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HomeMy WebLinkAboutWK - January 31, 20121685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV City Council Workshop Tuesday, January 31, 2012 Conference Rooms A & B 1. Call to Order — 6:00 p.m. 2. Discuss Street Lighting for Bunker Lake Boulevard NW West of Round Lake Boulevard NW /10 -27 — Engineering 3. Discuss 2012 County Overlays — Engineering 4. Discuss Assessments /11- 40 /133`dAvenue NW Reconstruction— Engineering 5. Discuss City's Pavement Management Program/Seal Coat & Crack Seal— Engineering 6. Discuss Trail Plan and Policy, Cont. - Engineering 7. Consider Irrigation/12 -16/ Woodland Estates Park —Engineering 8. Update on South Coon Creek Neighborhood Meeting/11 -10 - Engineering 9. U -Haul Storage — Stop -N -Shop — Planning 10. Discuss Results from Participating in the Local Performance Measurement and Reporting Program - Administration 11. Pre -Audit Year End 2011 General Fund Budget Progress Report - Administration 12. November & December 2011 City Investments Review - Administration 13. Other Topics 14. Adjournment AC I T Y 0 F NLfD) 06 VVE9 R1 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.AN DOVE RMN.GOV TO: Mayor and Council Members CC: Jim Dickinson, City Administrator/Finance FROM: David D. Berkowitz, Director of Public Wol SUBJECT: Discuss Street Lighting for Bunker Lake Boulevard NW West of Round Lake Boulevard NW /10 -27 — Engineering DATE: January 31, 2012 INTRODUCTION The City Council is requested to discuss installing LED street lights along Bunker Lake Boulevard NW as part of the counties proposed reconstruction project scheduled for 2012 -2013. DISCUSSION The City Council has directed staff to contract with Connexus for lighting along Bunker Lake Boulevard NW from Round Lake Boulevard to 7th Avenue NW. Connexus is proposing LED fixtures. Attached are the proposed lighting layout and the estimated cost of construction along with the monthly electric and maintenance costs. I will have a sample fixture at the meeting. BUDGET IMPACT The cost to install the lights will be funded by Municipal State Aid funds and the ongoing electrical and maintenance costs will be funded by the City's General Fund. ACTION REQUIRED Staff is requesting direction from the City Council on the proposed LED lighting fixtures to be constructed along Bunker Lake Boulevard NW from Round Lake Boulevard to 7th Avenue NW Respectfully submitted, David D. Berkowitz Attach: Lighting Layout Cost Estimate w m m` s; > _N cc i o c �0 N t v a¢ I j a it 11111 1 f - I s� mg,. � N N __ fn U C .O i AMA i O V m L m O 2 AL4 W 0. L I Lu E E U } t� V Nt W J Y cl W J 00 O LO M CU N 0 ry LO M W J N � 7 -0 U Co O V) ry CU L JUM AL4 W 0. L I Lu E E U } t� V P CONNEXU'o T E Yourmmrgy Partner Mr. Dave Berkowitz City of Andover 1685 Crosstown Bvd NW Andover MN 55304 -2612 Dear Dave, 14601 Ramsey Boulevard Ramsey, Minnesota 55303 763 - 323 -2600 Fax: 763-506-9541 1- 800 - 642 -1672 www.connexusenergy.com info @connexusenergy. com January 25, 2012 I have prepared the following proposal to install new roadway lighting on Bunker Blvd as shown on the attached sketch. Connexus Energy will install, retain ownership, and will provide ongoing maintenance of the lights under our monthly energy and maintenance rate. The installation costs shown below are a preliminary estimate prior to the final design by Connexus Energy's engineering department. Light Fixtures 37 - 130 Watt LED Phillips Roadview light fixtures on 30' fiberglass poles with breakaway bolts as specified by AASHTO. The lights will be bronze colored. There may be a small additional charge for the Andover Grape color. All material and labor including the electrical feed point and controls. Total $139,157.00 The monthly energy and maintenance rate for the 130 watt LED lights will be $9.46 per light per month. (The same lighting system using 250 watt HPS lighting would be $13.72 per light, per month). Maintenance will include replacement for; knockdowns, vandalism, and storm damage, as well as lens cleaning, pole painting, locating services, and all other needed repairs. The material cost of replacement of the light fixtures due to failure after the manufacturer's warranty has expired (7 years), will be at the city's expense. The lights will be installed to utility specifications, will be unmetered, and will operate on a dusk -to -dawn schedule. In addition, the lighting will be installed with circuitry to allow for future part -night or dimming controls for energy savings. The above installation costs are based upon our best practices. If job site conditions beyond our control prevent normal installation procedures or if winter construction is required, additional charges may be applied. Please indicate your acceptance of this proposal by returning a signed copy via, USPS, Fax 763- 506 -9541, or e-mail: leoo @connexusenergy.com I hope that this information is satisfactory for you. Do not hesitate to contact me if you have any questions. Sincerely, Digitally signed by Leo Offerman DN: cn =Leo Offerman, o= Connexus LeoOfferman email =l oo @connexusenergy.com, c =US Date: 2012.01.25 15:26:14 -06-00- Accepted by: Key Account Representative Date: C I T Y O F ND OVE. . 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.AN DOVE RMN.GO TO: Mayor and Council Members CC: Jim Dickinson, City Administrator/Finance Director FROM: David D. Berkowitz, Director of Public Works /City Eng1 r SUBJECT: Discuss 2012 County Overlays —Engineering DATE: January 31, 2012 INTRODUCTION The City Council is requested to discuss the proposed 2012 Anoka County Overlays. DISCUSSION Anoka County Highway Department has plans to overlay the following sections of county roads within Andover: • 160 Avenue NW (CSAH 20) from approximately 1000' east of Hanson Boulevard NW (CSAH 78) to Crosstown Boulevard NW. This is a reclaim and overlay project. • Andover Boulevard NW (CR 16) from Hanson Boulevard NW (CSAH 78) to University Avenue NW. This is an overlay project. • Hanson Boulevard NW (CSAH 78) from 155th Avenue NW to approximately 1000' south of the intersection of Hanson Boulevard NW (CSAH 78) and 161St Avenue NW (CSAH 20). This is a reclaim and overlay project. • Hanson Boulevard NW (CSAH 78) from approximately 1000' north of 161St Avenue NW (CSAH 20) to 181" Avenue NW (CSAH 58). The County has received Highway Safety Improvement Program (HSIP) funds for a traffic signal at Hanson Boulevard NW and 161St Avenue NW. Construction for the traffic signal project including the approaches is planned for 2014. Depending on funding one or more of these projects could move out to 2013 with the exception of Hanson north of 161 st Avenue NW. Note: If the City is interested in constructing trails or other improvements along these project limits the County will include such improvements with the project. All cost associated with additional improvements would be the City's expense. Although there would be a construction cost saving to bid trail projects with the County overlays the City has not currently decided how or if such improvements should be proposed or funded. ACTION REQUIRED This item is to update the City Council on proposed 2012 Anoka County overlay projects. Respectfully submitted, David D. Berkowitz / Attach: Email from ACHD & Location Map✓ Dave Berkowitz From: Daniel Frey <Daniel.Frey @co.anoka.mn.us> Sent: Tuesday, December 20, 20113:45 PM To: Dave Berkowitz Cc: Jason Orcutt Subject: 2012 Anoka County Overlay Projects in Andover Dave, The Anoka County Highway Department is currently working on our 2012 Overlay Program, we are currently proposing three projects within the City of Andover. We are proposing to overlay CR 16 from CSAH 78 to University Ave, reclaim and overlay CSAH 20 from the intersection project at CSAH 20 /CSAH 78 to Crosstown Blvd, and reclaim and overlay CSAH 78 from just south of 155th Lane to the intersection project at CSAH 20 /CSAH 78. We are letting you know that we are planning on doing the work in Andover, as well as asking you if there is any work that you would like to add to the project (e.g. replace sidewalks, additional paving, etc.). Any additional work would be at the City's expense, but there should be cost savings over doing the work separately due to the larger overlay contract. If you have any additional work that you would like to add to the projects please let me or Jason Orcutt know by January 13th, so that we have time to incorporate it into our plans and work on getting a JPA completed. Also, please keep in mind that our 2012 Overlay Program is not finalized and some projects may be removed, shortened, or delayed until 2013 depending upon estimated costs. If you have any questions please let me know, Thanks, Daniel Frey Anoka County Highway Department 763.862.4209 daniel.frev(@co.anoka.mn.us NOTICE: Unless restricted by law, email correspondence to and from Anoka County government offices may be public data subject to the Minnesota Data Practices Act and/or may be disclosed to third parties. ANLI 6or j34q 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/Finance Direc FROM: David D. Berkowitz, Director of Public Works /City Engineer SUBJECT: Discuss Assessments /11- 40/133`d Avenue NW Reconstruction — Engineering DATE: January 31, 2012 INTRODUCTION The City Council is requested to discuss assessments for the reconstruction of 133`d Avenue NW between Hanson Boulevard NW and Crosstown Boulevard NW. DISCUSSION The proposed improvements to 133rd Avenue NW include milling and reclaiming the existing roadway, replacing isolated segments of deteriorated concrete curb and gutter, minor storm sewer repairs, and paving a new bituminous surface. The total estimated cost of the proposed improvements is $860,430.00. This estimated cost includes construction costs, contingencies, and indirect costs. The project costs are proposed to be split equally between the two cities. Only two properties within the City of Andover and three properties within the City of Coon Rapids front along this project, which stretches for over one mile in length. The City of Coon Rapids assesses a flat rate of $1,575.00 per unit for urban properties fronting along street improvement projects. The City of Andover typically assesses 25% of the total project costs for street improvement projects to properties fronting the improvements, but based upon the limited number of properties fronting this project that is not feasible. For this reason, staff is recommending to assess the two parcels in Andover a