HomeMy WebLinkAboutWK - January 24, 20231685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
City Council Workshop
Tuesday, January 24, 2023
City Hall — Conference Rooms A & B
1. Call to Order — 6:00 p.m.
2. Discuss Design RFP/23-18, Nightingale St. NW & Crosstown Blvd. NW Roundabout &
23-19, Nightingale St. NW & Veterans Memorial Blvd. NW Roundabout - Engineering
3. Review & Discuss Draft Public Works Policy Updates — Engineering
4. Discuss Crosstown Blvd. NW Trail/23-12 — Engineering
5. Review Andover City Code Title 3 Chapter 9 -Administration
6. Community Center Update — Administration
7. General Fund Budget Update—Administration
8. Other Topics
9. Adjournment
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO: Mayor and Council Members
CC: Jim Dickinson, City Administrator
FROM: David D. Berkowitz, Director of Public Works/City Engineer
SUBJECT: Discuss Design RFP/23-18, Nightingale St. NW & Crosstown Blvd. NW
Roundabout & 23-19, Nightingale St. NW & Veterans Memorial Blvd. NW
Roundabout - Engineering
DATE: January 24, 2023
INTRODUCTION
The City Council is requested to discuss design RFP for Projects 23-18, Nightingale St. NW &
Crosstown Blvd. NW Roundabout & 23-19, Nightingale St. NW & Veterans Memorial Blvd.
NW Roundabout.
DISCUSSION
Attached is a copy of the draft RFP for the above refenced projects for review and discussion.
Formal approval of the RFP will be at a regularly scheduled City Council meeting.
ACTION REQUIRED
The City Council is requested to discuss design RFP for Projects 23-18, Nightingale St. NW &
Crosstown Blvd. NW Roundabout & 23-19, Nightingale St. NW & Veterans Memorial Blvd.
NW Roundabout.
espectfully submitted,
A
avid D. Berkowitz
Attachment: Draft RFP
REQUEST FOR PROPOSAL (RFPj
Roundabout Design, Permitting, Environmental
Documentation and Project Administration
for
Crosstown Boulevard NW (County Road 18)/Nightingale street NW
(SP 198-020-039)
and
Veterans Memorial Boulevard NW/Nightingale Street NW
(SP 198 -XXX -XXX)
PROJECT OVERVIEW
The City of Andover "City", in cooperation with Anoka County, is issuing this request for a proposal for
the preliminary and final design for the construction of roundabouts at the intersections of Crosstown
Boulevard NW (County Road 18) & Nightingale Street NW and Veterans Memorial Boulevard NW &
Nightingale Street NW in the City of Andover. Andover has been awarded $1,902,600 and $1,035,000
respectfully in HSIP funds for these projects for a total project cost of $2,114,000 and $1,150,000
respectfully.
It is the goal of this RFP that the City will have all approvals from county, state, and federal agencies,
signed and approved 100 percent plans, specifications, estimates, necessary environmental
document, necessary permits and a complete bidding package for these projects by December 11t
2024 so construction can begin in early spring of 2025.
The City wishes to enter into a professional engineering services contract for the work described in
this request. All work shall comply with the procedures, requirements, and regulations of the Federal
Highway Administration, Mn/DOT, Office of State Aid for Local Transportation, Anoka County and
other state and federal agencies as required.
The intent and scope of work shall include all tasks required to let bids, provide construction staking
and assist in project administration for and to complete the roundabout locations as identified.
PROJECT BACKGROUND
County Road 18 (Crosstown Blvd) is a A -Minor Arterial with a posted speed limit of 45 mph, in its
current configuration is an undivided two-lane rural section roadway with no shoulders. There are
numerous private access points along this corridor which include Andover High School, Andover
Elementary School, Sunshine Park (not a 4(f) property) and City facilities such as Public Works, City
Hall and the Andover Community Center/YMCA.
Nightingale Street is a City collector street that is fully developed along the east and west sides of the
corridor. Veterans Memorial Blvd serves residential development to the west and City facilities to the
east.
Due to the proximity of the schools, activity at the City park and development these intersections
have experienced increasing safety, pedestrian and mobility concerns. To address these issues the
City applied for HSIP funding and has been approved for both projects. Crosstown Blvd/Nightingale
Street is planned to be a more traditional 2 lane roundabout with future possible expansion and
Veterans Memorial Blvd/Nightingale Street would be something smaller in size such as a compact
roundabout.
Additional available information on this project which includes the HSIP applications and location
maps can be found in Appendix A and Appendix B. Additional stakeholders for these projects include
Andover residents and Anoka Hennepin School District.
The goals of the proposed projects are to improve the safety at the intersections for all users, and
provide for better mobility for road users, students, park visitors and pedestrians traveling through the
corridor, while minimizing impacts to adjacent properties. Coordination and effective partnerships
amongst stakeholders will be paramount to project success.
SUMMARY OF WORK TASKS
The selected consultant will complete all work needed to develop a preferred alternative and to
complete the required environmental documentation. The selected consultant will also provide all
surveying and traffic studies needed for the permitting and design.
The selected consultant will develop preliminary geometric layouts, construction staging plan and
final construction plans, as well as complete the required tasks to move the project towards
construction. A concept level layout has been prepared as part of the HSIP funding application and is
provided. Preliminary design efforts will use this concept layout as a guide in the project
development. Efforts in this area will focus on: developing geometric layouts, completing traffic
analysis and ICE documents, preparing typical sections, profiles and cross sections, identifying
potential construction staging, preparing preliminary drainage design, and conducting appropriate
studies as needed. The Selected consultant will also be required to manage all utility coordination
and relocation in accordance with the City and Anoka County utility requirements. Efforts will also be
needed to inform utility companies of the project and to identify existing utility locations. The selected
consultant will work closely with the City and Anoka County Highway Department through the right
of way process if needed. It will be expected that the selected consultant will produce draft parcel
sheets from construction limits at the 30% plan level. These parcel sheets will be used for stakeholder
outreach and in negotiations if needed with adjacent property owners to determine final right of way
needs which will be fixed at the 60% plan level.
Final design for this project will require the development of 30, 60, and 95 percent plans. Plans should
contain all information as required in the MnDOT 30%, 60% and 95% checklist available at
http://www.dot.state.mn.us/metro/finaldesign/sampleplan.htmI Final design will include preparing
detailed construction plans for the project, including grading, paving, storm sewer, storm water
management appurtenances, sanitary sewer and watermain crossings, roundabout design, erosion
and sediment control, SWPPP (Storm Water Pollution Prevention Plan), traffic control and staging,
signing and striping, trails, and all other information required to complete the plans for letting,
including but not limited to drainage maps and hydraulic report for the storm water system. In
addition, information on construction cost estimates, right of way requirements, construction limits,
and utility relocations will need to be assembled and incorporated into the final deliverables. Public
and agency involvement will also be key components of this project.
A listing of project tasks is provided below and continues on the next page. Attachment 1 provides
a more complete description of specific activities.
Task 1. Project Management
Task 2. Public and Agency Involvement
2
Task 3. Traffic Study/Roundabout Design
Task 4. Surveys and Mapping
Task 5. Geotechnical Information
Task 6. Preliminary Design
Task 7. Identify and obtain all required environmental documentation, approvals and permits
Task 8. Identify Right of Way needs
Task 9. 30%-60%-95% and Final Design
Task 10. Additional Tasks
INFORMATION TO BE SUPPLIED BY THE CITY AND/OR ANOKA COUNTY
The following will be supplied to the successful candidate:
1. Copy of the 2040 Anoka County Transportation Plan
2. Anoka County Traffic Model
3. Copy of the crash Data for the project area
4. Traffic counts that have been completed
5. HSIP Application, including ICE document
6. Copy of the Anoka County Access Management Guidelines
7. Copy of the most recent available AADT data for the City and Anoka County Highway system
8. Typical plan organization and plan sheet formats
9. Copy of the City's and Anoka County Right of Way Ordinance
10. A CADD model of the existing right of way base map.
The following highlights tasks that will be completed by the City, Mn/DOT and/or Anoka County:
1. Furnish a property owners list and documentation of the most recent conveyance or
deed of record.
2. Provide legal descriptions of parcels in the project area.
3. Agencies will review draft work product and reserve right of approval of same prior to a final
plan for all the work described in the Work Tasks Attachment.
PROJECT SCHEDULE
Key milestones in the project process and delivery are listed below:
City Council to Award Contract to Successful Consultant
May 2023
30 % Plans & Preliminary Parcel Sketches
August 2023
Final Construction Limits, Determined Right of Way Acquisition (If Needed)
and Easements
Stakeholder Informational Open House (1)
November 2023
December 2023
60 Percent Plans & Final parcel sketches
Stakeholder Informational Meeting 2
February 2024
Aril 2024
Permits complete
July 2024
95% Plans, Specifications and Estimates
August 2024
Final Plans, Specifications and Estimates
October 2024
Complete Right of Way Possession (if Needed)
November 2024
Project Letting
December 2024
PROPOSAL CONTENT
The City wants an all-inclusive turn -key design project with the consultant being responsible for all
aspects of the delivery of these projects. The proposal shall be limited to not more than 10 pages,
not including cover letter, examples of work, graphical materials (maps, pictures, and drawings),
personnel qualifications and items required under numbers 5 and 6 below. Submissions shall be
digital (PDF) and submitted via email, FTP, CD, or memory stick. One Paper copy will also be
required.
The following will be considered minimum contents of the proposal and must be submitted in the
order listed:
1. A statement of the objectives, goals and tasks to show the firm's view and understanding of the
nature of the contract.
2. A description of the deliverables to be provided bythe firm.
3. An outline of the firm's background and experieneewith examples of similar work done by the
responder, a list of roundabouts delivered by, the firm including in the" past 5 years and a list of
personnel who will conduct the project, detailing their training, work experience and employee
category. The project manager assigned to the project must;be stated in the;proposal and shall
remain throughout the project, if he/she is still employedsby�the firm. No chang6/in other key
personnel assigned to the project will be.permitted without the written approval of the agency
project manager.
4. A detailed work plan that will id
completion to be used,as a,sche
Please identify any.optional-wpi
(see 6 below).
5. Identification of the'leuel of the
other services to be provided.,.:
6. A detailed cost breakdown;oftf
employee category (e.g., princi{
The consultant will show -the he
list any direct expenses, du
made (e.g., number of mei
cost or000sal.,Total dollar
well as total dollercost for
not -to -exceed.
rtifytlle major -tasks to be accomplished and timeline for
cling and managing tool, as well as the basis for invoicing.
tasks inthis areaas well as in the detailed cost breakdown
participation in the contract, as well as any
ed with a breakout of the hours for each
technicians, etc.) per work task identified.
rate for each employee category and will also break out and
nd;profit. The consultant will indicate any assumptions
mbec of drafts, etc.) and include this information with the
for each work task and deliverable shall also be shown as
e project. The total final dollar amount shall be noted as
Due to the nature of public and agency involvement, it is difficult to pinpoint the exact number
of meetings (Anticipated are 2 public information meeting, 3 City Council meetings, 2 Private
Utility Company meetings and 10 Project Management Team meetings with City staff and
Anoka County) before the projects begins. However, because things may change, the
consultant should also prepare a typical per meeting cost for possible meetings outside what is
previously listed.
Any optional work tasks suggested by the consultant shall be indicated as such and include the
information identified above.
Please submit the cost estimate in a separate electronic document. The cost estimate is not
13
considered as part of the 10 -page limit. Cost estimates should include job classification, rate,
estimated number of hours, materials, equipment, overhead and profit and subcontractors.
CONTACT FOR QUESTIONS
Prospective responders who have questions regarding this request for proposal may call or write:
David D. Berkowitz, PE, Director of Public Works/City Engineer
City of Andover
1685 Crosstown Blvd NW
Andover, MN 55304
Phone: 763-767-5133
Email: d.berkowitz@andovermn.gov
DELIVERY OF ELECTRONIC PROPOSALS
All proposals must be sent to David Berkowitz
All proposals must be received no later than
Late proposals will not be considered.
• Please include a PDF of the entire proposal. An
proposal.
• All costs incurred in responding to this RFP -will
• Electronic submittalswill.be required along witF
PROPOSAL
above.
(central time) on Friday, April 7, 2023.
member of the firm must sign the
responder.
Representatives of the City will evaluate all proposals that are received by the deadline. In some
instances, an interview may be apart of the;evaluation process. The City will review the submitted
RFP's in four areas: workplan/schedule; roundabout design experience of personnel working on the
project;understanding of -the project objectives; and cost. The City will select the firm/team that
11
best understands the project, can deliver the project in a timely manner, has quality personnel, and
can deliver theiiob at a reasonable and realistic cost.
It is anticipated that the evaluation,,, and selection will be completed Friday, April 21, 2023.
AGENCY NOT OBLIGATED TO COMPLETE PROJECT
This request for proposal does, not obligate the agency to award a contract or complete the project,
and the agency reserves the right to cancel the solicitation or parts of the solicitation.
5
Attachment 1—Work Tasks Descriptions
Task 1 Project Management
1.1 Administration
Administration of the project will include monthly progress reports, invoicing, contract
amendment requests (if necessary), cost and schedule updates, billing preparation, other non-
technical work, communication with the necessary project personnel and all other work to
ensure all the project tasks are completed on time, within budget and in accordance with state
and federal laws, rules and regulations.
Progress reports and invoices shall be submitted
progress for the month, and the progress to date
identify any work that may require any anticipate
for approval prior to completing work.
1.2 General Coordination
General coordination of the project will
1.3
agency coordination meetings, public open
meetings as required. The selected consults
information and inviting stakeholder"s,pertii
securing locations for public open house mi
The consultant
delivery of a qs
Consistency
Substitutions based on new;
Likewise, the -City will notify
City.
