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HomeMy WebLinkAboutWK - May 24, 2011 C I T Y o F NDOVE 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.ANDOVERMN.GOV City Council Workshop Tuesday, May 24, 2011 Conference Rooms A & B l. Call to Order - 6:00 p.m. 2. Update LRRWMO - Engineering 3. Discuss Emerald Ash Bore Draft Management Plan/lO-32 - Engineering 4. Discuss Fencing for Tower #1 (Rose Park)/City Project ll-14 - Engineering 5. 20ll-20l2 Council Goals Discussion 6. 2011 Budget Implementation Progress & March 2011 Investment Report 7. 2012-20l6 CIP Discussion - Sanitary Sewer System Financial Projections 8. 2012 Budget Development Discussion 9. Administrative Update - Verbal 10. Other Topics 11. Adjournment I @ 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 David D. Berkowitz, Director of Pub . FROM: SUBJECT: Update LRRWMO - Engineering DATE: May 24, 201l INTRODUCTION This item is in regards to updating the City Council as to the status of the Lower Rum River Watershed Management Organization (LRRWMO). DISCUSSION For those that do not know, this past January I was appointed to serve as Chair on the LRRWMO for 2011. Longtime Ramsey employee, Steve Jankowski served as Chair for quite a few years and is no longer employed by the City. With Mr. Jankowski no longer serving on the Board, I have been asked by the board to take over the responsibilities as Chair. Here are a couple of the important items that the board is currently working on or have been completed over the past few months: . First and probably the most important item the Board has been working on is the completion of the Water Resour2e Management 3rd Generation Plan. The Board has been working on this now for over 3 years. As it stands right now, the LRRWMO does not have an updated plan approved as required by law. The Board will be seeking approval by the Board of Water and Soil Resources (BWSR) staff and committees in late June 20 ll. The reason for the delay has been the stringent requirements of MN Rules Chapter 8410 and MN Statue 103B that have been adopted by the State legislators and the detailed review by BWSR staff. BWSR detailed review ensures that watersheds are complying with the obligations that have been handed down to them by the state legislators. Melissa Lewis, Metro Board BWSR Conservationist, is the staff member from. BWSR that is responsible for overseeing watersheds in Anoka County and making sure LRRWMO moves forward to complete the plan. . As part of the plan approval, a Technical Advisory Committee (TAC) has been created to address two items which are or will be included in the plan. The TACincludes members from each community along with other agencies (DNR, Corps of Engineers, MPCA, and Metropolitan Council). The Anoka Conservation District (ACD) has been hired by the LRRWMO to lead and coordinate all the activities (agendas, meeting minutes, coordinating meeting dates, research). The two items that the TAC is responsible for working on includes storm water standards and wetland management standards. The storm water standards have already been completed by the T AC and approved by the LRRWMO Board and is included into the 3rd Generation Plan. The wetland management standards are currently being discussed by the T AC. There next T AC meeting is scheduled for May 25th. At this point, there are no details as to what will be recommended to the Board as the T AC is just starting the discussion on this item. Mayor and Council Members . May 24, 2011 Page 2 of2 . A new permit application form and fees were recently approved by the LRR WMO in April. The permit application form that was approved is much more understanding as to the responsibilities of the applicant as to submittal requirement and clarifies the responsibilities that applicant has in paying costs incurred by the LRR WMO engineer, attorney and/or administration. . In regards to financing of the LRRWMO, most likely each city is going to see a rise in city contribution to fund the watershed due to the items that BWSR wants to see done that have been identified in the 3rd Generation Plan. Attached is a very preliminary draft of items and costs that the LRRWMO board is now reviewing as part of the 2012 budget . As part of the required public education of the 3rd Generation plan, the LRRWMO is exploring the possibility of creating a brochure to handout at each of the cities or at other city functions like the Ramsey Expo that was recently held in April. ACTION REQUIRED No action is necessary. Respectfully submitted, T~ Cc: Bruce Perry, LRRWMO Andover Alternate Attachment: Preliminary Draft of20l2 LRRWMO Budget Analysis/' ~ELIM'N'" ORA F, - Lower Rum River Water Management Organization Budget Analysis Budget Budget Actual 2012 2011 2010 Revenue: Assessment Revenue $70,000 $35,000 $40,000 Permit Revenue 20,000 20,000 16,297 Grant Revenue Other Revenue 100 100 15 Total Revenue 90,100 55,100 56,312 Expenditures: Engineering 3,500 3,500 1,462 Permit Review 16,000 15,000 14,480 Legal 4,350 4,350 16,957 Financial Compilation! Audit 4,000 1,000 1,408 Secretarial 8,000 7,500 8,056 Postage, Copying, Etc. 2,100 2,100 2,254 Insurance 2,200 2,200 1,755 Promotion ofWQ ProjectslPublic Ed. 1,000 1,000 4,890 LRRWMO Plan update 19,828 TAC Creation of Wetland and Stormwater Standards 4,000 8,000 Web Site maintenance 500 500 0 Report to BWSR 750 750 Develop member community annual reporting template 500 1,000 Build Fund to Match Future Grants 1,000 . Develop tracking method for ground water levels, trends, quality 1,500 Lake Level Monitoring 700 500 Lake Water Quality Monitoring 3,300 2,000 River Water Quality Monitoring 1,800 1,000 Stream Water Quality Monitoring 1,400 500 Stream Hydrology 600 Stream Rating Curve 1,800 Stream Biomonitoring wI students 800 Wetland Hydrology Monitoring 1,100 Review cities' local water plans for compliance wi LR plan 2,000 Water Quality Cost Share Grant Program 1,000 Anoka Dam Assessment Stormwater retrofit projects that benefit Rum or Mississippi River quality Miscellaneous 600 600 0 Total Expenditures 64,500 51,500 71,090 Net Income (Loss) $25,600 $3,600 ($14,778) ~ @ . 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US To: Mayor and Council Members CC: Jim Dickinson, City Administrator orks/City Engineer~ David D. Berkowitz, Director ofPu From: Kameron Kytonen, Natural Resource Subject: Discuss Emerald Ash Borer Draft Management Plan/lO-32 - Engineering Date: May 24, 2011 INTRODUCTION The Emerald Ash Borer (EAB) is a devastating insect that attacks all species of ash trees. It was found in Minneapolis in 2010, and threatens to spread into other parts of Minnesota. Since first being found near Detroit, Michigan in 2002, this insect has killed millions of ash trees in Michigan, Ohio, Indiana and some Canadian provinces. Staff has drafted an EAB Management Plan for review, and will summarize the main points of the plan at the meeting. Staff has also updated the applicable diseased tree ordinance (City Code 4-3) with language pertaining to EAB. DISCUSSION The following are some points of discussion: . Staff will work with the County to see if a suitable marshalling yard will be available to handle safe, proper disposal ofEAB infected wood; . The City will have to decide on a process for enforcement of insect infected trees and wood; . The City will have to decide if it will enforce illegal transportation of firewood, or left to the state (city compliance agreements?) ACTION REQUESTED The City Council is requested to review the draft EAB Management Plan and draft revised version of City Code 4-3 and provide comments as needed. Respectfully submitted, IJ/ fft= Kameron Kytonen Natural Resources Technician ./ Attach: Draft Emerald Ash Borer Management Plan Draft Revised Version of City Code 4-3 .,./ Draft Revised Diseased Tree Removal/Sanitation Enforcement Policy /' @fJ!J~u City of Andover Emerald Ash Borer Management Plan/Program PURPOSE It is in the City of Andover's best interest to have a program in place for managing the Emerald Ash Borer (EAB), Although it has yet to be found in the City as of the printing date of this document, a proactive approach should help spread the costs associated with an eventual EAB outbreak over a manageable time period and limit the detrimental effect on property value, quality of life and the environment. APPLICABILITY This management plan is applicable to all public and private properties within the City. EAB COORDINATOR The Natural Resources Technician (NRT) shall be responsible for implementing this program and seeing that the provisions are carried out. INTRODUCTION EAB (Agrilus planipennis) is an introduced pest that has now been confirmed in fourteen (14) states, including Minnesota, and two (2) Canadian provinces. It was first discovered near Detroit, Michigan in July 2002. Since its initial finding, millions of ash trees have died and it's costed states, municipalities, nurseries, forest industries and property owners millions of dollars. EAB attacks all species of ash trees (Fraxinus spp.) found in Minnesota, which include green ash (Fraxinus pennsylvanica), black ash (Fraxinus nigra) and white ash (Fraxinus americana). This is of great concern because Minnesota is home to more than 900 million ash trees statewide. As of the printing date of this management plan, EAB has been confirmed in three (3) Minnesota counties: Hennepin, Ramsey and Houston. While it is impossible to accurately determine when this pest will arrive in Andover, it is inevitable it will arrive if it isn't here already. It is possible that this pest has moved beyond the known infestation sites and has yet to be identified. The adult beetles feed on ash leaves, but do little damage. The larval stage (immature stage) of EAB kills trees, Larvae feed on the inner bark of trees, disrupting its ability to transport water and nutrients up to the canopy. As the number of larvae in a tree increases, less and less water and nutrients reach the canopy, resulting in dieback in the canopy. Initial attacks tend to be in the upper portions of the canopy. By the time visible symptoms are obvious, the population of EAB has grown and likely spread to other ash trees in the area. Signs/symptoms of EAB that can help detect an infestation include: . Increased woodpecker activity/damage . Bark splitting (vertical slits) . Canopy dieback . D-shaped exit holes created by adult insects as they emerge from the tree . Epicormic branching/shoots near base of tree . Serpentine (s-shaped) larval galleries that are packed with frass @!fJ!J?U EDUCATION The City will continue to educate residents and elected officials concerning EAR Tools that can and will be utilized include newsletter articles, segments on QCTV, the website and presentations to residents and various groups/organizations. TRAINING Applicable City staff will be trained by the EAB Coordinator as needed. This will allow staff to effectively identify the presence of EAB in the City. . In addition, this will garner proper planning, responsible removal and disposal and improved overall management. INVENTORY Currently, the City does not have a tree inventory of its public or private urban and community forest. There are many different types of inventories that