flat rate of $1,500.00 per lot for the improvements. This rate is similar to other recent reconstruction projects completed within the City of Andover. ACTION REQUIRED Staff is requesting direction from the City Council on how to proceed with assessments for the reconstruction of 133rd Avenue NW. Respectfully submitted, David D. Berkowitz Attach: Location Map of Proposed Assessment Properties" All L C I T Y � . �--- ' - r • 4- oz's�� �r 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/Finance Director FROM: David D. Berkowitz, Director of Public Works /City Engineer SUBJECT: Discuss City's Pavement Management Program/Seal Coat & Crack Seal — Engineering DATE: January 31, 2012 INTRODUCTION The City Council is requested to discuss current Seal Coat and Crack Seal practices that the City conducts as part of the Pavement Management Program. DISCUSSION Currently the City will crack seal a development and follow up the next year with a seal coat. This program has become much smaller the last few years due to budget constraints. Over the past few years staff has noticed flaking of the seal coat and gaps within the crack seal placement. Specific details will be discussed at the meeting. Staff has met with the MNDOT Materials personnel to discuss concerns. They recommend holding off on seal coating for 2012 until more information is available and /or an alternative product such as fog seal has additional research information available. ACTION REQUIRED This item is for information and discussion on how to proceed for 2012 with the City's Pavement Management Program. Respectfully submitted, ` (✓t.oA�- . David D. Berkowitz C I T Y O F ND OVE 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDO N.GOV TO: Mayor and Council Members CC: Jim Dickinson, City Administrator/Finance Direc ..gy�pp David D. Berkowitz, Director of Public Works /City Engi eexn� FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: Discuss Trail Plan and Policy, Cont. - Engineering DATE: January 31, 2012 INTRODUCTION The City Council is requested to continue discussing a request by the Park and Recreation Commission to discuss the current regional trail plan that is currently approved as part of the Transportation Plan and the Council policy that was adopted back in 2002 in regards to the review authority for all pedestrian trail improvements in the community. DISCUSSION As previously discussed with the City Council at the November 29, 2011 workshop, the Park and Recreation Commission at their October 20"` meeting expressed interest in having a role in trail planning. Staff in reviewing this request has pointed out to the Commission that there is a policy in place that was approved by the City Council November 2002 that establishes the protocol for the planning, design, construction and financing of pedestrian trails. At this point, staff does not feel that any changes should be made to the trail plan and policy since it has gone through extensive review just a few years ago. The next time the trails plan will be reviewed is when the overall city comprehensive plan needs to be updated. At this point the Park and Recreation Commission provides input to possible trails construction within designated park property as part of overall development of the park and provides recommendations to the City Council regarding this. Note: If the Council would like for the Park Commission to have some input to the trail planning, the Council should revise the policy. ACTION REQUIRED The City Council is requested by the Park and Recreation Commission to discuss the current regional trail plan and policy that has been adopted by the City Council back in 2002 and consider revising the policy to allow the Commission to have a role in regional trail planning. Respectfully submitted, Todd J. Haas Cc: Ted Butler, Park and Recreation Coommmission Chair Attachment: Council policy on trails; Park Commission meeting minutes of October 20'h, ity Council Workshop meeting minutes of November 29th✓ 2002 -03 Council Goal Setting— Council Policies PROVIDING FOR THE PLANNING, DESIGN, CONSTRUCTION AND FINANCING Mir : OF PEDESTRIAN TRAILS (Council Approved 11- 13 -02) The City Council supports the concept of a bi -modal transportation system providing for both vehicularu and pedestrian travel. The planning, design, construction, and funding of City trails for pedestrian travel are 'a critical component of the City's bi -modal transportation system. As such, the City Council retains direct authority for all pedestrian trail improvements in the community. Multi-use pedestrian trails will be defined as "separate and distinct from recreational trails as they provide the walking public with alternate means of travel along County and City roadways." Accordingly, the purpose of pedestrian trails is to keep non - motorized pedestrian travel off of County and City roadways. Planning activities associated with pedestrian trail construction shall be under the direct authority of the City Council. The planning, design, and construction of trails shall be recommended by the City Engineering Department, with concurrence by the Public Works Division and incorporated within the City's Five Year Capital Improvement Plan, subject to approval by the City Council. Funding for multiuse pedestrian trails shall be underwritten through the City Trail Fund, Municipal State Aid and.grants, with maintenance activities funded by the annual Road and Bridge Levy. A funding formula designated for the maintenance, repair and reconstruction of pedestrian trails will continue to developed to ensure that long -term needs are adequately addressed. Connections between pedestrian and recreational trails shall be coordinated between the City Engineering Department and the Parks and Recreation Commission, with funding allocated according to trail segmentation apportionment between pedestrian and recreational use. Final approval will be subject to the City Council. ESTABLISHING A PROTOCOL FOR THE EXPENDITURE OF PUBLIC FUNDS BY THE PARK AND RECREATION ADVISORY COMMISSION (Council Approved 11- 13 -02) The Park and Recreation Advisory Commission is an advisory body to the City Council I with the purpose of advising, formulating and recommending policies, measures and programming to enhance the quality of life related to the City's Park and Recreation Systen:L The City Council respects and appreciates the role of the Park Commission as it pertains to developing and recommending a comprehensive plan for park and recreational trail improvements funded by Park Dedication Fees, Capital Park Project Levies and state and federal grants. The expenditure of public funds including but not limited to Park Dedication Fees, Grants and Capital Park Project levies is subject to final approval by the City Council. Regular Andover Park & Recreation Commission Meeting Minutes — October 20, 2011 Page 6 Commissioner Miskowiec stated residents come to the Commission with trail requests. He would not hesitate to ask the City Council to consider returning authority to the Commission for trails as they go along with parks. Commissioner Lindahl stated all requests can be directed to the City Council regarding trails. Mr. Haas stated currently there is only $50,000 in the trail fund. Grants have been applied for. Commissioner Miskowiec stated he would like to see the planning for the trail system be given back to the Park Commission. Commissioner Ramnath stated he would not want to mess with it by adding time to the grant process by having to go through the Commission also. Commissioner Lindahl stated the Commission is an advisory commission to the Council. Commissioner Kowalewski asked if the City is notified of available grants. Mr. Haas stated the City is notified. Chair Butler suggested a discussion be held with the Council on the overall trail plan and grant plan. Mr. Haas stated trails are about $50 /foot to construct. Commissioner Miskowiec referred to Councilmember Trude's list of items she'd like to see the Commission discuss. Mr. Haas stated the protocol would be discussed at the November joint meeting. Chair Butler stated he would be in favor of having the Park Commission have a role in the trail planning. It should be discussed at the joint meeting. ANOKA COUNTYSHERIFF'SDEPARTMENT 2nd QUARTERLYREPORT Mr. Haas ented the 2nd Quarterly Anoka County Sheriffs DpafSent Report. He reminded reside of to leave valuables in their cars. He o reminded residents to report any suspicious 'vities they observe. PARKDEDICATIONIMPRO NT 2ND QUARTERLY REPORT/FINANCE DEPARTME Mr. Haas provided the ProiWOCommitment Listin ort, Balance Sheet and Revenue and Expenditure Repo or the Park Improvement Fun September 30, 2011. 0UTSTAWNG ITEMS raas reviewed the outstanding items providing updates on On -Going Projects, On- Projects, Task Force Updates and Other Items of Interest. Andover City Council Workshop Meeting Minutes — November 29, 2011 Page 5 Park Commission to review. Mr. Haas indicated after the study was complete; the results show the Mr. Haas reNowed the report. Councilmember Tru asked if installing artificZdetermined luded in the ort. Mr. Haas stated it is not but certainly could \therre Mr. Haas stated the repdicate the csy m needs to be upgraded. Councilmember Trade re some futats that indicate more park expansio n. She believes the City io ade and arks, even though there is playground equipment at the parks . aas sthose plats where done there was interest in expanding the park such to p determined by the Council at that time. Mr. Haas stated there is still a po ssibility ex d those parks when the plat comes in. The developer is responsible to grZeloope d seed t ark. Mayor Gamache stated when trings in th\p1the developer could ask for the park to be removed. Mr. Haas stated Councilmember Trude st d an additional $75,000 should go into e park fund for future planning of parks. Mr. Dickins indicated adding the $75,000 will not signi ntly change the outcome of the park dedication e study. Mayor Gam e questioned the planning of a park that has not eve been platted yet. Councilor er Trude stated this is a plan to have the funds available when the de opments come in. Mr. ickinson indicated the additional funds to be added area reasonable reque Councilmember Trude suggested having staff review and fine tune the draft. Mr. Haas stated the Park Commission should review the draft since they will be the ones making the recommendation to the Council. Mr. Haas indicated staff will review the draft and make