hillside maintained also.
Will Wood, 3470 Siems Court, stated he had submitted an email to the City Engineer. He
stated the intersection was a safety issue. He stated it was difficult to see up the hill. He stated
moving the road a little bit would make it easier to see up the hill.
Mayor Aplikowski agreed it was a shock to the neighborhood at the devastation of the loss of
the trees.
Councilmember Grant asked if the $20,000 figure was for one side or both sides of the road.
Ms. Giga responded it was for both sides of the road.
Councilmember Grant stated he was in support of widening the streets because this was a
safety issue. He stated in the winter the road would be narrower and it was on a slope. He
believed Council needed to send this back to staff to come up with a solution to the intersection
Issue.
Mayor Aplikowski asked if they would have to go back very far to get the slope wider. Ms.
Giga responded a typical car length was 20 feet, so they may have to go back as much as 100
feet.
Councilmember Larson asked if the opening was widened, would they have to do both sides of
the road. Ms. Giga responded they could look at widening one side of the road only.
Councilmember Pellegrin stated he could see a problem with safety in the winter. He stated he
was also concerned about the residents having to slow down too much to make the turn and this
was a safety issue. Councilmember Pellegrin also stated that making it wider and allowing
faster traffic could be a safety issue as well.
MOTION: Councilmember Larson moved and Councilmember Pellegrin seconded a
motion to request staff take a look at widening the entrance by widening
the curb on the east side of the road and come back to Council with plans
and cost.
Councilmember Grant made an amendment to instruct staff to look at both sides of the
intersection. Councilmember Larson accepted Councilmember Grant's amendment.
Ms. Giga noted with the seasonal change, no change to the intersection would be made until
spnng.
Ms. Wolfe recommended staff come up with two or three options, with one being what could be
done for $20,000.
ARDEN HILLS CITY COUNCIL - NOVEMBER 13, 2006
8
Councilmember Larson suggested they hold off making any decision until spring after the
residents went through a winter with the intersection as long as they could not do the work until
the spring anyway.
The motion carried unanimously (5-0).
MOTION: Councilmember Grant moved and Councilmember Larson seconded a
motion to approve additional landscaping as described in staffs November
9,2006 report to Council. The motion carried unanimously (5-0).
B. TCAAP - Verbal Update
Ms. Barton updated on the Council on recent TCAAP developments.
9. COUNCIL REOUESTS
None.
MOTION: Councilmember Grant moved and Councilmember Holden seconded a
motion to approve the regular City Council meeting adjournment and the
Council proceed to a closed session to discuss pending issues with the City
Hall Arbitration pursuant to MN Statute and to discuss the 2006 PMP
assessment appeal. The motion carried unanimously (5-0).
Mayor ApIikowski adjourned the Regular City Council Meeting meeting at 9:20 p.m.
Beverly Aplikowski
Mayor
Michelle Wolfe
City Administrator
NOTICE OF MEETINGS
The next Council Meeting will be held Monday, November 27, 2006 at 7:00 p.m. at the Arden
Hills Council Chambers.
2006 Pavement Management Program Survey:
Please answer the questions on the postcard provided and mail back to the City by May 4, 2007.
Communication:
I. The newsletters received in the mail were helpful and informational.
2. The neighborhood-wide call list was a useful tool.
3. Updates on the City's web-site were helpful and informational.
Project service:
4. The contractor provided a good level of service to the neighborhood during the project.
5. City staff/representatives provided a good level of service to the neighborhood during the
project.
Project Design
6. I am satisfied with the end result.
7. The rain gardens are an added value to the neighborhood.
8. The Siems Court/Lake Johanna Boulevard intersection should be modified.
Postcard:
STRONGLY
AGREE
1. 0
2. 0
3. 0
4. 0
5. 0
6. 0
7. 0
8. 0
I LIVE ON:
(PLEASE CIRCLE)
SOMEWHAT
AGREE
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o
o
o
o
o
o
o
INDIFFERENT SOMEWHAT
DISAGREE
o 0
o 0
o 0
o 0
o 0
o 0
o 0
o 0
STRONGLY
DISAGREE
o
o
o
o
o
o
o
o
SIEMS COURT RIDGE WOOD ROAD RIDGEWOOD COURT
ARDEN PLACE SKILES LANE
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EN HILLS
MEMORANDUM
DATE:
April 12, 2007
AGENDA ITEM B3
TO:
Mayor and City Council
Michelle Wolfe, City Administrator
Kristine Giga, Civil Engineer ~/
Greg Hoag, Public W orks Director~
Michelle Olson, Parks and Recreation Manager 1W
FROM:
SUBJECT:
Old Highway 10 CP Rail Bridge Update
BACKGROUND
As a part ofthe 2002 Parks, Trails & Recreation Master Plan, Old Snelling and Old Highway 10
(Snelling to Hwy 96) were identified as a regional trail conidor. In 2004, the City started work
on the feasibility of constructing the portion of this pathway between Snelling and County Road
E2. As a part of this preliminary planning, it was determined that the existing CP Rail Bridge
that crosses Old Highway 10 to the north of County Road E would be a significant bottleneck for
this pathway conidor.
On October 5, 2004, the City sent Ramsey County and CP Rail a letter describing the proposed
trail improvements and requesting that they consider making improvements to the bridge and
Old Highway lOin conjunction with a City pathway project because of the risks the bridge may
pose to public safety. The safety risks were identified through a review of the MN/DOT
Structure Inventory Sheet followed by a field inspection of the CP rail bridge.
In their response, CP Rail did not share the concerns expressed by the City with regard to public
safety or with the railroad traffic it currently handles. They indicated that they had no immediate
intention to rehabilitate or reconstruct the bridge. They did, on the other hand, bring up the
possibility of modifying the bridge to accommodate a pedestrian path and they referred to a
similar case of a modified bridge on Old US Highway #8 in New Brighton as an example.
At the same time, Ramsey County also responded with regard to improvements to Old Highway
10 saying that the road segment is not included in the County's long range Capital Improvement
Plan. As a result, funding for these improvements has not been identified and there is no
timeJine for the roadway improvements.
\\RVNAS I \AHdata$\PR&PW\Engineering\2007\ Work _ Sessions\4- I 6-07_ Memo _ CP _ Rail.doc
CP Rail Bridge
4/12/2007
Page 2
Both the County and CP Rail are willing to cooperate with the City on the proposed pathway
project. However, both agencies indicated that all of the funding would be the City's
responsibility. The CP Rail Bridge improvements were included in the adopted Capital
Improvement Plan for 2007. The scope includes bridge improvements only; no pathway
construction is proposed for 2007.
The modifications to the rail bridge were estimated to cost $230,000. This includes $46,000
engineering and $184,000 in construction costs. These costs do not include pathway
construction costs. $50,000 ofthe project costs are budgeted in the Special Revenue Parks Fund.
The balance of the project is slated to be funded using the City's State Aid Funds.
In the interest of moving the project forward in 2007, the City has conducted preliminary
discussions with CP Rail officials and Ramsey County regarding this project. Both agencies
have reaffirmed their willingness to work with the City.
DISCUSSION
The overall objective for the construction of pathways is to provide connections as well as
increase safety for pedestrians and bicyclists. A number of trail connections have been identified
that would connect to the Old Snelling/ Old Highway 10 regional trail. These other projects
were part of the impetus for including the CP Rail bridge improvements in the 2007 CIP.
. Countv Road E2 Pathwav: This project was submitted for Safe Routes to School grant
funding and included the construction of an 8 foot wide bituminous pathway on the south
side of County Road E2 from New Brighton Boulevard to Old Highway 10. Staff learned
on April 9th that this project was not selected for grant funding.
. Countv Road E Pathwav and Bridge improvements: This project was submitted last year to
the State for Cooperative State Aid Funds and included the constrnction of an eight foot
wide pathway on the north side of County Road E from Old Highway 10 to the Snelling
Avenue ramps. Staffleamed in late January that this project was not funded.
. Old Snelling Street Reconstruction: This project is proposed in 2010 and would consist of
the reconstruction of Old Snelling between Snelling Ave and County Road E. A pathway
could be constructed in conjunction with this road project. Since this road is on the City's
Municipal State Aid system, the pathway construction costs could be funded through MSA.
. Lake Johanna Boulevard Pathwav: The Tony Schmidt Park Master Plan has identified the
need for a pathway along Lake Johanna Boulevard. This project is included in Ramsey
County's Tony Schmidt Master Plan as Priority #3 with an estimated cost of $500,000.
Funding for these improvements has not been identified and there is no timeJine for the
proposed improvements.
CONCLUSION
Staff is seeking direction from the City Council regarding the CP Rail bridge project. The next
step would be to prepare preliminary plans to submit to CP Rail for their review. If the City
Council desires to continue work on this project, staff would contact URS to submit a proposal/
work order that would be brought to the next City Council meeting for approval.