can be done. Many are cost effective. One can be accomplished based on the desires of the City. Thus, the City may want to consider having a professional consultant perform some sort of inventory, whether it be a complete inventory, parks only, ash only or a sample. This will allow the City to determine what is at stake, help determine which areas should rank as priority management areas and help with overall planning efforts. The NRT has begun a "random" inventory of ash trees on public and private properties. It is a form of ash only inventory. While in the field, existing ash trees are surveyed, It has involved taking weigh points with a GPS unit and collecting general data about the size and condition of the trees. Other pertinent information collected is the number of ash trees in the area and management recommendations. Benefits of an inventory include: . It's difficult to know what's at stake until you know what's out there 0 To help determine the percentage of public and private trees that consist of ash species, which will help clarify the true impact EAB will have on Andover's urban forest . To give a better budget estimation for maintenance (trimming, removing, planting) . To locate priority areas for re-planting . To forecast what may be involved for enforcement of infected trees on private property . What volume of wood will need proper disposal and utilization? DETECTION AND MONITORING Staff will continue to inspect public and private properties, both on request and during routine inspections about the City. Suspect trees will be carefully analyzed. Sampling mechanisms to be used will be consistent with Minnesota Department of Agriculture (MDA) guidelines and will include but not be limited to visually looking at all parts of the tree, branch removal and bark shaving with a drawknife. Staff from the MDA will be contacted if EAB is suspected or confirmed in a tree. If staff catches an early infection which is limited to a few trees, it may be limit the rate of spread, potentially save more trees and may save the City money in the long run. - --- @[j5JfiJ~r As in the past, the City will volunteer to have purple traps set up in various public and private properties around the City. These are set by staff from the MDA, and attract adult beetles. The beetles land on the traps and are unable to flyaway because of the sticky substance used. ORDINANCE REVISION The City will revise its diseased tree ordinance to include EAB as a threat to the urban and community forest. The ordinance amendment will specify requirements for proper management of EAB infested trees, including but not limited to removal and disposal, transportation of firewood, chemical treatments and enforcement. ASH TREE REMOVAL . Public trees (as authorized by the EAB Coordinator): 0 Any boulevard tree found to be positively infected with EAB will be scheduled for removal 0 Any park tree in a landscape setting infected with EAB will be scheduled for removal 0 Trees in wooded areas in a park that are positively infected with EAB and deemed a safety hazard will be scheduled for removal. All other cases will be looked at on a case by case basis 0 Any stressed tree may be scheduled for removal 0 Any tree may be scheduled for removal, if determined appropriate; reasons may include under powerline, safety hazard, near infection center, etc. . Private trees (as authorized by the EAB Coordinator): 0 Any tree found to be positively infected with EAB, unless property owner shows proof that tree has been properly treated with MDA approved chemical (details on deadlines, disposal options and sanctions for non-compliance will be in the updated diseased tree code) will be required to be removed and properly treated by the property owner. TREE DISPOSAL AND UTILIZATION There are many options for proper disposal of wood positively infected with EAB. Approved. methods follow: . Transporting the wood to an approved disposal site in Anoka County . Chipping the wood to dimensions no greater than 1" xl" xl" . Burning . De-barking (removing all bark and at least OS' of outer wood) . Treatment (including heat treating, kiln drying, fumigating, seasoning or another method approved by the MDA) These methods will be followed through with by the City and be required for private property owners. Details will be in the updated diseased tree code, ~ {fJJmJjj~u The NRT will continue to seek creative, cost effective ways to utilize ash trees. Examples may include finding a small scale logger who has a special market for ash or a property owner with a sawmill who makes unique products out of ash. PLANTING Ash will no longer be planted on public properties in the City. Ash are no longer recommended to be planted on private properties and have been removed from the "City of Andover Tree Planting Recommendations" handout. Staff will plant and encourages to be planted other species listed on the above handout. Native species found from common seeds sources are higWy recommended. The City will also try and plant a variety of different species, as the more diverse the plantings, the better overall benefit and the less likely damage a potentially new insect or disease outbreak will occur. This is because they tend to target a certain genus or species of trees. CHEMICAL TREATMENTS There are many forms of treatment and types of insecticides that can be used to help save healthy and infected ash trees. However, under the majority of cases, treatments will not be recommended on public property. The main reasons are: . As ofthe printing date of this document, it hasn't been found in Andover yet . Frequency of treatments needed (some are needed annually or every two years) . Overall lack of "high value" trees . High cost Staff will help residents determine whether or not chemical treatments are warranted for private trees. MDA doesn't recommend treatments until an infestation has been found within 15 miles of Andover. The EAB Coordinator will provide consultation and help property owners devise treatment plans. Literature will be provided, including the handout "Homeowner Guide to Insecticide Selection, Use and Environmental Protection." Staff will advocate for responsible application. For those chemicals that can be done by a non-licensed person, "do-it-yourself' property owners must read and follow directions so the environment is not compromised. For those chemicals that require professionals, only those that are Certified Pesticide Applicators shall be used. BUDGET The City currently has a Forestry Fund. It may be necessary to create a new category called "EAB Fund" to cover the likely costs attributed to an eventual EAB outbreak. The fund could be started in 2012 Budget with a $5,000 allotment. Each year, an additional $5,000 could be added. The money could be used to fund an inventory, tree removal and disposal costs and tree planting. The City needs to do more research on this and determine where the money would come from and how much should be put in the fund. The NRT will continue to seek grant opportunities, which may help cover some ofthese costs. (fJJfPJ!J~/j~ P ARTNERSIDPS WITH OTHER ENTITIES The City has and will continue to work with several other entities. Examples include the MDA, DNR, Minnesota Shade Tree Advisory Committee (MnSTAC) and neighboring communities. The NRT is a board member of MnSTAC and currently chairman of the Forest Health Committee. It is currently working on hosting a discussion on EAB for communities around the state. The City held a meeting with neighboring communities in August 2009, and plans to hold more meetings in the future. This will allow for idea and resource sharing, which will result in stronger, more consistent and more cost effective programs. These partnerships will also help alleviate the potential effect ofEAB regionally. Included local units of government include the Cities of Blaine, Coon Rapids, Ham Lake, Ramsey and Anoka County Parks. SUMMARY It is clear that EAB poses a serious threat to Andover's urban and community forest. The City will implement this EAB Management Plan/Program to the extent feasible based as the budget permits. The steps outlined above are based on current knowledge of EAB. This management plan is dynamic and subject to revision(s) as new information about EAB becomes available and/or as new treatment options are identified. Furthermore, this plan is also subject to revision should state and/or federal policies necessitate plan updates. 2011 TASKS . Present to/Train City staff . Deliver "information packet" to applicable PW staff . Send mailing to "Andover Licensed Tree Care Companies" . Meet with neighboring communities (Ramsey, Ham Lake, Blaine, Coon Rapids and Anoka County Parks) . Update ordinance . Continue inventory . Remove stressed ash trees in boulevards and parks . Have booth and/or presentation at Home Show . Establish Budget to be included in the City 2012 Annual Budget CONTACTS EAB Coordinator: Kameron Kytonen, Natural Resources Technician: 763-767-5137 k.kytonen@andovermn,gov www.andovermn.gov MDA Arrest the Pest Hotline: 651-20l-6684 ,!)!fJ#J~r Ce"' 'lJ ' CHAPTER 3 SHADE TREES SECTION: 4-3-1 : Declaration Of Policy 4-3-2: Natural Resources Technician (NRT) 4-3-3: Tree Commission (Rep. By Ord. 305, 2-24-2005) 4-3-4: Tree Contractors 4-3-5: Epidemic Disease Program 4-3-6: Nuisances Declared 4-3-7: Nuisances Prohibited 4-3-8: Inspections And Investigations 4-3-9: Abatement By City Of Epidemic Tree Disease Nuisances 4-3-10: Procedure For Abatement Of Infected Trees And Wood 4-3-11 : Spraying Trees 4-3-12: Transporting Epidemic Diseased Wood 4-3-13: Requirements For Developers 4-3-14: Violation; Penalty 4-3-1: DECLARATION OF POLICY: The City Council has determined that the health of elm, oak, ash and pine trees within the city is threatened by fatal diseases known as Dutch elm disease, oak wilt, emerald ash borer and pine bark beetle. It has further determined that the loss of elm, oak, ash, pine and other species of trees growing upon public and private property would substantially depreciate the value of property within the city, and impair the safety, good order, general welfare and convenience of the public. It is declared to be the intention of the City Council to preserve shade trees as well as to control and prevent the spread of these diseases and other epidemic diseases of shade trees by enacting this chapter in conjunction with the Tree Preservation Policy, Diseased Tree Removal/Sanitation Enforcement Policy and Emerald Ash Borer Management Plan/Program. (Ord. 305, 2-24-2005) 4-3-2: NATURAL RESOURCES TECHNICIAN (NRT): A. Positions Created: The position of Natural Resources Technician is hereby created within the city. The NRT must be a Certified Tree Inspector (CTI) as determined by the Minnesota Commissioner Department of Agriculture and/or Minnesota Department of Natural Resources. /~?)