Deliverables:
• Monthly pr
• Schedule rr
In
no
nt will also,
progress report must show the
The consultant will also
ge to the City Project Manager
management team meetings,
meetings Grid any other
ble for seeking out contact
ent to each'meeting. The City will be responsible for
etings,,,
ions (QA/QC)
s throughout the p[oject duration to ensure
sect is paramount. No changes in project
writtennotice. Conditions where changes in key
,employed by the firm) are understood.
ditional workloads will not be favorably received.
Cant if there are changes in key personnel for the
reports (including detailed project schedule).
team meetings and other meetings identified above
■ Coordinate activities with stakeholders via phone, e-mail and written correspondence
• Submit invoices in a timely manner
Task 2 Public and Agency Involvement
Public and agency involvement are important factors in the success of this project. There are
primarily six meeting types that will need to be conducted as part of this project. Specific details
are provided under each meeting type. As indicated in the main body of the proposal, consultants
may wish to modify the number of meetings, by type, that are included in the
descriptions below. Please note your assumptions in your detailed work plan and cost proposal.
Any optional meetings should be included as an optional task cost.
In addition to meetings, work with a project website and other public involvement strategies will be
required.
2.1 Project Management Team (PMT) Meetings
The consultant will hold an initial kick-off me
solidify a work plan and obtain consensus on
the consultant will schedule, prepare for, lea
meeting as well as meeting minutes includinj
after the meeting to the project managen4
meetings to discuss design, permit, and ages
2.2 Project Mailings
The consultant will be responsib)e.f
meetings and early coordination."Tf
Please provide a cost to produce an
2.3 Public Open House
The consultant"wil(conduct two (2)
for preparing all written and display
arranging meeting locations torbea
consultant will document'and-sumr
The consultant wili:also prepare res
review comments' an,d,,respon" es,ar
meeting in the event thatadditiona
2.4 City Council,Meetings
the basic project objectives,
I
ents. Monthly or as needed,
provide meeting agendas prior to the
of action items and responsible parties
i. There will be a maximum ten (10)
ited issues to the praiett.
ting and mailing notices for all public
a list of names and addresses.
in 100;auantity units.
-`meetings' The consultant will be responsible
The consultant will also be responsible for
the City. Following the meeting, the
.omments received for use by the agencies.
vritten comments. The City and County will
Rnt responses. Please provide a cost per
meetings are needed.
The consubrlteyill conductup to three (3) meetings with the Andover City Council. The
council will need,to be brought up to speed on the project and will need to be informed of
any changes or ne n,,devtelop'ments in the project. The consultant will supply all materials
needed for the meetings and displays.
2.5 Agency Coordination
The consultant will coordinate with federal, state, regional and local agencies as is needed to
deliver the project. These meetings will be used to coordinate information relating to
permits, approvals and other forms of consent beyond the PMT meetings. The consultant will
need to prepare for, attend and take minutes at these meetings. It is assumed that two (2)
additional agency meetings will be needed.
2.6 Property Owner Meetings
If needed the consultant will also need to attend some of the meetings between property
owners and the City. The City will coordinate the meetings with the property owners and
develop agendas. The consultant will take minutes for the meetings. It is assumed that if
needed a minimum of two (2) property owner meetings will be held.
2.7 Utility Coordination
Coordination with public utilities and private utilities is critical to this project's success. The
consultant will arrange and lead meetings with utility companies to ensure that the project
can be constructed starting in 2025. The consultant will be responsible for identifying the
appropriate utility companies and to provide the companiesCopies of plans at the 30
percent, 60 percent, 95 percent level as well as final plans. The consultant will need to
coordinate meetings with the utility companiesthroughout the design process. The
consultant will be required to prepare for; attend, and lead the meeting. They will also take
meeting minutes. It is assumed that a minimum of two (2),meetings will be needed. The plans
and specifications for any city utility work
kM
2.9
plans.
The City and Anoka County hav&found that it is critical to identify the timing/staging of
construction projects early in the design phase of the prefect. Staging meetings shall be
coordinated with PMT,,meetings, either before or p after an&,least two (2) meetings
between the 30 acid 60"percent plan submittals,will6e,reguired to discuss all available
alternatives'fot,construcCorr:These alternati4es shouki'include but are not limited to a full
closure or partiel;clgsure that incorporates the ability to handle one way or two-way
traffic during constrtictiori. The consultant is expected to create a design matrix that will
present tho,pros and "con; 'of each construction staging strategy and present cost savings
opportunities fot;each option. The consultant is going to be required to coordinate with
the City and Anoka,County to determine a solution that is acceptable to both agencies.
The City will'administer a project update on the City's website available to the public that
contains a projectAntroduction, description, schedule, public meeting announcements, open
house postcards, and; .project layout. The selected consultant will be responsible for
providing the City with the initial information for the site as well as updates as necessary (up
to 5) at the discretion of the City.
Deliverables:
■ Project information described above.
■ Open house postcards in the form of PDF
Task 3 Traffic Study/Roundabout Design
Studies and reports for roundabouts will be needed as part of this project. Consultant should
demonstrate ability and roundabout design experience through history and similar projects.
3.1 ICE Documents
An ICE Document was prepared in 2020 for Crosstown Blvd/Nightingale Street and 2022 for
Nightingale Street/Veterans Memorial Blvd as part of the HSIP application process. The
consultant will be required to update the ICE document. The consultant will coordinate with
Mn/DOT staff to determine the required content for ICE documents. The consultant will then
prepare draft reports for the proposed roundabout locations for City and/or County review.
Comments from the draft reports will be incorporated into the reports submitted for formal
review. Comments and changes as part of Mn/DOT's review process will be incorporated bythe
consultant. The consultant will coordinate with staff at the agencies for all ICE document
processing, including obtaining all required signatures and approvals for the documents.
3.2 Preliminary and Final Design
Based on the concept developed for the roadway improvements, HSIP application and the
preparation of roundabout justification reports. Preliminary and final design will need to take
into account potential right of way impacts. Hours for this work should be included in Tasks 6
and 10.
3.3 Traffic Analysis and Development of Corridor Forecasts
The selected consultant will use the Anoka County Travel Demand Model to prepare future
forecasts. Future 20 -year forecasts will be prepared for a no -build scenario, up to two build
alternatives and up to one additional scenario to be tested at the recommendation of the
consultant. The selected consultant should provide a cost estimate for the additional scenario
and include the estimate in the cost proposal as an option.
In addition to 20 -year forecasts, the consultant will identify future traffic volumes for the
year opening the project to traffic and any other traffic analysis required for project delivery
including bus stops, queue lengths &operational impacts at nearby parks and schools.
The consultant will prepare Technical Memorandums documenting the forecasting process,
the results of the modeling process and any other traffic analysis work required for project
delivery. The Technical Memorandum will outline a recommendation for future roadway
geometrics. This document will be used as needed in relation to the environmental
document.????
3.4 Conduct Operations Analysis at Key Intersections?????
Based on existing traffic and future traffic volumes identified in Task 3.3, the selected
consultant will provide future operations analysis at all intersections which will need to be
completed to determine appropriate intersection control.
An existing condition analysis should be performed, using Synchro/Sim Traffic and Rodel
software to identify areas along the corridor that currently exhibit operational issues. A
similar analysis will be completed for year of opening (2023) and the 20 -year scenario.
Recommendations for improvements will be identified and presented in technical memos,
ICE documents and any other required traffic analysis reports required for project delivery.
Comparing levels of service, queue lengths vs. available storage, operations and safety
analysis will also be part of the traffic analysis work.
Issues identified through the traffic analysis work will be utilized for the public involvement
process, revisions and enhancements to the project layout and determination of the final
roadway design.
The selected consultant will collect all the needed traffic counts and turn movements
required for the project development and completion.
3.5 Document Safety Improvement Needs
Consultant will prepare a 3 -year crash diagram for the project area that will be for used for
the project.
The crash diagram and supporting data will identify safety issues along the corridor and
be utilized to identify potential solutions that can be considered for the proposed project
in determining the final design.
3.6 Assess Existing and Future Roadway Access
The City and consultant will work with Anoka County to address access management to
promote mobility and safety along its corridors. The consultant will need to work with the
City and County to complete a final access plan. These access plans may change during the
project and the selected consultant will need to carry forward the final access management
plan when submitting the environmental document.
3.7 Identify Roadway Deficiencies
The selected consultant will note existing roadway deficiencies at each intersection and work
with the City and Anoka County to develop an appropriate level of project design that will
identify how those deficiencies will be addressed in the project.
Deliverables:
■ Prepare draft and final ICE documents
■ Coordinate signatures and approvals of reports
• Preliminary and final roundabout plans
■ Prepare draft and final Technical Memorandums as needed
■ Complete all traffic analysis and forecasting work required for project delivery.
Task 4 Surveys and Mapping
Preliminary Survey work shall be completed by the consultant for this project. Surveying and
mapping shall be completed in the Anoka County Coordinate system. Survey information shall be
provided to the City upon project completion including all AutoCAD files, existing and proposed
DTMs, TIN file, point file, and description of vertical control used. The Anoka County Surveyors Office
can be referenced for vertical and horizontal control.
Survey Standards/Requirements:
If surveying with a total station, project must have solidly placed, semi-permanent monumentation
(Control Points) that were used in obtaining the survey information of this project. Control points
will be tied into Anoka County or MnDOT vertical control monuments (benchmarks) using Second -
Order Class I Vertical control field survey methods, or better.,Only NGVD88 Datums are acceptable.
Control points will also be tied to Anoka County Coordinate Systerri_(NAD83 — 2011 Adjustment)
using Second -Order, Class I Horizontal control field survey methotlsror better.
If surveying with GPS, VRS (Virtual Reference Station),
have semi-permanent monumentation (ControlIP.oint
information of this project. Control points will be tied
monuments (benchmarks, tie sheet required) using Si
survey methods, or better. Only NGVp88,Datums are
Anoka County Coordinate System (N4D83-°2011 Adji
Horizontal control field survey methods; or better.
Survey information
style, showing all gn
centerline to the sui
substantial features
please reference thf
surveys'; table,Aop
4.1
Deliverables:
• All surv(
■ Existing
;urvey points) shall bei
I
e breaks,'honzontal ai
iey edge shall'be'a mini
hall�Ue observed(locat
"Minimum stiihdard,d
ions 2, 4, 5; Stand 11.
fpping
and mapping work as r
files.
irveying is not acceptable. The project must
that were used in obtaining the survey
ito Anoka County or Mn40T vertical control
and-ord6r Class I Vertical,control field
ceptab(e. Control points will,also be tied to
tmerit) using Second -Order, Class I
fa minimum'of every 50' in a cross-section
curves:The distance out from existing
V or at the engineer's discretion. All
in the process of conducting the fieldwork,
cements for ALTA/NSPS land survey tile
ired for the delivery of the project.
for the of project
Task 5 Geotechnical Information
The project area will need to be evaluated to ensure that the soils in the area are suitable to
support the expanded roadway and the reconstructed intersections. To determine what types of
corrections, improvements and/or changes may be needed, geotechnical studies will need to be
completed. All work will need to be in accordance with the Mn/DOT Geotechnical Manual. The
following tasks highlight the geotechnical work that is needed for the project.
5.1 Soil Borings
Soil boring locations will need to be determined by aerial mapping, field reconnaissance, soil
survey information and staff input. Recommendations for locations should be prepared by
the consultant with concurrence provided by the City. Sollborings will be required in the
existing roadbed and either side of the existing roadbed;to,tIhe limits of the proposed
widened section (including trail and pond locations). Standard penetration borings and
supplemental hand auger borings and push soundings may also be needed. Boring logs shall
be provided to the City. The logs should include water table, geologic origin, location and
other pertinent documentation as is needed', The consultant will beresponsible for
identifying and providing estimates for probable muck locations and muck depths within the
project limits.
5.2 Ponding
The proposed projects requires:the-construction of storm water ponds. The proposed ponds
along the corridor will need to have p6rmeability tests corn, pleted for all ponds. One
piezometer will need to be installed at each -pond location' Aorings will need to be performed
at each ponding location to determine, historicalhigh7water levels. Coordination with the City
will be necessary to determine any existing or future Drinking Water Supply Management
Areas (DWSMA) or'wellhead protection areas In the corridor`.
5.3 Pavement/Topsoil Samples
Samples ,oftopsoil will need to be taken throughout the proposed project area to determine
representative d6pths Additionally, samples should also be taken of the existing roadway to
determine depths of-bituminous<and aggregate courses. Depths should be recorded in a log
5.4
Laboratory tests of soil borings will be completed. Tests will include classification (sieve
analysis, density,,moisture;content, etc.), R -value and any other additional tests needed to
determine the suitabjlity of "soils for construction.
5.5 Traffic Control/Utility Clearance
Field notes will be needed to "tie -out' boring locations.
5.6 Engineering Analysis and Reports
A final report will be prepared. That document will include at a minimum: an introduction
outlining the process for selecting site locations, boring/sample collection and boring/sample
analysis; maps of the locations where soil borings and samples were taken; results of the soil
borings, pavement samples and topsoil samples; detailed layout outlining the limits of
unsuitable foundation material; and recommendations for the proposed roadway design
including R value recommendations and proposed pavement cross sections.
Deliverables:
■ Outline of the process selecting soil boring/sample site locations
■ Detailed maps showing the locations of soil boring/sample sites
■ Boring logs
■ Permeability test results
■ Laboratory test results
■ Final geotechnical report
Task 6 Preliminary Design
6.1 Develop Preliminary and Intermediate Project Layout
Use the concepts prepared as a guide in the development of a geometric layout for both
projects.
Project Management Team (PMT)will review the proposed preliminary layout and provide
comments to the consultant. The consultant will incorporate the"changes made by the PMT
and incorporate those changes into an intermediate layout. Once tlie'Iintermediate layout is
reviewed and approved, the consultant can'incorporate any additional Changes into the final
design process.
