HomeMy WebLinkAboutWK - May 22, 2012City Council Workshop
Tuesday, May 22, 2012
Conference Rooms A & B
1. Call to Order — 6:00 p.m.
2. WDE Site Presentation — Jean Hanson, MPCA - Planning
3. Alexandra House Presentation— Susan Redmond -Administration
4. Award Bid/11 -10 /South Coon Creek Drive NW Reconstruction -Engineering
5. Discuss Interim Use Permits - Planning
6. 2012 -2013 Council Goals Discussion - Administration
7. 2013 -2017 CIP Project Discussion - Administration
8. 2013 Budget Development Discussion - Administration
9. 2012 General Fund Budget Progress Report - Administration
10. April 2012 City Investment Report - Administration
11. Other Topics
12. Adj ournment
TO: Mayor and Councilmembers
CC: Jim Dickinson, City Administrato
FROM: David L. Carlberg, Community Development Director
SUBJECT: WDE Site Presentation — Jean Hanson, MPCA
DATE: May 22, 2012
INTRODUCTION
Jean Hanson, Land Manager at the Minnesota Pollution Control Agency, Closed
Landfill Unit, Remediation Division will be providing a PowerPoint presentation
on the WDE Landfill Site.
Oon'a
I M, Un- .,
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100
FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US
TO: Mayor and Councilmeinbers
FROM: Jim Dickinson, City Administrator
SUBJECT: Alexandra House Presentation
DATE: May 22, 2012
INTRODUCTION
A part of the City of Andover annual budget process, the City reviews requests from various
organizations for funding. One such organization is the Alexandra House. Contained in the
2012 Budget is a $10,000 contribution to Alexandra House.
DISCUSSION
Susan Redmond, Community Program Director, from Alexandra House will be present at the
meeting to discuss their funding request for 2013. Attached is a letter from Alexandra House
formally requesting funds, this letter will be the basis of Ms. Redmond's presentation.
ACTION REQUESTED
The Council is requested to receive a presentation and provide direction to staff.
tfully submitted,
im ickinson
Attachment
April 12, 2012
Jim Dickinson, City Administrator
City of Andover
1685 Crosstown Blvd NW
Andover, MN 55304
Dear Mr. Dickinson:
Phone: 763- 780 -2332
24-Hour Crisis mine /TTY: 763 - 780 -2330
Fax: 763-780-9696
www.AlexandraHouse.org
P.O. Box 490039
Blaine, MN 55449 -0039
Alexandra House respectfully requests that the City of Andover allocate $16,904.00 to support
services provided to Andover residents by the Alexandra House Community Program in 2013. Each
year, Alexandra House assists and supports Andover residents who are victims of domestic and
sexual violence in multiple ways. Our services not only help them work through their immediate
crisis and safety needs, but assist them in moving beyond the abuse to achieve long -term safety.
Community Program services include safety planning, assistance in filing protection orders, legal
representation during protection order proceedings, crime victim advocacy immediately following a
domestic or sexual assault and throughout the criminal court process, advocacy and support
provided to patients at Mercy and Unity Hospitals and clinics, support groups, legal clinics,
information and referral services and follow -up /outreach services.
In 2011 a total of 36,318 advocacy and support services were provided to victims of domestic and
sexual violence by our Community Program. Of those services, Andover residents received 2,094 or
6% of total services. Attached please find a budget that details a three -year average of services
provided to Andover residents, the total cost of providing those services, and the portion of those
costs we are requesting the City of Andover financially support.
Domestic violence, dating violence, sexual assault, and stalking are serious crimes that impact the public
health and safety of every community in this country. Studies indicate that more than three million
women in the United States become victims of domestic violence each year. Young women ages 16 -24
are disproportionately affected, as they experience the highest rates of relationship violence, according
to a May 2001 Department of Justice report. On average, almost 500 women are raped or sexually
assaulted each day in this country. In 2005, over 61,000 Minnesota residents were sexually assaulted.
[I%
1 -X/
Alexandra.M-l',-.1
Working for end domestic � �
�
and sexual violence.