(j?JjJ[sTr [01 B. Duties: It is the duty of the NRT to coordinate, under the direction and control of the Council, all activities of the city relating to the control and prevention of Dutch elm disease, aR€I oak wilt, emerald ash borer, the spFoad of the pine bark beetle and other epidemic diseases of shade trees. The NRT will be responsible for establishing and prioritizing control areas, promulgate rules, regulations, standards and specifications to be approved by the City Council, and advise the City Council of appropriate actions. C. Interference Prohibited: It is unlawful for any person to prevent, delay or interfere with the NRT or their designee while engaged in the performance of the duties imposed by this chapter. (Ord. 305, 2-24- 2005) 4-3-3: TREE COMMISSION: (Rep. by Ord. 305, 2-24-2005) 4-3-4: TREE CONTRACTORS: A. License Required: It shall be unlawful for any individual, partnership or corporation to conduct, as a business for profit, the cutting, trimming, pruning, removing, spraying or otherwise treating of trees, shrubs or vines in the city without first having secured a license from the city to conduct such business. B. Application For License: Application for a license under this chapter shall be made at the office of the City Clerk. The application for a license shall be made on a form approved by the city which shows, among other things, the name and address of the applicant, the number and names of the employees of the applicant, the number of vehicles of the applicant, together with a description and license number of each, and the type of equipment proposed to be used. C. Insurance Requirements: No license or renewal of a license shall be granted, nor shall the same be effective, until the applicant has filed with the City Clerk a certificate of insurance evidencing the holding of liability insurance and the limits required by Minnesota Statutes and proof of workers' compensation insurance. The city shall be named and the insurance provided shall include the city as an additional party insured. Said policy shall provide that it may not be canceled by the insurer except after ten (10) days' written notice to the city, and if such insurance is so canceled and licensee shall fail to replace the same with another policy conforming to the provisions of this chapter, said license shall be automatically suspended until such insurance shall have been replaced. [Q)ff?JfiJ?C-~ iD 0 L1 b D. License Fees: Fees shall be in such amounts as set forth by this code 1. E. Chemical Treatment Requirements: Applicants who propose to use chemical substances in any activity related to treatment or disease control of trees, shrubs or vines shall file with the City Clerk proof that the applicant or an employee of the applicant administering such treatment has been certified by the Agronomy Division of the Minnesota Department of Agriculture as a commercial pesticide applicator for category "E: Turf and Ornamentals" if the chemical and/or type of application warrants it. Such certification shall include knowledge of tree disease chemical treatment. (Ord. 305, 2-24-2005) 1 See section 1-7-3 of this code. !f))fffJ#Jr~r 4-3-5: EPIDEMIC DISEASE PROGRAM: It is the intention of the Council to conduct a program of plant pest control pursuant to the authority granted by Minnesota Statutes Chapter 18G, as amended, directed at the control and elimination of Dutch elm disease, oak wilt disease, emerald ash borer aM pine bark beetle and elimination of other tree diseases, and is undertaken at the recommendation of the Minnesota Commissioner Department of Agriculture and/or Minnesota Department of Natural Resources. (Ord. 305, 2-24-2005) 4-3-6: NUISANCES DECLARED: The following are public nuisances: A. Any elm tree or part thereof infected to any degree with either of two (2) species of Dutch elm disease fungi, Ophiostoma ulmi and Ophiostoma novo-ulmi, or which harbors any of the elm bark beetles, Scolytus multistriatus or Hylurgopinus rufipes. B. Any dead elm tree or part thereof, including logs, branches, stumps, firewood or other elm material not properly covered and sealed from which the bark has not been removed or sprayed with an effective elm bark beetle insecticide; except, that the stockpiling of uncovered bark bearing elm wood shall be permitted during the period from September 15 to April 1 of any year. C. Any northern red oak (Quercus rubra), northern pin oak (Quercus ellipsoidalis), black oak (Quercus velutina) and scarlet oak (Quercus coccinea), or part thereof, infected to any degree with the oak wilt disease, Ceratocystis fagacearum. D. Any living or standing white oak (Quercus alba), bur oak (Quercus macrocarpa) and swamp white oak (Quercus bicolor), that poses a threat of transmission of the oak wilt disease to other trees of the same species through interconnected root systems. E. Any diseased material of the red oak group that is potentially spore producing (PSP). F. Any ash tree (Fraxinus spp.) or part thereof, infected to any degree with emerald ash borer, Agrilus planipennis. G. Any standing pine tree infected with the pine bark beetles, Ips pini, Ips perroti or Ips grandicollis. H. Any standing dead pine tree that has been dead under one and one-half (1 1/2) years. ., @/ffIjjJ{-c:r I. Any exposed pine tree slash or logs cut from live trees or from trees that have been dead under one and one-half (1 1/2) years. (Ord. 305, 2-24-2005) 4-3-7: NUISANCES PROHIBITED: It is unlawful for any person to permit the spread of a public nuisance as defined in this chapter across his or her property lines and in any specified control areas as established by the city. Such nuisances shall be abated in the manner prescribed in Section 4-3-10 of this chapter. (Ord. 305, 2-24-2005) 4-3-8: INSPECTIONS AND INVESTIGATIONS: A. Annual Inspections and Investigations Required: 1. The NRT shall inspect all premises and places within the city as often as practicable to determine whether any condition described in Section 4- 3-6 of this chapter exists thereon. 2. The NRT shall investigate all reported incidents of infestation of Dutch elm disease, oak wilt, emerald ash borer, pine bark beetle, or other diseases of shade trees as necessary to determine whether any condition described in section 4-3-6 of this chapter exists. B. Entry Powers: The NRT or their designee may enter upon private premises at any reasonable time for the purpose of carrying out any of the duties assigned to them under this chapter. C. Diagnoses: 1. The NRT shall make the initial identification of an infected area whenever possible. 2. The NRT may send appropriate specimens or samples to the Minnesota Commissioner Department of Agriculture, University of Minnesota or any state certified testing lab for analysis. 3. A property owner or contractor who becomes aware of any condition described in Section 4-3-6 of this chapter shall notify the NRT within seven (7) days. (Ord. 305, 2-24-2005) 4-3-9: ABATEMENT BY CITY OF EPIDEMIC TREE DISEASE NUISANCES: A. No person shall allow, permit the spread of, or fail to abate a public ., !WffTlr~\\l;Sr nuisance as defined in this chapter. Such nuisances shall be abated in the manner prescribed in this chapter. B. The NRT shall enforce the treatment of nuisances by requiring the performance of one or more of the following tasks in order to destroy and prevent the spread of epidemic diseases of shade trees, including, but not limited to, Dutch elm disease, oak wilt disease, emerald ash borer or pine bark beetle. Such abatement procedures shall be carried out in accordance with current technical and expert opinions and plans as may be designated by the Minnesota Commissioner Department of Agriculture, Department of Natural Resources or the University of Minnesota. Abatement procedures are as follows: 1. Root graft barrier installation (vibratory plowing or trenching) at least forty eight inches (48") deep in the soil to isolate the diseased trees; 2. Removal of trees; 3. Stump grinding; 4. Burning, chipping, debarking or properly covering and sealing the potentially hazardous wood and/or stumps; 5. Fungicide injections into healthy and/or infected oaks, ash or elms with the appropriate chemical to avoid or minimize the effects of oak wilt, emerald ash borer or Dutch elm disease; 6. Spraying the infected trees and/or all nearby high value trees with an effective disease destroying concentrate. 7. Other treatment methods as approved by the NRT. (Ord. 305, 2-24- 2005) 4-3-10: PROCEDURE FOR ABATEMENT OF INFECTED TREES AND WOOD: A. Nuisance Declared; Notice; Appeal: Upon the determination of conditions constituting a nuisance as described in Section 4-3-6 of this chapter located on property within the City of Andover, excluding city property, the NRT shall declare the existence of a public nuisance and order abatement thereof. The NRT shall send written notification to the owner of the nuisance declaration and the necessary abatement procedures. A property owner who disagrees with the determination of the NRT may appeal the determination to the City Council. Such appeal must be filed in writing with the City Clerk and within ten (10) days of receipt of notice of the determination by the NRT. The City Council shall consider the appeal ., [Q)ImAjpu at the next scheduled regular City Council meeting. The City Council shall affirm, reverse or modify the determination. B. Failure To Abate; Contract For Abatement; Costs: Should a property owner fail to abate the nuisance, or be unwilling or unable to abate the nuisance, as prescribed by the NRT, the NRT or their designee shall then proceed to contract for the prescribed abatement procedure as soon as possible and shall report to the City Clerk all charges resulting from the abatement procedures carried out on such private property. The City Clerk shall list all such charges along with a city administrative cost against each separate lot or parcel by September 1 of each year as special assessments to be collected commencing with the following year's taxes. Administrative costs as set by City Council ordinance shall be assessed for each parcel and shall be added to each assessment. All assessments levied for the repayment of tree disease abatement cost may be repaid over a five (5) year period. Such assessments shall be levied under authority granted by Minnesota Statutes Section 429.101. C. Imminent Danger Of Infestation: If the NRT finds that danger of infestation of epidemic diseases in shade trees is imminent, the NRT shall notify the abutting property owners by mail that the nuisance shall be abated within a specified time. (Ord. 305, 2-24-2005) 4-3-11 : SPRAYING TREES: Whenever the NRT determines that any tree or wood within the city is infected with disease, the NRT may require spraying of all nearby high value trees, as determined by the NRT, with an effective disease destroying concentrate. Spraying activities authorized by this section shall be conducted in accordance with technical and expert opinions and plans of the University of Minnesota or the Minnesota Commissioner Department of Agriculture and under the supervision of the University of Minnesota or the Minnesota Commissioner Department of Agriculture, or agents thereof, whenever possible. (Ord. 305, 2-24-2005) 4-3-12: TRANSPORTING EPIDEMIC DISEASED WOOD: It is unlawful for any person to transport within the city any diseased wood that is determined to be hazardous, as described in, but not limited to, Section 4-3-6 of this chapter, without taking the appropriate precautions. All county, state and federal quarantines shall be respected, and regulated articles may not be brought into or out of the City without an approved compliance agreement with the City and/or the Minnesota Department of Agriculture. (Ord. 305, 2-24-2005) 4-3-13: REQUIREMENTS FOR DEVELOPERS: @fJAlfPf A. Protection Of Trees: A tree protection plan is to be submitted by all developers, builders and soil disturbance project area facilitators in accordance with the city Tree Preservation Policy. B. Required Tree Plantings: 1. Tree Planting Required; Specifications: For lots of record created after the adoption of this chapter, it shall be the responsibility of the developer of said lot to plant a minimum of two (2) live trees or one tree per fifty feet (50') of lot width at the boulevard in the front yard, whichever is greater, up to a maximum of four (4) required trees. Said trees shall be at least one and three-fourths inches (1 3/4") in diameter and six feet (6') in height as measured at ground level after the trees are planted. Said tree shall be planted between the months of April and October, and its species and/or type shall be on the list approved by the city. 2. Cash Escrow Or Letter Of Credit: The developer is required to escrow an amount based on that provided in Section 1-7-3 of this code for the cost of tree installation with a cash escrow or irrevocable letter of credit. Landscaping improvements may not be deemed complete until the city has verified survivability of all required plantings through one "winter season", which is defined for the purpose of this chapter as the period October 31 through May 31. 