Deliverables:
• Preliminary Layouts
• Intermediate Layouts
6.2
Locate and identify"all private and public utilities includingoyerhead lines as well as any
additional utilitiesAhat may tie on overhead"poles to include required adjustments and
relocations, including private wells, septic systems, sprinkler systems, and any other item as
applicable -The consultarit<will utilize;and follow; applicable Right of Way Ordinances to
identify "all conflipts,between existing and"relocated utilities and the proposed design. This
task'will require coordination with Gopher State One, City, Anoka County, utility companies,
as welbas the property owners. The selected consultant should be advised not all utilities will
show up in. a Gopher State;One Call, It is the consultants responsibility to ensure all utilities
are identified.
Provide plans 4o utility companies in conjunction with utility coordination meetings and final
submittal.
Confirm locations of all Utilities within 180 days of final plan submittal. Meetings with utility
companies should be identified under Task 2.
Account for utility relocations in staging plans and detail the proposed utility relocation work
in the special provisions and in utility tabulations.
Complete any other associated utility relocation coordination and permitting required for
project delivery.
Deliverables:
• Plan sheets
■ Layouts showing existing utility locations verified by utility companies
■ Minutes from meetings with utility companies
■ Copies of information provided to utility companies
6.3 Prepare Typical Sections for Preliminary and Intermediate Layouts
The consultant will prepare typical sections based on the preliminary layout. Study partners
will review and comment on the proposed sections. Changes will be incorporated to the
intermediate typical sections.
Deliverables:
■ Typical sections for preliminary layouts
■ Typical sections for intermediate layouts
6.4
The consultant will prepare profiles and cross
partners will review and comment on the pro
incorporated into the intermediate layout prc
point will be incorporated into final design,,,
Deliverables:
• Profiles and cross sections for preliminarylayouts
■ Profiles and cross sections for intermediate"layoui
6.5
C.
Based on the preliminary layout, thO,consultant will
preliminary drainage design should also include irui
stormwater treatmentpbnd locations/sizing. This t<
process as any negpe
11 1
development proces!
comments. Commen
will be incorporated `
preliminary layout. Study
Id sections. Changes will be
fictions. Any changes after that
iminary drainage design. The
er locations/sizing and
nt to complete early in the
s needslo-be identified early in the project
the preliminary drainage design and provide
e consultant and any subsequent changes
The consultant will identiN,and evaluate potential construction staging options. Coordinated
with PMT meetings as described in section 2.8, consultant will hold meetings to discuss
staging options'at"or aroun the 30% plan and before the 60% plan completion. The
consultant will pr4sent the two most feasible options to the design group for consideration.
Based upon design group'input, a proposed construction staging plan will be developed.
Staging plans must accommodate pedestrians through all phases of construction and
account for when and where utility relocations are to occur.
Deliverables:
■ Construction staging options
■ Preferred staging plan
Task 7 Identify and Obtain All Required Environmental Documem:ation, Approvals and
Permits
The Consultant shall identify and complete all required environmental documentation (i.e., Cat Ex.,
PM, 4(f), etc.) and obtain all Federal, State, and Local permits required for this project. The
Consultant Proposal shall include all environmental documentation that will be required for this
project. Additional environmental documentation/studies that may apply can be described and
quantified as an alternate item. Wetlands impacts identified in the proposed design shall be
brought forward for discussion and approval at the Technical Evaluation Panel Meetings (TEP). All
approved permits shall be shared with the County. Minutes of all such meetings shall be kept by
the Consultant and shall become part of the permanent project records, also being shared with
the County.
Before construction can occur, permits from regulatory agencies will need to be obtained. The
consultant will be responsible for obtaining all approvals and permits.
7.1 Wetland Delineation ?????? there are no wetlands
The consultant will need to identify and delineate any wetlands located along the corridor
and prepare a wetland delineation report. This task also includes TEP approval. Depending on
the complexity of the design and locations of ponds additional mobilizations for wetlands
may be needed. Consultant shall account for this in their proposal.
7.2 Permit and Approval Identification
The consultant will be responsible for acquiring all permits required to move the project
forward to construction. As part of this process, the consultant will need to coordinate with
the Watershed District, Department of Natural Resources (DNR), Corps of Engineers, and any
other agencies as required. The consultant will also identify any floodplain or floodway fills and
find mitigation locations along the project to offset fills. Anoka County generally replaces
impacts to wetlands through the Board of Water and Soil Resources (BWSR) road bank for
qualifying impacts and purchases credits from a qualified banking site for impacts that do not
qualify for the BWSR road bank. A strong sequencing and justification are expected to be
developed by the consultant. The selected consultant shall locate potential wetland banks and
facilitate the purchase of any needed credits. The consultant will prepare and submit all
needed paperwork to accomplish this task.
7.3 Permit Acquisition
The consultant will work with approval and permitting agencies to prepare all materials
needed by the reviewing agencies. The consultant will be required to fill out agency forms,
prepare maps/exhibits showing project location, areas of impact, location of wetlands, etc. If
needed, the consultant may be required to attend meetings/public hearings for the approval
agency. These meetings should be counted in the agency and public involvement section.
Deliverables:
■ Wetland delineation and report
■ TEP meeting(s)
■ Notice of decision
• All environmental documentation, approvals, and permits needed for the project
Task 8 Identify Right of Way Needs (If Needed)
8.1 Identify Right of Way Needs (If Needed)
Identify all right of way required for the project, to include permanent, temporary and
drainage and utility easements. The City will provide copies of the most recent deed(s) of
record for each parcel. The consultant will develop legal descriptions and plats as
appropriate. This task is a critical path item.
8.2 Right of Way Mapping (If Needed)
Incorporate right of way into the construction plans.
the project area overlaying proposed horizontal aligr
showing abutting parcels with boundaries and signifi
and new right of way. Preliminary right of way parce
percent plan submittal. These parcel sketches,,will be'
M
staff along with the 30 percent plans so
submitted with the 60 percent plans. A
County at the start of the project to be
Right of way requirements wi
breakdown for each parcel to
way area, area of proposed e
easement.
Deliverables:
reel
Task 9
of ROW needed
color highlighted strip map of
r the existing ground line
:)vements, existing right of way
will be required with the 30
by the City and Anoka County
tes',rcan be created and
A0 parcel sketch will be provided by Anoka
as a template for this project's parcel sketches.
on each parcel map showing a detailed area
area, before and after areas, existing rights of
pe, and wetland areas involved by proposed
at 30%, final at 60%)
9.1 Prepare Cost Estimates
Cost estimates,Will be required by the consultant along the design process to ensure that the
City and Anoka "County are,up-to-date on costs to compare with budgets. The cost estimates
will also be used to'ensure that project construction bids are appropriate. There are two
subtasks; cost estimates and cost-sharing estimates.
a. Develop Cost Estimates
Prepare cost estimates at 30, 60, 95 and 100 percent plan completion using a methodology
outlined by Mn/DOT and Anoka County. Draft estimates will be reviewed by Mn/DOT, the
City and Anoka County. Comments from drafts will be incorporated into final cost estimates.
b. Develop Cost -Sharing Estimates
The City and Anoka County have cost-sharing guidelines for construction projects. Project costs
will need to be broken out to identify City and Anoka County costs. Anoka County will provide
the selected consultant with a copy of the cost participation guidelines and a sample
spreadsheet to use for cost sharing estimates. Cost sharing estimates to be provided at
30,60,95 and 100 percent plans.
A draft breakdown will be reviewed by the City and Anoka County. Comments from the
draft will be incorporated into the final breakdown.
Deliverables:
■ 30, 60, 95 and 100 percent cost estimates
■ Cost-sharing estimate
9.2 30, 60, 95 Percent Plan Preparation
9.2.1 30 Percent Plan Preparation —
Prepare proposed plans required for review
needed to work towards,final plans. Sets of
staff and Anoka County for review. Please'sp
agencies will be incorporated into the 60 pe
route for comments and provide comments
corrections as needed and provide; written e
addressed.
l eccording to MnDOT 30% checklist
n/pO 'percentchecklist.pdf)
percent. Plans will include key elements
cent plans will, be;distributed to the City
5 sets of plans for review. Input from local
plan preparation (Task7,1.2). The City will
to consultant. Consultant,shall make
ation of how each comment 'was
9.2.2 60 Percent Plan Preparation - Completed according�to MnDOT 60% checklist
(http://www.dcit,.st,ate.mn.us/metrb/"`finaldesi Ij6/pdf/60percgntchecklist.pdf)
Prepare proposed;plans required for review at'60 percent. Plans will include key elements
needed to work`towards final,,plans. Sets of 6A,percent plens%will be distributed to City staff
and Anoka County for review:,,Please provldp:5 sets of plans for review. The construction
limits, right of way boundaries and easements"shall be considered final after agency review
and comr6entof,60 perceAt�plans: Input from local agencies will be incorporated into the 95
percent plan pr'eparation:,Consultant 'shall make corrections as needed and provide written
explanation of how -each comment was addressed.
9.2.3 ` -95 Percent Plan Preparation --Completed according to MnDOT 95% checklist
(http://www.dot.state.rrin. us/metro/finaldesign/pdf/95percentcheckl ist. pdf)
Prepare proposed plans required for review at 95 percent. Plans will include key elements
needed to work,tgwards final plans. Set of 95 percent plans will be distributed to City staff,
Anoka County and'':Mn/DOTfor review. Draft specifications will be required with the 95%
submittal. Please provide"5 sets of plans for review. Input from local agencies and Mn/DOT
will be incorporated into the final plan preparation. Consultant shall make corrections as
needed and provide written explanation of how each comment was addressed.
Deliverables:
■ 30 percent plans
■ 60 percent plans
■ 95 percent plans
9.3 Final Plan, Specifications, Estimates and Bid Opening
9.3.1 Approved, detailed construction plans for the project, including but not limited to
removals, crosswalk/crosswalk flasher plan, grading, paving, storm sewer, storm water
management appurtenances, sanitary sewer and watermain crossings, traffic control and
staging, erosion and sediment control, storm water pollution prevention, signing and
striping, wetlands, trails, roundabout lighting and all other information required to complete
the plans for letting, including but not limited to, drainage maps and hydraulic report for the
storm water system. Two sets of plans will be required, printed on 11 x 17 plain bond white
paper suitable for reproduction.
Provide final plans in digital format, with the
City in the Anoka County Coordinate System.
Final plans, signed by the professional
to the City.
9.3.2 Specifications
Project specifications package
The package should include all
of project specifications.
elevations of all points to the
el shall also be provided in Adobe PDF format
ted both as Microsoft Word file and a PDF file.
will be needed for bidding, including the full set
9.3.3 Bid Letting "
Consultant will;prepare final construction cost estimate, advertisement for bids, conduct
virtual bid letting; prepare bid abstract and provide award letter of recommendation.
iverables:
Final plans
■' - Specifications
■ Final drainage design including=but not limited to drainage maps, hydraulic reports,
hydraulic modeling, and all associated calculations
■ nr�rnriFua<
• Excel files
■ Copy of Advertisement for bid
■ All project correspondence, emails and project related files in pdf format for archival by
the City
■ Bid Abstract
■ Award Letter of Recommendation
Task 10 Additional Tasks
• Shop Drawing Review(s)
• Assist City staff in Construction Administration
• Review and Approve Contractor payment requests
• Construction Staking
• Assist City staff with Funding Documentation for HSIP projects & Project Closeout
• Provide Record Drawings to City
• Other activities identified by consultant
Please be advised that if your firm is selected, you will be required to -execute an agreement
prepared by the consultant and will be required to submit an Insurance;Certificate protecting
yourself from claims under Workman's Compensation Act and a General liability Insurance Policy.
Should you have any further questions, please
Sincerely,
David D. Berkowitz, PE",
Director of Public Works/City Engine
City of Andover
rail_. _.. ..r
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO:
CC:
FROM:
SUBJECT:
DATE:
Mayor and Council Members
Jim Dickinson, City
Jason Baumunk, Parks & Streets Operati�ns Manager
Review & Discuss Draft Public Works Policy Updates — Engineering
January 24, 2023
INTRODUCTION
The City Council is requested to review & discuss draft Public Works Policy updates.
a)
DISCUSSION
Staff has drafted three revised Public Works Policies for City Council to review. Snow and Ice
Control, Pothole Repair, and Street Sweeping Policies have been reviewed by Staff and
suggested revisions noted within the draft policies. The revised draft policies reflect current
practices and standards of the Public Works Department.
ACTION REQUIRED
The City Council is requested to review & discuss draft Public Works Policy updates.
Re—specctfully submitted,
Jason Baumunk
Attachment: DRAFT City of Andover Snow and Ice Control Policy, DRAFT City of Andover
Street Sweeping Policy, DRAFT City of Andover Pothole Repair Policy.
City of Andover
Snow Removal and Ice Control Policy
Purpose and Need for Policy
The City of Andover, being a growing City, needs to annually review and adopt a policy
regarding efficient and timely removal of snow and control of ice in order to best provide safe
travel for the greatest number of persons. This policy outlines the responsibility within the Public
Works Division in order to accomplish this goal.
2. Policy
Each year the Public Works Division prepares a map of the City showing public streets, trails,
and sidewalk system. The map is then divided into routes for the purpose of snow and ice control.
Snow removal routes will be plowed in the most efficient and cost-effective manner. Operators
will concentrate on identified higher volume streets within their routes to ensure they have
provided access for emergency fire, police and medical services.
The City, however, does not guarantee bare, dry pavement after each snowfall or that streets will
be totally free of ice and snow or driving hazards common to Minnesota winter weather.
City streets will generally be plowed within 24 hours from theme end of a 2" or more snowfall.
This requires 10 — 12 hours of plow operations for a normal snowfall of 2" to 6". Delays may
occur due to equipment breakdowns and/or extreme weather conditions.
3. Procedures
The Public Works Division along with the assistance of the Anoka County Sheriff's Department
monitor street conditions. If conditions warrant attention, the Street Supervises Parks and Streets
Operations Manager or designee will notify Public Works personnel in accordance with Public
Works schedule for emergency call ins.