~
EN HILLS
MEMORANDUM
DATE:
Apri] ]2,2007
AGENDA ITEM C
TO:
Mayor and City Council
Michelle Wolfe, City Administrator
Kristine Giga, Civil Engineer 11+01
Greg Hoag, Public Works Director.J:#lt- f)
Michelle Olson, Parks and Recreation Manager ~
Sue Iverson, Finance Director-tV
Schawn Johnson, Assistant City Administrator~
FROM:
SUBJECT:
Five-Year CIP and PMP Discussion
BACKGROUND
Staff is beginning to develop the City's five-year Capital Improvement Plan (CIP) from 2008 to
2012. The purpose of this discussion is to provide the City Council an overview of all aspects of
the CIP and briefly describe each of the components.
Ideally, a five-year CIP is developed annually, using the previous C]P as a base and updating
items and adding new projects as they come up. The items identified in the first year of the C]P
are typically adopted as Capital Improvements for that year's budget. The second year of the CIP
is a work plan from which to prepare the following year's budget. Years three through five are
used as a planning tool to have an idea of upcoming future projects. A copy of the current CIP is
attached. Staff is requesting comments and input from the City Council in order to prepare the
2008-2012 CIP.
DISCUSSION
Techno]ol!V Master Plan (SchawnlGrel!)
In late 2002, the City Council adopted a Technology Master Plan that outlined the following
objectives:
\\RVN AS I \AHdata$\PR&PW\Engineering\2007\Work _ Sessions\4-16-07 _Memo _ CIP _ 2.doc
CIP Discussion
4/12/2007
Page 2
· Outlined strengths, weaknesses, opportunities, and threats relative to technology;
· Articulated management principles to guide the City in its purchasing and use of
technology;
· Defined specific strategic initiatives and corresponding implementation timelines;
. Delineated a specific three year technology investment plan (capital improvement plan)
and investment principles.
At this time, City staff is working with the Roseville IT Department on updating the City's
Technology Master Plan. The original plan covered the 2003 to 2006 fiscal years. During the
2008 budget planning process, City staff will present to the City Council an updated Technology
Master Plan for the 2008 to 2012 calendar years.
Parks (Gre2IMichelle 0.)
The CIP has always included playground replacement, tenni's court resurfacing, large park
projects, and trail improvements/additions. Due to changes in state statute, the Park Fund can no
longer be utilized for maintenance projects. In 2004, the Legislature enacted several changes to
the parkland dedication statute. The new law (statute 462.358, subdivision 2b) specified that
Park Dedication funds may not be used for ongoing operation and maintenance. In 2006, this
statute was modified to read that Park Dedication funds may be used only for the acquisition and
development or improvement of parks and must not be used for ongoing operation and
maintenance of parks. The Legislature has made it clear that park dedication funds may be used
only for new or improved park facilities. Funds are not to be used for routine maintenance such
as painting, grass mowing, or roof repair. However, improvements that enhance or expand
facilities would be considered an appropriate use of park dedication fees. Therefore,
maintenance projects will need to be funded from the general fund in the future. Detailed
information regarding specific Park CIP Projects follows:
Plavground Structure Replacement - In the past, the City has used a 15 year replacement
schedule on all of its playground structures. However, staff has researched the schedule and is in
favor of changing this replacement schedule to a 20 year plan. It is important for this
replacement schedule to be flexible to account for safety regulation changes, ADA compliance
standards, and unexpected equipment failures or problems. All playground structures are entered
into an asset management software program, where all specifications, repairs, damages, and
replacement parts are documented. Our structures are inspected monthly and small minor repairs
are taken care of by the Public Works staff.
Tennis Court Resurfacing/Reconstruction - In 2006, staff presented a tennis court/hard court
replacement schedule which placed the courts on a 6-8 year cycle. In most situations, the
maintenance plan will consist of court resurfacing. However, if resurfacing does not solve
previous crack issues in the court, reconstruction would be considered. As part of the annual
budget process the year before the scheduled replacement is to take place, staff will make an
assessment on the court and recommend the plan of action.
CIP Discussion
4/12/2007
Page 3
Trail Replacement - Public Works staff has been working on an inventory of all of our trails,
including trail width, materials and lengths. The City is considering utilizing Goodpointe
Technologies in 2007 to perform a condition assessment of our trails. This program is similar to
the street pavement management program GoodPointe has been working on in Arden Hills. This
will help staff and the PTRC to properly schedule routine maintenance and reconstruction
projects. Missing trail links are listed in the Comprehensive Parks, Trails, and Open Space Plan,
adopted by the Council in May 2002, and in the Strategies for Parks, Trails, and Community
Building, adopted in April 2006. Staff and the PTRC are always looking for opportunities for
possible funding assistance to help fund new trails and park projects.
The PTRC is scheduled to have a discussion on funding and long range planning of Parks and
Trails projects at their April 24th meeting. The Committee will be prepared to discuss priorities
and recommendations at the June lStll joint PTRC/City Council Work Session.
Public Works Equipment (Greg)
In 2006, City Staff began the process of creating a Public Works Capital equipment inventory list
as a guideline for budget planning. This list identifies the year in which the asset was purchased,
its anticipated replacement year, the current miles or hours on the equipment, and the estimated
replacement cost. The next step of this process is to develop a long range plan for equipment
replacement. This would also include identifying what additional equipment may be needed as
plans for TCAAP begin to develop. Staff will also look at the financial aspects of this plan in an
attempt to avoid financial peaks and valleys from year to year in the C1P. One possible way to
accomplish this is to create an equipment replacement fund where the City would make annual
contributions based on a depreciation schedule for each piece of equipment. Each vehicle would
have a "depreciation schedule" which would define the annual contribution, this would be based
on the anticipated replacement year and expected replacement cost.
Utility Maintenance/Improvements (GregfKris)
As part of the Pavement Management Program (PMP), we review the condition of the utilities in
the neighborhoods proposed for reconstruction or mill and overlay and incorporate the necessary
utility replacement. There are also infrastructure improvements that are a part of the C1P that are
stand-alone projects. Examples of these projects are lift station improvements, SCADA, inflow
and infiltration (1&1) projects, water tower maintenance/improvements and surface water
management (storm sewer/ pond maintenance). Some of these have been incorporated into the
CIP, while others are currently listed as "unassigned" projects. Once the financial analysis is
complete and we have a better understanding of the balances in the Enterprise Funds, we will
look at assigning these projects into the CIP as appropriate.
Financial aspect (Sue)
Items typically included in the CIP can be categorized into two groups- capital projects and
capital equipment. Items that are not fixed assets are generally funded out of a department's
annual operating budget and are considered maintenance items. The process of identifying
capital improvements includes:
. Determining which projects are needed
CIP Discussion
4/12/2007
Page 4
o
Assigning projects a priority level
Providing justification for the projects
Establishing project financing
o
o
Pavement Management Program (PMP) (Gre!!fKris)
Attached is a copy of the Pavement Management Philosophy that was adopted by the City
Council in 2001. This is the most recent document that has been formally approved by the City
Council regarding pavement management. Staff feels this document should be updated. In the
last six years, standard maintenance strategies have evolved, and as a result, the City has
modified its approach to the pavement management program.
Listed below are factors that staff considers when recommending the annual PMP improvement
projects. Some of these factors are currently included in the existing PMP policy; others are
items staff would like to incorporate into a revised document.
o Capture mill and overlays at the appropriate life of the pavement- not too late, but also
not too early.
o Consider other reasons for reconstruction: utility issues, storm water management,
structural/sub-grade problems that cannot be solved by a mill and overlay.
o Correct safety issues in deteriorated streets that may cause damage to vehicles, bicycles,
or walkers in our neighborhoods.
o Improve the neighborhood aesthetics, property owner's quality of life, and property
values.
o Use the Pavement Condition Index (PCI) as a guideline to determine the appropriate
maintenance strategy.
o Neighborhood approach to annual maintenance/improvement projects where feasible.
o Budget management- project funding
In 2006, the City contracted with GoodPointe Technologies to develop a database for pavement
management and perform a detailed, multi-year network level budget analysis on the City's
pavement network. At the May 2006 Work Session, staff presented the results of GoodPointe's
report; the meeting minutes are attached. Four scenarios were discussed:
o Scenario I: Spend $1 million per year on street improvements. Over a 20 year period, the
average pavement condition index (PCI) rating would increase from 64 to 77.
o Scenario 2: Maintain current average PCI of 64. Over a 20 year period, this would cost
$14.5 million.
o Scenario 3: Increase the average PCI from 64 to 75, an average benchmark PCI for cities
in the metro area. Over a 20 year period, this would cost $16 million.
o Scenario 4 modeled the existing five year CIP, which resulted in a PCI rating of 65 after
the five year period.
The general consensus at the meeting was that Scenario 3 was the most desired option. Staff
requests that the City Council discuss whether the consensus still exists and consider formalizing
the 20-year goals as part of the PMP policy update.
CIP Discussion
4/12/2007
Page 5
Municipal State Aid (MSA) Funds
MSA funds are an important funding source for City projects. Streets must meet certain criteria
to be designated as MSA routes and receive MSA funding. Further, we are only allotted a certain
number of miles (6.14) based on total miles of street (approximately 31) and are allocated funds
based on this mileage. If any of the allotted miles are not assigned to a route, the annual fund
apportionment is reduced. Several projects in the CIP would be eligible for State Aid funding. As
part of the CIP development in 2006, the City Council reviewed and ranked the potential State
Aid projects. These discussions are reflected in the current CIP.