3. Exemptions: The requirements in this subsection shall not apply to a developer if the minimum number of trees prescribed by this subsection are preserved in the front yard of the property and the trees meet the requirements listed above. (Ord. 305, 2-24-2005) 4-3-14: VIOLATION; PENALTY: Any person, firm or corporation who violates any section of this chapter shall be guilty of a misdemeanor and, upon conviction thereof, shall be subject to a misdemeanor penalty as then defined by Minnesota law. Additionally, the city may exercise any civil remedy available under Minnesota law for the enforcement of this code including civil action, mandamus, injunctive relief, declaratory action, or the levying of assessments. (Ord. 305, 2-24-2005). C I T Y o F [tJJfJ!J~r NDOVE 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US City of Andover Diseased Tree Removal/Sanitation Enforcement Policy Summer 2007 Revised Summer 2011 -r [rjJw#J~r Table of Contents Page Section I. General Policy Statement 3 Section II. Diseased Tree Enforcement Process 4 Section III. Hiring City Contractor 6 Section IV. Abatement and Assessment Process 7 2 {OJff?JjjJtsr Diseased Tree Removal/Sanitation Enforcement Policy Section 1. General Policy Statement The City of Andover is home to many specimen trees and woodlands of valuable trees including but not limited to oak, maple, ash and pine. Each year, the future of these resources is under increased pressure due to factors including development and insect and disease problems. The City considers diseased trees to be public nuisances. This policy outlines the strategies that will be used to ensure that diseased trees will be properly treated. This will help save more trees in the community and offset the effects of all insect and disease problems in our urban and community forests. Currently, oak wilt and Dutch elm disease are two diseases that have wreaked havoc on each species of trees respectively. Each year, hundreds of trees die from these aggressive diseases. Because of the nature of how the diseases spread, proper sanitation of the diseased trees is an important step in preventing further spread to healthy trees. In general terms, sanitation refers to removing and properly treating the wood of the trees, which can be done in one or more of many different ways. Other insect and disease problems, such as the emerald ash borer (EAB), offer additional long-term concerns. This particular insect kills all species of ash trees and has killed millions of ash trees in the Detroit area; it has now been found in Houston, Ramsey and Hennepin Counties and threatens to move into Anoka County. is threatening to mO"/e iRte Wis6eRsiR BRa MiHnesota. Because of the large populations of ash in Minnesota and the difficulty in controlling this insect, its lI:l'iWal continued spread in this state could be devastating. Due to these ever-growing concerns, it is critical that local units of government insert policies and work with property owners to increase awareness of these current and potential threats. It is equally important that local units of government take a proactive approach to ensure that diseased trees are properly treated by established deadlines. 3 "'- ~ [rjJ~!J?r Diseased Tree Removal/Sanitation Enforcement Policy Section II. Diseased Tree Enforcement Process Overview: The following outlines the general process of how the Natural Resources Technician (NRT) or designee will handle typical situations as a result of a positive diagnosis of diseased trees on private properties in the City of Andover. These practices are governed by Minnesota Statutes l8G.13. The specific actions taken are based on tree diseases that are considered through Andover City Code and State Law to be public nuisances. How Property Inspections of Diseased Trees are Initiated: There are generally three different scenarios that trigger an initial property inspection. They are: 1. A property owner (PO) requests the City to perform an inspection on their own property; 2. A complaint is made from another source that requests the City to perform an inspection on a given property; and 3. Diseased tree(s) noticed in the field by the City. General Enforcement Process: A general process shall be followed based on how the first inspection was initiated. Under each scenario that triggers the first inspection, a series of steps to be taken by the City will be listed. 1. PO Requests Inspection on Their Property: a. NRT or designee shall visit site and evaluate property; will consult with PO and explain findings; b. NRT or designee shall send Declaration of Nuisance (see "attachment I") to PO; and c. Compliance check done by NRT or designee. i. If found to be in compliance: no further action taken at this time ii. Iffound to be out of compliance: refer to Section IV. 2. An Inspection on a Given Property Stemming From Complaint: a. NRT or designee shall visit site and evaluate property first; will leave notice (see "attachment 2") or send initial letter (see "attachment 3") to PO if nuisance( s) detected; 4 !rJJ[9J~[?71 i. Call back (from PO): 1. NRT or designee will consult with PO and explain findings; 2. NRT or designee shall send Declaration of Nuisance to PO; and 3. Compliance check done by NRT or designee a. If found to be in compliance: no further action taken at this time b. If found to be out of compliance: refer to Section IV. ii. No call back (from PO): 1. NRT or designee shall send second letter (see "attachment 4") and Declaration of Nuisance to PO; and 2. Compliance check done by NRT or designee a. If found to be in compliance: no further action taken at this time b. If found to be out of compliance: refer to Section IV. 3. Diseased Trees Noticed in Field by the City: a. NRT or designee shall follow all the same steps as scenario #2 above. Additional details: . "In compliance" refers to property owners who take all of the measures listed in "attachment 6;" . NRT or designee may mark diseased trees with tree marking paint, ribbons, etc. and/or map them at any time; . NRT or designee shall promptly notifY potentially affected, adjacent property owners of disease existence in area (see "attachment 5"); . NRT or designee will provide adequate literature including, but not limited to, information on the disease(s) present, a list of licensed Andover tree care companies and a handout on proper disposal and treatment of diseased wood (see attachment 6"); . NRT or designee will send a reminder letter no later than January 15 to property owners who have diseased trees that are considered public nuisances, which will indicate intentions to inspect (perform compliance check); . If NRT or designee encounters property where there are no trespassing signs and/or there is resistance from a property owner, the accompaniment of a sheriff will be requested prior to inspection; . Standard compliance checks will begin no earlier than February 1 of each year and will go until all recorded properties have been addressed; 5 /[j)~!J!F!]~ . Special compliance checks will begin no earlier than the date on the Declaration of Nuisance for that particular property. Diseased Tree Removal/Sanitation Enforcement Policy Section III. Hiring City Contractor Option A Each year, the City shall may hire one contractor to perform removals and/or treatments of trees considered by the City to be public nuisances. This contractor will be utilized by the City when property owners have failed to meet the deadline set forth in the Declaration of Nuisance. Additional details on this are as follows: 1. The City will set up a bid opening, inviting all Andover licensed tree care companies to submit sealed bids on removal and proper treatment of diseased trees; 2. Interested contractors will provide bids on tree removal and treatment requirements as specified by the NRT or designee including but not limited to the following: a. Cutting down the tree and leaving the stump no higher than 2 inches above the finished grade; b. Hauling away and properly treating all of the wood and brush 3. The City will formulate a formal contract with the hired contractor, which will outline all of the pertinent details describing expectations, responsibilities, timeframes, penalties, etc.; and 4. The length of the contract will be for one year starting the date of the agreement. There may be situations that have special circumstances. A situation involving a property containing a large volume of diseased trees may be encountered. This may occur on land of a large property owner, such as a farmer. In these instances, the NRT or designee will decide whether or not it's feasible to use the City contractor for the work. These cases may render the need to hire a logger or land- clearing company to perform the work. If this situation occurs, the NRT or designee will have the right to get at least two bids from contractors of this sort and hire it out. 6 !Jj)[eJ!J~r If the bid from a contractor exceeds 10% of the land value or a maximum of $5,000, the nuisance abatement will be subject to City Council approval. Option B The City may also operate on a case-by case basis, where three or more contractors are asked to give bids for each situation where a property owner has failed to meet the deadline set forth. In this case, the lowest bid will be accepted. There will be no formal contract set up but the hired contractor for each job will be held to the same treatment requirements criteria. Diseased Tree Removal/Sanitation Enforcement Policy Section IV. Abatement and Assessment Process For those property owners who fail to abate the public nuisance(s) noted on their property, the City will abate the public nuisance(s) and assess the property as follows: 1. The NRT or designee will quantify the number and sum up the total diameter of all ofthe trees to be condemned (Option A only); 2. The City contractor will be notified to review the property and will submit a proposal to the City within the timeframe established under the contract; 3. The NRT or designee will provide written authorization to the City contractor (or lowest bidding contractor if working under Option B) to perform the work; 4. Upon completion, the NRT or designee will evaluate the property to ensure conformance to standards and pay the contractor for services provided; and 5. The NRT or designee will send a letter to the property owner summarizing the charges to be paid, and shall report the same to the City Clerk. 