4. Commencement of Snow and Ice Operations
a. Snow accumulations of 2" or more will warrant full snowplowing operations.
b. Exception to this may be if the forecasted temperature for the day of the snowfall event is
50° F or above and the date is between March I ' and April 30t° of that given year.
C. Drifting of snow may warrant commencement of full snowplowing operations depending
upon conditions.
d. Icing of pavements may warrant full salting or sanding operations depending upon extent
and conditions.
Snow and ice control operations are expensive and involves the use of limited personnel and
equipment. Consequently, snowplowing operations will not generally be conducted for snowfall
of less than 2 inches, unless conditions from the snow and/or icing event create hazardous travel
conditions.
5. How Snow Will Be Plowed
Snow shall be plowed in a manner as to minimize any traffic obstructions. The center of the
roadway will be plowed first. The snow shall be pushed from left to right, with the discharge
going onto the boulevard area of the right-of-way. It is the departmental goal to have the entire
street system cleaned after a "typical' snowfall in approximately 10 —12 hours from the start of
plow operations. Depending on snowfall conditions, duration of the storm and equipment
breakdowns, clean-up operations can fluctuate.
Snowplow operators are allowed to roll through stop signs to perform the snow removal
operation. Snow at times may pile up in intersections causing site problems for vehicles.
The City will come back when time permits to remove snow in these situations. This could
be as long as two (2) weeks after the snow event. High volume intersections will take first
priority.
6. Timing of Plowing Operations
Timing of snow plowing will be dependent on conditions and time of day the snow event occurs.
It is safest and the most efficient use of staff to commence plow operations after 1:00 am. This is
due to the large amount of traffic both driving and parking on the streets during daytime hours.
All attempts will be made to concentrate plowing on identified higher volume streets within their
assigned routes during a daytime snow event and return overnight to fully plow streets as needed.
For these reasons, and to give limited available staff required time off duty, crews will typically
not plow between the hours of 5:00pm and 1:00am.
Use of Salt Brine and Granular Salt
The City is concerned about the effect salt has on the environment and will limit its use for that
reason through the use of best management practices. Therefore, it is City policy to scrape the
street surface with plows and then utilizes liquid salt brine to pre -wet sp",ed ante the street
sur-feee aleng with granular salt as it is applied to the pavement. This provides for traction and
initiates melting of snow and ice on the surface of the pavement but is not intended to provide
bare pavement during winter driving conditions. The salt application is generally spread down
the centerline of the roadway and limited amounts in cul-de-sacs with larger concentrations at
intersections, curves, steep grades, and high-volume roadways. The City cannot be responsible
for damage to grass caused by the salt mixture and therefore will not make repairs or compensate
residents for salt damage to turf, plantings, or trees in the street right-of-way.
When conditions are right, staff will apply salt brine to identified higher volume streets and
parking lots prior to a snow and ice event as an anti -icing measure. Anti -icing treatment prior to a
storm can help prevent the bond of snow and ice to the roadway surface, reducing the occurrence
of hard pack snow and ice. Anti -icing is a best management practice to reduce the overall amount
of salt applied to maintain safe roadways. This operation will be determined by the Parks and
Streets Operations Manager or designee.
Snow and ice control policy
Rev. 11/15/16
8. Suspension of Operations
Generally, operations shall continue until all roads are passable. Operations will typically suspend
between the hours of 5:00 pm and 1:00 am for the safety of plow drivers and vehicles on the
streets, and to allow required time off for limited available staff. Widening and clean-up
operations may continue immediately or on the following workday, or for multiple days after,
depending upon conditions and circumstances. Safety of employees and the public is important;
therefore, plowing operations may be halted once employees have worked 14 — 16 -hour shifts.
Employees will be encouraged to take a 15 -minute break for every 4 — 5 hours worked.
Employees will be required to meet with a supervisor after 14 hours to determine if the employee
can continue or if the employee should have a minimum of eight hours of off duty rest time at an
appropriate location.
Depending on the extent of the storm employees from all Public Works Departments, City Hall
and Community Center may be called upon to help clean up the effects of the storm. Non-union
supervisory staff may also assist in the storm clean-up effort in an attempt to lend a "helping
hand" and to work together with union staff as a "team".
Operations may be suspended during periods of limited visibility. Any decision to suspend
operations shall be made by the Public Works Management staff and shall be based on the
conditions of the storm. The City will continue to provide access for emergency fire, police and
medical services during a major snow or ice storm.
9. Stake Curbs for Snowplowing
When the streets are covered with snow, it is almost impossible for the snowplow operator to
determine the edge of the road, especially curbs. Residents are encouraged to stake the edge of
curbs with stakes supplied by the Public Works Division. Stakes are NOT intended to prevent
snow from being pushed into the right of way. They are only to assist plow operator in
determining where the edge of the road is located.
10. Work Schedule for Snowplow Operators
Snowplow operators will be expected to work eight-hour shifts. In severe snow emergencies,
operators may be required to work in excess of eight-hour shifts. However, because of budget
and safety concerns, no operator shall work more than a 16 -hour shift in any 24-hour period.
Operators shall have the option of a one-hour lunch break within every eight hours worked. After
a 16 -hour day, operators will be given an eight-hour rest period before returning to work. In their
absence, the operator can be replaced if additional qualified personnel are available. To provide
public safety and adequate service no more than 4 snowplow operators shall be allowed
"approved time off' or "not available" status at the same time between November 15' and March
31 ". Time off or "not available" requests will be approved per conditions outlined in the Labor
Agreement. Other time off requests may be approved if identified on the request form that they
will be available for call -ins. Management has the discretion to approve additional time off or
"not available" requests within 2 days of the date requested if the weather outlook is favorable.
11. Parking on City Streets
City Ordinance, Title 6 Chapter 2 prohibits parking on any City street between the hours of 1:00
a.m. and 6:00 a.m. from November ls'to April 15' or any time after a 2" snowfall in which there
is no parking until the streets have been fully plowed. Parking Ordinance signs have been placed
at all major thoroughfares and major arterial street intersections entering the City to help remind
residents of this ordinance.
12. Placing Snow on a Public Roadway
Minnesota State Statue 160.21, 160.2715 and 169.42 prohibit depositing of snow and ice onto
public roadways. Placing snow onto a public roadway can subject a person to civil liability if a
road hazard, such as slippery area, frozen rut or bump occurs and causes a traffic accident.
13. Property Damage
Snow plowing and ice control operations can cause property damage even under the best of
circumstances and care on the part of the City. The major types of damage are to improvements
in the City right-of-way, which extends approximately 10'to 17' beyond the curb. The intent of
the right-of-way is to provide room for snow storage, utilities, sidewalks and other City uses.
However, certain private improvements such as mailboxes are required within this area.
Therefore, the City will cooperate with the property owner to determine if damage is the
responsibility of the City or if the responsibility shall be that of the property owner. At the City's
discretion, we will repair a mailbox or reimburse the resident up to $50.00 for damage for a
standard mailbox and $75.00 for a secured type mailbox. The City accepts responsibility for
mailboxes, which are allowed to be placed in the road right-of-way if the damage was caused by
physical contact of a plow blade, wing or other piece of equipment. Mailboxes should be
constructed to requirements, (See diagram 1 below) sturdy enough to withstand snow rolling off
plow or wing; therefore, damage resulting from the weight of snow being plowed against the
mailbox is the responsibility of the resident.
Damage to fences, irrigation systems, trees or other private improvements will not be repaired or
replaced by the City if they are in the right-of-way. Lawns that are scraped or gouged by City
equipment will be repaired by top dressing and seeding the following spring. Residents are
responsible to assist by watering these areas after being repaired.
In instances where there is disagreement as to the source of the damage and responsibility, the
City shall determine the responsibility.
14. Driveways
One of the most frequent and biggest problems in snow removal from public streets is the snow
deposited in driveways during plowing operations. Snow being accumulated on a plow blade has
no place to go but into driveways. Plow operators make every attempt to minimize the amount of
snow deposited in driveways, but amounts can still be significant. Based on liability, priorities
and staffing levels, City personnel do not provide driveway clean up. Possible exceptions are at
the discretion of department management in emergency situations.
Snow and ice control policy
Rev. 11/15/16
15. How to Keep Your Driveway Entrance from Filling with Snow
Throughout the winter months, State, County and City snowplow crews will be out clearing
highways, roads, and streets during and after each snowfall. Homeowners and other property
owners will be clearing their driveways at this same time. Many times, while property owners are
clearing their driveway a snowplow will go by and fill in the end of the freshly cleared driveway
with snow from the street. This is not intentional, but there are ways this inconvenience can be
minimized.
Diagram 2 attached shows how you can clear snow around the end of your driveway opening to
reduce the possibility you will have to do more re -clearing after the snowplow goes by on the
road next to your driveway. The idea is to place as much snow as possible when clearing your
driveway, in the direction of travel downstream on your side of the roadway. Next is to clear an
area upstream from your driveway opening to form a "pocket" for the snow from the roadway to
go into instead of at the end of your driveway. The result is more of the snow accumulation from
clearing the roadway will go into this open pocket area and less at the end of your driveway. A
note of caution is in order; please be extremely careful when working next to the roadway
especially when snowplowing operations are in progress.
16. Mail Delivery
Snowplow operators make every effort to remove snow as close to the curb line as practical and
to provide access to mailboxes for mail delivery. However, it is not possible to provide perfect
conditions and minimize damage to mailboxes with the size and type of equipment the City
operates. Therefore, the final cleaning adjacent to mailboxes is the responsibility of each
resident. Residents are encouraged to check with the Postmaster for correct installation
procedures for mailboxes.
17. Fire Hydrants
Fire hydrants are critical to minimize the potential losses involved in any fire. Residents are
encouraged to assist the City by clearing hydrants near their property. If possible, they should be
cleared five (5) feet on each side to allow Fire Department access.
18. Garbage/Recycling
Efficient snowplowing requires that garbage and recycling containers be accessible for pick up
and be placed off the street to allow for snow removal. The containers may have to be placed in
the driveway to meet both of these requirements. It is the responsibility of the resident to see that
containers are not in the way of the snowplow and is also in a spot accessible for garbage and
recycling trucks.
19. Sidewalk and Trails
The City is responsible for plowing snow from designated sidewalk and trail systems. This
however does not include all sidewalks. Sidewalks and trails that are adjacent to public buildings
will be cleared before the beginning of business hours. The remaining City sidewalks and trails
will be plowed as soon as possible after all City streets have been plowed. Sidewalk and trail
plowing will occasionally not be started until the following workday. This will be determined by
the severity of the weather, personnel, and equipment. Sidewalks and trails are cleared of
accumulated snow but will not be maintained to a "elean bare pavement condition.
20. Parking Lots
The City is responsible for snow and ice removal of City facility parking lots. These facilities
include:
• City Hall/Senior Center Complex
• All three Fire Stations
• Water Treatment Plant
• Andover Community Center/YMCA
• Public Works Facility
• City Park parking lots as listed: Hawkridge Park, Hidden Creek North Park, Prairie Knoll
Park, Fox Meadows Park, Kelsey Round Lake Park, Andover Station North Park, Crooked Lake
Boat Landing, Lions Park, Shadowbrook Park, Wild Iris Park City Hall Hockey Rink, Maple
View Park Northwoods Open Space
• Driveways for 9 Sanitary Sewer Lift Stations
• Driveways for 9 City Well House Locations
Water Tower Driveways (2)
The City does not guarantee these parking lots and driveways will be free from driving and
walking hazards common to Minnesota winter weather and may be partially covered with snow
and/or ice.
21. Complaints
Complaints regarding snow and ice control or damage shall be taken during normal working
hours and handled in accordance with normal City operating procedures. Complaints involve
access to property or problems requiring immediate attention shall be handled on a priority basis.
Response time should not exceed 24 -hours for most complaints. It should be understood that
complaint responses are to ensure that provisions of this policy have been fulfilled and all
residents of the City have been treated uniformly. It is the City's intention to log all complaints
and upgrade this policy as necessary in consideration of the constraints of our resources. Please
call the Public Works Division at 763-767-5178 or fill out an on-line comment at
www.andovermn.gov to register a complaint.
Complaints shall be sent to the Parks and Streets
Operations Manager or Streets Maintenance Leadperson. The complaint shall be
documented, and a determination of fault and correction plan shall also be documented.
The Manager or Leadperson will respond by e-mail or telephone on how the issue will be
addressed.
Snow and ice control policy
Rev. 11/15/16
Diagram 1. Mailbox Requirements
48"-50" 44'
Min. Min.
20
Diagram 2. How to reduce the amount of snow deposited in drip ewap.
N- WM PLO OFROM RAV[ W
The City of Andover
Street Sweeping Policy
1. Introduction
The City of Andover believes that it is in the best interest of the residents for the City to
assume basic responsibility of sweeping City streets. Reasonable sweeping is necessary for
vehicle and pedestrian safety, water quality issues and environmental concerns. The City
will provide such services in a cost-effective manner, keeping in mind safety, budget,
personnel, and environmental concerns. The City will use City employees, equipment and/or
private contractors to provide this service. Completion dates are dependent on weather
conditions, personnel, and equipment availability. The Parks and Streets Operation Manager
or his designee will be responsible for scheduling of
personnel and equipment.
2. When Will the City Perform Street Sweeping Operations?
A. Spring sweeping of snow and ice control aggregate material will begin when streets are
significantly clear of snow and ice, usually late March, or early April, after the risk of
late snowfall has passed. Spring sweeping is typically completed by June ls'.
B. Seal coating is a surface application of an asphalt emulsion followed by a layer of
small rock that protects the pavement from the deteriorating effects of sun and water
plus it provides increased surface friction. Seal coat sweeping will commence two
days after application of sealcoat and will be completed within seven days of
application.
C. Fall sweeping will commence late August or early September and typically is
completed by October 15s'. Areas with extensive foliage will be swept after most of
the leaves have fallen.