CONCLUSION
Staff is requesting questions and comments from Council so that these issues can be addressed as
staff begins to develop the next CIP.
~
~HILLS
CITY OF ARDEN HILLS
PAVEMENT MANAGEMENT PROGRAM
Pavement Manal!ement Philosophy
The City of Arden Hills has the fiduciary and physical authority and responsibility for
upkeep of approximately 30 miles of city streets within its boundaries. This includes seasonal
maintenance activities such as snow removal, crack sealing, street patching, sweeping, as
well as structural maintenance of the pavement. The City of Arden Hills has made a
commitment to its residents to provide a systematic program of street rehabilitation and
repair in order to assure that the City streets are serviceable, safe, functional, and provided at
a reasonable cost to meet the needs of our residents and the traveling public. The City of
Arden Hills Pavement Management Program strives to expend tax payer funds in a cost
effective manner in order to ensure the most value for residents.
New Street Desil!n Standards
The City has adopted a set of Design Standards for new street construction or reconstruction.
The standards have been developed in conjunction with recommendations from the City
Engineer, Public Works Director and staff, City residents and Council members. Street
design standards address such things as street widths (which measure from curb face to curb
face), pavement thickness, concrete curb and gutter and surface drainage. There are four
functional classifications of streets within the City of Arden Hills (not including highways
and county roads). A brief description of each and the recommended standards follows:
Community Street:
Provide access to the residences, institutions and businesses on that street, providing a
route through the neighborhood or business district for residents of other
neighborhoods. (6.0 miles throughout City)
Street Width: Case Specific, (32 ft. minimum)
Neil!hborhood Street:
Provide access to residences on that street and provide a route through neighborhood
for residents on other streets. A large proportion of trips have neither an origin or
destination on that street. (4.5 miles throughout City)
Street Width: 30 ft. minimum
Residential Street:
Primarily serve adjoining residents with little or no through traffic. Almost all trips
have either an origin or destination on that street. (18.5 miles throughout City).
Street Width: 28 ft. minimum
City of Arden Hills Pavement Management Program
Page I
4112/2007
Special Cases:
Definition: Streets which do not fit into any of the three above descriptions and have
a very low usage, (1-3 residences), streets which provide secondary access (ie alleys)
or streets defined by extreme limitations due to narrow ROW, topography etc.
(0.3 miles throughout City)
Street Width: Case Specific
Additional Considerations for Street Width Determination
Arden Hills is a community with a wide variety of neighborhoods, each with special
conditions which must be taken into account when considering reconstruction of streets. The
residential and neighborhood street widths listed above are desired goals but exceptions to
these widths will be considered by the City Council on a case by case basis. A number of
factors in addition to street classification will be considered including:
Topographical constraints (steep hills, lakes, etc.)
Existing street widths
Existing average daily traffic volumes
Existing right-of-way width
Existing trees
Pedestrian use of the road
All new street construction and street reconstruction in Arden Hills will include concrete
curb and gutter for a number of reasons:
Provide a stable maintenance edge for plowing and sweeping operations
Reduce plow damage to yards and mailboxes
Protect the edge of the bituminous surface from deteriorating
Channel storm water runoff away from street
Reduce erosion from boulevards/lawns
All new street construction in Arden Hills will be structurally designed for 9 ton loading
thereby eliminating the need for spring load restrictions (allowing year round access) and
slowing the rate of deterioration ofthe pavement system.
How Streets are Selected for Reconstruction or Overlay Work
The City Council select streets for reconstruction based on a variety of factors starting with
the Pavement Condition Index (PCI) ofthepavement. The City Engineer conducts a field
survey of streets about once every 2 years at which time a PCl rating is calculated for each
street in the City. The PCl is a numeric reflection ofthe surface characteristics of the
pavement including potholes, cracking, rutting, etc.
Several other factors which will be considered in order to determine the best candidates for
street reconstruction are, but not limited to, the following:
Condition/effectiveness of existing surface drainage system
Condition of underground water and sewer system
Whether a street meets recommended standards for curb and gutter and width
Opportunities to improve water quality oflakes downstream of street
City of Arden Hills Pavement Management Program
Page 2
4/l2i2Q07
Available State and City funding
Emergency cases
County construction projects on adjacent roadways
Reconstruction of adjacent City streets
Major redevelopment projects within City
Neighborhood petitions
As much as possible, the City Council will determine a reconstruction project or overlay
work for a particular area with as much advance notice as possible to the surrounding and
impacted neighborhoods. The City Council does desire to allow for at least one year advance
notice to the surrounding and impacted neighborhoods for improvement of the road or roads
within that neighborhood. The City Council and Staff will set up a neighborhood meeting, if
possible, in the neighborhood, to meet with surrounding and impacted properties to begin
discussion about the issues, identification of additional concerns and solutions to the road
structure. The City Council does desire to have the neighborhood provide input into the
choices it would like to make for the reconstruction or overlay work to be done on the roads
within their neighborhood. The options provided for selection could include some variety in
road width, curb and gutter section, aesthetics including lighting, sidewalk and trail
construction, striping, and may include improvement ofthe subsurface water and sewer
system and installation of a comprehensive and coordinated water drainage system.
Process
The City of Arden Hills will use a variety of media sources to communicate with the
neighborhood about the intended roadway project. These communications may include, but
not be limited to the following: City of Arden Hills Notes (City newsletter), Cable TV, local
newspaper, articles in St. Paul Pioneer Press, individual flyers, and City website (ci.arden-
hills.mu.us).
After meeting with the neighborhood, considering concerns identifying surrounding issues
and discussing solutions, the City Council will then direct the City Engineer to begin
preparation of a feasibility report. The neighborhood will still have input and process through
the feasibility report brought forward to the City Council, the Public Hearing necessary
according to Minnesota Statute 429 for public improvements, and prior to the City Council
making a determination of whether to proceed with a street reconstruction or milling overlay