April 12, 2012
Jim Dickinson, City Administrator
City of Andover
1685 Crosstown Blvd NW
Andover, MN 55304
Dear Mr. Dickinson:
Phone: 763- 780 -2332
24-Hour Crisis mine /TTY: 763 - 780 -2330
Fax: 763-780-9696
www.AlexandraHouse.org
P.O. Box 490039
Blaine, MN 55449 -0039
Alexandra House respectfully requests that the City of Andover allocate $16,904.00 to support
services provided to Andover residents by the Alexandra House Community Program in 2013. Each
year, Alexandra House assists and supports Andover residents who are victims of domestic and
sexual violence in multiple ways. Our services not only help them work through their immediate
crisis and safety needs, but assist them in moving beyond the abuse to achieve long -term safety.
Community Program services include safety planning, assistance in filing protection orders, legal
representation during protection order proceedings, crime victim advocacy immediately following a
domestic or sexual assault and throughout the criminal court process, advocacy and support
provided to patients at Mercy and Unity Hospitals and clinics, support groups, legal clinics,
information and referral services and follow -up /outreach services.
In 2011 a total of 36,318 advocacy and support services were provided to victims of domestic and
sexual violence by our Community Program. Of those services, Andover residents received 2,094 or
6% of total services. Attached please find a budget that details a three -year average of services
provided to Andover residents, the total cost of providing those services, and the portion of those
costs we are requesting the City of Andover financially support.
Domestic violence, dating violence, sexual assault, and stalking are serious crimes that impact the public
health and safety of every community in this country. Studies indicate that more than three million
women in the United States become victims of domestic violence each year. Young women ages 16 -24
are disproportionately affected, as they experience the highest rates of relationship violence, according
to a May 2001 Department of Justice report. On average, almost 500 women are raped or sexually
assaulted each day in this country. In 2005, over 61,000 Minnesota residents were sexually assaulted.
Domestic and sexual violence are serious crimes that impact the public health and safety of every
community in this country.
Research shows a well- coordinated and multidisciplinary approach is one of the most effective
means of reducing domestic and sexual violence. Alexandra House partners with all law
enforcement agencies in the county, along with city and county prosecutors, to achieve this type of
multidisciplinary response that holds offenders accountable, ensures victim safety, and ultimately,
works to reduce the incidence of these crimes of violence in Andover.
Domestic violence is a public health and safety issue, and we believe local government has a role to
play in assisting victims of domestic and sexual violence live in a safe environment. In 2008, law
enforcement, probation, and court costs to arrest and process domestic violence abusers cost
Anoka County approximately $3,392,404. The funds we are requesting from'Andover, as well as
from each city in the county, help victims and their children transition to a life free from violence
and fear.
Given the state of our economy, we, along with local government and many others, have faced
challenges in ensuring those who most need our help are able to access it, particularly those who
are seeking safety and struggling to maintain stability. Andover's financial support in 2012 was
greatly appreciated. Your financial support coupled with a financial commitment on the part of
many municipalities, allowed us to continue providing critical services to victims of domestic and
sexual violence.
Should you have any questions regarding this request, please do not hesitate to contact me. I would
be pleased to attend a city council meeting to further discuss this funding request and respond to
any questions you may have. Thank you very much for your consideration.
Sincerely,
Connie Moore
Executive Director
ALEXANDRA HOUSE, INC.
City of Andover
Services Provided
Services
Provided in
2011
Protection Order Filings
12
Civil Legal Information & Advocacy
266
Child Support Advocacy
4
Civil Court Hearings
18
Crisis Line
145
Legal Representation on OFP's
3
Family Law Legal Clinic
2
Arrest/Non- Arrest Victim Follow up
19
Lethality Assessment Follow Up
16
Criminal Court Information & Advocacy
458
Criminal Court Hearings Attended
50
Safety Planning
122
Community Support Groups
22
Sexual Violence Info /Support
87
Follow Up Support and Advocacy
33
VP - One on One Teen Advocacy
51
VP - Teen Support Groups
84
VP - Choose Respect Program
161
VP - Presentations (18 total)
518
VP - Lino Lakes Juvenile Facility
6
VP - Summer Outreach
8
Hospital Advocacy
6
Interpreter
3
TOTAL
2,094
Budget
1 -1 -2013 to 12 -31 -2013
Amount
Total services provided by Alexandra House, Inc.