D. Storm water quality areas will be swept on a priority throughout the year.
E. Environmental/general sweeping will be performed on an as needed basis.
F. Bituminous milling recovery sweeping will be performed within two (2) days of a
grinding, milling or crack sealing operation.
G. Erosion/siltation dirt and debris cleanup from construction projects is the responsibility
of the developer, contractor or property owner. &ieept in eases e f e ffie_gefl, the stfe
shall be eleaned and swept the same der), if &,+y ef the sit"iens above shetild happen.
Upon nntifieatien thstreet i eleffed as seeft as pessible.In an emergency or event
that the responsible party cannot sweep in a timely manner, the City may sweep the
street and the responsible party will reimburse the City for all associated costs.
H. Tree trimming and pruning areas will be swept or cleaned at the end of each day of the
trimming operation, weather permitting.
I. Citizen request for sweeping will be evaluated and the Parks and Streets Operations
Manager or Street Department Leadperson will determine the priority.
3. How Will Streets Be Swept?
Sweeping is a slow process with average gutter line speeds for the first sweeping in spring
that can be as slow as 2 to 3 miles per hour. The City will sweep with its own equipment and
manpower, unless contract services are also required. Normally centerlines are swept after
gutter lines are cleaned. Equipment may include mechanical, vacuum, or regenerative air
sweepers.
4. Priorities
The City has classified City streets based on the street function, volume, impact on water
quality and environment, and the importance to the welfare of the community. Accordingly
sweeping routes will be designed to provide the maximum possible benefit to higher volume
and water quality sensitive areas as determined by Parks & Streets Operations Manager.
5. Weather Conditions
Sweeping operations will be conducted when weather conditions permit. Factors that may
delay sweeping operations include, temperatures below 32°, wind, rain, snow and frozen
gutter lines.
6. Work Schedule
Sweeping operations are performed in conjunction with and can be impacted by the other
maintenance operations. Sweeping operations will normally be conducted Monday — Friday,
from 7:00 a.m. to 4:30 p.m. Extended workdays and shift changes may be utilized for spring
cleanup or emergency sweeping to provide maximum efficiency. For safety reasons, no
operator shall work more than a twelve-hour shift in any twenty -four-hour period.
7. Sidewalks and Trails
The City will sweep trails and sidewalks on collector and arterial streets once in the spring
after the snow season has passed and are clear of snow and ice or on an as need basis.
8. Safety
Sand, and seal coat rock, or other dirt and debris on the street can create a potentially
dangerous condition for vehicles, motorcyclists, bicyclist and pedestrians. It would not be
practical or effective to sign all streets for potentially dangerous conditions. During seal coat
or milling operations, warning signs indicating loose rock will be placed on each end of
collector and arterial streets or other appropriate areas where needed. These signs will
remain in place until the street has been swept. Employees will follow all work rules, OSHA
regulations, and Federal and State laws to ensure a safe sweeping operation.
9. Miseekaneeus Storage and Handling of Street Sweeping Materials
The City of Andover will manage street sweeping materials within the guidance of the
MPCA Managing Street Sweepings guidelines. (Attached Below) Sweeping materials will be
stored onsite at the Andover Public Works Facility, 1785 Crosstown Blvd NW. All efforts
will be made to contain the materials and prevent erosion. Materials will be screened once
per year and hauled away to an approved option for reuse or disposal as set by the MPCA.
Material collected during the final fall sweep is primarily leaves and organic material and
will be disposed of at an appropriate compost facility.
Minnesota
Pollution
Control
Agency
Local requirements
This fact sheet
outlines management
options for reuse of
street sweepings.
Individual cities and
counties may have
additional
requirements such as
testing and approval.
For more information
on local requirements,
contact your city
authorities or your
county solid -waste
officer.
Managing Street Sweepings
Street sweepings are materials such
as sand, salt, leaves and debris
removed from city streets, parking
lots and sidewalks to prevent these
materials from being washed into storm
sewers and surface waters, and to improve
the appearance of public roadways.
Street sweepings are not potentially
contaminated materials removed from
spill sites, hazardous waste cleanup sites or
other contaminated areas. Materials from
these sources, whether removed by
sweeping or other process, must be tested
to determine if they are hazardous. If
hazardous, they most be managed
according to hazardous waste
requirements. If you arc working at a spill
or cleanup site, contact the Minnesota
Pollution Control Agency (MPGA)
coordinator assigned to that site for more
information.
Reusing Street Sweepings
Test results have shown street sweepings
from normal sweeping operations are safe
and acceptable for muse in many areas;
however, the following areas cannot be
used for street sweeping disposal:
• Playgrounds;
• Children's play areas;
• Residential yards:
• Areas where human contact occurs
on a continuous basis;
• Areas new drinking water wells;
• Wellhead protection areas for
public drinking -water supplies;
and
• Sites with karst features, including
sinkholes, disappearing streams
and caves.
In addition, do not dispose of street
w-sw4-54 • June 2010
sweepings in or near wetlands or surface
water.
Prior to reuse, trash, leaves and other
debris must be removed from the
sweepings. This removal is often
accomplished by screening, but other
methods may also be used. Dispose of
trash and debris removed from the
sweepings by:
• Recycling, such as aluminum cans;
• Composting, such as leaves; or
• Sending to a Municipal Solid
Waste Landfill (MSW)
immediately after being screened.
Street sweepings that arc not screened for
trash and debris are considered industrial
solid waste and must be disposed of at a
permitted solid waste facility that can
accept the waste. Unscreened street
sweepings must also be stored in
accordance with solid waste storage
standards (Minn. R. 7035.2855).
If street sweepings are screened prior to
being stockpiled, they are exempt from
Minnesota solid waste storage standards.
Prior to reuse, screened sweepings must be
managed in accordance with Best
Management Practices outlined in the
site's Industrial Stormwater Permit (if
applicable).
Street sweepings can be reused in any of
the following ways without MPCA
approval, provided that all solid waste has
been screened from the sweepings:
1. Mix with new salt/sand mixture for
winter application to roads, parking lots
or sidewalks. When screening sweepings
for reuse in this way, use a smaller mesh
like a '%-inch screen. for the final
w-sw4-54 Solid Waste Street Sweepmgn
Minnesota Pollution Control Agency 18 Wood Lake Drive SE, Rochester. MN 55904 • w .pca.state.mn.us
507-285-7343 • 800-657-3864 TTY 651-282-5332 or 800-657-3864 • Available in altemaave formats
screening to ensure all of the debris has been removed. Table 1: Separation Distances
for Usina Sweeoinas as Fill
2. Use as daily cover material at a permitted solid
waste landfill, provided that the landfill is approved
to use street sweepings as Alternate Daily Cover
(ADC). Contact the permitted landfill prior to
transportation to ensure that it can be accepted for
disposal, or used as ADC.
3. Ilse as material in commercial and industrial
development projects, road restoration or
construction projects. When reusing sweepings as fill,
ensure the separation distances given in Table I arc
maintained. Also, check to we if local regulations limit
the depth of the fill that may be applied. It is the
MPCA's intention that the till will be used for an
engineered purpose. Otherwise this use would be
considered disposal of a solid waste without a permit.
To prevent erosion, seed the area with a grass mixture
and/or cover with mulch or other cover material within
the time frames given in Table 2.
For More Information
A report entitled, "Best Practices: Street Sweepings,"
which provides information on efficient and economical
ways to conduct sweeping operations, is available from
the Metropolitan Council. To request a copy, call the
Metropolitan Council Datacenter at 651.602-1140 or
send an email to data.center(a),metc.state.mn.us.
The U.S. Environmental Protection Agency also offers
information on Best Management Practices at:
htti)://cfbub.eva. pv/nvdcslstormwater/menuofbmps/ind
ex.cfm?action=browse&Rbutton=delail&bmo=99. You
may also go to www.epa.gov/nodes, click on
..stormwatcr." then on "National Menu of BMPs;' and
search for "Parking Lot and Street Cleaning."
In addition, the Ramsey -Washington Metro Watershed
District Report includes information on street sweeping
policies and using street sweeping as a tool to improve
water quality. LStreet Sweeping Report from Ramsev-
Washington Metro Watershed District)
If you have questions about management issues, call the
appropriate number listed in Table 3.
This fact sheet has been prepared in cooperation with:
• Metropolitan County Hazardous Waste Staff
• Minnesota Technical Assistance Program
• MPCA Industrial/Municipal Division
Sweepings Applied
Must be Applied
Near:
No Closer Than:
Lakes, rivers, streams,
200 feet
wetlands, intermittent
21 dAvs
streams, tile inlets,
651 266-8500
and karst features
(952) 445-7750
Groundwater
3 feet
Fractured bedrock
3 feet
Potable water wells
50 feet
Table 2: Reoulrements for Cover Material
Slope (Horizontal to
Vertical
Sced/Cover within:
Steeper than 3:1
7 days
Between 10 :1 and 3:I
14 days
Flatter than 10:1
21 dAvs
Table 3: Tele hone Contacts In the Metro Area
Anoka Court
(763)323-5730
Carver County
952 361-1500
Dakota Co
(952)891-7000
Hennepin Count
612 348-3000
Ramsey County
651 266-8500
Scott Court
(952) 445-7750
Washington Cow
612 430.6000
Table 4: MPCA Regional Offices
Brainerd
218
828-2492
Detroit Lakes
218
847-1519
Duluth
(218) 723-4660
Mankato
507
389-5977
Marshall
507
537-7146
Rochester
507
285-7343
St. Paul
651
296-6300
Willmar
(320)214-3786
w-sw4-54 Solid Waste Street Sweepings • June 2010 � Minnesota Pollutgn
page 2 W Control Agency
City of Andover
Pothole Repair Policy
1. Introduction
The City of Andover believes it is in the best interest of the residents to do the
maintenance of City streets. An important part of street maintenance is the repair of
potholes. The City will repair potholes in a safe and cost-effective manner, keeping in
mind safety, budget, personnel, and environmental concerns. The City will use City
employees, equipment and/or private contractors to provide this service. Pothole repair is
part of the City's overall pavement management program.
2. Application
This policy applies to City streets. It does not apply to other government roads that go
through the City unless there is a specific agreement between the City and the other
governmental agency.
3. When will the City Repair Potholes
The Parks and Streets Operations Manager will decide when to conduct pothole repairs.
The Parks and Streets Operations Manager or designee
will inspect the City streets once a year.
Crew Repair
Early on when the crew starts hot mix asphalt repairs for the season, the work will be
focused on areas determined by Public Works Management. These areas will be based on
safety impact, traffic volume, and public or staff complaints. Once these areas have been
addressed, the asphalt crew will move onto a systematic approach in order to complete
entire neighborhoods instead of jumping around to take care of single, non -safety related
complaints. This is the most efficient approach to ensure staff can get to as many streets
as possible during the hot mix asphalt season.
The City is broken into nine (9) zones, which crews will be assigned in an area to repair
any potholes in the area. When this area is completed, crews will move onto the next
area that would need repair. There will be two crews that will accomplish the repairs in
these areas. The first one-man crew will be use a spray patch unit that will inject the
patch into the pothole mechanically. This type of repair does not create any street
closings eF blee-kages, and is an efficient safe way to address as many complaints as
possible. The second crew will
. work through
neighborhoods as a 3- or 4 -man crew to clean out, repair and vibratory compact each
pothole patch they repair. Each street will be inspected at a minimum of once a year
depending on available resources and factors such as weather and other street work that
needs to be done.
Response to complaints or accidents
The Parks and Streets Operations Manager or designee will be sent out to inspect any
street when the City receives a complaint or notice of an accident or damage involving a
pothole.
4. Criteria for Pothole Repair
Not every imperfection in a street surface is necessarily considered a pothole in need of
repair. The general criteria for repair will be a pothole that is 2 inches or more deep and
over 5 inches in diameter. The Parks and Streets Operations Manager or his designee
designated e.....leye., will have discretion to decide if a condition is a pothole in need of
repair.
5. How will Potholes be Repaired
Potholes will be repaired temporarily during cold weather with a cold mix or other
means. During cold weather, the repairs will be limited to those determined to be
hazardous for motor vehicles. In warmer weather and when hot asphalt mix is available,
larger potholes will be repaired with hot mix
asphalt and vibratory compactor. On -ell other potholes or depressions, a spray -patching
unit will be used. In this type of operation, the asphalt mix is sprayed into the pothole or
depression and the traffic will continue to flow.
6. Priorities and Schedules for Streets Where Potholes will be Repaired
The City has classified City streets based on the street function, traffic volume, and
importance to the welfare of the community. The City will repair those streets first that
are high volume and high-speed routes that connect major sections of the City and
provide access for emergency fire, police, and medical services.
The City will then work through the nine (9) zones of the City, so that no zone of the City
will be neglected during the maintenance repair process.
The last priority would be preventive maintenance of City parking lots.
7. Weather Conditions
Pothole repairs will be conducted only when weather conditions do not limit the ability to
perform the work or when such work would not endanger the safety of City employees
and equipment. Factors that may delay repairs are cold temperatures, rain, snow, and ice
conditions.
8. Documentation
Workers will document all street repairs to potholes that are made under this policy.
Records will not necessarily identify each individual pothole but may show the general
street location where repairs were made.
9. Warnings Siens or Devices
If the City knows of a pothole in a street and is not able to repair it, crews will determine
if warning signs or devices should be used. Factors that will be examined will be the
location of the pothole, how dangerous it is, and whether a warning sign or device would
be effective.
pothole policy
Rev. 04/25/07
C I 'TY0, F-9 �.
D OT E. .
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO: Mayor and Council Members
CC: Jim Dickinson, City Administrat r
FROM: David D. Berkowitz, Director of Publi rks/City Engineer
SUBJECT: Discuss Crosstown Boulevard NW Trail/23-12 —Engineering
DATE: January 24, 2023
INTRODUCTION
The City Council is requested to review & discuss Project 23-12, Crosstown Boulevard NW
Trail.