recommendations to the Park Commission and the Park Commission can decide if they agree with recommendation. JOINT MEETING WITH PARK COMMISSION — DISCUSS TRAIL PLAN AND POLICY Mr. Haas indicated the Park Commission has requested to participate more in the discussion when planning future regional trails. He reminded that the Park Commission back in 2002 a policy was put into place that removed the Park Commission from the regional trail system decisions. The Park Commission still has the opportunity within any park when a trail is interior to make the decision of the trails located within a park but not the regional trail system. Councilmember Knight asked how the Park Commission would word the policy to include them. Andover City Council Workshop Meeting Minutes —November 29, 2011 Page 6 Commissioner Miskowiec stated the Park Commission is not asking to review all the trail projects. - _ He indicated if the Park Commission had a choice regarding the trail system they would make some - -- different decisions. When leaving the Park Commission out of the trail planning, the Council is taking away one of their tools to properly integrate connecting parks. Chair Butler suggested the policy state the Park and Recreation Commission review and comment on the trails. Commissioner Van Vark asked what the policy stated prior to the current policy. Mr. Haas answered the prior policy indicated the Park Commission had opportunities to make recommendations to the Council about certain trails and what the next trail section should be constructed. Chair Butler stated the Park Commission has no idea of what regional trails the Council is planning. Councilmember Trade stated there are no regional trails being planned at this time due to lack of trail funds coming in. The only trails being done are the ones that are being constructed at the same time as a road project, using road and State Aid funds. Councilmember Trade stated someone should be looking beyond the regional roads and the Park Commission could look at the long term planning. Chair Butler stated that makes sense. Mr. Haas indicated in the transportation plan there is a trail plan and he does not think much more could be done right now on the trails. Councilmember Bukkila suggested expanding amenities within the trails and she thinks that should involve the Park Commission more than the transportation component. Commissioner Van Vark asked if there is an appetite to formalize having the Park Commission have a voice in the regional trail process. Councilmember Trade suggested that regional trails stay with transportation projects. JOINT MEETING WITH PARK COMMISSION— DISCUSS TRAIL CONTROL SIGNING OF RECREATIONAL TRAILS Mr. Berkowitz stated he attended a Met Council Workshop about wayfmding, which is keeping consistency among trails from city to city to county so all systems fit together. He indicated he and M MrTr4WwQLeeting with Anoka County Parks on a joint effort tying the City trail wwwvsystem in with the County syste . ft%- *, Mr. Berkowitz inlc thar�l an issue about the c si s. He stated the City signs all of 1t with 12 x 12 stop signs and a pedestrian crosswa0Tr,*ti�wr . '1 stop signs are not effective; pedestrians do not stop. He stated the recommendation from Met Counci -fQ�the City to remove the stop signs on the trails, the crosswalk provides the pedestrian the right -of -way. 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/Finance Direct David D. Berkowitz, Director of Public Works /City eer FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: Discuss Irrigation /12- 16/Woodland Estates Park - Engineering DATE: January 31, 2012 INTRODUCTION The City Council is requested to discuss two options that are available to provide irrigation to Woodland Estates Park, Project 12 -16. DISCUSSION The improvement to irrigate Woodland Estates Park is included in the 2012 CIP. Staff has had discussions with the property owner on the east side adjacent to the park about the possibility of connecting into the property owner's irrigation system and entering into an agreement for the use of their connection and water. The other option for the City to consider is to make a direct connection into the existing watermain that is located on the west side of the park. A water service was not provided to the park when utilities were being installed with the development. The estimated cost for each option is as follows: A. Connect to adjacent property at 2348 Veteran's Memorial Boulevard NW. • Irrigation and parts: $1300 • Reimbursement for use of property owners water per year $250 • City would be responsible to blow out irrigation system N/A Note: If Option A is approved, the City will prepare the agreement that will need to be signed by both the City and property owner and recorded with the County. B. Connect to existing watermain located on the west side of park (see attached drawing). • Irrigation and parts (including controls): $1500 • Material & labor costs to install water service $3100 Patch Trail $500 • Water Connection Charge $3972 • City would be responsible to blow out irrigation system NA BUDGET IMPACT $5000 has been has identified in the CIP (see attached) for this project. Note: Option B ended being higher as it was determined that a water service was not installed as part of the utility installation. Mayor and Council Members January 31, 2012 Page 2 of 2 ACTION REQUIRED The City Council is requested to discuss the two options that are available to provide irrigation to Woodland Estates Park, Project 12 -16 and direct staff on how to proceed. Respectfully submitted, 1 P-01 Todd J. Haas Attachments: Parks CIP ✓Existing water main location for Option B✓ Capital Plan City of Andover, MN Project# 12- 45001 -04 Project Name Irrigation Project- Small 2012 thru 2016 Type Improvement Department Park & Rec - Projects Useful Life 10 Years Contact Asst.Public Works Director Category Park Improvements Priority 1- High Description rhe Park and Recreation Commission would like to begin making irrigation improvements to some of the existing parks within the city. The ?ark they are recommending for 2012 to irrigate is Woodland Estates Park. Justification By providing irrigation to this park, the grass will grow better and provide a better playing surface area to play on. It will also blend in better with the surrounding neighborhood as the neighbors have irrigated yards. Expenditures 2012 2013 2014 2015 2016 Total Improvement 5,000 5,000 Total 5,000 5,000 Funding Sources 2012 2013 2014 2015 2016 Total Park Dedication Funds 5,000 5,000 Total 5,000 5,000 maintenance will be required in addition to the cost of utilities (water, electricity, etc.) 49 ANA61Y Capital Improvement Plan Project Name: PARK IMPROVEMENTS (2012) WOODLAND ESTATES PARK L E G E N D Project Location G Lots /Parcels Park Water Right of Way City Limits N W E S 0 120 240 480 IMME Feet 50 Location Map w 3 o }' o m m W A + W Rol I I I I i • iy:.' 1 I >fr I !) ID I I I ao I I G 3 I I .26 I I I I I Zz a~ I I I I I I I 4 L L G ----- - - - --i r 23 i 22 PARK i 21 i i 20 I I I I I I 1 I i I I I I I• i - - - - - - - - - - L--- - - - - --J L-- -----J - --' 4 13 \� / ^� \\ m i I az 24 I C/) J / Z app /�- `\ OOd? / /// I w� i x Q o 25 / N �' I I m3= / o I 10 C In W I f z� -_, M LM °---- - - - --I W. co c x�J~ 1 Lu 26 00 (D 1 I wo=cw !1 I I I v� /��" L-------- - - - - -i I -- - - -_ -- _ -� �- C I T Y OF 841, NDOVE 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/Finance Direct FROM: David D. Berkowitz, Director of Public Works /City Engineer SUBJECT: Update on South Coon Creek Drive NW Neighborhood Meeting/11 -10 - Engineering DATE: January 31, 2012 INTRODUCTION The. City Council is requested to discuss comments received from residents regarding the proposed reconstruction of South Coon Creek Drive NW. DISCUSSION A neighborhood informational meeting was held on January 10, 2012 to discuss the proposed reconstruction improvements to South Coon Creek Drive NW. Attached are the comments that have been received as of January 26, 2012. The feasibility report for this project will go to the City Council on February 6, 2012 with the public hearing to follow on March 6, 2012. This item is for information and for staff to answer any questions the City Council may have. ACTION REQUIRED No action is required at this time. Respectfully submitted, David D. Berkowitz Attach: Informational Meeting Sign In Sheets & Resident Comments 0 >qo 0 0 m In I- I M ti . V O> cl 0 L� 0 0� N W W> Z ZOp �Z Q K� W o ZM Q N 00 �L; m r o� �CD Qr WX J 7 LL O m Z 0 U) O w U LO co co I G -ll C '+ w D w O � �.i n � a +L+ r � � N C R 1 ti E 0 0 N a Q' � a C y ip V 'I VI N X G -ll C '+ w D w E Q, In � � � n � a 9 m � R 1 a � � a 'I VI � X x �• 1 � •� �`n a ag V 1 J 1 E Q, In � �J J � n � a m � R 1 a :J CV e r 'I VI x �• 1 � •� �`n � ag V 1 J 1 E Q, In \� t v1 M (v � ll 91 �ti, Y V �J -a� vl I�- �J b V 'I l� I'D �J J J � a R U a :J CV e r 'I VI •� �`n � 1 V 1 J 1 \� t v1 M (v � ll 91 �ti, Y V �J -a� vl I�- �J b V 'I l� U a :J CV e r � 1 c J \� t v1 M (v � ll 91 �ti, Y V �J -a� vl I�- �J b V 'I l� a 0 0 r M '� 0 0 v v 0 > L IX Cl) O Lo U +� T T �� O ON U) w C N E z O > mod/ Z_ p Z �r Q L Z A O O i (� _ zo L. 0 CL a N O m (n • � L a Q. ,; Z V L Cl) LO Qr = O L o H �< V O m o t% m U) O m U to 00 co c 61 N ^v fil c/ d W r 0. i '� �6 a IX J J v V) Y � a! Al V 3- �i t d � M '� �6 IX J a M � � is �1 T i 0 COMMENT SHEET South Coon Creek Drive NW Reconstruction Project 11 -10 Informational Fleeting Thursday, September 22, 2011 5:00 p.m. ® 7:00 p.m. Name: ,) C1b Address: Phone: E -Mail: V,)w;1k As"tn� I IRI.� 1! ' COMMENT SHEET Name: b, � \I)o\ V\ 7 ► Address: Phone: .� 5 'iu 3 E -Mail: o n i a n J i D M' ,Co w\ Comments: ,x)o,\Ve -s r) -v- Vn'\Ve- V\ow, h �� �e a(Z.- Are,. a A 4,e c Cr) S COMMENT SHEET South Coon Creek Drive NW Reconstruction Project 1110 Informational Meeting Thursday, September 22, 2011 ' > 5:00 p.m. — 7:00 p.m. Name: N Ao-s f� CAC__ Address: _S `/ & ?5 J Phone: %� '3l �% E -Mail: Comments: ;L2 Z6> 0 �-i;� � ,? Vii%- � •7.'�k� Wit/ r_iO Y111el p /ssv --6_ COMMENT SHEET South Coon Creek Drive NW Reconstruction Project 11 -10 Informational Meeting Thursday, September 22, 2011 5:00 p.m. — 7:00 p.m. 6,61 �.► Address: a-447 s • 1 )Ywe Comments: r. 1-No K I I ► ■. NDOVE COMMENT SHEET South Coon Creek Drive NW Reconstruction Project 11 -10 Informational Meeting Thursday, September 22, 2011 (� 5.00 7 — 7:0 P.M. Name: V 0 r! V1 � �, qQ8 , Address: %%O T, � C',Qepa CY`ap.