Community Program (3 year average)
31,442
3 Year average of services provided to City of Andover
1884
City of Andover percent of total services provided
6%
2013 Community Program Budget
$
806,036
Amount charged to City of Andover
$
48,298
Amount paid by other sources
$
31,393
REQUEST AMOUNT
$
16,904
i11
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100
FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV
TO: Mayor and Council Members
CC: Jim Dickinson, City Administrat
FROM: David D. Berkowitz, Director of Public Works /City Engineer
SUBJECT: Award Bid /11 -10 /South Coon Creek Drive NW Reconstruction - Engineering
DATE: May 22, 2012
INTRODUCTION
The City Council is requested to accept bids and award the contract for South Coon Creel-, Drive NW
Reconstruction, City Proj ect 11 -10.
DISCUSSION
Due to State Aid approval the bid opening for this project has been rescheduled for Monday, May 21,
2012. The bid results, recommendation and resolution will be provided to the City Council at the
meeting.
ACTION REQUIRED
The City Council will be requested to approve the resolution accepting bids and awarding the contract for
South Coon Creek Drive NW Reconstruction, Projects 11 -40, 133rd Avenue NW Reconstruction.
Respectfully submitted,
David D. Berkowitz
TO: Mayor and Councilmembers
CC: Jim Dickinson, City Administrat
FROM: David L. Carlberg, Community Development Director
SUBJECT: Interim Use Permits - Planning
DATE: May 22, 2012
INTRODUCTION
The City Council is requested to continue discussions on the implementation of
Interim Use Pen-nit (IUP) regulations in the City Code.
DISCUSSION
The City Council and Planning and Zoning Commission met in a joint workshop
on March 27, 2012 to discuss IUP regulations. Attached are the minutes from the
meeting for background information on the discussion. The Planning & Zoning
Commission held an additional workshop to discuss IUP regulations on May 8,
2012. Attached are the draft minutes from the meeting. Modifications requested
by the Commission have been made to the attached draft code amendment
language. The Commission is supportive of the implementation of IUP
regulations.
ACTION REQUESTED
Review and modify the proposed draft regulations as deemed necessary.
Attachments
Example Ordinance Language regulating Interim Use Permits
Minutes of the March 27th Joint City Council & Planning Commission Workshop
Minutes of the May 8th Planning Commission Workshop
Respect lly�submitted,®
(��
David L. Carlberg
INTERIM USE PERMITS
(A) Purpose. Certain land uses might not be consistent with the land uses designated in
the Comprehensive Land Use Plan and they might also fail to meet all of the zoning
standards established for the district within which they are proposed. Some such land
uses may, however, be acceptable or even beneficial if reviewed and provisionally
approved for a limited period of time. The purpose of the interim use review process is to
allow the approval of interim uses on a case -by -case basis. Approved interim uses shall
have a definite end date and may be subject to specific conditions considered reasonable
and /or necessary for the protection of the public health, safety and general welfare.
(B) Application /Fee. The person applying for an Interim Use Permit shall fill out and
submit to the Community Development Director a request for Interim Use Permit form
together with a fee as set forth by ordinance. The Community Development Director shall
have ten (10) working days from receipt of the application to determine completeness.
The Community Development Director shall refer completed applications to the Planning
and Zoning Commission.
(C) Procedures. The 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 -8. The City Council shall act upon the interim use permit within sixty (60) days
from the date of submission of a complete application unless an extension has been
provided pursuant to Minnesota Statutes 15.99. Approval of a request shall require a
four - fifths (4/5) vote of the entire City Council.
(D) 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) Will not create an excess burden on parks, streets, and other public
facilities;
(2) Will not be injurious to the surrounding neighborhood or otherwise harm
the public health, safety, and general welfare;
(3) Will not impose additional unreasonable costs on the public;
(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 may be required to 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
pen-nit;
(E) Termination. An interim use permit shall terminate upon the occurrence of any of the
following events; whichever occurs first:
(1) Five (5) years from the date of approval; or
(2) The date or event stated in the permit; or
(3) A change in the city's zoning regulations; or
(4) The use has been discontinued for six months.
(F) Revocation. The City Council may revoke any interim use permit for cause upon
determination that the authorized interim use is not in conformance with the conditions of
the permit or is in continued violation of the City Code or other applicable regulations.
(G) Renewals. If an approved interim use is to be continued beyond the date of its
expiration or if an expired interim use is to be reinstated, an applicant shall follow the
above process for seeking a new interim use approval.
(H) Reapplication after Denial. No application for an Interim Use Permit shall be
resubmitted for a period of one year from the date of said order of denial.