work.
\\RVNASJ\AHdata$\PR&PW\Public Works\Pavement Management Program (PMP)\2001 PMP\200J - PMP.doc
City of Arden Hills Pavement Management Pmgram
Page 3
4/]2/2007
Project Description
ARDEN HILLS CAPITAL IMPROVEMENTS PROGRAM FIVE YEAR SUMMARY 2006-2011
REVISION DATE: January 18. 2007
TolalProjeclCosl Ge7~~~ ~~ilal Special Revenue Gene;~~FUnd Public Safely MnOOT ~~~~~ Uti;l Funds 5 Comments
tWorkina CaD.I Fund Balance Jan 1 - 2006 Park Fund CailoJFund Coop,Agreemenl StormWaler Waler Sanilary
2006 $ 6,213,340 $ 187,882 $ - $ 302,250 $ (95,550 $ 735.528 $ 416,012
2006 RidgewoodNeihMrhoodRecon.lruotion , (2,058.279.00) , (1.(1(10,581.00 , 200.000.00 , 551.026,00) , 230,548.00 , 89,364.00 Updaled 10;nolooeChenge Order 112
Reoonslrucl Lift Slatlons#1. #11. #12. #13 , 35.000.00 , 35.000.00 , mee" Costsonl
Ton SohmidlParkUnder ~ , 32.000.00 , 32,000.00 Counl ", I_Antici led Earliest Conslruclion ,"00
CSAH96 lanclsoa EnMnoemenlS , 120,40747) , 120407.47) , TOlal , loostsa roxrmalel 5360.000.'emafnder idb Remse ~"'
Sanila Sewerl&JMit' ationWOfk Cil Forres , 25,000,00 , 25000.00 Need in fromo&M onaclual labofleffortabove normal bud ledlabofanelmalefials
BaskelballlTennisCourlReMbi1ilation_RoaIHhandFlor," , 12.000.0Gl , 12,000.00
3153 Shoreline Lar>eOrivewa , 16.000.00 , 16.000.00
Vau hnTcwerAccessRoad , 17,603,28 , 17.603.28
Assessm""tPa .lE"ler rise Fund Conlr,IM"DoT Stale Aid eslimate , 311.000 , , , , 200,000.00 , 501.917 , "'" , 84,603 200S PMP Stale Aid ,eimbursemenlol 5225.000 included", Storm Water Fuoo oontribulior>s
Totals for 2006 , {2,316,2S9.751 , (843,591.75) , (32,000.081 , (212,088.00) , , 2.00,000.00 , (49,109.001 , (161,662..00) , {M,781.00)
2007 fWorkinn Can. I Fund Balance Jan 1 ~ 2007 $ 5,369,748 $ 155,882 $ - $ 502,250 $ (144.659 $ 573.866 $ 351.251
2007 PMI'- MOl and o"e~ay , 764,500001 ; 532.000.001 , 200,000,001 , 20.000.00 , 2.500,00) , 10.000.00
2007 Sealooal , 100,000.001 , 100.000.00)
oldH' hwa 10 Sidewalk 1m ovemenls CPRail8rid a , 230,00000 , 50.000.00 , 180.000.00 Cosl for brid e work onl : lta~ oosts inoluded as arl or Sne~in A.enueRe ionalTrail , .edin2010
SlormPondMainle""""",P,o' ot , SO,OOOOO , 50.000.00 IncJudesRemo.alof S,tOe silslorExisti C~ Ponels
$anilar Sewerl&lMili alio"Work , 100,10000 , 100.100,00
lJaskelballlTenn;sCourtRehabilitalion Cummi , 35,Q()(),001 , 35.Q()(),00
,~ lOne VehilolePreem ion,emeinderof com , 26,Q()() 00 , 26000,00
Re ace1900WalerTanker , 105,000.00 , 105.Q()(),00 ,
AssessmerllPalEnte ,jse Fund Contr.l MnDOT Stale Aid oslimatod , 200,000 , , , , 190,076.00 , 281.508 , 00,675 , 108,788
Totals for 2007 , (1,410.800.00) , (441,nOIl.1l0) , (as,ooo.OO) , (Zoo,ooo.ool , , (15,924.00) , 211,5011.l1li , 94,175.00 , (1.312.00
2008 IWorkinn Can) Fund Balance Jan 1 ~ 2008 $ 4,928.748 $ 70,882 $ - $ - $ 486,326 $ 66,849 $ 668.041 $ 349,939
2008 PMP. Reoonslruol , (2245.000.001 , (1,330,000.001 , 200.000.00) , 500.000.00) , (200.000.001 , 15,000.00)
Counl RolldESidewali<lm rovemenls Brid lOSe menlNorlho lion) , 376,70000 , 327.000.00 , 49.700.00 Bride rnentSoulho ion. $346,000 $299~ Coo A,r..S47l<StaleAid
Counl Road E Sidewali<lm rovemenls NorthWatk , 302.900.00) , 302.900_00 Soulh Walk $148.300 SlaleAid
Sanitar Sewerl&lMitigalionWork , 100.100.00) , 100.100.00
SlormPooo Mainlenancc Pro' 01 , (50,00000) , 50.Q()(),00
e, irSoulhWaterT~, , 79.440.00) , 79440.00 as;~~:~~::,:llS~;~:,,:~~io~.~~T~::~~~I~~"::~~: ~~~~~~t~~di~s=,300 for fenee
BasketballlTennisCourtRehab~itation Hazelnul , 115.000,(1(1) , 15.000.00
Cil Tra~ S' na e , 25000.(0) , 25,000.00
$-10 PiIo~u , 25.000.00 , 25,000.00
AssessmenlP.. .IEnte rise Fund C""tr.lMnDOT Stale Aid eSlimate , 440.000 , , , , 190.076,00 , 295340 , 150.651 , 164.073
Totals for 2008 , 13,219,140.00) , (915,000.00) , {25.000.00) , (215,COO.IIII) , , {162,524.00) , (254,860.00) , {128,711!UIOl , 4S.9n.oo
2009 IWorkin Ca l.\ Fund Balance Jan 1 .2009 $ 4,013,748 $ 45,882 $ - $ 323.802 $ (187,811 $ 539,252 $ 398,912
2009 PMP. Reoonslruot , 1.233,900001 , 663,900.00 , 200,000.00) , 250.COO,001 , 50,000.00) , 50.000.00
2009 Sealcoat , 77,000.001 , 17.000.00) Includes2.5ool",sealooalingofheStalion#lpa,kinglol
Storm Pond Maintenanr;e Pro'eol , 50,000,00 , 50,000,00 lru:tudesRemDvalof S'lOe SITS rrom Exisli C~ Ponds
Sanitar Sewer I&lMif ationWork , 1100,100,001 , 100.100.00
Ba.ketba~lTannis CoUfl RehamlilaUon Cil alla . , 15,000,00 , 15,000.00
F_250 4x4 Truok , :)0,000,001 , :)0.000,00
GroundsMasterwlBroom , 30,000,001 , 130.000,00
FteBlsidePi<:ku O""TonwIHo;sr, , 35,000.00 ; 35.000.00
Ro ace Jeller Truok , 130,000001 , 1130.000,00
AssessmentPa .tE"la nse Fund Contr,lMnDOT State Aid eslimated , 347.000 , , , , 190076.00 , 310.319 , 180.015 , 200365
Totals for 2009 , (1,701.000.00) , (6311.900.00) , , (215,000.00) , , 190,076.00 , 10,319_00 , 130,015.1111 , 50,265.00
2010 fWorkinn Can.l Fund Balance Jan 1 - 2010 $ 3,374.848 $ 45,882 $ - $ - $ 513,878 $ (177,492 $ 669,267 $ 449,177
2010PMP-ReoonslruCI , 2.195000.00) , 1700.000,001 , 200.00000 , BOO,OOO.OO , 350.000.00l , 130,000.00) , 15.Q()(),00 $100,0Q0 of Slate Aid to beap-plied 10 Slarm Sewer Costs
Srlellin AvenueReionalT,ail , 800.000.00) , 1800.000.001 Research possib~il of rant.lolundlhis o'eotoandidateforfederalfund.?
Sanila,ySewerl&lMdi alio"Wor~ , 1100.100,00) , 100,100.00
Baskalbal!ITennis Cou,l Rehab~italion Citallare , it5.000,00\ , 15.000,00
F_350one 10nPio~u w/Oum , {62,000001 ; 62,000.00)
Toro Grouoosmasler w!8foom , (32.00000) , 132,000.00)
Troolorw1621Ptow , 1100.000,00) , 150,000.00) , 50.000.001
SkidSlae.-Loade,ISnowBlower , 128.00(00) ; (28000,00)
Ass&ssmemPa .lEnl rise Fund Conlr.lMnDoT State Aid estimale , 529,000,00 , , 190,076.00 , 300.000.00 , 175.000.00 , 175000,00
Totals for 2010 , (3.332,100001 , {1.14:).OOO,00) , , (21S.000.00) , , , (609.924_00) , (50.000.00) , (5,00000> , 59.900.00
2011 tWorkinn Can.l Fund Balance Jan 1 .2011 $ 2,231,848 $ 45,882 $ - $ - $ 103,954 $ (227,492 $ 664,267 $ 509,077
2011PMP_ReconstruotJMiltandDve~a , 811,00000 , 496.000.00 , 200,000.00 , 50.Q()(),00 , 50.000,00 , 15.000.00
2011 Sealooal , (120000001 , 120,000,00
Senitar Seweri&1 Mttigetion Wo,k , (100,100,001 , 100.100,00
Baskelbal!IT ennis Court Rehab~ilation CilatLere , 1:>,00000 , 15000.00\
GroundsmasterwlBroom , 34,000,001 , 34.00080
Brush Chi , , 5000000 , 50.00000
F.Z50DieseITruok , i30,00000 , 30.000,00
F-450oneTonlPlow , 182,000,001 , 62,000,00
AssessmanlPa .lEnter rise Fund Contr.lMnDoT Stale Aid eslimatod , 354,000,00 , , 190078,00 , 300.000.00 , 175,000,08 , 175000,00
Totalsfor2011 , (1,222-100001 , 1438.000,001 , , (215.000.00) , , , 190.07600 , 250,00000 , 125,000.00 , 59,900.00
2012 fWorkinnCa'lJ Fund Balance Jan 1 .2012 $ 1.793.848 $ 45,882 $ - $ - $ 294,030 $ 22,508 $ 789,267 $ 568,977
Unassi fledPro-ects
West Round Laka Road Raconstruotion , 11.500,00000 , 1,100,000.00 , , 200000.00 , 50,000.00 , 150,000,00 POlential lobe Full Fuooed De.eto r? Amounl in Generat Fund iocludes $350 000 rrom TlF
WestRoundlakeTra~ , 120.000.00) , 1120,000,00
Counl R<>ad0 T,ail , 1150,000,00 , 150000.00 T;mewith Ramse "',. Roadtm ovements
lexinlonMenueTral,csurlaoi , 50,000.00] , 50,000.00 CoslSunkoownalthislime
$an;ta' Sewer $a " and Acoess Road at LS#7 , 150,000,00', , 150.000.00
700,000,00,1 {eslimated cost lor oonslruotion and inspe<:lion in 2009, 620K;n2006do~arsl: ifdoneas2 projeols.