DISCUSSION
At the meeting staff will provide a status update on discussions with residents along Crosstown
Boulevard regarding trail easement acquisition. Attached is an email from one of the impacted
property owners along the corridor.
ACTION REQUIRED
The City Council is requested to review & discuss Project 23-12, Crosstown Boulevard NW
Trail.
Respect "Ysubmitted,
F�2
avid D. Berkowitz
Attachment: Resident Email
From: brandon riedel <rydizleOl@msn.com>
Sent: Monday, January 16, 2023 5:18:29 PM
To: Dave Berkowitz <D.Berkowitz andovermn.eov>
Subject: Re: City of Andover Contact Info
EXTERNAL EMAIL ALERT: This message originated from outside the City of Andover email system. Use
Caution when clicking hyperlinks, downloading pictures or opening attachments.
To the City Council
I don't really want my trees cut down its a very large area of trees that I like and would like to keep. I
think I would be fine if the path stopped at the railroad tracks and didn't continue along the front of my
yard. The path will be very far back through my front yard and the trees will come even father
back. I've been told that theres no way to plant trees any closer once they would be cut down. The
trees serve a purpose to me and my family we have 3 small children one special needs daughter with
down syndrome she's 4 and likes to run. The trees make a barrier and privacy protection so cars
going off the road don't go too far and the kids don't go out into the road. This is a big issue with their
mother who would like to see a fence put up for protection. I would like to see pine trees put back in
especially in the front of the house where the round about is for some privacy and a barrier.
There will be a lot of people using this path which will also enable easier access for somebody to
come to our house fortunately we haven't had much issue with any theft like we've seen on the
Andover website. I do have a few trucks and trailers, some for work that I don't want stolen.
Its quite a large area of space to give up I'm not sure how market value come into an agreement like
this. Technically its not giving my land away, but it sure seems like it with the amount of people that
will potentially be using it and the amount of privacy lost. I didn't have any plans on moving I'm not
sure what the future will hold or when a development might take place or how much money I could
even get at the time. I don't think I have the amount of land that would make enough money to even
pay for the house or for us to move, so I'll really be stuck with this decision for a long time.
I have to look at some other costs that could eventually come up hooking up to the city sewer is
possibly of an upwards of 30k id also have to find a company to come do the piping to the house. I
may also need to look at getting a fence which wouldn't be cheap. the price of 2 dollars a sq ft just
seems to cheap for me to be swayed into saying yes. A price of 4 dollars a sq foot seems more
reasonable to me. I would also like a row of pine trees put into the front. I also don't want my
entrances to my driveway to be taken out. Ive talked to some other people and they also said the 2
dollar amount seems to be too little. Again I'll have to live with this decision for a long time I'm trying to
make the best one I can.
From: Dave Berkowitz <D.Berkowitz@andovermn.eov>
Sent: Thursday, January 12, 2023 3:29 PM
To: rydizle0l@msn.com <rvdizleOl@msn.com>
Subject: RE: City of Andover Contact Info
Brandon,
We have a meeting with the City Council in a few weeks where we will be discussing the trail easement
negotiations. Please provide me your request for compensation by early next week.
Thank You
David D. Berkowitz, P.E.
City of Andover
Director of Public Works/City Engineer
763-767-5133
INDOVE
✓ ry 1
A C I T Y 0 F0
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO:
FROM:
SUBJECT:
DATE:
Mayor and Councilmembers
Jim Dickinson, City Administrator
Review Andover City Code Title 3 Chapter 9
January 24, 2023
REQUESTED ACTION:
The City Council is asked to receive a brief presentation from the City Attorney and City
Administration on Andover City Code Title 3 Chapter 9 and to provide direction on how to proceed
with potential amendments.
Andover City Code Title 3 Chapter 9 is attached.
The Council held an Appeal Hearing for a Cannabinoid License denial on January 17'h, part of the
direction from the hearing was to clarify language in the Andover City Code Title 3 Chapter 9.
submitted,
Attachments:
- Andover City Code Title 3 Chapter 9
CHAPTER 9
CANNABINOID PRODUCTS
SECTION:
3-9-1:
Findings and Purpose
3-9-2:
Definitions
3-9-3:
Retail License
3-9-4:
Responsibility of Licensee
3-9-5:
Sales of Cannabinoids Derived from Hemp
3-9-6:
Testing Requirements
3-9-7:
Labeling Requirements
3-9-8:
Additional Requirements for Edible Cannabinoid Products
3-9-9:
Prohibited Sales
3-9-10:
Adulterated or Misbranded Products
3-9-11:
Signage
3-9-12:
Age Verification
3-9-13:
Hours of Sales
3-9-14:
Compliance Checks and Inspections
3-9-15:
Underage Persons
3-9-16:
Penalties; Revocation or Suspension of License
3-9-1: FINDINGS AND PURPOSE: The City Council makes the following
findings regarding the need to regulate, license, and inspect establishments that
sell certain cannabinoid products and regulate possession of cannabinoid products
by minors:
A. By enacting 2022 Session Law Chapter 98, Article 13, the Minnesota
Legislature amended Minn. Stat. § 151.72 to allow for the sale of
certain cannabinoid products.
B. This new law does not prohibit municipalities from licensing the sale of
cannabinoid products derived from hemp locally.
C. The Minnesota Legislature recognized the danger of cannabis use
among youth by prohibiting the sale of any product containing
cannabinoid or tetrahydrocannabinol (THC) extracted or otherwise
derived from hemp to those under the age of 21 and requiring that
edible cannabinoid products be packaged without appeal to children
and in child -resistant packaging or containers.
D. Due to the passage of this new law by the Minnesota Legislature, the
City Council believes the following rules, regulations, and standards
for licensing the sale of cannabinoid products, and possession of
cannabinoid products by minors, are necessary to promote and protect
the public health, safety, and general welfare of the residents of
Andover.
The purpose of this ordinance is to establish licensing, sale and possession
regulations for the sale and possession of cannabinoid products derived from
hemp as provided in Minn. Stat. § 151.72.
3-9-2: DEFINITIONS: The following words and terms, when used in this chapter,
shall have the following meanings unless the context clearly indicates otherwise:
CANNABINOID
PRODUCT: Any product containing nonintoxicating cannabinoids
extracted from hemp, including an edible
cannabinoid product, that is sold for human or
animal consumption.
CERTIFIED HEMP: The definition for the same provided in Minn. Stat. §
151.72, Subd. 1(b), as may be amended.
CITY: The City of Andover, Minnesota.
COMPLIANCE CHECK: The system the City uses to investigate and ensure
that those authorized to sell cannabinoid products
are following and complying with the requirements of
this ordinance and state laws. Compliance checks
involve the use of compliance check minors, as
authorized by this Chapter, who purchase or attempt
to purchase cannabinoid products. Compliance
checks may also be conducted by the City or other
units of government for educational, research, and
training purposes or for investigating or enforcing
federal, state, or local laws and regulations relating to
cannabinoid products.
COMPLIANCE CHECK
MINORS: Any person at least 17 years of age, but under the
age of 21 years.
DELIVERY SALE: The sale of any cannabinoid products to any person for
personal consumption and not for resale when the sale
is conducted by any means other than an in-person,
over-the-counter sales transaction in a licensed Retail
Establishment. Delivery sale includes, but is not limited
to, the sale of any cannabinoid products when the sale
is conducted by telephone, other voice transmission,
mail, the internet, or app -based service. Delivery sale
includes delivery by licensees or third parties by any
means, including curbside pick-up.
EDIBLE CANNABINOID
PRODUCT: Any product that is intended to be eaten or consumed
as a beverage by humans, contains a cannabinoid in
connection with food ingredients, and is not a drug.
HEMP OR INDUSTRIAL
HEMP: The definition for the same provided in Minn. Stat. §
18K.02, Subd. 3, as may be amended.
LABEL: The definition for the same provided in Minn. Stat. §
151.01, Subd. 18, as may be amended.
LABELING: The definition for the same provided in Minn. Stat. §
151.72, Subd. 1(f), as may be amended.
LICENSE: A retail license issued by the City of Andover,
authorizing the holder to sell cannabinoid products.
MATRIX BARCODE: The definition for the same provided in Minn. Stat. §
151.72, Subd. 1(g), as may be amended.
MINOR: Any person under the age of 21 years.
MOVEABLE PLACE OF
BUSINESS: Any form of business that is operated out of a kiosk,
truck, van, automobile or other type of vehicle or
transportable shelter and that is not a fixed address or
other permanent type of structure licensed for over-
the-counter sales transactions.
NON -INTOXICATING
CANNABINOID: Substances extracted from certified hemp plants
that do not produce intoxicating effects when
consumed by any route of administration.
OPERATOR: The person in legal possession and control of a
location by reason of ownership, lease, contract or
agreement, for the sale of cannabinoid products at
retail.
RETAIL
ESTABLISHMENT: Any fixed place of business where cannabinoid
products may be available for sale to the general
public after obtaining a license from the City. For the
purposes of this Chapter. Retail Establishments shall
be limited to those establishments only open to
customers 21 years of age and older. Retail
Establishment for purposes of this ordinance does not
include exclusive liquor stores or residences.
SALE: Any transfer of goods for money, trade, barter, or
other consideration.
SELF-SERVICE
DISPLAYS: Open displays of cannabinoid products in any
manner where any person shall have access to the
cannabinoid products without the assistance or
intervention of the licensee or the licensee's
employee.
VENDING MACHINE: Any mechanical, electrical, or electronic or other type
of device which dispenses cannabinoid products upon
the insertion of money, tokens, or other form of
payment directly into the machine by the person
seeking to purchase cannabinoid products.
3-9-3: RETAIL LICENSE:
A. No person shall directly or indirectly keep for retail sale or sell at retail
any cannabinoid product in the City unless a license therefore shall
first have been obtained.
B. Only Retail Establishments, as identified in this Chapter, shall be
eligible to receive a license.
C. An application for a license to sell cannabinoid products shall be
made on a form provided by the City. The application shall contain
the full name of the applicant, the applicant's residential and business
addresses and telephone numbers, the name of the business for
which the license is sought, the location of the building and the part
intended to be used by the applicant under such license, the kind or
nature of business, and any additional information the City deems
necessary. Upon the filing of such application with the City Clerk, and
investigation as the City deems necessary, it shall be presented to
the City Council for consideration, and if granted by the City Council,
a license shall be issued by the City Clerk upon payment of the
required fee.
D. The fees for licenses under this Chapter shall be determined by the
City Council. Each such license shall expire on December 31 of each
year. Licenses shall not be transferable from one person or entity to
another, nor shall they be transferable from one premises to another
premises.
E. Every license issued under this Chapter shall be kept conspicuously
posted about the place for which the license is issued and shall be
exhibited to any person upon request.
F. The renewal of a license issued under this Chapter shall be made in
the same manner as the original application. The request for a
renewal shall be made at least 30 days but no more than 60 days
before the expiration of the current license.
G. No license will be approved unless the premises proposed to be
licensed complies with all applicable zoning requirements.
H. If a license is mistakenly issued or renewed to a person, the City will
revoke the license upon the discovery that the person was ineligible
for the license under this ordinance. The City will provide the license
holder with notice of the revocation, along with information on the right
to appeal.
The following shall be grounds for denying the issuance or renewal
of a license under this Chapter:
(1) The applicant is under the age of 21 years;
(2) The applicant has been convicted within the past five years of
any violation of a federal, state, or local law, ordinance
provision, or other regulation relating to cannabinoid products;
(3) The applicant has had a license to sell cannabinoid products
suspended or revoked within the preceding 24 months of the
date of application;
(4) The applicant fails to provide any information required on the
application, or provides false or misleading information;
(5) The applicant is prohibited by federal, state, or other local law,
ordinance, or regulation from holding such a license;
(6) The business for which the license is requested is a moveable
place of business. Only fixed -location Retail Establishments
that are not excluded under the definition for Retail
Establishments in this ordinance are eligible to be licensed.
(7) The applicant has failed to pay any required application or
licensing fees to the City.
J. There shall be no more than three (3) licenses issued in any one (1)
year. Retail Establishments renewing a current license shall have
priority over new Retail Establishments requesting a new license
provided:
(1) The renewing Retail Establishment complies with the
requirements for renewal under this Chapter; and
(2) There have been no violations under this Chapter by the
renewing Retail Establishment.
K. Location and Proximity restrictions. No license shall be issued to any
Retail Establishment located within a residential zone district.
Additionally, no license shall be issued if the proposed location is
within one thousand (1,000) feet of one or more of the following
locations:
(1) Any school, church with a daycare or childcare establishment
located within a commercial zone, with the distance computed
by direct measurement in a straight line from the nearest legal
parcel line of the land used for the school, church or childcare
establishment to the nearest external portion of the building in
which the licensed Retail Establishment is proposed to be
located.
(2) Any other Retail Establishment licensed pursuant to this
Chapter, with the distance computed by direct measurement in
a straight line from the nearest external portion of the building
in which one (1) Retail Establishment is located to the nearest
external portion of the building in which the other Retail
Establishment is proposed to be located. In the event that the
City receives two (2) or more applications for a license with
proposed locations within one thousand (1,000) feet of each
other, the City shall act upon only the first complete application
received and shall not issue a license to subsequent
applications proposing to be located within one thousand
(1,000) feet.
(3) Any alcohol or drug treatment facility, with the distance
computed by direct measurement in a straight line from the
nearest external portion of the building in which the alcohol or
drug treatment facility is located to the nearest external portion
of the building where the Retail Establishment is proposed to be
located.
3-9-4: RESPONSIBILITY OF LICENSEE: All licensees under this Chapter
shall be responsible for the actions of their employees in regard to the sale of
cannabinoid products on the licensed premises, and the sale of such item by an
employee shall be considered a sale by the license holder. All licensees shall
comply with the provisions of this Chapter and all state and federal laws and
regulations.