�= h to r Phone: 7�3_6��i`�o3o C E -Mail: o el C-All C Q F Comments: ,o -nd © r Drt) PgAA TTA ] -rvv, r-u f v r?r, ro(gA "Tv r. / 'n Baywr OF- e l `r `P) mn �n-f id s � o n cf1 lh� 6- Y) V QA' oUU V)nt tio(qle, U ro,�qv) l o>(! 4 lJ -904-ce a c,191 i17LU )'s veNk Good, 14 COMMENT SHEET I South Coon Creek Drive NW Reconstruction Project 1110 Informational Meeting Thursday, September 22, 2011 ''// ``5:00 p.m. — 7:00 p.m. Name: ems+ y KOWVL_ 0 /� 11 n �A , Address: 2-i So O-`no L l�� 6S' i %�40AL— /�' / /�° 5-130Y Phone: E-Mail: t-1Aoe_MQti�3Pg Comments: a L_i�a, u 1O� 64X In� dz i A.62,z✓�' L a, GA #r ! 514 to s / hAt- ' It �� `'� S 111J�- dtJA t i_ r S k �_ �7kQw L 4b J -ns, 4v c- K%J — C, - COMMENT SHEET Name: Address: �itr1� ��v. 1 ^e L^ Phone: ''763 -75-7,'766-7 E -Mail: -n J Ae rie 3 K� C'�S� L1 �t w4- - \0 - Acldress:2*_�S. F • Comments: a _tz� u s i ,n noa+ '� J L 5f n ra _ i1 1' Ala ubs cko owl aJ -o r O e Ct_. 5(1 t D CIL_ ntc-c_� Ala e� cVcrif, ,�, C I OVE COMMENT SHEET Name: Address: � cIr .G c Phone: E-Mail: 1/l�� _ l'�_ - COMMENT SHEET �.r.. Address: Z 143 �)o 'or v-\ GQO Qz Phone: / iz-�1�� -5�t—� E -Mail: - S4LOmLnvJAAA pw c,ay.�) Comments: M1 I 1; Name: Address: CITY OF rr y� NDO CO i.M IaT V/I4.eET M& 1 1 l C I T Y O Fy COMMENT SHEET Name: if t Ott- v� ( _il C- tj L m, "y K YA Address: I o7a °U eAJ Phone: %%G�� l'i'7 (r % E -Mail: (F,41 T -� d'UC�C� (� ���'� �'• C Comments:`t /.9 �IU(tC iAr{iaPA. 11�A4fie, �C' r ^ 0 )Q(vu/l /JC�X VI siL�E C2diJ h)r k t-1. s -is- 0 0 n m n a O> no N r2 Ow rn w w> Z z0 �z LU w� O� o . z M Q N . rn 7j N z n � M (Y � Q n w J DU- 0 m z 0 r- Lo Lo 0 m U u� m (07ffimi zooSET00000000 Z C\ N > >' O Y = N L5 O � (R C = N N O U "El El ® ® EV ® ® ® ® ® �, C L L -0 0 0 � � O Q co z .� Q O w, W O V L CL O = M O O cs7 � c O � � � O Z r N r � > ; O O 0 O M i �- E C L 0 U c� C O N U � N a rN Q r O o V`t J � � J IS rx. 0 III C\ N T III 0 0 M CD r a o > M o L O rQ- M 0w 10 L, W> z0 z0 Z< W� 03 z Cl) Q N LO �LO 2 n � M Q I� > w J 7 U- 0 co z 0 0 w O N �=FuD)C'. NOC =N > T OTC+ - ' m 0 = O N t L p O >1 a � T — cu C } Cc: (..) L U co - Q O E T O- N O 4 � C v � L N O O M � c . O d N CD Q� r N Q O 4 L d cL E C i o U c O o N U m F con :Z!M11 11 on000 DOD O -Boo 0000 000 Z ;®®®®® DEED 000 � v a N cr m M M V , d J � 9 V , 65b d J 65b L C I T Y 0 F NDOVE A^ COMMENT SHEET South Coon Creek Drive NW Reconstruction (C.P. 11 -10) Informational Meeting Tuesday, January 10, 2012 6:30 p.m. Name: Address: i %�6 _�� ���'� C e-7�<' Phone:' 6.2 E -Mail: Do you have an irrigation system near the roadway: yes 'UL�) no (circle one) Comments: eh�' -1T o`' /e y L>�C - 16- r C I T Y 0 F COMMENT SHEET South Coon Creek Drive NW Reconstruction (C. P. 11 -10) Informational Meeting Tuesday, January 10, 2012 6:30 p.m. Name: P/"'� A J,L - Address: Phone: � 3 -`�'SY- y E -Mail: Do you have an irrigation system near the roadway: yes (n?) (circle one) Comments: 24= (A to Vt cN'-L', hV) vN t"1 - OVE ID : COMMENT SHEET South Coon Creek Drive NW Reconstruction (C.P. 11 -10) Informational Meeting Tuesday, January 10, 2012 6:30 p.m. Name: Imo— �� � �1 ��,, ,- Address: � � S6i Coop' C (L G C jG !GL Phone: ���`%30'S9�� E -Mail: �i� ®C��ernY��cePs:Cow Do you have an irrigation system near the roadway: yes no circle one) Comments: cCJ ®y�r�nn G/� Sc-c �-ke =)-S'2o I��i�G /?'S / / S � 1 �i2ot.� d✓/ ��`��e7^ �,$C'o �y° /Y%14�'Y —`4 COMMENT SHEET South Coon Creek Drive NW Reconstruction (C.P. 11 -10) Informational Meeting Tuesday, January 10, 2012 6:30 p.m. , Name: T4-1 T ---�0(4IJSOA 6t, 2kj" �00 L�� Address: Phone: Co51 )2) 2 7 _ E -Mail: Le_Le t1 eP -q _S@ Co Do you have an irrigation system near the roadway Comments: W i Ve L ye no (circle one) T[Ud IQ +._ r�gat(p -\ ANDOVEA T Y O F COMMENT SHEET South Coon Creek Drive NW Reconstruction (C.P. 11 -10) Informational Meeting Tuesday, January 10, 2012 6:30 p.m. Name: �O rn ­6& I Address: "_ C Phone: E -Mail: t loo I u no i n s Do you have an irrigation system near the roadway: yes .no circle one) Comments: ��� T L GUl yn oe, } ,n k-t A/Vw cko � --'tom S 4 �qC w J ' ' %-0 r%ak � asSe��rn� J PS`IC�� h tS tS �� U ti is 1�yrk.& L' VJ b le _l o h 6si- COMMENT SHEET South Coon Creek Drive NW Reconstruction (C.P. 11 -10) Informational Meeting Tuesday, January 10, 2012 6:30 p.m. Name: Address: (� CQ� k -I�N Ue Phone: %/6:� --76c/ E -Mail: QpCi t Moia Ct1V1 �^�' �1�0.0 C01V1 Do you have an irrigation system near the roadway : yes no (circle one) Comments: -91- COMMENT SHEET South Coon Creek Drive NW Reconstruction (C.P. 11 -10) Informational Meeting Tuesday, January 10, 2012 6:30 p.m. Name: Address: Phone: 9K ,2- E -Mail: rTva /C7 r'6/� rya; L G-'Owt Do you have an irrigation system near the roadway: yes no circle one) Comments: J COMMENT SHEET South Coon Creek Drive NW Reconstruction (C.P. 11 -10) Informational Meeting Tuesday, January 10, 2012 6:30 p.m. Name: Address: 3y,31. 5- cab Q/( Phone: 7/'3- aat- E -Mail: Do you have an irrigation system near the roadway: yes no (circle one) Comments: Drcc �v toc,v d t7uc v�j -93- 9kqi F DOVEA COMMENT SHEET South Coon Creek Drive NW Reconstruction (C.P. 11 -10) Informational Meeting Tuesday, January 10, 2012 6:30 p.m. Name: Addres Phone: %APO _ L0410 E -Mail: rkm, er k ukxw, &w Do you have an irrigation system near the roadway: yes (circle one) Comments: 99 � A d"J J4A) t tL —17;Ltt - Mo January 12, 2011 RECEIVED RE: Comments regarding South Coon Creek Drive Reconstruction (C.P. 11 -10) JAN 2 0 2012 CITY OF ANDOVER Mr. Berkowitz and City Council, My wife and I are Andover residents and have been Andover residents for 13 years. We attended your Open House on January 10 and also the Open House that you invited us to last November. And so we think that we understand the project and its implications. We agree that South Coon Creek Drive is in need of repair. However, we're concerned about the cost of this project, especially during this time of economic hardship. We respectfully request that you delay this project until the economic situation improves. In the meantime, we would prefer that the city continue with its "band -aid" approach (i.e., filling pot - holes, etc). Although we enjoy walking, jogging and biking along South Coon Creek Drive, we are concerned about the additional cost of providing the bicycle /pedestrian paths. And so, in addition to the plan as it is now, we would like to see a plan that does not include the bicycle /pedestrian paths, anticipating that the alternative plan would be less costly and therefore more palatable. Thank you for reading and considering our comments. Michael and Lily Beaupre 3018 South Coon Creek Drive michaelb@connexusenerev.com p.s. Yes we DO have an irrigation system near the roadway _9S 11-10 Dave Berkowitz To: Ron Erickson Cc: jlaw @andover.mn.us Subject: RE: South Coon Creek Drive NW Reconstruction Ron, Thank you for the email. Please refer below for the response to your questions. If you have any more questions or would like to discuss this more please send me an email or give me a call. Thank You David D. Berkowitz City of Andover Director of Public Works /City Engineer 763 - 767 -5133 From: Ron Erickson [ mailto :rerickson @ihearterickson.com] Sent: Monday, January 16, 2012 10:25 AM To: Dave Berkowitz Cc: jlaw @andover.mn.us Subject: South Coon Creek Drive NW Reconstruction Gentlemen We would like acknowledge your professional handling of the meetings on this construction project. We all have personal feelings and emotions about this project and you have done a good job explaining the details and the process involved with it. We have several items we would like clarification on. 1. If our neighbor across the street truly were to agree to all of the street widening on their property(3060) is this possible and what is involved to get this into the plan? The plan is to keep the centerline the same. The shift of centerline will most likely impact 3 properties across the street from you. All neighbors interested would need to request this in writing and then we would look at the design to see if the shift of the road would have more adverse impacts such as additional excavation, additional retaining walls, tree removal etc. 2. What type of retaining walls are being proposed and do we have any say into the design? That will be determined in the design phase. Most common retaining wall constructed for similar projects is a block type wall. 3. What would the policy be on driveway aprons? Ours currently is pavers with 12" of class 5 base. The driveway is replaced in -kind. The pavers would be salvaged and reused so that they match. 4. Is it possible to have a second driveway cut in the curb on the same property? If you would like a separate apron you would need to submit a written request as stated in the ordinance to the City Engineer and I would evaluate it. If the drive is approved all cost associated with this would be the property owners responsibility. —96 5. What is the latest time period to accept a water stub out? We would need a letter petition by early March 6. How far beyond the new curb will the property be affected? Will the excavated soil for the water main be piled on the street? This is all dependent on the steepness of the slope behind the curb. If it is fairly flat the distance behind the new curb line is approximately 3 feet. If slopes are steep it would be what is needed to meet design criteria or for placement of a retaining wall. That will be determined in final design. The excavation for the water main should remain within the existing roadway. In areas where hydrants are placed this could vary. We understand the need for the road reconstruction. We would like to be on record that our desire is to leave the road at the existing width and reduce lane size and stripe the shoulders within this dimension to give the bike /walking area. If what you discussed in one of the meetings is true striping slows vehicles down this should be an acceptable option that would satisfy every ones objection to the road widening. We look forward to the council meeting where these items may be discussed. Thanks Ron and Stacy Erickson 3065 South Coon Creek Drive FAIM A C I T Y O F 0 NDOVE 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.AN DOVER. MN.US TO: Mayor and Councilmembers CC: Jim Dickinson, City Administrator FROM: David L. Carlberg, Community Development Director SUBJECT: U -Haul Operation at Stop N Shop — 13725 Crosstown Drive NW - Planning DATE: January 31, 2012 INTRODUCTION The City Council is requested to discuss the operation of a U -Haul rental business at the Stop N Shop