ReCOflSlnJctLiftStalions#l,#11.#12.#13 , , , 700.000.00\ 11&13firs!.1&12se.;ond
SCADAS temlnstatlation , 200,00000 , 25.000.00 , 175.000.00
RIO ace Pia SlrllC;lure. Valenlir;a Park , 155,000,00' , 55.000.00
Valll"Une Park 1m ovemenls Coslsun~""wnatthi.lime
Galewa 51 ns ClevelandlCoRdD.Le>:in 10nl96, Ius 2-3 addiUonal looati , (180,00000 , leo,OOO,OO\ Cle.elandlCounl RMdDs'nest<maledat$30000
SoUlh Waler Tower EXlerior Coati ,me , , 150.000001 , 150,000,00 Bllsedu nestimalerromKTATator,lno. Deoember.2oo5 _neednolanlici ted befOfe 2012
Funding Source
Notes
Gcnarat Caprlal Fund irlCludes PIR Fund. Nonassessable Street Fund. & CaPLtat EquIp men!. Th<slund os d,awn dOWl1 for Initial projer:ldisoorsemants{er.gineeringando onstruotion e<>nltaclor) aoo Funded byresidanland businassassessmenlpayment s
Asaumed thai $200,000 wilt t>a drawnrromtheger>eralfundannuallyforstraet imp rovemenl'
InoludesT1FOislricI2(RoundlakeBusinessDislri<:l)andTtFOislrict11ColtageViIlasl -AboulS20Q.OOOTlFbalanoeavailableforprojeots
State Aid Fund balarn:e assumes annual disbursement from MnDoT of S190.078 based upon ourrent I.....-al. o,er lhe past 10 years, Fund. ,eceived rrom Slate Aid are applied to lhe Ganeral Fund or the Slorm Waler Fund. when applkable
Utilily EnterJ>"ise fund balances assume a net operating surplus each fiar ",l1iol1 is d~eoted toward. ClP ProjaOI' Enl9r~LSe fund balanc:es do take into aCC<>u"lll\e anli<:ipaled revenue from inc.-eased ul~ity rates whi<:h were based upon the sludy n...
Utilltv rate........d to bo re....".m;"od o.r ...-slrur:lured if wo dosiro to ha"o a highor lund balance than is cunenlly projected. Alternat)vely, we eUherhave 10 seak olho,rovonue souroe or out back on projacts.
CurrentUlOilyralastudygoe.through2009.Ratesfor2010and2011areestimatcsonly
A,dditionaloornm...,ls;
11 should bo noled thaI fund balance will and ea" ~ha.,ga radically illhe preject~osl" change or the City falls .horl on reV<lnue eellection Q'sp<>nd;r>g mora tMn antic,palcd on r..pa;",.
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
ADOPTION
PAVEMENT MANAGEMENT PROGRAM
The undersigned, being the duly qualified and acting City Administrator of the City of Arden
Hills, Minnesota, hereby certifies the following:
The foregoing is a true and correct copy of the Pavement Management Program on
file and of official, publicly available record in the office of the City. Said program
was duly adopted by the City Council at a regular meeting of the Council held on
October 29.2001 . Said meeting was duly called, regularly held, open to the public,
and held at the place at which meetings of the Council are regularly held.
WITNESS MY HAND AND SEAL OF OFFICE as the City Administrator of the City of
Arden Hills, Minnesota, this 30th day of October, 2001.
JOSEPH P. LYNCH, CITY ADMINISTRATOR
(SEAL)
City of Arden Hills Pavement Management Program
Page 4
4/12/2007
May 15,2006
5
Councilmember Pellegrin was excused from the meeting at 6:45 PM.
CIP Discussion
Civil Engineer Kris Giga provided the City Council with of an overview of the GoodPointe
Technologies report. Ms. Giga also provided the City Council with an overview of the following
street maintenance practices and procedures:
Seal Coat-A seal coat is one of many types of surface treatment used in street maintenance. A
seal coat is an application of asphalt emulsion followed immediately with an aggregate cover.
Seal coat can waterproof the surface, provide low severity crack sealing, and restore surface
friction. Seal coating can be performed at any time during the life of pavement and lasts an
average of three to six years.
The primary purpose of seal coating a street is to protect the street from deterioration caused by
sun and water. A seal coat provides a waterproof membrane that keeps the pavement from
becoming brittle and cracking.
Mill and Overlay-There are several maintenance practices that involve milling. An edge mill
typically consists of grinding the old bituminous surface along the outer eight feet of the street.
This helps establish a uniform cross-section, especially in instances where the crown in the street
is relatively flat. A full width mill or resurfacing is necessary when the upper surface layer of a
pavement has deteriorated considerably.
A full depth mill can be used on a street that has already been reconstructed with a good base
section, but the pavement has deteriorated to a point where seal coating or a standard mill and
overlay is not effective. A pavement section with significant cracking will end up reflecting
through the new pavement. The full depth of the pavement is ground up and removed. This
process may also involve some sub grade soil corrections and some removal of aggregate base, if
it has been contaminated or is sub-standard. The street is paved with the same thickness of new
asphalt.
Reconstruction- When a street is fully reconstructed, the existing asphalt and base are completely
removed and replaced. Reconstruction may also involve sub-grade soil corrections. For streets
that do not meet current design standards for width, curb and gutter, and drainage, an upgrade
may be necessary.
Based upon the City's previous five year capital improvement program, GoodPointe
Technologies provided the City with four financial analyses using the following scenarios:
Scenario I-The City would spend $1 million dollars per year on street improvements over the
next twenty years. The existing five year CIP has been incorporated into the first five years of
the model. Over the next twenty years, the average PCI would increase from 64 to 77.
Scenario 2-The City would try to maintain a PCI rating of 64 and project the level of funding over the next twenty years to maintain this rating. The streets are selected by the program for
May 15,2006
6
maintenance on an as needed basis. The results of this scenario indicate that approximately
$14.5 million will need to be budgeted for pavement management over the next 20 years.
Scenario 3- A PCI value of 75 is an average benchmark for a number of cities in the metro area.
In order to the City to maintain a PCI rating of 75, the City would invest approximately $16
million over the next twenty years for street improvements.
Scenario 4- If the City adopted the existing CIP, the average PCI rate for the City would be 65
after the five year period. The projected results would be very similar to scenario number 2.
Councilmember Grant asked what are the different types of seal coat that are available.
Roseville Public Works Director Duane Schwartz stated that most communities use pea gravel
and aggregate rock. Most cities use the aggregate rock because it wears better and is more
economical.
CounciJmember Holden asked how long the top coat of a typical street lasts.
Mr. Schwartz said that the top coat of a street will usually last three to six years. It is important
for the City to develop a maintenance strategy to address street improvements, storm water
drainage, curbs, gutters, utilities, and other maintenance issues. Typically pothole patching is a
stop gap measure and not a permanent solution for repairing the roadways.
Councilmember Holden asked why the software program did not recommend more streets for
mill and overlay.
Mr. Duane Schwartz noted that streets that have curb and gutter may not be considered a
candidate for an edge mill and overlay.
Councilmember Holden said that it would be more advantageous for the City to mill and overly
streets if it is possible.
City Adrninsitrator Wolfe said that the proposed CIP will change based upon the PCI ratings. It
may be wise for the City to invest more money up-front to obtain a standard PCI rating for all of
the City's streets.
Councilmember Grant asked what Roseville's PCI goal is?
Mr. Duane Schwartz said that Roseville's PCI goal is 75. The City began with a PCI rating of 55
at the beginning of its street maintenance program. On a yearly basis, the City would reconstruct
four to five miles of street a year in order to bring the City's PCI rating up to 75. In the
beginning for the City of Roseville to get their street maintenance program off the ground, the
City bonded for street improvements in 1988. Recently the City ofRoseville has not bonded for
improvement projects and has been able to utilize the interest earned from the bonds to pay for
future road improvements.
May 15, 2006
7
Councilmember Larson noted that the PCI information presented tonight was very helpful. He
would be in favor of supporting option #3.
Mayor Aplikowski agreed with Councilmember Larson that a number of streets are at their
critical life point and need to have maintenance work. She would be in favor of researching the
bonding proposal as supplement funding to the City's PMP budget.
Councilmember Grant said that he is supportive of option #3, but not the idea of bonding for
road improvement projects.
Councilmember Holden said that she is supportive of option #3. She believes that the City
should adopt a road maintenance policy before proceeding with a funding discussion.
City Administrator Wolfe said that City staff will continue to research street improvements,
MSA projects, and the capital equipment replacement schedule for the proposed five year CIP.
Councilmember Holden asked if the City would continue to proceed with the neighborhood
approach to PMP projects.
City Administrator Wolfe said that the City will attempt to continue utilizing the neighborhood
PMP approach. The City may not be able to utilize the neighborhood approach for all of the
street improvement projects.
Councilmember Holden said that the City needs to concentrate on maintaining the marginal
streets that can be repaired using seal coats or mill and overlay.
Councilmember Larson agrees with Councilmember Holden's street improvement philosophy.
The City needs to find the necessary revenue needed to make these improvement projects a
reality.
Councilmember Holden requested that City staff prepare a road maintenance program for the
City.
City Adminsitrator Wolfe said that City staff will attempt to complete a draft program within the
next six months.
A draft CIP will be presented to the City Council at the work session meeting in July.
Proposed Chan~es to the City's Website
Members of the City Council reviewed the proposed changes to the City's web site and
requested that this item be placed on the agenda at the next City Council meeting for further
discussion.
City Council Retreat Follow-up
City Administrator Michelle Wolfe provided the City Council with a follow-up to the City
Council's retreat in March. The following is the proposed list of goals for the City Council for
2006-2009:
..
~'"
~~HILLS
MEMORANDUM
DATE:
April 16,2007
AGENDA ITEM 2D
TO:
Mayor and City Council J; . \ , l~~ ~
Michelle Wolfe, City Administrator ~~\}}JJJ'
City Council Retreat - Report and Follow-up
FROM:
SUBJECT:
Attached is a copy of the final report from retreat facilitator Barbara Strandell. We would like to
take ten minutes at the work session to discuss the next steps in following up on the retreat.