12 -14 -8: PUBLIC HEARING PROCESS:
A. Council Actions Requiring a Public Hearing: The following Council actions shall
require a public hearing:
1. Variance
2. Conditional Use Permit (CUP)
3. Rezoning and Text Amendment
4. Sketch Plan
5. Preliminary Plat
6. Comprehensive Plan Amendment
7. Interim Use Permits
B.
Public Hearing
1.
A public hearing on an application for Council actions in this chapter
shall be held by the Planning Commission in accordance with the
Minnesota State Statutes.
2.
A notice of the time, place, and purpose of the hearing shall be
published in the official newspaper of the city ten (10) days prior to the
day of the hearing.
3.
Property owners and occupants within three hundred fifty feet (350') of
subject properties located inside the Municipal Urban Service Area
(MUSA) (based on the City's most current version of Anoka County
Property Records) shall be notified in writing.
4.
Property owners and occupants within seven hundred feet (700') of
subject properties located outside the MUSA (based on the City's most
current version of Anoka County Property Records) shall be notified in
writing.
5.
The notification distance shall be measured from the perimeter of the
subject property. Property owner notifications shall be sent by mail.
Failure by any property owner or occupant to receive such notice shall
not invalidate the proceedings.
6.
Staff shall have discretion to expand the notification area on a case by
case basis.
7. The hearing may be continued from time to time in the event the
Planning and Zoning Commission needs additional information from
the applicant or other sources to make its decision.
8. The Planning Commission recommendation shall be presented to the
City Council.
9. The City Council shall make the final decision on the proposed action
INTERIM USE PERMITS
(Presented at the March 27th workshop)
(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.
Andover City Council Workshop
Minutes —March 27, 2012
Page 4
Acting Mayor Trade stated there would be a water and sewer project on S Coon Creek Drive
this year. This may result in residents requesting to be hooked up t -City's sewer and water.
Community Development Director Carlberg stated tthheQi y would see small residential projects
come forward. The City's current lot inventor O lots with less than 40 of these being
considered rural. He explained the proje e City of Anoka would be considering for the
parcels located near the library inc ng retail and multi - family housing.
Councilmember Kni ated Anoka is also moving Castle Field to the south side of the arena.
Bunker Lalw B evard will also be upgraded to four (4) lanes all the way to 47 in Ramsey.
INTERIM USE PERMITS
Community Development Director Carlberg stated the EDA and City Council have discussed the
operation of a U -Haul rental business at the Stop -N -Shop convenience store located at 13725
Crosstown Drive NW. Through these discussions the idea of allowing this type of use as an
interim use was explored. The purpose and intent of an Interim Use Permit (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 fixture. He clarified Conditional Use Permits (CUP) would be attached to
the property and an lUP could be tied to a specific business or use and include an expiration date.
The City currently does not have Interim Use Permit provisions. The process would be similar to
the CUP process with a review, public input and possible conditions added. A sunset clause with
a CUP can cause legal problems for the City but an expiration date can be included with an IUP
without causing problems.
Councilmember Knight asked if a business would have a claim if they had been approved for an
IUP, invested a large amount of money into the property, and then the IUP expired and was not
extended.
Community Development Director Carlberg clarified with an IUP it is understood up front that
the use will not be pennitted permanently. The IUP could be granted for situations where a
short-term use of a property is needed. This would be similar to the tire chip storage on Hanson
Boulevard that had been presented to the City a couple of months ago. An NP would be used if
a space could be used by a business that would otherwise not be able to operate in that area, until
another option is available.
Acting Mayor Trade asked if there would be a problem with businesses thinking an IUP meant
anything would be approved.
Conununity Development Director Carlberg stated the process for an lUP would be similar to the
Andover City Council Workshop
Minutes —March 27, 2012
Page 5
CUP process. A business would need to meet criteria for approval and the IUP is for short-term
use only. A CUP is a conditional amendment that runs with the property and is considered long-
term as long as the conditions are met.
Planning Commissioner Holthus asked how the City had approved the tire chip storage on
Hanson Boulevard with an expiration date. She also asked if this was the only situation in the
City where a CUP had been issued with a sunset clause.
Acting Mayor Trude explained with the tires on Hanson Boulevard, the City Attorney had
included an expiration date and clarified this was due to the hazardous nature of the products
being stored. The longer the hazardous materials were stored there the more likely they could
become more hazardous.