3-9-5: SALES OF CANNABINOIDS DERIVED FROM HEMP: In
accordance with Minn. Stat. § 151.72, Subd.3, as may be amended:
A. A product containing nonintoxicating cannabinoids, including an
edible cannabinoid product, may be sold for human or animal
consumption only if all of the requirements of this section are met,
provided that a product sold for human or animal consumption does
not contain more than 0.3 percent of any tetrahydrocannabinol and an
edible cannabinoid product does not contain more than five milligrams
of any tetrahydrocannabinol in a single serving, or more than a total
of 50 milligrams of any tetrahydrocannabinol per package.
B. No other substance extracted or otherwise derived from hemp may
be sold for human consumption if the substance is intended:
(1) For external or internal use in the diagnosis, cure, mitigation,
treatment, or prevention of disease in humans or animals; or
(2) To affect the structure or any function of the bodies of humans
or other animals.
C. No product containing any cannabinoid or tetrahydrocannabinol
extracted or otherwise derived from hemp may be sold to any individual
who is under the age of 21.
D. Products that meet the requirements of this section are not controlled
substances under Minn. Stat.§ 152.02.
3-9-6: TESTING REQUIREMENTS: All testing must comply with the
requirements set forth in Minn. Stat. § 151.72, Subd. 4, as may be amended.
3-9-7: LABELING REQUIREMENTS: All labeling must comply with the
requirements set forth in Minn. Stat. § 151.72, Subd. 5, as may be amended.
3-9-8: ADDITIONAL REQUIREMENTS FOR EDIBLE CANNABINOID
PRODUCTS: In accordance with Minn. Stat. § 151.72, Subd. 5a, as may be
amended:
A. An edible cannabinoid product must not:
(1) Bear the likeness or contain cartoon -like characteristics of a
real or fictional person, animal, or fruit that appeals to
children;
(2) Be modeled after a brand of products primarily consumed by
or marketed to children;
(3) Be made by applying an extracted or concentrated hemp -
derived cannabinoid to a commercially available candy or
snack food item;
(4) Contain an ingredient, other than a hemp -derived cannabinoid,
that is not approved by the United States Food and Drug
Administration for use in food;
(5) Be packaged in a way that resembles the trademarked,
characteristic, or product -specialized packaging of any
commercially available food product; or
(6) Be packaged in a container that includes a statement,
artwork, or design that could reasonably mislead any person
to believe that the package contains anything other than an
edible cannabinoid product.
B. An edible cannabinoid product must be prepackaged in packaging or
a container that is child -resistant, tamper -evident, and opaque or
placed in packaging or a container that is child -resistant, tamper -
evident, and opaque at the final point of sale to a customer. The
requirement that packaging be child -resistant does not apply to an
edible cannabinoid product that is intended to be consumed as a
beverage and which contains no more than a trace amount of any
tetrahydrocannabinol.
C. If an edible cannabinoid product is intended for more than a single
use or contains multiple servings, each serving must be indicated by
scoring, wrapping, or other indicators designating the individual
serving size.
D. A label containing at least the following information must be affixed
to the packaging or container of all edible cannabinoid products sold
to consumers:
(1) The serving size;
(2) The cannabinoid profile per serving and in total;
(3) A list of ingredients, including identification of any major food
allergens declared by name; and
(4) The following statement: "Keep this product out of reach of
children."
E. An edible cannabinoid product must not contain more than five
milligrams of any tetrahydrocannabinol in a single serving, or more
than a total of 50 milligrams of any tetrahydrocannabinol per
package.
3-9-9: PROHIBITED SALES:
A. Samples Prohibited. Sampling of cannabinoid products within any
Retail Establishment licensed under this ordinance is prohibited. No
person shall distribute samples of any cannabinoid products free of
charge or at a nominal cost. The distribution of cannabinoid products
as a free donation is prohibited.
B. Coupon and Price Promotion. No person shall accept or redeem
any coupon, price promotion, or other instrument or mechanism,
whether in paper, digital, electronic, mobile, or any other form, that
provides any cannabinoid products to a consumer at no cost or at a
price that is less than the non -discounted, standard price listed by a
retailer on the item or on any related shelving, posting, advertising, or
display at the location where the item is sold or offered for sale,
including all applicable taxes.
C. Prohibition Against Retail Sales of Cannabinoid Products by
Vending Machines. No person will sell or dispense cannabinoid
products through use of a vending machine.
D. Delivery Sales. All sales of cannabinoid products must be conducted
in person, in a licensed Retail Establishment under this ordinance, in
over-the-counter sales transactions.
3-9-10: ADULTERATED OR MISBRANDED PRODUCTS: A cannabinoid
product shall be considered adulterated or misbranded under the provisions set
forth in Minn. Stat. §151.72, Subd. 6, as may be amended.
3-9-11: SIGNAGE: At each location where cannabinoid products are sold,
the licensee shall display a sign in plain view to provide public notice that selling
any of these products to any person under the age of 21 is illegal and subject to
penalties. The notice shall be placed in a conspicuous location in the licensed
establishment and shall be readily visible to any person who is purchasing or
attempting to purchase these products. The sign shall provide notice that all
persons responsible for selling these products must verify, by means of
photographic identification containing the bearer's date of birth, the age of any
person under 30 years of age.
3-9-12: AGE VERIFICATION: At each location where edible cannabinoid
products are sold, the licensee shall verify, by means of government -issued
photographic identification containing the bearer's date of birth, that the
purchaser or person attempting to make the purchase is at least 21 years of age.
Verification is not required if the purchaser or person attempting to make the
purchase is 30 years of age or older. It shall not constitute a defense to a
violation of this Section that the person appeared to be 30 years of age or older.
3-9-13: HOURS OF SALES: No sales of cannabinoid products will be
allowed at the licensed premises after 10:00 p.m. and before 8:00 a.m. daily.
3-9-14: COMPLIANCE CHECKS AND INSPECTIONS: All licensed
premises shall be open to inspection by the City police or other authorized City
official during regular business hours. From time to time, but at least once per
year, the City shall conduct compliance checks by engaging, with the written
consent of their parents or guardians, compliance check minors to enter the
licensed premise to attempt to purchase cannabinoid products. Compliance
check minors used for the purpose of compliance checks shall he supervised
by City law enforcement officers. Compliance check minors used for
compliance checks shall not be guilty of unlawful possession of cannabinoid
products when such items are obtained as a part of the compliance check. No
compliance check minor used in compliance checks shall attempt to use a false
identification misrepresenting the minor's age, and all compliance check minors
lawfully engaged in a compliance check shall answer all questions about the
minor's age asked by the licensee or his/her employee and shall produce any
identification, if any exists, for which he/she is asked. Nothing in this section
shall prohibit compliance checks authorized by state or federal laws for
educational, research, or training purposes, or required for the enforcement of
a particular state or federal law or regulation.
3-9-15: UNDERAGE PERSONS:
A. Illegal sales. It shall be a violation of this Chapter for any person to
sell or otherwise provide any cannabinoid products to any minor.
B. Illegal possession. It shall be a violation of this Chapter for any minor
to have in his/her possession any cannabinoid product. This subdivision
shall not apply to compliance check minors lawfully involved in a
compliance check.
C. Illegal procurement. It shall be a violation of this Chapter for any
minor to purchase or attempt to purchase or otherwise obtain any
cannabinoid product, and it shall be a violation of this ordinance for any
person to purchase or otherwise obtain such items on behalf of a minor. It
shall further be a violation for any person to coerce or attempt to coerce a
minor to illegally purchase or otherwise obtain or use any cannabinoid
product. This subdivision shall not apply to compliance check minors
lawfully involved in a compliance check.
D. Use of false identification. It shall be a violation of this Chapter for
any minor to attempt to disguise his/her true age by the use of a false form
of identification, whether the identification is that of another person or one
on which the age of the person has been modified or tampered with to
represent an age older than the actual age of the person.
3-9-16: PENALTIES; REVOCATION OR SUSPENSION OF LICENSE: A
violation of any provision of this Chapter shall constitute a misdemeanor, unless
otherwise specified by other federal or state laws or regulations. A violation of
any provision of this Chapter shall be cause for consideration of immediate
revocation or suspension of the license by the City Council. Any fee paid to the
City for a license shall be forfeited upon revocation or suspension of the
license.
AC I T Y 0 F
NLD6 06 AVTEA
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO: Mayor and Councilmembers
FROM: Jim Dickinson, City
SUBJECT: December 2022 Andover
DATE: January 24, 2023
INTRODUCTION:
ter Update
Attached for Council review is the Andover Community Center (ACC) Budget Summary Report
for Budget Year 2022. The reports reflect activity through December 2022, comparative data with
December 2021 and the entire year of 2021.
December 2022 Financials (Pre -Audit)
Coming off 2020 imposed COVID restrictions shutting down the entire facility mid-March of
2020, the facility was allowed to reopen in a restricted capacity early January 2021. The ACC
operated at near full capacity for close to twelve months in 2021 making current year (2022)
activities comparable to the previous year.
2022 Revenues are just slightly ahead in comparison to 2021, this is due to assorted reasons
attributed to turf usage vs ice, fieldhouse usage, vending machine use, a large donation and
payment timing. Ice Rental is less in 2022 versus 2021 primarily due to the Sports Complex ice
was not converted to turf in 2021. The 2022 expenses are ahead of 2021 primarily in salaries and
operating costs. 2022 Full capacity reflects additional utility costs, maintenance expense and hiring
challenges which required the use of more full-time staffing overtime hours rather than the use of
part-time staffing for the first three month of 2022. In addition, 2022 has a Capital Outlay line item
(tied to a donation) where 2021 did not.
Also provided is an ACC historical perspective of actual costs dating back to 2015. This is the
reporting previously provided to the ACC Advisory Commission. This report also provides history
on debt service payments and the property tax levy assigned to debt and operations.
January/February 2023 FACILITY UPDATE:
Please refer to the attached ACC Facility Update for Major Events and monthly Walking Track
activity through December. Major events are picking up as the winter season is in full swing.
PROGRAMS/ACTIVITIES-
ACC continues with the busiest time of the year now, every weekend through March ACC is
hosting events. Andover Athletic Basketball hosts league games every Saturday, with all 4 courts
running ACC hosts 40 games a day. MN Premier Volleyball will be hosting volleyball
tournaments for eight Sundays in a row. Hockey playoffs will start up in February.
RESIDENT PASSES —
In 2022 ACC processed 1,701 free resident admission passes. Passes are good for any open
skate, basketball, pickleball, volleyball session. Regular admission to any of those sessions is
$5.00.
In 2022 ACC checked in 14,092 users into the track. Reminder, check in is only for Monday —
Friday 6:30am-4:30pm.
F:4::u
Winter Learn to Skate Lessons began on January 8a', 140 kids in the program, biggest ever.
Winter Soccer Program started up January 14`h, there are 110 kids in the program.
ACC will offer a spring soccer session starting mid-March in the Sports Complex on the turf.
Fall 2022 ACC was able to bring Tot -Time back, offered twice a week on court 4.
ACC has a talented group of coaches and support staff that make these programs possible.
SCHEDULING -
Scheduling for summer 2023 and winter 2023-24 has started; looking to get ahead of the game to
help ensure we keep all our prime -time hours sold at close to 100% and find new users and
programs to keep building our non-prime/summer usage.
TURF -
Ice will go out the week of February 27`h with turf rentals starting early March. Andover
Baseball, Softball, Andover HS, Andover Athletic Track and Field have committed hours.
ACTION REQUESTED
Informational. Council is requested to review and receive the staff report and attached reports.