As noted in Ms. Strandell's cover memo, there are a few other additional steps we need to take:
1. Put into practice the many ideas and suggestions proffered at the retreat
2. Create a management action plan to track the priorities contained in the report
3. Clarify (wordsmith) the Council Goals so that both the public and the staff have a clear
understanding of the City's future direction
The most immediate next step is number 3 above (Page 3 of the report). The Mayor indicated
during the retreat that he would assign one of the top five goals to each Council member to
"wordsmith" or edit so the Long Term Goals can be finalized by the Council.
The Mayor and I met and discussed the need to prepare the long-term goals for final action by
Council. He has assigned them as follows:
1. TCAAP
2. Transportation
3. Financing
4. Management
5. Identity and Quality of Life
Councilmember McClung
Mayor Harpstead
Councilmember Grant
Councilmember Holden
Councilmember Holmes
DISCUSSION POINTS
1. Provide any specific feedback or comments regarding the retreat
2. Indicate if there are any questions or concerns with the report as written
3. Determine timeline for finalizing Council Goals
4. Provide any further direction to staff regarding implementation of the ideas and
suggestions contained in the retreat report
\\metro-inet\ardenhills\Admin\City Administrator\Memo\2007\4-16-07 Memo REcouncil retreat.doc
WHAT WORKS Inc
Barbara K. Strande II
753 Ashland Avenue, St. Paul, MN 55104
651.298.9898 bkstrandell@msn.com
16 March 2007
To: Mayor Stan Harpstead v
City Administrator Michelle Wolfe
From: Barbara K. Strandell
What Works Inc.
Re:
Notes: Council Staff Retreat
3/9/07 - 3/10/07
Enclosed please find the final report (notes) on the Arden Hills Council/Staff Retreat.
The easy part is over! Now, you and council members and department heads are challenged to:
1 . Put into practice the many salient ideas and suggestions proffered at the retreat
regarding ways in which both staff and council can be more effective.
2. Create a management action plan (MAP) that is simple and useful as a tool to size and
track all the wonderful priorities delineated in this report. (You will note that I put the
non-ranked priorities into a matrix; this is merely to illustrate the type of MAP tool I
suggest you use, but you will need to modify and structure it to your needs.)
3. Clarify (and wordsmith) the Council Goals so that both the public and staff have a clear
understanding of the city's future direction.
Additionally, it will take your leadership to ensure that the City.s resources are being most
effectively used by keeping the council and the staff working in the "right quadrants". You will find
the time matrix in Attachment B. As process is very important to the council, it would be a pity if it
became more important than meeting your goals and implementing your priorities.
Everyone participated in the retreat. I really enjoyed working with each and everyone of them.
Thank you for asking me to work with you and the City of Arden Hills. It was my pleasure.
Of course, if you have any questions, please do not hesitate to phone or email me.
Alden Hills Counc/lIStaff Retreat 2007
Notes Prepared by Barbara K. Strande/I
NOTES
ARDEN HillS 2007
CITY COUNCil/STAFF RETREAT
March 9 & 10. 2007
Attending the Council/ Staff retreat were Mayor stan Harpstead and City Council members David
Grant. Brenda Holden. Fran Holmes, David McClung. Also in attendance were City Administrator
Michelle Wolfe and Department Heads Karen Barton. Greg Hoag, Susan Iverson. Schawn Johnson.
Barbara Strandell was the facilitator. All attendees participated. The two, half-day meetings were
held at the Mermaid Restaurant in Mounds View.
PRE-RETREAT SURVEY:
Prior to the retreat each participant was emailed a survey by the facilitator. Responses were
compiled and used throughout the retreat to frame the agenda items and better utilize time in
the meetings. The survey questions can be found in Attachment A.
PURPOSE:
1. Establish Goals and Priorities for the City
2. Find Ways to Work Better Together
3. Get to Know Each Other
AGENDA:
A. Warm- Up Exercise
B. Goals. Priorities
C. Barriers and Strengths
D. Michelle and Council Session (4:00 pm on day one)
E. Issues
F. Staff - Council Relationship
MA YOR/COUNCll: A lEGACY
The Mayor and each council member was asked to articulate his or her "agenda", what they
would like to have had accomplished by the end ot their terms; or, what legacy would they like to
leave behind to a new generation of leaders.
Stan: A productive tone in City Council meetings and a productive TCAAP development.
Fran Holmes: For others to say. "She was sensible; she made good decisions." (legacy)
Brenda Holden: Communication. What is happening; how it gets done(by staff).
Dave Grant: What we end up with the development of TCAAP.
David McClung: Traffic/transportation: how we address them.
1
Arden Hills Council/Staff Retreat 2007
Notes Prepared by Barbara K. Strandell
STAFF: ONE THING THIS YEAR
Department heads were asked to say what one thing, above all else. would they want to
accomplish in the next 12 months. Here are their responses:
Karen: Have MDA negotiated
Michelle - That the community view City staff as having raised the bar: in both performance and
professionarlSm.
Susan: Create a budget document for the City that is useful. And, that we get an award for it.
Schawn: No more recruiting; continuity of staff. Complete the community survey.
Greg Haag: Was absent for this part of the retreat due to a death in his family.
VISION OF ARDEN HILLS
LONG INTO THE FUTURE
Each participant (staff and council members) were asked to write their vision of Arden Hills 20 -30
years from now, on a blank piece of paper (without putting their names on the paper). The idea
was to create an concept of what the City will be like, their ideal. Here are the "visions" submitted:
. Arden Hills is a community where -
o Financially stable
o Safe neighborhoods
o Provide quality services to the residents of AH in the most efficient manner possible
. Arden Hills:
o A unique suburban community with a strong sense of community and place - a
desirable place to live. work. and visit.
. That Arden Hills is viewed as a top City in Minnesota in which to live; something unique,
valuable and preferred.
. Pleasant, green place to live without the worries of funding items that can be found right
next door in other communities. Neighborhood feel. kids riding bikes on road. business
traffic leaves in the evening.
. Would like AH to keep what is good and improve what is not so good:
o Good: rural aspect. neighborhoods. trees & lakes
o Improve: traffic. amenities (coffee shops. retail). more bike traUs & open space
. That Arden Hills has a distinct identity (For more information reference "Identity & Quality of
life" description in Goals section.)
. A community where people live, play, work and socialize.
. Neighborhoods and community:
o Connected
o Safe
2
Arden Hi/Is Counci//Staff Retreat 2007
Notes Prepared by Barbara K, StrandelJ
0 Active
0 Engaged
0 Walk-able
0 Financially sound
0 Wel~run
. Ultimate VISion for Arden Hills - The Cambridge MA of the Midwest!
o Strong academic values
o Pedestrian activity and neighborhood coffee shops
o Strong corporate identities (leaders in technology, industry and values)
o A place to grow, live and retire
LONG TERM GOALS: 2015
Selected And Ranked By Council
From the pre-retreat survey. 0 master list of goals was presented to the group. Each council
member hod five votes to select their top goals. Staff members present did not vote. as goal
setting is a primary function of the City Council. The results are outlined below. The Mayor has
indicated that the he will assign one of the top five goals to each council member to "wordsmith"
or edit so the Long Term Goals con be finalized by the council.
1. TCAAP:
a. That it be running in 0 positive financial position, with development values that
match City desires. By 2015 TCAAP should be on a well-defined path to
completion. (Stan), (3)
b. Complete development of TCAAP property with acceptable density,limited
public financing, and sufficient open space. (Fran) (1)
c. TCAAP is no longer under any public financing, Rood index is 65 or above. City still
has the some community feel to it and trees are still around. City is not overbuilt
and there is a tie between the new development and current City. Want the
TCAAP building to hove 0 small impact on current residents (traffic, taxes,). [Fran)
(1)
2. Transportation: Making sure that Arden Hills does not get "Iock-ed in" by major transportation
arteries. It would be too easy to hove freeways leave the City with dead-end roods and large
sound barriers [Stan, David) (5)
3. Financing:
a. Implemented financial strategies that continue AH's long tradition of low debt
and consistently low tax rote and tax levy increases.
b. Continue to hove the City operate in the most financially and efficient manner to
ensure that the Arden Hills tax payers are receiving the best possible services for
their tax dollars.
c. Good Financial policies to set 0 framework for stoff and financial planning.
d. Sound fIScal management- Financial Analysis. (Dove) (3)
4. Management: good management reports; sound managementw/tracking in place (Dave)
(4)
5. Identity & Quality Of Ufe: AH would hove on identity. We are more on area not 0 community.
If anything we are on area with 0 lot of geographically isolated small neighborhoods. Move
3
Arden Hitls CouncillStaff Retreat 2007
Notes Prepared by Barbara K, Strandell
beyond being a bedroom community to a model along the lines of something more like a
Roseville, Edina, Eagan, etc.
a. AH would be a place where people can live, play. raise a family, grow old, live
alone if that's what they want. go out to dinner, shop, work, bike, hike, etc.
b. A stable community that has a healthy vitality. This includes a mix of business
(non-heavy industry) and a mix of people that are interested in Arts. Education.