6. If the property owner fails to pay the City within the designated time period, the City Clerk shall list all such charges, along with a City administrative cost, against each separate lot or parcel by September l5t of each year as special assessments under Minnesota Statutes Section 429.10l, and other pertinent statutes. These special assessments are to be collected commencing with the following year's taxes, unless provided for otherwise by consent and action of the City Council. All assessments levied for the repayment of tree disease abatement costs shall be pursuant to Minnesota Statutes Section 429.101, Subd. 2. 7 "" @ 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 ofPu arks / City Engineer SUBJECT: Discuss Fencing for Tower #1 (Rose Park)/City Project 11-14 - Engineering DATE: May 24, 2011 INTRODUCTION The City Council is requested to discuss proposed fencing for Tower #1 and direct staff on how to proceed. DISCUSSION The painting and rehabilitation has begun on Tower #llocated in Rose Park. As part of this project a fence is proposed to be constructed around the perimeter of the Tower to secure the storage tank and prevent vandalism. Over the last several years the Tower has been painted with graffiti and most recently a lock box that was placed on the Tower to allow access for ClearWire for the installation of their equipment was tampered with. Pictures of the graffiti are attached. To protect and prevent these types of activities, a fence was budgeted into the painting and rehabilitation project for the Tower. The fence was not bid with the project because tower contactors do not typically do fencing work and by working with a local contractor the City can receive a more favorable price. Staff recommends the installation of a secure fence shown on the attached picture. The fence would be 6 foot rod iron with shepherd hooks at the top. A gate would be installed at the driveway entrance to the Tower. This fence is similar to the fence Coon Rapids installed around their Tower off of Hanson Boulevard south of Bunker Lake Boulevard. The difference would be we would not construct the pillars due to the cost. A preliminary cost estimate is also attached. This fence would be an attractive fence that fits within the park and the surrounding neighborhood. If this fencing is acceptable to the City Council, staff will proceed with soliciting 2 or more quotes and the fence will be installed after the Tower rehabilitation is complete. BUDGET IMPACT The project budget for Tower #1 Painting and Rehabilitation is $650,000. The installation of the fence was figured into this project budget. Mayor and Council Members May 24, 2011 Page 2 of2 ACTION REQUESTED The City Council is requested to discuss proposed fencing for Tower #1 and direct staff on how to proceed. Respectfully submitted, CJ~Q, ~ David D. Berkowitz Attachments: Pictures ofGraffiti~nce Detail{ Cost Estimate/' - ---~ '1 ~ . t4~~ 'II: ':,", '," i't, , \" ~' ,t:- ~ - .., ~ ~:. , ~~ . ': ft" ' . ~~.~ a -'~,^ .-"" _A_,::::::- --- ~ 0 N '-..... ~ ~ '-..... 0 ~ - ,~~~1f~1'1I11J, .... oj" '\ . ",;fI'J ~,.\,"'Lrt~. :.' .,;;":JA ~~ E - wtr4~"J~'f1l1ti__lflfllfti~~:1,1~il~~~I~'JI~ I ~ www.ameristarfence.com . PRODUCT PRESENTATION AEGIS II@ INDUSTRIAL Invincible '" Fed Ex Chicago. IL Security and protection are combined with the beauty of ornamental fencing in the Invincible'" design. Each picket is spear-topped and extends one foot above the top rail, curving outward to make this fence incapable of being overcome, as the name implies. Like all Aegis II@ fences, the Invincible'" can follow almost any grade and retain its clean, straight look. Page 8 ~ May 19 11 07:07a Freedom Fence 7634277073 p.2 -:k.- Freedom Fence ESTIMATE 4141160th LN. NW *i~~ Andover, MN 55304 Number: E101 Phone: 763-286-1213 Fax: 763-427-7073 Date: May 19, 2011 ..-- -- .. .. -.-.. ~. . . .- : City of Andover i Water tower : Andover, MN 55304 I Andover, MN 55304 , i 1 I , , ; ..- .. . -". . .-----" .._h'_ ._....._. 1 ..-.<. ...-.. 1 .-....-....-._- PO Number Terms Project ; i ..' - ---- -j -.-... ..--....--..... - ...- - --.. .. -' .,. i 1179 Water tower . .. . ..Oh..+.. <.._n -... .. I ............,-"""------..-- -"'----. '---' .".-- __ .... .___. _.."U" _. -- . -.. ... .._-_..._-----_._-~ I . Date : Description Hours! Rate: Amount , -.. .. .'- !5/19/2011 ..-. --. .......--. .n . ! For 266 feet of 8 foot high ornamental with I 47,703.00 i ! 16 foot drive gate. with 18 inch mow strip I under fence. i I I i I I I \ i i ! I ; I , I I ! i i I i Material and labor I : i ! I ; ! i I ! ; I i I I I , I , i I I I i I i I i i I I Total $47,703.00 : .... ~ i Iii ~ t ~ a.... i' ~ ....< . ; o~ i t 1-"::;: , . ~ t;;o . :: . O~ . i , c.. 00 .. . \D - ~ ~ 0= M: ; OO'<S'M I- u . t:t-~ 0 'i LU ~ ~;:.(,..; 5 . I <( ~ .o~ I ~ ~ .. Z _, 4 lSl ;; co 00 c: r '" l; ~ "'moo ~~ 5 !Z :0 '" - 00 .. ",::I, ! ~ -1-- t 5 i ~l t 0 ::!': . ~:t ~ t; l- ~ .. i.!! ~ ~ ! ~i ~.. u LL. ; ,,= < ...l <: _ ~ ):- :< llS = ! i2 ....... :: ...'! ~ -..: X ..."f.. -;. ~; "0=: I- -J ~ ~ m; I u.: llJ r:n. :..l :.! Z ::<: U <: ~'~111.1 ~~ 1--1 ;Z; c:: ... ;;;l ~ ~ ~ e D~t.. :.. g;l :!: i:i ;. ~! C " t%.. ~ . ~ -< . . . lr.; ~. ~'.;:'';'~' ..~.~ . ..- . . . .' .. '. '. .' .' - - --~ - C I T Y o F @ NDOVE 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US TO: Mayor and Council Members FROM: Jim Dickinson, City Administrator SUBJECT: 2011-2012 Council Goal Discussion DATE: May 24,2011 INTRODUCTION At the February workshop, the Council decided to independently submit City goals. Those goals we submitted and assembled for the March workshop, and discussed in detail at the April workshop. Based on Council discussion, Administration has refined the goal list. DISCUSSION Administration has assembled the submitted Council goals into the attached document in the following categories: 1. Fiscal Goals 2. Commercial/Residential DevelopmentJRedevelopment Goals 3. Collaboration Goals 4. Service Delivery Goals 5. Livability/Image Goals Also included are Council value statements. ACTION REOUESTED Review the attached 2011-2012 Council goals/values to determine what the Council would like to fonnally adopt at the June 7th City Council meeting. City of Andover 2011-2012 Values & Goals Fiscal Values: 1. Assure city financial stability through cost effective services. 2. Focus spending on community needs; wants need to be supported by new or redirected sustainable revenues. 3. Don't commit dollars today that will commit the City to unsustainable future expenses. 4. Discuss employee salaries and the review process with the budget development process, this should include reviewing salary ranges, cost ofliving adjustments (COLA), longevity, and merit based pay. CommerciallResidential DeveloDment/RedeveloDment Goals: Value statement: The City wants to be supportive of those invested in or wanting to be invested in our community. 1. Review TIF district expirations; discuss future planning and options available which may include the creation of new TIF Districts. 2. Facilitate upgrades or redevelopment of blighted or underdeveloped commercial/industrial parcels. 3. Help stimulate business growth in Andover through more business friendly municipal costs and regulations. 4. Develop a business outreach plan to improve City relationships with the business community. 5. Analyze existing commercial areas to determine if expansion is feasible and seek out new areas to serve the community. 6. Continually evaluate how to meet sewer/water needs of any proposed development projects. 7. Review City development review processes to reduce unnecessary development costs Collaboration Goals: Value statement: The City is supportive of collaboration efforts that are cost-effective and improve efficiency in delivering services. 1. Rethink how we deliver existing basic city services and seek lower cost with increased productivity. 2. New collaboration opportunities must be a win-win for the participating cities. 3. Continue to work on developing working relationships with: school district, county, and adjoining cities; the goal being to reduce costs, improve delivery of services, and be as efficient as possible. 4. Work with waste/garbage haulers to determine if a more efficient garbage collection process for the community can be achieved. Service Deliverv Goals: Value statement: The City is committed to providing efficient and cost-effective city servIces. 1. Determine if the City should eliminate parks not used or useable for cost savings; consider elimination of tot lots; focus development on larger parks and trail system. 2. Review the City relationships with the local sports associations to help provide for exceptional program delivery to the community. 3. Pursue paperless opportunities whenever possible and feasible. 4. Analyze the "administrative fine" process to reduce use of courts, increase local revenues, and improve code compliance. 5. Explore opportunities with law enforcement to improve community policing. 6. Pursue local programming during summer or school days for the community youth by effective utilization of the Community Center and the City's relationships with local service organizations. 7. Continually review our processes to reduce unnecessary or unwanted service deliveries. LivabiIitv/Imal!e Goals: Value statement: The City recognizes that providing quality basic & desired services enhances the quality of life of our residents. 1. Pursue preserving open space when viable and feasible opportunities are available. 2. Continue efforts along Hanson Boulevard with promoting sustainable landscape. 3. Determine ifthe Livable Communities Program is a viable program for Andover. 4. Determine if Metro Transit can be expanded into Andover. 5. Be creative in improving and adding amenity options for the residents of Andover. @ 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US TO: Mayor and Councilmembers FROM: Jim Dickinson, City Administrator SUBJECT: 2011 Budget Implementation Progress & March 2011 Investment Report DATE: May 24,2011 INTRODUCTION The overall City of Andover 2011 Budget contains total revenues of $28,910,245 and total expenditures of $30,785,805. The $1,875,560 of expenditures over revenues is largely due to prepaying debt in order to save on interest expenditures. The 201IBudget includes a total property tax levy of $10,856,299: $7,500,802 (69.09%) operational levy, $1,929,112 (17.77%) debt service levy, and $1,426,385 (13.14%) capitaVwatershed levy. This reflects a zero percent gross levy increase as compared to the 2010 budget. DISCUSSION The following represents City Administration directives and departmental expectations for 2011: 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 committed to search for the best possible prices when purchasing goods and services. 