convenience store located at 13725 Crosstown Drive NW. DISCUSSION The EDA discussed the operation of a U -Haul rental business at the above listed location at the January 3, 2012 meeting as a part of the Crosstown/Bunker Redevelopment Area. The EDA generally was not supportive of this type of operation but believed additional discussion was warranted. The business owner has submitted the attached petition requesting that the U -Haul business be allowed to continue. City Code Requirements The City Code does not allow either by permitted or conditional use a rental business in the NB, Neighborhood Business District of which this property resides. In order to allow the use to continue, a zoning change to the property would be necessary or the City Code would need to be amended to allow rental businesses in the NB District by either a permitted or conditional use. The rezoning of the property to GB, General Business to allow the use would be frowned upon as that action in itself would be considered "spot zoning ". The possibility also exists to examine amending the City Code to provide for an Interim Use Permit (IUP) process allowing the use to continue under this provision. The purpose and intent of an IUP is to allow a use within any zoning district for a limited period of time that reasonably utilizes the property where it is not reasonable to utilize it in a manner provided in the Comprehensive Plan and/or to allow a use that is presently acceptable but that, with anticipated development or changes, will not be acceptable in the future. Attached is a draft of language on IUP's that could be added to the City Code for discussion purposes. ACTION REQUESTED Review and discuss the request and direct staff on how Council would like to proceed. Attachments Letter and Petition Dated December 28, 2011 submitted by Marwan Merhy, Owner of Mario's Stop N Shop Example Ordinance Language regulating Interim Use permits Respectfully submitted, David L. Carlberg Cc: Marwan Merhy, Mario's Stop N Shop December 28, 2011 To: City of Andover / City Council From: Mario's Stop N Shop To Whom It May Concern: We are writing you today in regard of the notice we have received about the U -Haul service we offer to our customers. We have been asked to shut down the U -Haul business due to property zoning that don't allow rentals. As you may know, business has not been the greatest and seems to be getting tougher as time goes by. So we brought in the U -Haul to help bring more customers to our business, give a better service to the neighborhood. As you may also know, the landlord tried to rent the space next door to be used as a warehouse and found out he can't due to property zoning also. We looked into relocating the U -Haul business into the right zoning area but we cannot make enough money to have it pay for its own location and expenses. As a result of the research, we have found that most of our rental customers are actually located in Andover and the surrounding cities. Once our customers heard we will be shutting down, they asked to start a petition to show the need and use of this type of service. Attached is the petition from the neighborhood to show their support. We are asking you today to help our small business and families to survive the tough times we are all going thru, by letting us keep the U -Haul business to continue servicing our neighborhood. Thank you in advance for your time and consideration. If you have any questions, please contact me at 763- 754 -2526. Sincerely, Marwan Merhy Owner, Mario's Stop N Shop -3- Help us keep the U -Haul business in Andover As part of our convenient services to the residents of Andover, we have added the u -haul service to our location. Based on our rental history in the past few months, our records indicate that many residents from Andover and other cities have used it and have been happy with the location and its convenience. You might be someone who already used it or might use it in the future, why should you go far to get it? As you may already know, The city has asked us to shut it down because of the property zoning. We are asking you today to sign this petition to show how important and convenient for you it is to have a u -haul service that close and asking the city to reconsider the zoning of the property or even issue a special permit so we can keep our convenient services to you. We appreciate your help and support and look forward to keep serving you. Mario's Stop N Shop team and management. —H - C 5- IMIN 2,49, lia _ _ .. WE MMMAI d�. M i ' -, _ . , E0, 1/ :� s _� � _. [�/L�Y � : • , 1 �/ ..III ,;Lu Via - / ll W � !� 11 . ; �►1� •' � I ! � ' / t{�Ct �. � Am IJ 5- IMIN NAME ADDRESS Signature we f/Vla 2S 1 L i 3yj v V-�� N SS-3Q� MBE �L U�� 2331 C/1+(Kr Oka r- uW s53�f G l 1353 C Ynr.,-n Im<< C4L N w Ar Po urn e� IkN �i /f AAVV -eL MN 1 ol � -� /St 41v 11 vd 2, Avc N to L � � bn � �,� • . Gay -per /�� -�'o ; � � A 133S? Sa,;�ST.Nw. 'ion /` /`' - 6 - :J 7- IS .I^— i' f► ' , Mm, NO a Nab) I , wn, 6 M, Ml ALE �,Mxm M.:/ 4 VIA - �i s�.a.M.s H, �M. �� �M M, oll"Mr/mil M.71, NO 7- IS .I^— C1 C �,LV,c c - I&- y a �i '•- ; ; .i. /� ' iii ' ' i�i� / ��' I �1� ...��, /�`j WATW O.4F[ILMK*, MW 01 NO M.'To"MME W MPM Al2 Of AJIMIMM"AM i mmium-Im 00 Mm II 1� I / ip. WSAW, lr►� I I- I FA ROM - I&- y a oiis 9 A On U ARMS Apol, hopy.&I 1 4 t � I mz W FA IN Mo �_! � 1, M-0141,11 NO mo i 1 oiis 9 r V 1© --1 - LI f M IS v NAMIMM SO -Mn "m �,, • F I M/1 I � 1. ffj Mo C r V 1© --1 - LI f INTERIM USE PERMITS (A) Purpose. The purpose and intent of allowing interim uses is: (1) To allow a use within any zoning district for a limited period of time that reasonably utilizes the property where it is not reasonable to utilize it in the manner provided in the Comprehensive Plan; (2) To allow a use that is presently acceptable but that, with anticipated development or other changes, will not be acceptable in the future. (3) To allow a use for a brief period of time until a permanent location is obtained or while the permanent location is under construction. (B) Application and procedures. The application, public hearing, public notice and procedural requirements for interim use permits shall be the same as those for conditional use permits as provided in 12 -14 -6. (C) Standards. The Planning Commission shall recommend an interim use permit and the Council shall issue such interim use permit only if it finds that such use at the proposed location: (1) Meets the standards of a conditional use permit set forth in 12 -14 -6; (2) Will terminate upon a date or event that can be identified with certainty; (3) Will not impose, by agreement, additional costs on the public if it is necessary for the public to take the property in the future; (4) Will be subjected to, by agreement with the owner, any conditions that the City Council has deemed appropriate for permission of the use, including a condition that the owner will provide an appropriate financial surety to cover the cost of removing the interim use and any interim structures upon the expiration of the interim use permit. (D) Termination. An interim use permit shall terminate upon the occurrence of any of the following events; whichever occurs first: (1) The date or event stated in the permit; or (2) A violation of conditions under which the permit was issued; or (3) A change in the city's zoning regulations which renders the use non- conforming; or (4) The use has been discontinued for six months. -1l - kC I T Y 0 F ND0VER*. 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US TO: Mayor and Councilmembers CC: Jim Dickinson, City Administrator / Finance FROM: Lee Brezinka, Assistant Finance Director SUBJECT: Results from Participating in the new Local Performance Measurement and Reporting Program DATE: January 31, 2012 INTRODUCTION On June 28, 2011, the Council adopted the ten performance measures recommended by the Council on Local Results and Innovation. The standard set of ten performance measures for cities and counties will aid residents, taxpayers, and state and local elected officials in determining the efficiency of counties and cities in providing services, and measure residents' opinions of those services. Cities and Counties that chose to participate in this voluntary program may receive a reimbursement in LGA and be exempt from levy limits. DISCUSSION An on -line survey was done with the assistance of the League of Minnesota Cities and hosted by Survey Monkey during November 2011. Notification of the survey was sent out via the newsletter and a link was also posted on the City's webpage requesting resident participation. The results of the survey are attached along with any comments that were made. As part of the program, the results will need to be shared with the public and the State Auditor. BUDGET IMPACT The adoption of this program allowed the City to collect $0.14 per capita ($4,284) in LGA to help offset any expenditures associated with a community survey, in addition to being exempt from levy limits for taxes payable in 2012. ACTION REQUESTED The Andover City Council is requested to review the attached results and determine how they should be shared with the residents (newsletter and/or website). Respectfully submitted, Lee Brezinka Attachments: Survey Results How would you rate the overall appearance of the city? # saying Excellent 7 # saying Good 27 # saying Fair 7 # saying Poor 0 # saving Don't know Oil ITotal Responses I 4111 • saying Excellent 17% • saying Good 66% • saying Fair 17% • saying Poor 0% • saying Don't know 0% overall appearance ■ % saying Excellent ■ %saying Good ■ %saying Fair ■ %saying Poor ■ %saying Don't know Everything is too matchy matchy. All houses lined up in a row. All shades of tan. More Fair creativity would be nice. I don't like those bright colored signs by the road (example by Walgreens on Bunker Lake). They're okay once in a. while to highlight a sale for a business but they seem to be Good permanent now. Fair More flowers & landscaping would be nice. the drive down Hanson could be nicer Fair Really l000ks like any other suburb. Fair rules to improve neighbor's home on our block -- it's been years now The dividers on Bunker L.Blvd by Target look weedy. Seems like the apts facing Bunker Good by Speedy should be updated. Fair The thing they did on Bunker fromHanson to Crosstown looks really bad. Excellent This is home, I love how it looks. I don't see flaws, just beauty. Good Very clean, buildings kept up and people often outdoors. Excellent We love