Attachments
CITYOFANDOVER
Community Center Budget Summary Totals
Budget Year 2022
Current:
PRE -AUDIT
Salaries & benefits
2021
692,742
91%
692,742
2022
809,007
REVENUES
Budget
Dec YTD
% Bud
Audit
Budget
Dec YTD
% Bud
94,285
Charges for services
\�
Operating
635,197
515,308
81%
515,308
603,233
Ice Rental
$ 668,000
$ 823,856
123%
$ 823,856
$ 729,000
S 794,232
109% O
Turf Rental
70,000
3,782
n/a
3,782
50,000
18,553
37%
Track
-
3,950
t✓a
3,950
2,500
5.871
Na
Fieldhouse Rental
270,000
220,527
82%
220,527
240,000
287,734
120%
Proshop
15,000
9,606
64%
9,606
13,000
11,978
92%
Vending
16,000
7,763
49%
7,763
15,000
20,978
140%) fj 1
Advertising
50,000
84,700
169%
84,700
63,000
99,436
158% I v
Total Charges for services
1,089,000
1,154,184
106%
1,154,184
1,112,500
1,238,782
111%
Miscellaneous
140,000
134,072
96%
134,072
182,000
202,867
111%
638,491
100%
Transfers out
(300,000)
(300,000)
100%
111%
Total revenues
1,229,000
1,288,256
105%
1,288,256
1,294,500
1,441,649
100%
492,377
493,000
495,475
101%
Net increase (decrease) in
EXPENDITURES
2021
fund balance $
2022
404,798
509% $
404,798
$ 26,532 S
246.453
Budget
Dec YTD
%Bud
Audit
Budget
Dec YTD
%Bud
Current:
Salaries & benefits
757,753
692,742
91%
692,742
770,110
809,007
105%
/�
(1� )
Departmental
105,100
82,655
79%
82,655
97,100
94,285
97%
\�
Operating
635,197
515,308
81%
515,308
603,233
$72,166
95%
Professional services
144,375
85,130
59%
85,130
248,525
177,855
72%
Capital outlay
-
Na
42,000
37,358
89%
Current
1,642,425
1,375,835
84%
1,375,835
1,760,968
1,690,671
96%
Revenue over (order) expense
(413,425)
(87,579)
21%
(87,579)
(466,468)
(249,022)
53%
Other financing sources (uses)
General Property Tax Levy
155,000
154,534
100%
154,534
155,000
152,634
98%
Investment income
-
2,817
Na
2,817
-
4,350
Na
Rental I Lease Pymt
638,000
635,026
100%
635,026
638,000
638,491
100%
Transfers out
(300,000)
(300,000)
100%
(300,000)
(300,000)
(300,000)
100%
Total financing sources(uses)
493,000
492,377
100%
492,377
493,000
495,475
101%
Net increase (decrease) in
fund balance $
79,575 $
404,798
509% $
404,798
$ 26,532 S
246.453
929%
CITY OF ANDOVER, MINNESOTA
Andover Community Center/ YMCA Historical Comparison
PRE -AUDIT
2015
2016
2017
2018
2019
2020
2021
2022
2022
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Budget
Dec -YTD
Revenues:
Charges for services
Ice Rental
$
400,619
S
405,990
S
392,828
S 435,716
S
442,995
S
361,796
S
823,856
S 729,000
S 794,232
Turf Rental
-
-
-
-
-
-
3,782
50,000
18,553
Track
-
-
-
-
-
301
3,950
2,500
5,871
Fieldhouse Rental
07
187,0286
199,
215,089
218,667
220,225
133,126
220,527
240,000
287,734
Proshop
9,258
9,412
9,247
8,606
9,680
4,394
9,606
13,000
11,978
Vending
9,279
8,588
9,182
7,470
8,427
6,148
7,763
15,000
20,978
Advertising
31,758
26,450
38,819
34,000
40,850
8,000
84,700
63,000
99,436
Charges for services
637,921
649,726
665,165
704,459
722,177
513,765
1,154,184
1,112,500
1,238,782
Miscellaneous
174,788
136,552
136,149
142,768
131,386
110,781
134,072
182,000
202,867
Total revenues
812,709
786,278
801,314
847,227
853,563
624,546
1,288,256
1,294,500
1,441,649
Expenditures:
Current:
Salaries & benefits
439,304
451,332
481,926
501,108
533,044
503,842
692,742
770,110
809,007
Departmental
74,949
77,945
65,612
76,448
66,570
74,809
82,655
97,100
94,285
Operating
388,492
364,935
364,242
352,067
330,084
345,588
515,308
603,233
572,166
Professional services
142,602
106,381
125,034
104,076
77,818
129,261
85,130
248,525
177,855
Capital outlay
47,859
4,900
11,442
39,888
100,000
-
42,000
37,358
Current
1,045,347
1,048,452
1,041,714
1,045,141
1,047,404
1,153,500
1,375,835
1,760,968
1,690,671
Revenue over under expenditures
l232,638)
(262,174)
(240,400)
(197,914)
(193,841)
(528,95
(87,579)[
(466.468)1
(249,022)
Other financing sources (uses)
General Property Tax Levy
-
-
-
-
-
-
154,534
155,000
152,634
Investment income
(1,078)
2,190
2,779
5,780
16,107
6,793
2,817
-
4,350
Rental / Lease Pymt
638,220
640,303
641,691
637,150
636,803
635,629
635,026
638,000
638,491
Transfers out
(300,000)
(300,000)
(300,000)
(300,000)
(300,000)
(300,000)
(300,000)
(300,000)
(300,000)
Total financing sources (uses)
337,142
342,493
344,470
342,930
352,910
342,422
492,377
493,000
495,475
Net increase (decrease) in fund balance
104,504
80,319
104,070
145,016
159,069
(186,532)
404,798
26,532
246,453
Fund balance (deficit)- January )
(48,364)
56,140
136,459
240,529
385,545
544,614
358,082
762,880
762,880
Fund balance(deficit)- December 31
S
56,140
S
136,459
S
240,529
S 385,545
$
544,614
S
358.082
S
762,880
S 789,412
S 1 1009,333
Fund Balance Detail:
FB - Replac Res for Common Space
S
143,702
S
154,449
S
179,283
$ 173,560
S
200,606
$
190,067
S
216,790
S 241,790
$ 241,790
FB - Unassigned
(87,562)
(17,990)
61,246
211,985
344,008
168,015
546,090
547,622
767,543
S
136,459
S
240,529
S 385545
$
544,614
$
358.082
S
762,880
S 789412
S 1,009,333
Debt Service Payments
2012C GO Abatement Bonds (P+1)
$
1,214,906
S
1116,506
$
1,213,731
S 1111,481
S
1,208,931
S
1,215,981
$
1,212,631
S 1,213,931
$ 1,213,931
2019A GO Abatement Bonds (P+I)
590,150
819,725
1,109,755
1,109,755
$
1,214,906
$
1,216,506
S
1,213,731
$ 1,211,481
S
1,208,931
S
1,806,131
$
2,032,356
$ 2,323,686
$ 2,323,686
Property Tax Levy
2012C GO Abatement Bonds
S
975,632
S
977,332
S
974,418
$ 972,055
$
969,378
S
976,780
S
973,263
S 974,628
$ 974,628
2019A GO Abatement Bonds
-
-
-
-
-
1,001,090
976,966
1,014,065
1,014,065
Community Center Operations
155,000
155,000
155,000
S
975.632
S
977,332
S
974,418
$ 972,055
3
969,3785
1,977,870
$
2,105,229
5 2,143,693
$ 2,143,693
AND%VER
COMMUNITY CENTER
FACILITY UPDATE
JAN - FEB 2023
JAN 3 -AHS GIRLS VS CHAMPLIN
JAN 5- AHS BOYS VS MAPLE GROVE
JAN 6 -AHS GIRLS VS BLAKE
JAN 7 -AHS GIRLS VS PROCTOR
JAN 7 -8 -MN PREMIER VOLLEYBALL TOURNAMENT
JAN B- WINTER LEARN TO SKATE LESSONS BEGIN - 6 WEEKS
JAN 10 -AHS GIRLS VS MAPLE GROVE
JAN 12 -AHS BOYS VS. CENTENNIAL
JAN 14 -AHS GIRLS VS HILL-MURRAY
JAN 14 -ACC INDOOR SOCCER WINTER PROGRAM BEGINS - 7 WEEKS
JAN 14 -AAA IN-HOUSE BASKETBALL
JAN 15 -MN PREMIER VOLLEYBALL TOURNAMENT
JAN 20 -AHS GIRLS VS GRAND RAPIDS
JAN 21 -AHS BOYS VS ANOKA
JAN 21 -AAA IN-HOUSE BASKETBALL
JAN 22 -MN PREMIER VOLLEYBALL TOURNAMENT
JAN 24 - AHS GIRLS VS CENTENNIAL
JAN 26 -AHS BOYS VS SPRING LAKE PARK
JAN 28 -AAA IN-HOUSE BASKETBALL
JAN 29 -MN PREMIER VOLLEYBALL TOURNAMENT
FEB 3 - AHS BOYS VS GRAND RAPIDS
FEB 4 - AAA IN-HOUSE BASKETBALL
FEB 5 -MN PREMIER VOLLEYBALL TOURNAMENT
FEB 7 - AHS BOYS VS BLAINE
FEB 9- AHS GIRLS -SECTION PLAYOFFS
FEB 11 -AHS GIRLS -SECTION PLAYOFFS
FEB 11 -AAA IN-HOUSE BASKETBALL
FEB 12 -MN PREMIER VOLLEYBALL TOURNAMENT
FEB 13,14,16,18,19,20,22,23,24,25 -DISTRICT 10 YOUTH HOCKEY PLAYOFFS
FEB 18 -AAA IN-HOUSE BASKETBALL
FEB 19 -MN PREMIER VOLLEYBALL TOURNAMENT
FEB 21 -AHS BOYS -SECTION PLAYOFFS
FEB 25 -AAA IN-HOUSE BASKETBALL
FEB 26 -MN PREMIER VOLLEYBALL TOURNAMENT
FEB 27 - ICE OUT IN SPORTS COMPLEX
JAN -1846
JULY
- 405
FEB -
1960
AUG
- 389
MARCH
2054
SEPT
-500
APRIL
-1931
OCT
-748
MAY
-795
NOV-1343
JUNE
454
DEC -1667
9LNDM
T Y O F^ y
•
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 . (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO: Mayor and Councilmembers
FROM: Jim Dickinson, City Administrator
SUBJECT: Receive December 2022 General Fund Budget Progress Report (Pre -Audit)
DATE: January 24, 2022
INTRODUCTION
The City of Andover 2022 General Fund Budget (as amended) contains total revenues of $12,799,292
and total expenditures of $13,950,740 (as amended); a decrease in fund balance is planned.
Monthly reporting of the City Budget progress to the Governing body is a recommended financial
practice and often viewed positively by rating agencies.
DISCUSSION
Attached is the General Fund Revenue & Expenditure Budget Summary - Budget Year 2022,
reflecting year to date actual through December 2022 (Pre -Audit).
The following represents Administration's directives and departmental expectations for 2022:
1. Expenditure budgets while approved, expenses are to meet with the spirit that needs are
fulfilled first, expansions of service and special requests are to be reviewed with City
Administration before proceeding.
2. Departments are to be committed to search for the best possible prices when purchasing goods
and services.
3. Departments are to be committed to continually searching out new efficiencies and to
challenge the status quo of how the City provides services.
4. Departments are to be committed to searching out collaborative opportunities to facilitate
efficient and cost-effective utilization of governmental assets and personnel.
5. Departments are to be committed to developing effective, consistent and ongoing
communications with City residents, businesses and other stakeholders.
6. Departments are to be cognizant that services provided are subject to available revenues and
should not commit to services that are not sustainable.
ACTION REQUESTED
Review and receive the December 2022 General Fund Budget Progress Report (Pre -Audit).
y submitted,
CITY OF ANDOVER
General Fund Budget Summary Totals
Budget Year 2022
2021
PRE -AUDIT
EXPENDTTURES
2021
Dec YTD
% Bud
Audit
2022
Dec YTD
REVENUES
Budget
Dee YTD
%Bud
Audit
Budget
Dee YTD
%Bud
General Property Tax
S 9,594,493 $
9,527,670
99%
$ 9,527,670
$ 10,076,370
$ 9,846,575
98%
Licenses and Permits
436.450
891,762
204%
891,762
535,500
972,879
182% 0
Intergovernmental
938,041
939,174
100%
939,174
917,431
882,376
96%
Charges for Services
752,360
1,036,929
138%
1,036,929
799,110
1,243,891
156%
Fines
50,250
53,747
107%
53,747
50,500
55,983
111%
Investment Income
75,000
(15,184)
-20%
(15,184)
75,000
27,385
37%
Miscellaneous
138,850
167,318
121%
167,318
148,300
179,440
121%
Transfers In
212,031
212,031
100%
212,031
197,081
197,081
100%
Total Revenues
$ /2197475 S
12 13447
105%
$ 12 13447
S 12799 92
S 13,405,610
105%
2021
2022
EXPENDTTURES
Budget
Dec YTD
% Bud
Audit
Budget
Dec YTD
% Bud
GENERAL GOVERNMENT
Mayor and Council
S 108,015
S 95,659
89%
S 95,659
S 107,347
S 95,366
89%
Administration
236,244
229,314
97%
229,314
256,442
244,335
95%
Newsletter
25,000
22,945
92%
22,945
27,300
24,631
90%
Human Resources
35,202
20,836
59%
20,836
34,661
19,886
57%
Attorney
206,941
199,809
97%
199,809
212,041
189,211
89%
City Clerk
176,206
175,177
99%
175,177
185,278
183,767
99%
Elections
74,212
20,260
27%
20,260
77,188
75,115
97%
Finance
320,768
307,009
96%
307,009
337,466
323,170
96%
Assessing
161,000
128,829
80%
128,829
161,000
131,097
81%
Information Services
213,738
185,642
87%
185,642
226,601
226,539
100%
Planning & Zoning
504,204
491,395
97%
491,395
526,669
489,026
93%
Engineering
631,401
594,717
94%
594,717
652,908
646,922
99%
Facility Management
713,197
548,747
77%
548,747
742,688
544,904
73%
Total General Gov
3,406,128
3,020.339
89%
3,020,339
3 7 89
3,193,969
90 %
PUBLICSAFETF
Police Protection
3,287,046
3,287,046
100%
3,287,046
3,296,486
3261,423
99%
Fire Protection
1,711,769
1,706,875
100%
1,706,875
1.982,313
1,912,998
97%
Protective Inspection
533,561
519,787
97%
519,787
529,812
464,209
88%
Emergency Management
26,844
15,202
57%
15,202
29,003
12,295
42%
Animal Control
5,950
3,517
59%
3,517
5.950
2,588
43%
Totd Public Safety
5,565,170
5,532,427
99 %
5.532,427
5,843,564
5,653,513
97%
PUBLIC WORKS
Streets and Highways
788,241
805,391
102%
805,391
868.864
788,202
91%\
!'
U3
Snow and Ice Removal
675,888
540,226
80%
540,226
702,923
772,618
110%
Strcet Signe
240,842
195,783
81%
195,783
230,094
187,904
82%
Traffic Signals
40,000
33,362
83%
33.362
40,000
26,105
65%
Sheet Lighting
40,400
36,533
90%
36,533
40,400
36,141
89%
Street Lights - Billed
180,500
156,841
87%
156,841
180,500
155,946
86%
Park &Recreation
1,560,640
1,505,145
96%
1,505,145
1,613,086
1,447,088
90%
Natural Resource Preservation
13,383
9,738
73%
9,738
17,811
15,932
89%
Recycling
233,759
239,606
103%
239,606
237,981
192,263
81%
Total Public Works
3,773,653
3,522,625
93%
3522,625
3,931,659
3,622,199
92%
OTHER
Miscellaneous
806,828
757,109
94%
757,109
591,328
558,396
94%
Youth Services
39,100
9,000
23%
9,000
36,600
9,000
25%
Total Other
845,928
766,109
91%
766,109
627,928
567,396
"%
Total Expenditures;
S 13590,879
S 12,841500
94%
$ 12,841500
S 13,950,740
S 13,037,077
93%
NET INCREASE (DECREASE)
S (1,393,404)
S (28,053)
S (28,053)
S (1,151,448)
$ 368,533