3. Departments are committed to continually searching out new efficiencies and to challenge the status quo of how the City provides services. We don't do things (or provide a service) just because we have always done it that way! 4. Departments are committed to searching out collaborative opportunities with our neighboring government agencies to facilitate efficient and cost-effective utilization of governmental assets and personnel. 5. Department are committed to developing effective consistent and ongoing communications with City residents, businesses and other stakeholders. The followinl! attachments are orovided to assist discussion in reviewinl! 2011 orOl!ress: other documents may be distributed at the meetinl!: 1. General Fund Expenditure Budget Summary - Budget Year 2011 through April 20 II 2. Investment Maturities Summary - April 20 11 (Investments managed by City Treasurer) 3. Draft Model Resolutions - a. Supporting the Concept of Cooperation and Collaboration to Promoting Greater Efficiency in the Use of Public Resources (City & School version) b. Resolution Supporting the Cooperation and Collaboration of Local Governments in Anoka County and Promoting the Greater Efficiency in the Use of Public Resources (County version) ., ACTION REOUESTED The Council is requested to receive a presentation and provide direction to staff. CITY OF ANDOVER General Fund Budget Summary Totals Budget Year 2011 I 2010 I I 2011 I I REVENUES I Budget AprYTD % of Bud Final Budget AprYTD % of Bud General Property Tax $ 7.308.495 $ 0% $ 7,191,602 $ 7,217,219 $ - 0% Licenses and Pennits 237,055 88,934 38% 329,901 250,080 66,803 27% Q) Intergovernmental ---~--_._-------_.._.~--~--._--.- -_...- 567,498 193,742 34% 570,097 558,215 174,055 31% Charges for Services 543,500 182,148 34% 755,184 580,200 175,634 30% Fines 100,750 33,560 33% 104,780 105,750 22.932 22% Investment Income 65,000 5,273 8% 70.368 65,000 6.023 9% Miscellaneous 83,400 85.970 103% 136.684 84.900 53.215 63% Transfers In 196,930 196.930 100% 196,930 196,930 196,930 100% Total Revenues $ 9,102,628 $ 786.557 9% $ 9,355.546 $ 9,058.294 $ 695,592 8% I 2010 I I 2011 I I EXPENDITURES I Budget AprYTD % of Bud Final Budget Apr YTD % of Bud GENERAL GOVERNMENT Mayor and Council $ 104,251 $ 45,108 43% $ 100,710 $ 106,956 $ 45,066 42% Administration 132,967 41,035 31% 131,218 138,157 44,536 32% G) Newsletter 2~,000 ________..s,2_6~ .__. __ ..3!:".. _ ._ 17,094 27,500 10,738 39% Human Resources 60,744 5,528 9% -54:9.68--- . - -36;221--.-.-...6;319 ----- ... .!io/; _...-. . --~-" Attorney 178,500 42,900 24% 172,775 178,300 43,028 24% City Clerk 96,828 33,878 35% 95,166 103,333 35,811 35% Elections 49,126 1,790 4% 37,927 6,750 1,886 28% Finance 202,011 65.795 33% 194,865 212,967 69,728 33% Assessing 152.500 0% 144.760 152,500 51 0% Infonnation Setvices 150,812 37,814 25% 136,931 154.871 38.603 25% Planning & Zoning 328,449 100,502 31% 327,566 355,258 107,891 30% Engineering 390,087 120,604 31% 389,037 414,408 131.991 32% Facility Management 571,716 132,256 23% 421,850 553.739 123,797 22% Total General Gov 2,440.991 632,475 26% 2.224,867 2,440,960 659,445 ~7.~ PUBLIC SAFETY Police Protection 2,599,246 649,811 25% 2.599,246 2,615,407 653,852 25% Fire Protection 1,070,385 340,610 32% 967.716 1,077,084 330.808 31% Protective Inspection 346,282 100,930 29% 330,709 363,789 lllAIO 31% Civil Defense 15,909 5,742 36% 15,450 16,463 6,532 40% Animal Control 9,970 1,606 16% 6,952 ot"'-- l() r--- 0'\ S I I I I~~ ~ I S: ~ ~o ~~ ~ N ~ ~_ ~~ ~ l() ~ C ~ ~ ~ ~ _ N~ N l() l() ~ ~ I I I I~~ ~ ~ ~ ~ ~ ~ ~~ ~ ~ ~ g = ~l() ~ _ q C ~ N en ~ ~ ~ ~ ~ 0 l()('f"j ~ _ ~ ~ N NN \0 00_ ~ I 0 I 1l()0'\ M I 0'\ 00 5 l() N ~~ ~ ~ ~ = I ~ ~~ 8 G ~ - '" ...... 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DRAFT MODEL RESOLUTION Resolution # - A Resolution of the (insert name of jurisdiction) Supporting the Concept of Cooperation and Collaboration to Promoting Greater Efficiency in the Use of Public Resources WHEREAS, the county, cities, and school districts in Anoka County have been meeting to explore and improve the cooperation and collaboration between the local units of government; and, WHEREAS, the local units of government in Anoka County have a history of working together to reduce costs and provide efficient services; and, WHEREAS, the economic, social, and civic environments continue to change requiring local units of government to develop new methods of service delivery; and, WHEREAS, the changes in the roles and working relationships of elected officials, staff, and constituents, the evolution of the services to be delivered, and the degree and accountability of authority require vision-driven leadership; and, WHEREAS, we must lead through an uncertain financial future, unstable economic conditions, undesirable financial trends, unfamiliar budget practices, changing organizational models, worried employees, and a concerned population: NOW, THEREFORE, BE IT RESOLVED that (insert name of jurisdiction) embraces the concept of cooperation and collaboration to promote greater efficiency in the use of public resources and is committed to exploring opportunities. BE IT FURTHER RESOLVED that (insert name of jurisdiction) support the efforts of the City, County, and School Collaboration Project and endorse the five principal focus areas: 1. Trust and Information Sharing: Establishing an environment of trust among the cities, county, and school districts, and developing better working relationships and providing more cost-effective public services. 2. Service Sharing: Facilitating efficient and cost-effective sharing of services, facilities, and other resources. 3. Fiber and Technology: Maximizing the use of fiber and shared technology to support public services. 4. Economic Development: Promoting a business-friendly environment that expands and retains a dynamic range of business and industry within our communities. 5. Citizen Communication: Developing effective, consistent, and ongoing communication networks '/0 with citizens, businesses, and other stakeholders. (Suggested Optional paragraphs to consider) _.-~,. BE IT FURTHER RESOLVED that the chief administrative officer shall lead and direct staff to work with other units of government to implement this project and keep the (insert name of elected body) informed and engaged in the process. - 5' . BE IT FURTER RESOLVED THAT Staff of (insert city/county /school district name) at all levels are encouraged and directed to work with their and counterparts in other governmental units to identify opportunities for cooperation and consolidation and recommend these opportunities to their supervisors. BE IT FURTHER RESOLVED THAT The managers and supervisors of this (city/county/school district) are hereby authorized to test opportunities for cooperation and consolidation of services and implement them where practical. -,,- PROPOSED COUNTY RESOLUTION Resolution # - RESOLUTION SUPPORTING THE COOPERATION AND COLLABORATION OF LOCAL GOVERNMENTS IN ANOKA COUNTY AND PROMOTING THE GREATER EFFICIENCY IN THE USE OF PUBLIC RESOURCES WHEREAS, the county, cities, and school districts in Anoka County have been meeting to explore and improve the cooperation and collaboration between the local units of government; and, WHEREAS, the local units of government in Anoka County have a history of working together to reduce costs and provide efficient services; and, WHEREAS, the economic, social, and civic environments continue to change requiring local units of government to develop new methods of service delivery; and, WHEREAS, the changes in the roles and working relationships of elected officials, staff, and constituents, the evolution of the services to be delivered, and the degree and accountability of authority require vision-driven leadership; and, WHEREAS, we must lead through an uncertain financial future, unstable economic conditions, undesirable financial trends, unfamiliar budget practices, changing organizational models, worried employees, and a concerned population: NOW, THEREFORE, BE IT RESOLVED that Anoka County embraces the concept of cooperation and collaboration to promote greater efficiency in the use of public resources and is committed to exploring opportunities. BE IT FURTHER RESOLVED that Anoka County supports the efforts of the City, County, and School Collaboration Project and endorses the five principal focus areas: 1. Trust and Information Sharing: Establishing an environment of trust among the cities, county, and school districts, and developing better working relationships and providing more cost-effective public services. 2. Service Sharing: Facilitating efficient and cost-effective sharing of services, facilities, and other resources. 3. Fiber and Technology: Maximizing the use of fiber and shared technology to support public services. 4. Economic Development: Promoting a business-friendly environment that expands and retains a dynamic range of business and industry within our communities. 5. Citizen Communication: Developing effective, consistent, and ongoing communication networks with citizens, businesses, and other stakeholders. BE IT FURTHER RESOLVED that the County Administrator shall lead and direct staff to work with other units of government to implement this project and keep the County Board of Commissioners informed and engaged in the process. -7" ~ 1685 CROSSTOWN BOULEVARD N,W, . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER,MN.US TO: Mayor and Councilmembers FROM: Jim Dickinson, City Administrator SUBJECT: 2012-2016 CIP Discussion - Sanitary Sewer System Financial Projections DATE: May 24,2010 INTRODUCTION In late March, AdministrationlFinance distributed baseline worksheets to Department Heads as a 2012- 2016 CIP kick-off. Subsequent discussion has centered on the need of other committees (Vehicle Purchasing & Facility Management Committees) and commissions (Parks and Recreation & Community Center Advisory) to start their work. DISCUSSION Throughout the summer a significant amount of time will be spend on evaluating water/sewer infrastructure, transportation improvements, building maintenance, equipment and park and recreation needs. Each of these items will be supported by a detailed analysis of funding sources (based on various assumptions and estimates) that will be presented to the Council for review at future workshops. At this time the Staff would like to discuss with the Council the current Sanitary Sewer Svstem Financial Proiects and in uarticular the theory behind the sanitary sewer rate structure. The urimarv discussion uoint will be how commercial urouerties are billed for service. Attached is the current Sanitary Sewer System Financial Proiects that will be used to helu with discussion. Other materials will be urovided at the workshou. ACTION REOUESTED The Council is requested to receive a brief presentation, discuss current sanitary sewer rate theory and provide direction to staff. 