living in Andover and our proud of our community. weedy boulevards, garage along county roads, and ugly board fences make major roads unattractive; parks attractive, except where they've been let go such as one in neighborhood north of Festival, along east edge of neighborhood, looks worse than a vacant lot in a new development, school property and most commercial look good; wish all Good businesses and homes hid dum sters and garbage cans -- really stick out as ugly. Good Would be excellent, but those powerlines on Hanson are hideous! How would you describe your overall feeling of safety in the ci ? # saying Very Safe 23 # saying Somewhat Safe 17 # saying Somewhat unsafe 0 # saying Very Unsafe 1 # saying Don't know 1 available, raises them as a conversation point, and allows families to talk about the Very safe Total Responses 42 I live at the intersection of 155th Avenue and Hummingbird Street. There is a stop sign • saying Very Safe 55% • saying Somewhat Safe 40% • saying Somewhat unsafe 0% • saying Very Unsafe 2% • saying Don't know 2% ignoring the stop sign there (they drive right through it continually). I've contacted the feeling of safety ■ % saying Very Safe ■ % saying Somewhat Safe ■ % saying Somewhat unsafe ■ % saying Very Unsafe ■ %saying Don't know Very safe as with any community, there are a few troubled areas Completely safe from crime. The anoka county sheriffs actions in this city border on Somewhat safe harassment. I appreciate seeing patrol cars during different times, throughout the days / weekends. I think it's good for our young children to see them as well - both so they know they're available, raises them as a conversation point, and allows families to talk about the Very safe positive services police offers provide. I live at the intersection of 155th Avenue and Hummingbird Street. There is a stop sign there and also numerous "No Parking at Any Time" signs. The parking signs are ignored. Also, the stop sign might as well not even be there. There are many familys on my street that have small children. Also, as it was explained to me by someone in the city offices, the streets were made wider, rather than installing a bike /walking path in our area. There are many people walking, biking, etc. Drivers are speeding down this street and totally ignoring the stop sign there (they drive right through it continually). I've contacted the Sheriff, but not much has been done. About 2 years ago, they put in a speed sign, that slowed them down only until it was removed. I almost got hitjust trying to get my mail one day. I would feel a lot safer (for myself and others), if more was done to police the traffic Somewhat safe in this area. Thanks! My home and cars have been broke in to and all I get is a case no. from the Anoka co. Very unsafe Sheriffe dept. Don't know please report statistics in paper Police /Sheriff is visible frequently. I like that. Safety is partly citizen responsibility, too. Somewhat safe Don't think you could do better. Somewhat safe Too many texting drivers on round lake blvd. Way too many kids riding illegal motorized scooters all over the place. Probably the most dangerous thing in Andover is the complete run of the streets kids as young as 5 have with motorized vehicles. Driving in our neighborhood is usually a white knuckle drive Very safe because of this. How would you rate the overall quality of fire protection services in the city? # saying Excellent 13 # saying Good 12 # saying Fair 3 # saying Poor 0 # saying Don't know 14 please report statistics in paper Good Total Responses 42 • saying Excellent 31% • saying Good 29% • saying Fair 7% • saying Poor 0% • saying Don't know 33% fire protection services ■ %saying Excellent ■ % saying Good ■ %saying Fair ■ %saying Poor ■ % saying Don't know Excellent a great dept with great people! Good Concern regarding response time that might be hampered by trucks having to wait at RR crossings. Good Don't need a ladder truck! Don't know Have not had to use the fire protection services. During the Andover Family Fun Fest it appeared that we have many fire trucks thou h. Don't know never used them or have known anyone to use them Don't know please report statistics in paper Good We live outside the area with city water, we have lost a couple homes to fire in our neighborhood over the years we've been here. I think that the city does its best with water trucks, but it is a concern. How would you rate the overall condition of city streets? # saying Excellent 5 # saying Good 25 # saying Fair 10 # saying Poor 2 # saying Don't know 0 I drive Coon Creek Blvd and that stretch south of Bunker is terrible. Not sure if it's city or county road. Good Total Responses 42 Patches on streets seem rough, railroad crossings need attention Poor • saying Excellent 12% • saying Good 60% • saying Fair 24% • saying Poor 5% • saying Don't know 0% condition of city streets ■ % saying Excellent ■ % saying Good ■ % saying Fair ■ % saying Poor ■ %saying Don't know Good Constance Blvd. went way too long before it was fixed. We need to have roads and bike paths to get to our schools. Excellent Except RR crossings on Bunker; And. Blvd. County should work on Crosstown near High School and Andover Blvd. should get shoulders so kids aren't biking on narrow road. Good Fixing Cty 20 has started. Great. Don't think all roads need to be perfect all of the time. Good good Excellent I appreciate the additional lanes that have been added to Hanson. Good I drive Coon Creek Blvd and that stretch south of Bunker is terrible. Not sure if it's city or county road. Good Like any community, it varies with the road /street. Good Patches on streets seem rough, railroad crossings need attention Poor The city needs to take better care of streets, and less money on flowers and plants Fair The city's policy of street sealcoating is effective but some roads are really breaking up. How would you rate the overall quality of snowplowing on city streets? # saying Excellent 17 # saying Good 14 # saying Fair 6 # saying Poor 5 # saying Don't know 0 intentional, but that is just what happens. There must be a way in which the snow can be Total Responses 42 time for the plow driver. • saying Excellent 40% • saying Good 33% • saying Fair 14% • saying Poor 12% • saying Don't know 0% to expect. snowplowing ■ % saying Excellent ■ %saying Good ■ % saying Fair 4 ■ % saying Poor ■ % saying Don't know Excellent Andover does a better job than 99% of the metro area. Excellent as far as timely. However, when it comes to cul -de -sacs, the plow drivers would be more responsible to the citizens if they were to plow the snow into areas of the cul -de -sac that don't have driveways. When one lives in the middle of the cul -de -sac (as we do) that is where the plow always dumps the majority of the snow. Not that its intentional, but that is just what happens. There must be a way in which the snow can be plowed to that area of the cul -de -sac that is just land without causing too much additional Excellent time for the plow driver. I live on a side road and it is plowed so late in the day that it can be nearly impossible for cars to get out of the road in time for school. I am not the only person on the street having Poor this issue. It may be good to put an article in the city newsletter explaining when the streets are plowed (ie, more than 2" of snow; only when the storm's over, whatever) so we know what Excellent to expect. Last year was a tough one for snow, but sometimes it seemed no one would ever begin Good plowing and it was hard to get out of our neighborhood in southern Andover. Live in an area of mostly Sr citizens (Shadowbrook Cove). Have never seen sand /salt on Poor our streets. Very dangerous and hazardous to walk to even get the mail/ paper. Excellent Quick to the 'ob. The drivers need to go to the trainning classes and learn how to clear the streets from Poor curb to curb Excellent they do a first rate job on snow removal! Excellent We have never had a problem in 33 years Good We must be at the end of the priority line. How would you rate the dependability and overall quality of city sanitary sewer service? # saying Excellent 15 sanitary sewer service ■ %saying Excellent ■ %saying Good ■ %saying Fair ■ % saying Poor ■ % saying Don't know ■ %saying I don't have city sewer service # saying Good 10 # saying Fair 1 # saying Poor Q # saying Don't know 4 # saying I don't have city sewer service 12 Total Responses 42 • saying Excellent 36% • saying Good 24% • saying Fair 2% • saying Poor 0% % saying Don't know 10% saying I don't have city sewer service 29% I don't have city sewer service I Don't want City Sewer Service How would you rate the dependability and overall quality of the city water supply? # saying Excellent Don't care for the heavy water restrictions ..... 14 # saying Good Good 11 # saying Fair Love my well water. 2 # saying Poor 0 # saying Don't know 0 # savine I don't have city water service 15 Total Excellent Good Fair Poor Don't know I don't have water service 3 5% 0% 0% 36% water supply in %saying Excellent ■ % saying Good ■ % saying Fair ■ %saying Poor ■ % saying Don't know Fair Don't care for the heavy water restrictions ..... I don't have city water service Don't want City Water Service Good I wonder about the safety of it for youngest and oldest of our community. I read the flyers when they give info on this. Thanks. Still a little concerned. don't have city water service Love my well water. Excellent Tastes fine How would you rate the overall quality of city recreational programs and facilities (e.g. parks, trails, ark facilities, etc.)