Community Development Director Carlberg stated there were other CUPs in the City that
included sunset clauses and these include temporary classrooms. He stated the problem with a
CUP is that it stays with a property and it can only be revolted if the conditions of approval are
not met.
Planning Commissioner Peterson stated there have been no cities sued for an IUP but there have
been for CUPs. The IUP is another tool available to the City to provide flexibility for businesses.
He asked if the time period would be at the discretion of the Planning Commission or City
Council.
Community Development Director Carlberg stated a typical IUP time frame would be one (1) to
five (5) years but the applicant can request an extension at the end of the term. He explained an
IUP could be restricted to a specific business and location and conditions can be added but they
would not be transferable or go with the property. All IUPs would be looked at on a case -by -case
basis.
Planning Commissioner Olsen stated there was language in the draft IUP Ordinance that tied
back to the City's CUP Ordinance: He suggested this be reviewed to ensure the language is
coordinated correctly.
Community Development Director Carlberg stated the CUP language only contained a provision
that if the CUP had not been used within 12- months of being issued then it would become void.
Staff would review the language for both permit processes and ensure the language is clear and
concise.
Councilmember Bukkila asked if the IUP process would be opening the City to liability because
this process was more liberal than the City's CUP process and did not have to meet the strict
criteria of the CUP.
Community Development Director Carlberg stated the City would need to exercise care. The
IUP is to allow the short-term use of a property that may not otherwise be allowed. The City may
Andover City Council Workshop
Minutes —March 27, 2012
Page 6
be more open to reviewing a use for a property as a short-term use without allowing the use to be
tied permanently to the property. The situation with the tire chip storage would be a good
example. Under the CUP this use is tied to the property but with an lUP the City could set a
deadline without any problems. The owner of the property where the tires are being stored will
be coming to the City for approval of additional storage because he would like to use similar
material on his property. The IUP is another tool for the City to use and does not circumvent the
CUP but it will allow flexibility to allow things that make sense on a property for a short -term "
use.
Planning Chairman Daninger asked if the City could terminate the IUP before the expiration
date.
Community Development Director Carlberg stated an IUP would terminate upon a specific date
or event. This means if there had been a specific reason, such as the construction of a new
facility, that was completed the 1UP would be terminated. An event would be considered
something the applicant said they would do under the IUP.
Planning Chairman Daninger stated in the draft IUP language, Item A.I should be reworded to
make the language more clear.
Acting Mayor Trude clarified the 1UP process was not a way for applicants to bypass the City's
zoning. She asked how staff would like to proceed with the draft IUP.
Community Development Director Carlberg stated if the Council and Planning Commission
would like to see the language worked on, staff could bring a revised draft forward for
consideration then the Planning Commission could hold a public hearing regarding it.
Councilmember Bukkila stated she would like to see the language clearer and simpler.
Community Development Director Carlberg stated the procedure would be spelled out clearly
and there will be no connections to the CUP process, this way there would not be any confusion
on the two (2) permits.
Acting Mayor Trude asked if it was the consensus to have staff provide cleaner, simpler language
for the Interim Use Permit and have this discussed at the next Council workshop. She suggested
staff look at the language other cities use.
Planning Commissioner Holthus asked when the next City Council workshop would be.
Acting Mayor Trude stated the Council workshop is scheduled for the end of April but the
Planning Commission will be having one on April 10. She stated she would accept the draft
language going to the Planning Commission workshop prior to the Council workshop.
Community Development Director Carlberg stated the U -Haul operation would continue to
Andover City Council Workshop
Minutes —March 27, 2012
Page 7
operate until the City has reached a resolution regarding this matter. He pointed out there were
other uses that would be expiring soon within the City and having this process in place would
benefit the City.
Planning Commissioner Nemeth asked if the renewal process for the IUP would be the same as
the application process.
Community Development Director Carlberg stated an IUP with an expiration of one (1) year
would be unusual. Most are likely to be in the two (2) to three (3) year range and there would
generally be none over five (5) years. An applicant can request an extension of an IUP and this
would need to be approved by the City. He clarified there was no expectation that an IUP would
be extended because there was an expected termination date set at the beginning.
Acting Mayor Trude stated the League of Minnesota Cities recommends the use of Interim Use
Permits.
