HomeMy WebLinkAbout9, Council Comments & Staff Updates�I�DEN HILLS
Request for Council Action
Prepared By: Patrick Klaers, City Administrator
Michelle Olson, Parks and Recreation Council Meeting Date: November 29, 2010
Manager
Recommendation:
No action required
Budgeted Amount:
N/A
Council Comments and Staff Updates
Actual Amount:
N/A
Funding Source:
N/A
Supporting Documents:
1. Memo from City Administrator Patrick Klaers dated November 29, 2010.
2. Memo from Parks and Recreation Manager Michelle Olson.
3. Facility Fees for Surrounding Communities.
4. TIF Development District Map.
5. Memo From Terry Maurer Dated November 24, 2010, Regarding CAD Technician
Hourly Billing Rates.
EN HILLS
MEMORANDUM
DATE: November 29, 2010
TO: Honorable Mayor and City Council Members
FROM: Patrick Klaers, City Administrator
SUBJECT: Staff Updates
Background
1. Facility Fee discussion PTRC
2. TIF Development District map
3. 2011 PMP auto cad services
4. Public Works union contract requests
5. City Council meeting schedule and agendas
6. Library
As time allows, I would like to verbally update the City Council on a number of current
activities. The list of update items includes the following:
1. Parks and Recreation Manager Michelle Olsen will be at this meeting to discuss with the
Council the conversation that took place at the last PTRC meeting regarding fees to
Youth Associations for field usage. This issue was noted in the last Admin Update.
Attached is the Facility Fees chart that was also in the last Admin Update and a memo
from Michelle on this topic.
2. At the last Council meeting on November 15 the meeting was running late and I didn't
really have time to fully explain the TIF Development District map situation. Per
conversations and emails with Stacie Kvilvang, the Development District is just
identifying the area in which the City can expend TIF dollars. Placing the entire City in
the Development District provides the City with the maximum flexibility in deciding
where to best use available TIF funds. Areas excluded from a City-wide Development
District map typically are done along lines of demarcation that are easily understood (i.e.
roadways) and to exclude AHATS would require a legal description. Staff would have a
challenge from a timing point of view and the City from a cost point of view in putting
together the legal description for excluding some or all of the AHATS property from the
Development District. As noted last meeting, the Development District map needs to be
changed as it currently excludes the Presbyterian Homes site. The current Development
District map is attached for your review. The recommendation from staff is that the entire
City be established as the Development District. Notification of and information on the
map boundaries need to be sent out the week of November 29 for the December 13
public hearing.
3. Please see the attached email from Public Works Director Terry Maurer regarding going
out for some contracted auto cad services now in order to move the 2011 PMP forward in
a timely fashion. I am in full support of this approach for moving the 2011 PMP forward.
4. I want to share with the Council what the union is initially requesting and hear from the
Council what their expectations are for their level of involvement in the union contract
negotiations.
5. I want to update the Council on the December meeting agendas and the work session
schedule for the first few months of 2011. Also I need to hear more from the Council on
their ideas for a Goals and Priorities Retreat.
6. Per voice mail message from Library Director Susan Nemitz, there has not been any
change in the County plans to close the Arden Hills Library on January 1, 2011.
DATE: November 29, 2010
TO: Honorable Mayor and City Council Members
Patrick Klaers, City Administrator
FROM: Michelle Olson, Parks and Recreation Manager
SUBJECT: Facility Fees
Background
A.IVN HILLS
MEMORANDUM
In November of 2009, when the City Council included Cummings Park irrigation in the
2010 CIP, there was a brief discussion regarding charging facility fees. Based on that City
Council discussion, this issue was added to the 2010 PTRC Goals. However, due to staff
turnover, these goals may not have been reviewed and approved by City Council. The
PTRC has begun discussions and analysis of this issue. Attached is staffs research on
what surrounding communities currently charge and fee impact information. Staff would
like to ensure that the City Council wants the PTRC to analyze this issue and present a
recommendation to the City Council early in 2011.