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U U g U) c:: ~ (!) ~ .:0 ~ ~~ie~~~~ ~ ~~~3 ~ ~ j 8~~~ 8s~ (!) ~ ~ ; E 3 ~ Og 0. "8 8~ ~ ~ .:0 'a ~ g &S d'3 ~ 'a ~ 10 1; 1; 1; 'E Q -~O"'-P.(!)o ~(!)Cl:I """" u~(!)3 '" _ St()~~oo~~ ~Q() ~]] ZU)~~ ~~~5 OO~3 5 .s. ~ ~ z ~ ~ ] ] ""8 0 ~ B E ~ ~ "" ti ::s ::s .-.- - Cl:l (1) U U U ~ '"''"''"'~ ~~,.. . 6) ~ . 1685 CROSSTOWN BOULEVARD N,W, . ANDOVER, MINNESOTA 55304. (763) 755-5100 FAX (763) 755-8923 . WWW,CI.ANDOVER,MN,US TO: Mayor and Councilmembers FROM: Jim Dickinson, City Administrator SUBJECT: 2012 Budget Development Discussion DATE: May 24, 2011 INTRODUCTION City Administration along with Department Heads have started focusing on the 2012 Annual Operating Budget Development process and is looking for City Council direction as the preparation of the 2012 Annual Operating Budget proceeds. City Administration will review with the Council the bold italics items at the meeting. DISCUSSION The following are 2012 Budget Development guidelines were adopted at the April 5th City Council meeting: 1) A commitment to a City Tax Capacity Rate to meet the needs of the organization and positioning the City for long-term competitiveness through the use of sustainable revenue sources and operational efficiencies. Note: Preliminary Anoka County Assessor taxable market value figures for the City of Andover are reflecting a 6.7% decrease in total taxable market value. The City will not receive any Market Value Homestead Credit in 2012&2013 also it is likely the State of Minnesota will vlace levy limits on cities for 2012 & 2013 levies. 2) Continue with the current procurement and fmancial plan to appropriately expend the bond proceeds generated from the successful 2006 Open Space Referendum. Note: The Open Space Advisory Commission and City Staff are actively pursuing the third open space purchase. 3) A fiscal goal that works toward establishing the General Fund balance for working capital at no less than 40% of planned 2011 General Fund expenditures and the preservation of emergency fund balances (snow emergency, public safety, facility management & 1 information technology) through targeting revenue enhancements or expenditure limitations in the 2011 adopted General Fund budget. Note: With lJrolJerty tax revenues making up over 80% of the total General Fund revenues (up tram 74% just two vears ago) additional cash flows designations are alJlJropriate. 4) A commitment to limit the 2012 debt levy to no more than 20% of the gross tax levy and a commitment to a detailed city debt analysis to take advantage of alternative financing consistent with the City's adopted Debt Policy. Note: The 2011 levy was 17. 7%, the margin available to 20% would be sufficient to fund a small equipment bond. The lJrimarv concern at this lJoint is what restrictions will be lJlaced bv the current legislative session. 5) A comprehensive review of the condition of capital equipment to ensure that the most cost- effective replacement schedule is followed. Equipment will be replaced on the basis of a cost benefit analysis rather than a year based replacement schedule. Note: This is being done as part of the 2012-2016 CIP development process. 6) A team approach that encourages strategic planning to meet immediate and long-term operational, staffing, infrastructure and facility needs. Note: City Administration is hopeful the Anoka County City/County/School District Cooperation and Collaboration project will help achieve this guideline. 7) A management philosophy that actively supports the funding and implementation of Council policies and goals, and a commitment to being responsive to changing community conditions, concerns, and demands, and to do so in a cost effective manner. Note: The City Council is currentlv setting discussing and will soon formallv adolJt 2011- 2012 Council Goals. These goals pay slJecial attention to the current economv. demographic changes. and the pursuit of collaborative opportunities. ............................................................................... Fund Balance Forecast Update: Administration will review with the Council the attached 2010 General Fund Balance Analvsis at the meetinf!. 2 Staffing: No new staffing requests are expected from City Departments for the 2012 budget. Administration's first request, if funding is available (approximately $75K), would be to exercise the recall of the Public Works employee that was laid off as part of the 2010 budget process. No furloughs or hour reductions are anticipated at this time. With various position vacancies, Administration has and continues to closely monitor staffing availability and budget to maintain adequate service levels to the publk. Listed below are positions that have been reviewed over the past seven vears. along with current disposition: Community Development Director -Currently vacant due to a recent retirement. Position is currently advertised for replacement, it is anticipated this position will be filled in June 2012. Building Permit Technician -Currently vacant due to a recent retirement. Duties of this position assigned to other city staff, position replacement is dependent on new housing starts. Maintenance Worker -Position is vacant and currently unfunded. Was part of the 2009 layoff program to address revenue shortfall. General Clerk -Position is vac,ant and currently unfunded. Was part of the 2009 layoff program to address revenue shortfall. Building Inspector -Position is vacant and currently unfunded. Was part of the 2009 layoff program to address revenue shortfall City Clerk -Position is vacant and currently unfunded. Title of City Clerk assigned to City Administrator, duties assigned to other city staff with a title change (Deputy City Clerk). Associate Planner -Position is vacant and currently unfunded. Position was not replaced in 2009 due to a resignation. Engineering Interns -Positions vacant and unfunded. No interns have been hired since 2009. Summer/Seasonal Staffing -Number of summer staffing reduced significantly from 11 to 5 in 2009. We are now at 7. 3 Administrative Assistant -Position reduced to half-time position after a retirement. Accounting Clerk -Position vacant & unfunded after a retirement. Duties assigned to other Finance Department Staff. Finance Director -Position vacant and unfunded. Position duties performed by City Administrator and Finance Manager (i.e. Assistant Finance Director). Personnel Related Implications: To date the following are projected issues facing personnel related expenses: 1. In Administration's opinion the current salary compensation package is competitive with other government entities. Administration and Human Resources will be reviewing position-based salaries in detail over the next few months to confirm competitiveness. As oart of the budf!et orocess. oav steos for elif!ible emolovees will be included in the 2012 budf!et orooosal. but no cost of livinf! adiustment (COLA) is recommended. Council feedback/direction is souf!ht on this tooic. 2. A midyear review of the health plan will be conducted with our broker in June. The insurance claims trends at this time do not appear to be favorable. The initial proposed 2012 budget for health insurance wi11likely carrY a 10% increase. with future hopes of a lesser or no increase. The City currently offers the employees a high deductible plan ($5,000 family, $2,500 single) with a health spending account (HSA), this was implemented in 2006. As part of the program, the City pays for 100% of a single health insurance premium, 76% for a family health insurance premium and contributes armually to the employees HSA. 3. At the most recent legislative session, legislature approved increased employee and employer contributions to the Public Employee Retirement Association (PERA) as part of the most recent public pension legislation, the necessary modifications are implemented into the budget and the current increase is reflected in the PERA special levy. Contractual Departments: 1. The City Attorney 2011 contract included a 1% increase ofthe 2010 rate. Discussion for the 2012 contract willlikelv indicate. if Citv emolovees are not f!ranted a COLA. the lef!al service contract would be treated the same. 4 , 2. The proposed 2011 City of Andover Law Enforcement expenditure budget is $2,615,407 which is offset by a Police State Aid revenue budget of $112,860 and School Liaison revenue budget of $83,988 reflecting a net tax levy impact of $2,418,559. The current Sheriffs contract provides for: a. 80 hours per day of patrol service b. 12 hours per day of service provided by a Community Service Officer' c. School Liaison Officers in the middle school and high school d. Patrol Investigator e. 50% ofthe Crime Watch Program's coordinator position. It should be noted that the Sheriffs Department always provides the required number of deputies for all hours contracted by the City. If the Sheriff s Department has a vacancy or a deputy is injured etc.., they still provide the City with a deputy at straight time even though they may have to fill those hours with overtime which at times may cost the Sheriffs Department additional, but is not billable per the contract. Staff has had initial discussions with the Anoka Countv Sheriff on the 2012 contract discussin!! the status qUO for most services. but increasin!! the Citv's commitment to the Crime Watch Pro!!ram. Also attached to this Staff report is some recent correspondence from Sheriff Stuart discussin!! a current initiative the Sheriff's Office is undertakin!!. Citv Administration was involved in discussions durin!! this initiative and will discuss in more detail at the worksholJ meetin!!. Council Memberships and Donations/Contributions: The following memberships/contributions are included in the 2011 General Fund Budget: . North Metro Mayors Association $13,709 . Association of Metropolitan Cities (AMM) $ 8,716 . Community Schools $21,000 - Terminates 6-30-2011 . Mediation Services $ 3,323 . YMCA - Water Safety Program $ 5,500 -2012 request is $7,500 . Youth First (Neighborhood Center) $12,000 -Seeking Teen Ctr. funding . Central Center for Family Resources $ 1,500 The following donations/contributions are in the 2011Caritable Gambling Fund budget and presented at fiscal impact in the proposed 2011 budget: . Youth First - City Partner Fee $10,000 Funding request attached . Alexandra House $10,000 Funded well below request . Senior High Parties $ 1,200 5 Please note that any funding corning from the Charitable Gambling Fund is contingent on available resources. Council direct is soueht on how to hudeet for 2012. Caoital Proiects and Debt Service Funds Capital Projects Levy: Capital Projects Levy - The 2011 Capital Projects Levy Budget specifically designates $1,391,385 of the general tax levy to capital projects and equipment needs relating to Capital Outlay ($210,000), Road and Bridge ($1,064,959), Pedestrian Trail Maintenance ($54,926) and Park Projects ($61,500). Specific designation of the tax levy to anticipated City needs and priorities for transportation and trail maintenance, park projects and equipment outlays allows the City to strategically allocate its resources and raise the public's awareness of City