Health and Community (3)
6. Financial/budget: Strong budget document to utilize in financial planning and multi-year
planning to guide in decision-making process. (David) (2)
7. Housing: A wider range of housing opportunities in Arden Hills. with both the complete range of
life-cycle housing and a wider array of economic choices. (To be diverse. we can't be a city
of large single-family houses. we need a wide range of economic choices.) (stan) (1)
8. Design standards - Adoption and implementation of community-wide design standards.
(Dave) (lJ
OTHER: Staff Suggestions:
9. Development and implementation of an Economic Development program for the City that is
supported by fhe Council. - (Karen)
10. Converting to City manager form of government. (Karen)
11. Utilizing the website to be a customer service center ability to pay on-line register for programs,
download forms and requests, and be available 24/7. (Susan)
12. Implement economic and redevelopment strategies for the balance of AH -(Michelle)
SHORT TERM PRIORITIES 2007 - 2008
Ranked 8y Council And Staff
The Priority list originated with answers from the pre-retreat survey. The council and staff were then
given votes (Council members had five votes and department heads each received three votes.)
to select their highest priorities for the next two year. These items would be important projects.
programs. initiatives or events that will appear on the agenda, be discussed in a work session
and/or referred to in staff report.
#1 TCAAP:
a. Coordination of TCAAP redevelopment activities while continuing to meet the needs of the
City of AH - 30
b. Continue working towards an agreement with the GSA and CRR for developing the TCAAP
property. - 8
c. Structure TCAAP to be successful (agreements. operating costs. etc.) - 4
d. TCAAP land sale - 4
#2 Transportation:
a. City Council and City Staff must take steps to address transportation challenges and put
together a strategy to address all aspects of transportation. - 50
4
Arden Hills CounciVStaff Retreat 2007
Notes Prepared by Barbara K, Strandell
#3 Planning & Development:
a. Development of the Gateway district, specifically the Chesapeake property. - 14
b. Complete several outstanding issues (Highway 96 and 10, City Hall Building, City Signage, etc.)
- 12
c. Development of long-term financial plans and policies - 12
d. Sale and development of the old City Hall site - 10
e. Develop/ review policies and procedures as well as develop maintenance and replacement
plans. - 4
f. Update the City's Comprehensive Plan - 4
#4 Communication with Residents/ Community/ Customer Service:
a. Better communication with residents, neighboring communities and our state and federal
legislative representatives. We need to accomplish this as a City, as a Council, as a City
Administrator, and as a City Staff. -24
b. AH City staff should be known as the most customer friendly municipal City staff in the Twin
Cities. Additionally, the City Council. and City Boards and Commissions should be as open to
residents and encourage their participation in issues. -16
c. Developing "Celebrate Arden Hills" to be a meaningful event for relationship building for the
City without having too large of a budget. -8
d. Identifying and building the community of Arden Hills by reaching out and meeting the people
they serve. - 1
#5 Staff/Management:
a. Good management reports, be more fiscally conservative, communicate with Council and let
council take lead instead of staff. -24
b. Work to keep the current City staff in-place and create a sense of continuity with our
operations. Attempt to curtail the revolving door problem that City Hall has had recently with
department heads and staff members. -10
#6 Infrastructure:
a. Continue to invest and upgrade the City's existing infrastructure (streets, utilities. City Hall) - 3
b. Development of maintenance and improvement strategies for -existing and new
infrastructure. - 3
#7 Finances:
a. Evaluate funding strategies to keep the CIP budget fluid while anticipating the new demands
for TCAAP. - 2
#8 Government Entities:
a. Continue to explore shared services with other Governmental agencies. -1
b. Resolve the Clear Channel sign issue.-1
"OTHER PRIORITIES"
As the group discussed the above priorities. Councilmember Holden suggested that each person
identify other actions, programs, work projects, initiatives and/or plans that are also important. or
in some cases. required in the course of conducting the City's business. Both staff members and
council members provided input. Ultimately these "other priorities" will, along with the primary
priorities. become the foundation of staff work plans.
5
Arden Hills Council/Staff Retreat 2007
Notes Prepared by Barbara K, Strande!/
Below is a listing of these items and a table constructed by the facilitator to use as a planning/
and tracking tool. This table is for presentation purposes: it can be modified if does not suit the
needs of the City Administrator or City Council.
The Mayor pointed out that the it is important to note that the work plans will help understand
what staff capacity the City has; it might be necessary to make adjustments accordingly.
There was also a discussion about time management and working within the right "quadrants" The
facilitator presented the Important/Urgent time matrix (see Attachment B) that allows you to
analyze how you are using your time.
STAFF "other Priorities":
Department Project/Activity Budget Costs Required? Comments/
Head ? Y/N Dates
Y/N
Susan Develop a better
budget system/process.
Susan Report formats - for
management
report/codina
Susan: Policies/procedures;
process e.g. fund
balance, investments,
etc.
Susan: Statements and format
Susan: Using website for auto
cavment.
Schawn: Pay-equity study
Schawn: '4gers labor contract
Schawn: Community survey
Greg: Annual report: (SWPP)
Greg: FEMA mandates
(qovernmentl
Greg: Evaluate and review
new technology
available... (SCADAl
Greg: PW Superintendent
transition: replacing Jim
Peron
Karen: Comprehensive Plan
update
Karen: AUAR {Alternative
Urban Areawide
Reviewl
6
Anien Hills Council/Staff Retreat 2007
Notes Prepared by Barbara K, StrandeD
Department Project/Activity Budget Costs Required? Comments/
Head ? Y/N Dates
Y/N
Karen: Sign code update;
Karen: Zoning code updates;
Karen: Code enforcement
trackina software
Karen: Economic
Development: business
retention program;
strategy; priorities;
revamp business
rlCensinq prOQram
Michelle: Succession planning
(retirement in Susan)
Michelle: Transition: new staff
Michelle: Blue Cross/Blue Shield
grant
Michelle: Fire Station needs
assessment
Michelle: Finish utility conversion
of software
Michelle: Engineering services-
RFP for contract
Michelle: Assessment of warming
house, Valentine Park
(Greg - may be a
larger issue than just
oarkl
Michelle: Records management
system.
Michelle: Implement/create a
new Finance
Committee
Michelle: Pavement
Management Programs
[PMP) 2007-Q8
Michelle: Michelle: CIP: CP
(Canadian Pacific) Rail
Bridge
7
Arden Hills CouncitlStaff Retreat 2007
Notes Prepared by Barbara K, Strandell
COUNCil'S "Olher Priorllles":
Council Projecl/Aclion Item/ Budget Costs Comments/Dates*
Member Prloritv Y/N
Dave: Annual CIP/truth and
taxation
Dave: Committees staffed
Dave: Elections (Council)
Dave: TIFF/EDA review
Brenda: Insurance Iiabilily
Brenda: Tape sewer meetings
Brenda: Inflow and filtration (I
& II; sumo oumo
Brenda: Which of these is in
budaet /indicatel
David M: Create, review
budget (preliminary
levy, dates - example
of?1
David M: Planning case will
come up throughout
vear
Stan: Pay equily review
Stan: Comprehensive Plan
undate
Stan: Budget - context.
narrative, iustlfication
Stan: Parks and trails:
somethina
Stan: Investment policy
Stan: Coordination
(Council) between
committees
SIan: Public safely (fraction
of somebodv's timel
SIan: Transportation
Stan: TCAAP
SIan: Financial planning
* Suggestion: indicate what MUST be accomplished
8
Arden HiJls Council/Staff Retreat 2007
Notes Prepared by Barbara K, Strande!1
STRENGTHS. RANKED:
All participants selected the tollowing "strengths". These characterize those attributes tound in
Arden Hills that make it an attractive place to live or do business, and will help, if leveraged, achieve
goals.
PHYSICAL:
1. AH has an ideal location relative to the Twin Cities. 9
2. locaTIon (access to major highways), home to two colleges, home to several significant. high
profile businesses. more people work here than live here (heips tax burden for residents), efficient
City services (lots of partnerships such as public safety), small quiet safe neighborhoods. lakes,
good schools, very sound financially; and parks 8
3. The TCAAP is a great resource that the City has the opportunity to develop and control" how" it
develops. There is a great opportunity to create a community center or focal point and to add
amenities to the City to draw it together. The TCAAP is also a great natural resource in the open
space and it will be a great way to add tax base to the community (tax capaCity) to pay for
services and help to keep the rate at a reasonable rate. yet be able to expand and provide
more City services. Few cities have a chance like we have here. 3
4. The City has a number of nationally respected companies that are headquartered in Arden Hills
(Boston Scientific, land 0' lakes. Country Insurance. etc.). 3
5. Excellent public school system 3
6. The City has a number of excellent recreational lakes and a very good housing stock. 2
7. Unique neighborhoods, each with their own character. 1
8. Neighborhoods and highly-educated residents. A community where people want to move to.
Owner occupied property. Open space & parks. 1
9. Time to both downtowns <15 minutes 1
10. Stable and desirable housing stock 1
11. Multiple major (intellectual] corporaTIons 1
HUMAN: residents, leaders. community, demographic cohort, etc.