I I Metro -inet. us I ardenh ills I PREP W I Parks I Mem os I Council Mem os 1 11292010 Facility fees. doc
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The majority of youth field use in Arden Hills comes from the Association Use. Below is an estimate of fees we
would have collected from 2010 if we had a youth field fee.
If we charged $5.00 per 4 hour time block:
Association:
Shoreview Area Youth Baseball (SAYB)
Games:
Practice:
TOTAL
520.00
$2,120.00
$2,640.00
North Suburban Soccer Association (NSSA)
Games /Practice:
TOTAL:
180.00
$2,820.00
If we charged $15.00 per 4 hour block:
Association:
Shoreview Area Youth Baseball (SAYB)
Games:
Practice:
TOTAL
Games /Practice:
TOTAL:
1,560.00
6,360.00
7,920.00
North Suburban Soccer Association (NSSA)
540.00
$8,460.00
Things to consider regarding fees:
1.
2.
3.
4.
5.
Administration of the fees will take extra staff time. The per hour fee is more difficult to manage than a 3
or 4 hour time block. In most cases, groups will only book for an hour or two and use the fields for a
longer period of time.
Practices for the associations are assigned in a block of time. For example, Perry #3 is assigned to SAYB
Mondays and Tuesdays all spring /summer from 5 -dusk. They assign their own coaches. The associations
would be reluctant to book time slots if they have to pay for each time slot, whether it is used or not.
Therefore, they may send coaches to us to schedule and this would be very high maintenance for our staff.
If we decide not to charge associations, the youth facility /field fees would end up being minimal. The
majority of field use comes from the associations.
Expectations for field conditions become a problem when fees are instituted. The users expect fields to be
dragged daily versus our standard every other day and game days. Mowing expectations become
unrealistic.
The association will use the fields as minimally as possible when there is a fee involved. They will go to
surrounding suburbs that don't have fees.
City of Arden Hills
Development District No.
ED Development District No. 1
TI F District #3
0 0.25 0.5 1 Miles
1 1 1 1 I 1 1 1 1
Map Created: October 28, 2009
From: Terry Maurer
Sent: Wednesday, November 24, 2010 8:00 AM
To: Patrick Klaers
Subject: FW: CAD Technician Hourly Billing Rates
Pat,
In thinking about the plan preparation process for the 2011 PMP project, !believe the best, fastest and most cost
effective way to proceed would be to use the Roseville staff. Matt who prepared the feasibility study will be available
until the end of January and could have plans and specs ready to be bid by that time. I have checked with Roseville (Kris
and Deb) and they have the capacity to do this work with the exception of an autocadd technician. t have asked Matt
for an estimate of the number of hours he would need an autocadd technician to complete the plans. He estimated
about 120 hours. 1 also asked Matt to pull out the consultant rates for autocadd technicians from the proposals we
received for the Old Snelling work recently contracted with Kimley Horn. (The rates are in the email below) The lowest
hourly rate for a technician was $65 /hour from Elfering and Associates. I did place a calf to them to them to see if they
were interested in contracting for this service and who would be available. (It's a technician I have had do work for me at
Elk River) E am requesting that we contract with Elfering and Associates for a technician to assist Roseville staff in
preparing the 2011 PMP plans so that the project will be ready to bid by the end of January. The total cost of this service
would certainly be under $10,000 and probably more like $7,500.
Let me know your thoughts on this suggestion.
Terry
From: Matt Woodruff
Sent: Tuesday, November 16, 2010 4:03 PM
To: Terry Maurer
Subject: CAD Technician Hourly Billing Rates
All of these were taken from the Snelling Avenue RFQ (September 2010):
Elfering $50 $75
Kimley- Horn $80
WSB $105
Bolters Menk $90
Kemper &Assoc $80
Passe Engineering $80
Hult Assoc $70
MFRA
Matt Woodruff, PE
Civil Engineer
City of Arden Hills
(651) 792 -7057
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