Community Development Director Carlberg stated the draft could be discussed at the May Stn
Planning Commission workshop.
Planning Chairman Daninger stated the Planning Commission has not had a meeting since the
new Planning Commissioners joined. At the next meeting the Planning Commission will need to
swear in the new members and also vote on a Chairman and Vice - Chairman.
Councilmember Knight stated he appreciates the work of the Planning Commission on these
issues.
Planning Chairman Daninger stated one of the goals of the Planning Commission had been to
provide more discussions on the items brought forward for the Council to consider and this has
been accomplished. He expects this to continue with the upcoming projects in the City. He
stated the Planning Commission had not had workshops in the past but he has found these are
helpful in providing additional information prior to the Planning Commission malting a final
decision. He would like to see these scheduled on the same evenings as the Planning
Commission meetings.
Planning Commissioner Olsen stated there were several projects coming up in the City and the
Planning Commission should have no problems putting together an agenda for their meetings.
Community Development Director Carlberg stated it is also important for the Planning
Commission to understand where the City Council stands so that the Planning Commission is not
spending time on a development or project the Council does not support.
Acting Mayor Trude stated the Planning Commission is both planning and zoning and the
Council needs their help and support in order to serve the community. She stated if there is
information the Plamling Conunissioners would like to see included in their meeting packets they
Andover City Council Workshop
Minutes —March 27, 2012
Page 8
need to let staff know.
The Workshop with the Planning Commission adjourned at 7:45 p.m.
The Council recessed at 7:45 p.m.
The Council reconvened at 8:07 p.m.
2011 -2012 COUNCIL GOALS UPDATE AND DISCUSSION
City Administrator Dickinson provided a summary progress report on the 2011 -2012 goals and
values. Council is asked to review and discuss the progress being made on the 2011 -2012
Council Goals and Values and discuss the process for developing 2012 -2013 Council Goals and
Values. He pointed out the updates regarding the goals. He asked the Council to review the
goals and determine if they were still true statements for the Council.
Councilmember Knight stated he would not disagree with the Fiscal Value goals and this should
be ongoing.
City Administrator Dickinson stated as part of the Commercial /Residential
Development /Redevelopment Goals he would like to add working with developers to find
alternatives to Letter of Credit requirements. He stated developers are having problems
accessing the amount of credit the City requires.
Acting Mayor Trude stated this would fit in with the Commercial /Residential
Development /Redevelopment Goals. She asked what options may be available to developers.
City Administrator Dickinson stated the City could look at putting the variable fees such as aerial
mapping of sites and staff costs for inspections into a smaller escrow or include these costs in the
development agreement. At the time a building permit is applied for the City would collect all
the fixed costs such as park dedication fees, water connection charges and sewer charges. The
City would not issue a building permit until these fees were paid.
Acting Mayor Trude clarified the fixed costs would not be collected as a total amount but would
be paid in smaller portions as the single lots are developed. She asked how this would be set up
and what the down side would be of doing this.
City Administrator Dickinson stated this is an agreement that could be included in the
development contract. This is a process that is used in communities outside of the Metro area.
The City would still receive the fees but just over a period of tune.
Acting Mayor Trade stated she would agree with this approach. The only down side would be
the park dedication fees would not be received as one payment and this could delay projects in
the neighborhood or somewhere else in the City.
PLANNING AND ZONING COMMISSION WORKSHOP MEETING — MAY 8, 2012
The Workshop Meeting of the Andover Planning and zoning g Commission was called to
order by Chairperson Daninger on May 8, 2012, 6:00 the Andover City Hall,
1685 Crosstown Boulevard NW, Andover, Minnesota -
Commissioners present: Chairperson Danmger, Commiss one s Dennis Cleveland,
Lynae Gudmuridson, Valerie Holthus, kyle Nemeth,
Michael Olserr,;;and Steve Peterson.
Commissioners absent
Also present:
DISCUSS CITY C
INTERIM USE P
IntffiA Use Permit (I'
and tle- modifications
M
City P]
Others
It
Carlberg
REGULATIONS FOR
Director Carlberg-revifwed the purpose and intent of an
the discussions from the joint workshop with the City Council
e proposed draft language with the Commission.