? # saying Excellent 14 # saying Good 17 # saying Fair 8 # saying Poor 2 # saying Don't know 1 Fabulous! Total Responses 42 I am very disappointed that we do not have a comprehensive trails system in Andover. I • saying Excellent 33% • saying Good 40% • saying Fair 19% • saying Poor 5% • saying Don't know 2% our kids are in North Metro Soccer, and the Sunshine Park fields are by far the best they Excellent facilities ■%saying Excellent ■ % saying Good ■ %saying Fair ■ % saying Poor ■ %saying Don't know Good Any chance we could have frisb golf? Community Center offers a good facility, the trails are fabulous, but the sports Good associations control the rec programs (they think they rule the world Excellent Fabulous! I am very disappointed that we do not have a comprehensive trails system in Andover. I feel the western side of the city where I live has been entirely neglected when it comes to bike trails. I'd like to be able to bike to Anoka or to Rum River Park from my front door. When we first moved here we heard there were going to be lots of trails put in, obviously Poor not on our side of the city. Good more $$ on trails -- less on climbers that kids never use our kids are in North Metro Soccer, and the Sunshine Park fields are by far the best they Excellent play on across all North Metro fields Sides of paths need attention, clearing and mowing. Need garbage cans on paths for dog Good waste, we aren't near a park Fair Spending to much money on the parks. The kids dont. spend the time there. Trails are discontinuous, hard to get from one side of Andover to the other on bike via Good trails. Fair Trails need to be swept more often Hanson blvd north of 156th). Poor Very little for Sr. citizens. All seems to be directed towards young people. Excellent We do not have young family anymore. Not aware of all options, by choice. We live on the north side of 161st and don't have a bike trail to get anywhere safe. Nice Fair parks, but no bathrooms for little girls. Good Would be nice if more trails available in north Andover would be nice to have more parks /playground. could take better care of the youth athletic fields: (Baseball fields, fix broken score board at Prairie, more score boards on more Good fields Would like to see more areas in the parks for just walking and /or sitting within safe shaded areas. More landscaped areas would be great. More shaded areas for viewing ball Good games would be wonderful too. Would like to see more trails along main roads. A trail along Bunker from Hanson to Fair Bunker Hills would be nice. How would you rate the overall quality of services # saying Excellent 14 # saying Good 21 # saying Fair 3 # saying Poor 2 # saying: Don't know 2 42 • saying Excellent 33% • saying Good 50% • saying Fair 7% • saying Poor 5% • saying Don't know 5% overall uality of services ■ %saying Excellent ■ %saying Good ■ %saying Fair ■ % saying Poor ■ % saying Don't know high value for $$ spent per home -- townhome fees would be higher than monthly taxes Excellent for what we get Excellent I like talking to someone when I call the front desk of the city. THANKS! Excellent Our city government is responsive and responsible, and a great value for our tax dollars. Please don't force us out of our 2 1/2 acre home while we are in retirement aging years by forcing sewer & water on us. Very satisfied with the services we've encountered! Cameron is the best! Thank you for keeping taxes down. We can't afford to just keep Good payingmore. Thank you for asking for our input. Good The folks at city hall have always been helpful and pleasant. Wasn't sure where to place this comment. Traffic flow is a real problem in the city. Too Good many unneccesary stop signs. Traffic lights not timed properly (Bunker and Round Lake). Would like to see a program where the Fire Dept. offers services to Srs. for changing smoke alarm batteries (such as other cities do). Very, very expensive to hire someone to Fair do this for those of us no longer capable of this task. Would like to see additional mosquito control. We live in Woodland Estates 6th edition and the mosquitos were really bad all summer both in areas with trees and open areas... to the point where we couldn't even play outside with the kids in non - tree'd areas because Excellent the bugs were so bad. ANDOVEA 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: Pre -Audit Year End 2011 General Fund Budget Progress DATE: January 31, 2012 INTRODUCTION The overall City of Andover 2011 Budget estimated total revenues of $28,910,245 and total expenditures of $30,785,805. The $1,875,560 of expenditures over revenues was largely due to prepaying debt in order to save on interest expenditures. The 2011Budget included 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 %) capital/watershed levy. This levy reflected 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. 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. Departments are committed to developing effective consistent and ongoing communications with City residents, businesses and other stakeholders. Attached is the Pre -Audit Year End 2011 General Fund Budget Progress report; other documents may be distributed at the meeting. ACTION REQUESTED The Council is requested to receive a presentation and provide direction to staff. 21 _.� - \....s NET INCREASE (DECREASE) . $ (55„500) $.�!'- 782,493 `. __ $ 'r (91,961) $ 1,634,565 CITY OF ANDOVER General Fund Budget Summary Totals Budget Year 2011 2011 2010 REVENUES Budget Final %of Bud Budget Dec YTD %of Bud General Property Tax $ 7,308,495 $ 7,191,602 98% $ 7,217,219 $ 7,115,936 99% Licenses and Permits 237,055 329,901 139% 250,080 387,206 155% Intergovernmental 567,498 570,097 100% 558,215 546,541 98% Charges for Services 543,500 755,184 139% 580,200 807,936 139% Fines 100,750 104,780 104% 105,750 92,976 88% Investment Income 65,000 70,368 108% 65,000 63,869 98% Miscellaneous 83,400 136,684 1640/. 84,900 127,600 15001. j Transfers In 196,930 196,930 100% 196,930 196,930 100% Total Revenues $ 9,102,628 $ 9,355,546 103% $ 9,058,294 $ - 9,338,994 _ _ _ 103% 2010 2011 EXPENDITURES Budget Final % of Bud Budget Dec YTD % of Bud i GENERAL GOVERNMENT Mayor and Council $ 104,251 $ 100,710 97% $ 106,956 $ 101,372 95% Administration 132,967 131,218 99% 138,157 135,509 98% Newsletter 23,000 17,094 74% 27,500 22,897 83% Human Resources 60,744 54,968 90% 36,221 31,819 88% Attorney 178,500 172,775 97% 178,300 171,062 96% City Clerk 96,828 95,166 98% 103,333 100,693 97% Elections 49,126 37,927 77% 6,750 6,398 95% Finance 202,011 194,865 960/. 212,967 207,033 97% Assessing 152,500 144,760 95% 152,500 140,817 92% Information Services 150,812 136,931 91% 154,871 141,612 91% Planning & Zoning 328,449 327,566 100% 355,258 324,302 91% Engineering 390,087 389,037 100% 414,408 413,534 100% Facility Management 571,716 421,850 74% 553,739 467,710 84% Total General Gov 2,440,991 2,224,867 91% 2,440,960 _ 2264,758 _ _ 93% PUBLICSAFETY Police Protection 2,599,246 2,599,246 100% 2,615,407 2,615,407 100% Fire Protection 1,070,385 967,716 90% 1,077,084 974,988 91% Protective Inspection 346,282 330,709 96% 363,789 360,277 99% i Civil Defense 15,909 15,450 97% 16,463 16,301 99% Annual Control 9,970 6,952 70% 9,970 11,062 111% Total Public Safety , - . 4,041,792 ' 3,920,073 _ .. 97% 4,082,713 _ 3,978,035 _ _ 970/6'. . PUBLIC WORKS Streets and Highways 556,452 518,989 93% 578,050 593,967 103% ,},, so t.6G t t Snow and Ice Removal 489,381 537,948 110% 489,315 434,447 89% •`+�� ^T'6(; Street Signs 195,562 166,244 85% 196,712 173,864 88% Traffic Signals 36,000 25,830 72% 36,000 23,857 66% Street Lighting 36,400 30,885 85% 36,400 32,317 89% Street Lights - Billed 200,000 186,320 93% 206,000 185,626 90% Park & Recreation 872,633 827,910 95% 916,832 880,673 96% Recycling 118,838 109,034 92% 122,273 106,254 87% Total Public Works `,2,505266 2,403,160 96% 2,581,582_ 2,431,005 _ 94 %q OTHER 170,079 24,953 15% 45,000 30,631 68% Total Other 170,079 24,953 15% 45,000 - 30,631 68 %. Total Expenditures $ 9,158,128 - $ 8,573,053 94% S .9,150,255 $ ` 8,704,429 _ 95 %; _.� - \....s NET INCREASE (DECREASE) . $ (55„500) $.�!'- 782,493 `. __ $ 'r (91,961) $ 1,634,565 V C I T Y 0 1 1 A 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: November & December 2011 Investment Reports DATE: January 31, 2012 INTRODUCTION Summary reporting of the City Investment portfolio to the Governing body is a recommended financial practice and often viewed positively by rating agencies. DISCUSSION The following attachments are provided to assist discussion in reviewing the November & December 2011 investments; other documents may be distributed at the meeting: 1. Investment Maturities Summary —November 2011 (Investments managed by City Treasurer) 2. Investment Maturities Summary— December 2011 (Investments managed by City Treasurer) 3. City of Andover Investment Policy ACTION REQUESTED The Council is requested to receive a presentation and provide direction to staff. ti O N E d O z L C V` C r.� •l y N N N M V �O O O O M ' ' ' 1 69 69 I V h � M oNO ono O O � 69 � � 7 N O � oV'o M Obi o0 M n h 00 M N ^ N M 06 69 �i O h W N N N V y N r a 69 7 �O M N 7 O N V7 M M O h Ci O C oo ^ to � V M 01 N �y (d 7 It O N M N O N V V w ON 10 0� O h W kn h O ^ 7^ .-• .• 7 00 N N N 6g 69 (09 'D .O Q Q U \ \ ¢ Q Q M bb F U a Cl) 7 Q F C N ti O N i. d u d A w W C y O M O 0o N U ^ ^ V N b � N 00 7 7 N m 06 O N �o O O O M M M N M M V 69 � r�C tr W O N 69 � M O ^ h 0 M W N M F' N G� M Oi O M l� N %O M 7 N N t- M 'n M M o0 h l� 10 M O N M O V N l� c. 7 N Q, t` N_ 06 (0 N kr oo N ON �o � N. O � 7 D\ T M M l� 'A 4\ 00 � � t- 7 w N 7 k' > oo N M N N N M 1_b �/ N �•✓ V �a z z A d a z z u U v, h c •� w o E u u a E y z w 0j' °c° m Q to c W u 2 vi F 03 City of Andover Investment Policy Adopted April 6,, 1999j, Updated September 6, 2005 City of Andover Investment Policy I. Scope This policy applies to the investment of all financial assets of the City of Andover except investments of employees' investment retirement funds. Pooling of Funds Except for cash in certain restricted and special funds, the City of Andover will consolidate cash balances from all funds to maximize investment earnings. Investment income will be allocated to the various funds based on their respective participation and in accordance with generally accepted accounting principles. II. General Objectives The primary objectives, in priority order, of investment activities shall be safety, liquidity and yield: Safety Safety of principal is the foremost objective of the investment program. Investments shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. The objective will be to mitigate credit and interest rate risk. a) Credit Risk The City of Andover will minimize credit risk, the risk of loss due to the failure of the security issuer or backer, by: • Limiting investments to the safest types of securities. • Pre - qualifying the financial institutions, broker /dealers, intermediaries and advisers with which the City will do business as stated in Section IV, Paragraph I. • Diversifying the investment portfolio so that potential losses on individual securities will be minimized. b) Interest Rate Risk The City will minimize the risk that the market value of securities in the portfolio will fall due to the changes in general interest rates, by: • Structuring the investment portfolio so that securities mature to meet cash requirements for ongoing operations, thereby avoiding the need to sell securities on the open market prior to maturity. • Investing operating funds primarily in shorter -term securities, money market mutual funds or similar investment pools. 