1. Dedicated. hard-working City staff 8
2. Nice residenTIal neighborhoods. 7
3. Residents are well educated and have skills and talents that can be used by the City on various
committees. 7
4. Educated residents (lots of talent in the community), increased professionalism on staff. many
educated and talented people on commissions/committees. 5
5. Adequate distribution of parks (still lacking in connection) 4
OTHER:
. The current City Administrator has assembled a very professional staff and we are capable of
handling most problems and challenges that come are way.
. In general, the residents of this community treat each other and City staff with respect and
professionalism. They appreciate what the City provides to them in terms ot services.
. location, location, location! AH is centrally located belween both downtowns along a major
north/south and a major east/west interstate.
9
Amen Hills CounciVStaff Retreat 2007
Notes Prepared by Balbara K, Stranden
BARRIERS AND OBSTACLES
RANKED
The most commonly cited obstacles or barriers to meeting the City's goals and priorities were "the
staff", the "City Council" itself and the" relationship between the council and staff". These three
factors are addressed under Council and staff Effectiveness. The other barriers identified were
discussed and ranked by both staff and council.
1. Interdependencies: Many projects and goals depend upon reaching agreement with
neighboring cities. state agencies. and the federal government. which can be a long and
inefficient process and can cause delays. In particular. we need to development relationships
with county and state traffic people in order to try to improve traffic situations. 7
2. Not Putting "US" in the future: Mentality: We need to "see" us in the future and not always "how
we are now". It is easy to wonder "why" we need to change procedures or do something if we
don't think about where we will be in the future. We need to grow "with" the City and not
suffer the syndrome where the City grew but the staff and procedures did not. The mentality
has to change to "anticipate change". This will make planning and reporting much easier and
put us slrategically in a much better position to make decisions. 7
3. Ramifications of Public Financing on City and TCAAP. 5 (City Council emphasis)
4. We operate in a reactive mode, as opposed to a proactive mode. 5
5. A number of the residents consider us a mom and pop operation that is not very sophisticated
and behind the times technology wise. 5
6. Being overwhelmed by TCAAP and all the decision revolving around the development. 4
(City Council emphasis)
7. Time and money are significant constrainls. 4
8. Substantial infrastructure costs for TCAAP. 3 (City Council emphasis)
9. Changing demand for the TCAAP product mix (housing types, office. etc.) The lrend may not
always be what we are looking for. 1 (City Council emphasis)
10. Shortage of Retail and Restaurant options. Arden Hills is not a destination for those outside the
City. 1
DISCUSSION POINTS:
Ramifications of Public Financing:
. Needs discussion
. Conlrol vs. not much conlrol (only setbacks and heighls)
. How it impacls existing residents... use care and caution
. Affects operating revenues
Interdependencies:
. Initiate or not: discussions are needed
. How we communicate with them
o Need to have relationship with Federal. Government and other cities
. TCAAP and transportation agencies
. Have a negative history - for other communities/agencies
10
Arden Hi/Is CouncillSteff Ret,.et 2007
Notes Prepared by Barbara K, Strande!1
Reactive mode:
. Quadrant - seem to always operate in the "crisis" quadrant.
. Hard to be proactive when you don't have a full staff
Mentality - "us" mode-
. See how you want to lead
. Stan - like legacy planning
. Brenda - goes back to communication
. Susan - about change
COUNCIL and STAFF EFFECTIVENESS
The survey responses about what council and staff could do to be more effective were plentiful.
Because of those answers. and the fact that the group identified both staff and council as
significant potential barriers to achieving goals and priorities, the facilitator created two breakout
groups to address the "effectiveness" issues. The City Administrator met with the four Council
Members: the Mayor met with the four department heads. The "council" group was asked to
identify what they would like the staff to do to become more effective; the staff group was asked
to do the same regarding the City Council. The groups met in separate rooms and discussed
ideas for about 45 minutes; then, a representative from each group presented their group's
suggestions to all participants. Here is was they said:
WHAT THE STAFF CAN DO TO BE MORE EFFECTIVE
(Council group developed, Fran presented)
1. Include Council as an input to processes - need plans for TCAAP and other processes
2. Understanding Council/Staff roles. Define.
3. Public Works and TCAAP reach out and network with other government agencies
4. Follow-up on Council questions and concerns - Agenda? Tracking system?
5. Resident concerns and follow-up - need to set a procedure
6. Protocoi re: City Hall staffing - who is in charge? Vacation? Seminars?
7. More information and analysis on important topics.
8. Provide clear, concise, thorough, well-organized staff reports
9. Keep Council informed, no surprises
10. Send summaries of weekly meetings with CRR
11. Change our communication style and try to be more proactive in asking questions and
anlicipate potential problems or concerns.
12. Being more open-minded of the Council members intentions would help instead of
immediately judging them.
WHAT THE COUNCIL CAN DO TO BE MORE EFFECTIVE
(Staff group developed, stan presented)
1. Try to stay focused on policy directives
2. Improve communication
a. Identify effective methods
b. Call staff with questions
c. Okay to ask questions - you do not need to be experts
d. Okay for staff to take time for answer
3. Identify a method by which Council can revisit progress or stated goals. (Quarterly/work
session)
4. Establish broad guidelines (policies) that allow staff to "flesh-out" the issues as they arrive.
11
Arden Hills Council/Staff Retreat 2007
Notes Prepared by Barbara K, Strandell
5. Avoid inappropriate and disrespectful behavior at the bench and work sessions.
6. Close discussion of subjects with agreement on content. timetable and urgency.
7. Acknowledge that once a vote is taken. it reflects the sense of Council and authorize statf
to act/not act.
8. Trust. Continue to build it...
a. Give the benefit of doubt...
b. Feedback if you have lost it....
c. Find opportunities to rebuild it....
d. Find opportunities to nurture it...
e. If you don.t agree with content, focus on content. not on the consultant.
AFTER THE RETREAT
The following suggestions were made:
1. That staff and council have quarterly reviews of the priorities and how the well the
suggestions for staff and council effectiveness (above) are taking hold.
2. That staff and council be cognizant in what "quadrant" they are operating.
3. That council, being a group made up of analytical individuals. might tend to be overly
interested in details to the extent burdening staff with informaffon requests beyond its
capacity to respond.
4. That staff, understanding the analytical nalure of the elected individuals, prepare and
present information to the council in a logically organized manner. replete with context.
supporting documentation and, where possible, pros and cons".
5. That the council makes an effort to transtorm the Long Term Goals identified at the retreat
(contain herein) into goals that are clear. concise and somewhat measurable.
END OF NOTES
(Attachments A & B can be found on pages 13 and 14)
12
Arden Hills CounciJ/Staff Retreat 2007
Notes Prepared by Barbara K, Strandell
ATTACHMENT A
Pre-Retreat Survey
Arden Hills City Council/Staff Retreat
1. Please indicate at least three long-term goals that you would like the City to
achieve by the year 2015. Don't worry about the language; only your ideas are
important.
2. In your opinion, what objectives or short-term priorities should the staff be working
on over the next two years? In general, these objectives or priorities may support or
be related to your goals.
3. Identify the biggest obstacles or barriers we will face in our efforts to meet these
goals and objectives. They can be both internal and external.
4. What assets or characteristics does Arden Hills have that you consider important or
significant strengths for the City? Consider the following categories:
b. Physical: geography, infrastructure, natural resources, housing,
development, neighborhood. businesses, location, schools. etc.
c. Human: residents, leaders, community, demographic cohort. etc.
d. Other:
5. How can the City Council be more effective?
6. What can staff do differently to be more effective?
7. What do the staff and council need to do to achieve a more effective working
relationship, to be more effective?
8. Please indicate any other specific issues or concerns you would like to discuss
(time permitting) at the retreat.
13
Alden HiHs CouncillStaff Retreat 2007
Notes Prepared by Barbara K, Strandell
ATTACHMENT B
THE TIME TRAP BY ALEC MACKENZIE
(THE TIME MATRIX by Stephen R. Covey)
#1 #2
Low URGENT HIGH URGENT
HIGH IMPORTANCE HIGH IMPORTANCE
#3 #4
Low URGENT HIGH URGENT
Low IMPORTANCE Low IMPORTANCE
.
Low
URGENT
High
..r::
01
:i:
w
o
z
~
0:::
o
ll.
:2
==
o
...J
__I
..._.....1
)> #2 Symptom quadrant: urgent and important, crisis management, firefighting. All
time-management problems show up here.
)> #3 and #4 Cause quadrants: We spend time either doing urgent but unimportant
things or unnecessary things. Interruptions, some meetings and email,
procrastination, busy work, time wasters.
)> #1 Cure quadrant: We do things here only because they serve our goal. Includes:
preparation, crisis prevention, relationship building, seeking opportunities, planning,
recognition/reward, developing employees.
)> Key: is to shift from Q#3 and #4 to Q#1. As we do, we can move to prevent some
of the crisis we face in Q#2.
14