spending priorities. The Road and Bridge levy is calculated according to Council Policy based on annual growth increases, with Capital Outlay, Pedestrian Trail Maintenance and Park Levies increased according to the City Council budget guidelines. . Road and Bridge - This levy is proposed for transportation programming related to maintaining City streets, roadways and pedestrian trails. This would be the sixth year that a portion of the Road & Bridge Fund is dedicated to pedestrian trail maintenance. This levy is also used for the City's seal coating and crack sealing programs and for street overlays. . Park Improvements - This levy is proposed as an annual appropriation to be used to underwrite a wide range of park improvement projects as recommended by the Park and Recreation Commission and approved by the City Council. This funding is intended to be a long-term supplemental source of capital funding for park projects that would be separately identified in the City's Five-Year Capital Improvement Plan. e Capital Equipment/Projects - Under the Capital Projects Levy a levy is proposed to be designated to capital improvement/equipment project expenditures identified through the CIP process. Through this designation, the City, over time, will build a fund reserve to avoid cash flow "spikes" and address a wide range of capital improvement needs such as facility maintenance projects under a more controlled spending environment. Direction is soueht from the Council as to whether or not Council commitment to the Cavital Pro;ects Levv remains at the 2011 level. or should this increase or decrease? Debt Service Levy: Annually the Finance Department conducts a detailed debt service analysis to monitor outstanding debt and to look for early debt retirement or refmancing opportunities that will yield interest expense savings to the City. Staff and Ehlers & Associates have completed that review and it appears at this time, there are not any refinancing opportunities and the Debt Service Fund Budgets below is what is expected for 2012. 6 The preliminary 2012 Debt Service levy provides for the following debt service levies: . 2004A G.O. Capital Imp. Bonds $ 405,292 . 2004 EDA Public Facility Revenue $ 1,092,684 . 2011 G.O. Equipment Bonds $ 102,107 . 2012 G.O. Equipment Certificate (new) $ 146,471 . 2010 G.O. Open Space Bonds $ 182,558 . ???? $ ?????? Total $1,929,112 The levy for the 2004 EDA Public Facility Bonds is presented at a levy that was identified in the original pro-forma analysis for the community center. It should be noted that this levy is scheduled to be reduced significantly starting in 2014, the levy will basically be offset by a significant portion of the $635,000 YMCA annual rental payment. The total 2012 Debt Service Levv proposed above is at the exact same amount as the 20111evv. ACTION REQUESTED The Council is requested to receive a presentation and provide direction to staff. 7 City of Andover 5/20/2011 General Fund 2010 Fund Balance Analysis 2010 Estimated Budget December 31, 2009 $ 4,328,412 2010 Pre-Audit Fund Balance Increase (Decrease) 782,493 Projected December 31,2010 5,110,905 Less: Snow Emergency (70,000) Public Safety (70,000) Facility Management (70,000) Information Technology (70,000) MVHC (490,186) Prepaids /Inventories (206,666) Working Cash Flow (3,660,102) Estimated Balance Available for Adjustments $ 473,951 2010 Working Cash Flow Designation Calculation: 2011 Requested Expenditure $ 9,150,255 % of 2011 General Fund Expenditures 40.00% $ 3,660,102 GF - Fund Balance,xls 8 Office of the Sheriff Anoka County Sheriff James Stuart 13301 Hanson Boulevard NW, Andover, MN 55304-4009 (763)323-5000 Fax (763)422-7503 May 17, 2011 Jim Dickinson, Administrator City of Andover 1685 Crosstown Blvd NW Andover, MN 55304 RE: Law Enforcement Contract Information Dear Mr. Dickinson: As your Sheriff, I have expressed my commitment to providing premium services to our communities while remaining cognizant of the financial challenges faced by us all. I wanted to write to you and share some of our latest endeavors. As part of that commitment, the Anoka County Sheriffs Office has thoroughly reviewed our processes, pricing and office wide protocols with the goal of providing improved efficiency and better overall services. I assigned four of our Command Staff members to a task force to conduct this review. The team's assigned task was to analyze options and potential modifications for our cities 2012 contracts. They were also to identify potential improvements that may serve to better meet the needs of our contract cities while being mindful of our economic climate. They compared metro sheriffs office's methods and pricing for contracted services. They also compared numerous local police departments that were comparably sized to our individual communities. The team's findings were significant. We found that when compared to other agencies, the Anoka County Sheriffs Office provides: 1. More personalized services including assigned city liaisons, deputies and investigators, etc...; 2. Better overall value; and 3. An ability to ensure that calls for service are handled more efficiently through economy of scale (especially when compared to police departments). Although our study found that we provide excellent services at an excellent price, I still pushed our team further to tackle the task offinding alternatives for improvement. We Affirmative ACtiOniIEqU~ Opportunity Employer Jim Dickinson, Administrator City of Andover May 17, 2011 Page 2 identified one final potential cost saving option that we began referring to as "District" coverage. The "District" Concept The concept behind the district coverage is expanded collaboration and cost sharing methods while not deviating from our public safety standards. This can be accomplished through the further sharing of resources by two or more cities that are able to see flexibility in coverage based on current staffing levels. The overall partnership MUST maintain an average of minimum coverage standards for public safety as set forth by our office. Unfortunately, at this time not all cities that contract services through the Anoka County Sheriffs Office have flexibility in their current coverage in order to be eligible for this partnership. Based on our review of current contract coverage, the cities of Andover, East Bethel, Oak Grove and Ham Lake possess the flexibility in coverage to consider entering into a "District partnership". Other cities would need to increase their coverage baseline in order to join a district. We recently began discussing the implementation viability with the eligible cities. Through informal discussions, we found that Andover was not interested in pursuing a role in the district concept at this time. East Bethel, Oak Grove and Ham Lake are interested, and will be pursuing this option for 2012 contracts. The "District" provides many benefits including improved collaboration and overlap of resources which results in a reduction in overall expense. Additionally, as future growth needs develop, this allows participant cities to share the cost of necessary expansion rather than each city needing to absorb the brunt of the cost on its own. This can be an attractive option for cities not currently eligible to participate that wish to expand coverage in the future. They would be able to expand coverage and join a district without having to increase by 8 hour increments as in the past. The total district coverage contract amount is to be discussed and divided amongst the participant cities. The participant cities have the flexibility to decide amongst themselves how the total is apportioned for payment to the county. We recognize that the expense apportionment will vary for participating cities depending on the cost sharing model selected by the participant cities. We provided examples based on current coverage, calls for service, population etc. We also recognize that there will need to be separate contracts for Community Service Officer coverage in the event that not all participating cities desire this type of service. This is ultimately a compromise designed to meet the economic needs of our cities while requiring adherence to minimal public safety standards. As with many compromises, there are negative factors to be considered. Specifically, there will be a reduction of self sufficiency and personalized public safety services for each city. However, it will continue 10 Jim Dickinson, Administrator City of Andover May 17, 20ll Page 3 to be our goal to meet the needs of all of our contract cities to the best of our ability. It is important to note that the Anoka County Sheriffs Office will maintain all operational management and responsibility for scheduling, coverage, and role assignment, etc. . . I have been pleased with the overall spirit of cooperation and communication that has been developing throughout this short process. This is a "work in progress" that can surely be refined, as needed, as time goes on. I firmly believe that open communication is necessary for us to find successful outcomes that will continue to benefit everyone involved, especially the citizens that we all serve. Please do not hesitate to contact my office should you have any questions or if you need any clarification. Thank you again for your commitment to public safety. Sincerely, /~ ~es Stuart Sheriff JSjklh 1 1 6701 Highway 10 NW YOUTH FIRST Ramsey, MN 55303 COMMUNITY Phone: 763-421-8530 Fax: 763.421-8960 www.youth1st.net OF PROMISE May 5, 2011 City of Andover 1685 Crosstown Blvd. Andover, MN 55304 Dear City of Andover, In our 2011 Partner Contribution request we indicated that in 2012 we would be asking each of the partners to increase their annual contribution from $7,500.00 to $10,000.00. The free quality afterschool and summer programs that we offer in your City are a valuable asset to the youth and families that we serve. As our organization continues to keep the cost of operating our programs low we are also working hard to meet the wide variety of needs that our youth and families face. We will continue to use the funds that you generously give our program in a fiscally responsible manne~. Thank you for your consideration of our request please let me know if you have any questions. ~ CARING Diane Henning SAFEP~DULTS NWACCC Board Chair a heallhyACES ~TABL S'a" o se""e: Sl<ILLS JlROtlUnilles Active Partners with: . Anoka County. City Governments of Andover, Anoka & Ramsey. School District #11 . Business. . Faith Based Communities. Civic & community groups. Youth First Community of Promise operates under the direction an~a2"'inistration of the Northwest Anoka County Community Consortium ~~ 0 ~ L.~C 0 -l ~ +-'>. co ~ b$ ::::s (lj'ro <+- (/') _ '';:; ~.~ ~""'O C ~ uz o +-'0 ~ w 0 <lJ .- C . Q.l got: 5: >- OJ 4-~O CO 0 B 0. -5::::s ~"O"E4- '.j:i OJ Z :!::~ > O'U..I:: a. 0 u E aJE Q,lcrott1ro U 0 j,....Ceo <( ~ CO ~ ~ ..s::: tn 0 E E ..c 0 .r. 0 0 .~ '"ts ib 't""'l Q):J C CO -0 roboc D.. ~""'O u 00 oiiJ~V)~ro g V)> 6Eo -6~ ~U'l'~ Vl Q).!: ~.p ~U .~.oroiiJ.~ ..c: E3: -eEl./) cJ Q) u :-Q E b.O .- > co '+- hO Vl..c V) Q) lo.., ro I C 0 c <C w ...2::ro ..::t!.'.p'- j2 $: CO\..... 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