2. Liquidity The investment portfolio shall remain sufficiently liquid to meet all operating requirements that may be reasonably anticipated. This is accomplished by structuring the portfolio so that securities mature concurrent with anticipated demands. A portion of the portfolio may be placed in money - market mutual funds or local government investment pools which offer same -day liquidity. 3. Yield The investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the investment risk constraints and liquidity needs. Return on investment i c of cecondargimportance compared to the safety and liquidity objectives described above. Investments are limited to relatively low risk securities in anticipation of earning a fair return relative to the risk being assumed. Securities shall not be sold prior to maturity with the following exceptions: 1. A security with declining credit may be sold early to minimize loss of principal. 2. A security swap would improve the quality, yield or target duration in the portfolio. 3. Liquidity needs of the portfolio require that the security be sold. III. Standard of Care 1. Prudence The standard of prudence, meaning not for speculation and with consideration of the probable safety of the capital as well as the probable investment returns, shall be used by investment officials. Investment officers acting in accordance with written procedures and this investment policy and exercising due diligence shall be relieved of personal responsibility for an individual security's credit risk or market price changes. 2. Ethics and Conflicts oflnterest Emplovees involved in the investment Drocess shall have no personal business activity that could conflict with the proper execution and management of the investment Mogra n Or could impair their ability to make impartial decisions. Employees shall disclose any n._.._, m�4nri o� .n4ereo4o .n fnor n. o� ino +ifi.4inne .i�.4� .i�HinH *kn�, nnn A..n4 eon further disclose any personal financial /mv._estment positions that could be related to the performance of the investment portfolio. Employees shall refrain from undertaking personal investment transactions wiih the same individual with whom business is conducted on behalf of tIie`City. 3. Delegation of Authority Authority to manage the investment program is granted to the Finance Director and derived from the following: Minnesota Statutes, Chapter 118A, 471, and 475 Responsibility for the operation of the investment program is hereby delegated to the Finance Director, who shall act in accordance with established written procedures and internal controls for the operation of the investment program consistent with this investment policy and applicable state statutes. Procedures should include references to: safekeeping, delivery vs. payment, investment accounting, repurchase agreements, wire transfer agreements and collateral/depository agreements. No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the Finance Director. The Finance Director shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of subordinate officials. IV. Safekeeping and Custody 1. Authorized Financial Dealers and Institutions A list will be maintained of financial institutions authorized to provide investment services. In addition, a list also will be maintained of approved security broker /dealers selected by creditworthiness. These may include "primary" dealers or regional dealers that qualify under Securities and Exchange Commission (SEC) Rule 150-1. All financial institutions and broker /dealers who desire to become qualified for investment transactions must supply the following as appropriate: • Audited financial statements. • Proof of National Association of Securities Dealers (NASD) certification. • Proof of state registration. • Completed broker /dealer questionnaire. • Certification of having read and understood and agreeing to comply with the City's investment policy. An anmial ra. ;P�x, of the firiariClal condltloll alld rPg�etratinn of nga]j f1e�l financial institutions and broker /dealers will be conducted by the Finance Director. 2. Internal Controls The Finance Director is responsible for establishing and maintaining an internal control structure designed to ensure that the assets of the City are protected from loss, theft or misuse. The internal control structure shall be designed to provide reasonable assurance that these objectives are met. The concept of reasonable assurance recognizes that (1) the cost of a control should not exceed the benefits likely to be derived and (2) the valuation of costs and benefits requires estimates and judgments by management. Accordingly, the Finance Director shall establish a process for an annual independent review by an external auditor to assure compliance with policies and procedures. The internal controls shall address the following points: • Control of collusion. • Separation of transaction authority from accounting and recordkeeping. • Custodial safekeeping. • Avoidance of physical delivery securities. • Clear delegation of authority to subordinate staff members. • Written confirmation of transactions for investments and wire transfers. • Development of a wire transfer agreement with the lead bank and third -party custodian. 3. Delivery vs. Payment All trades, where applicable, will be executed by delivery vs. payment (DVP) to ensure that securities are deposited in an eligible financial institution prior to the release of funds. V. Suitable and Authorized Investments Investment Types The following investments will be permitted by this policy and are those defined by state and local law where applicable: a) U.S. government obligations, U.S. government agency obligations and U.S. government instrumentality obligations which have a liquid market with a readily determinable market value; b) Certificates of deposit and other evidences of deposit at financial institutions, bankers' acceptances, and commercial paper, rated in the highest tier (e.g., A- 1,P -1, or F -1 -or- higher) by a nationally recognized rating agency; c) Investment -grade obligations of state, local governments and public authorities; d) Repurchase agreements whose underlying purchased securities consist of the investment types listed above. e) Money market mutual funds regulated by the Securities and Exchange Commission and whose portfolios consist only of dollar- denominated securities; and f) Local government investment pools, either state - administered or through joint powers statutes and other intergovernmental agreement legislation. 2. Collateralization Full collateralization will be required on non - negotiable certificates of deposit. Repurchase Agreements Repurchase agreements shall be consistent with GFOA Recommended Practices on Repurchase Agreements. VI. Investment Parameters 1. Diversification The investments shall be diversified by: • limiting investments to avoid over concentration in securities from a specific issuer or business sector (excluding U.S. Treasury securities), • limiting investment in securities that have higher credit risks, • investing in securities with varying maturities, and • Continuously investing a portion of the portfolio in readily available funds such as local government investment pools (LGIPs), money market funds or overnight repurchase agreements to ensure that appropriate liquidity is maintained in order to meet ongoing obligations. 2. Maximum Maturities To the extent possible, the City shall attempt to match its investments with anticipated cash flow requirements. Unless matched to a specific cash flow, the City will not directly invest in securities maturing, or having average lifes, of more than five (5) years from the date of purchase or in accordance with state and local statues and ordinances. Reserve funds and other funds with longer -term investment horizons may be invested in securities exceeding five (5) years if the maturity of such investments are made to coincide as nearly as practicable with the expected use of funds. The intent to invest in securities with longer maturities shall be disclosed in writing to the legislative body. Because of inherent difflcult�ese n accurately forecpst ng, cash flow Maui e� s,..a portion of the portfolio shonldlbe won in ously invested in readily available fu�ndas such as local ' government investment UOols, money _market_funds,- or_oyexrnight repurchase agreements to ensure that appropriate liquidity is maintained to meet ongoing obligations. VII. Reportin 1. Methods The Finance Director shall prepare an investment report, including a management suirunary �. that provides an analysis o' status of the current investment ortfoho and transactions made quarterl . This management summary will be prepared in a manner which will allow t e City to ascertain whether investment activities during the reporting period have conformed to the investment policy. The report should be provided to the Mayor, City Council, and City Administrator on a quarterly basis. The report will include the following: a) Listing of individual securities held at the end of the reporting period. b) Realized and unrealized gains or losses resulting from appreciation or depreciation by listing the cost and market value of securities over one -year duration that are not intended to be held until maturity. c) Average weighted yield to maturity of portfolio on investments. d) Listing of investments by maturity date. e) Percentage of the total portfolio which each type of investment represents. 2. Performance Standards The investment portfolio will be managed in accordance with the parameters specified within this policy. The portfolio should obtain a market average rate of return during a market/ economic environment of stable interest rates. 3. Marking to Market The market value of the portfolio shall be calculated at least quarterly. VIII. Policy Considerations Exemption Any investment currently held that does not meet the guidelines of this policy (originally adopted April 6, 1999) shall be exempted from the requirements of this policy. At maturity or liquidation, such monies shall be reinvested only as provided by this policy. 2. Amendments This policy shall be reviewed as needed or requested by City Council. Any changes must be approved by the City Council. FILE:G:DATA/FINANCE /IN VPOL.DOC