Commission I eD Olson stated-,—, vidinga-nd IUP process is a valuable option for the
Council but he expressed concerns about the ability to grant an IUP for a use that would
be considered prohibited m an area. He pointed out being able to grant a permit for a use
that is prohibited would be sidestepping the Conditional Use Permit and allow the City to
grant inappropriate uses m all areas of the City. If a use is not permitted according the
City's zoning grid then it should not be permitted with an IUP. He stated and IUP should
be used for a permitted use in an area that the City does not want to see continue
indefinitely.
Community Development Director Carlberg pointed out the intent of the Interim Use
Permit is to allow the short term use of a facility /property. He gave the example of using
an empty building for a church for a short time period on an interim basis while the
church was in the process of building a new church. There is a specific time frame
attached with an IUP. He stated the current draft does state a 4/5 vote of the Council is
required for an IUP to be approved. He also pointed out the IUP provides for conditions
Andover Planning and Zoning Commission Workshop Meeting
Minutes — May 8, 2012
Page 2
for approval that must be complied with during the timeframe the IUP is granted for. An
IUP may also be used to see if a particular business /use would be a good fit for an area
and if it works then the City may look at changing the zoning grid and ordinances. He
stated there are excluded uses and they would not be considered under any circumstances.
Commissioner Peterson stated a business that wants to utilize a facility for a long -term
use would not be applying for IUP because of the costs involved and the short -term use
deadlines.
Commissioner Cleveland stated he would accept the maximum allowable time for a use
at 5 -years but he would like to see the IUP approved for 1 -year increments and the
applicant requesting renewal every year.
Commissioner Olson stated Section DA, the financial surety requirement should be
changed. He suggested changing it from "the owner will provide an appropriate financial
surety" to "the applicant may be required to provide an appropriate financial surety ".
Chair Daninger asked if these permits would be monitored or if they would be approved
and only reviewed if the City received a complaint.
Community Development Director Carlberg stated the revocation process would be based
on complaints. The applicant would be provided an opportunity to comply with the
conditions of approval but if the City continues to receive complaints then the IUP may
be revoked.
Commissioner Peterson asked if the language for Section E3 was part of the statute
language or if the language could be changed.
Community Development Director Carlberg stated the language was from the statute but
staff could review this language.
The Planning Commmission discussed the intended use of the IUP, permitting uses in an
area where they are not otherwise approved, the required vote for approval, and the
maximum length of approval. They also discussed the zoning grid and how the IUP
would be designated.
It was the consensus of the Planning Commission to move forward with the 4/5 City
Council approval requirements, changing the word "will" to "may" in Section D4, and a
maximum of 5 -year tern.
OTHER BUSINESS.
Commissioner Peterson stated he would be attending a New Planning Commissioner
Training Session in June and he will bring any information to the Planning
Commissioner.
Andover Planning and Zoning Commission Workshop Meeting
Minutes — May 8, 2012
Page 3
ADJOURNMENT.
The Planning Commission adjourned at 6:53 p.m.
Respectfully Submitted,
Tina Borg, Recording Secretary
Timesaver Off Site Secretarial, Inc.
9 C I T Y 0 F 1 f / � i
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: 2012 -2013 Council Goals Discussion
DATE: May 22, 2012
INTRODUCTION
On June 7, 2011 the City Council adopted the City of Andover 2011 -2012 Goals and Values. The values
and goals were summarized into the following categories:
1. Fiscal
2. Commercial /Residential Development /Redevelopment
3. Collaboration
4. Service Delivery
5. Livability /Image
T)TgCT TggTON
The attached City of Andover 2011 -2012 Goals and Values have been update based on discussion at the
March 271t' Council workshop meeting (minutes attached), in addition the progress report segments have
been updated to date.
At the meeting Administration will discuss with the Council how the March 27th discussion was
integrated into the Goals and Values document and/or into the other processes that are taking place, such
as the 2013 -2017 CIP development and 2013 Budget development.
After that discussion, Administration will be seeking additional feedback from the Council on whether or
not the current listing is acceptable going forward or should be added to or reduced.
ACTION REQUESTED
Receive a brief presentation, review and discuss the progress being made on the 2011 -2012 Council
Goals and Values, and provide direction to staff.
submitted,
Dickinson
City of Andover
2011 -2012 Goals and Values
Adopted June 7, 2011
Fiscal Values:
Statement: The City recognizes the following fiscal values as the basis for delivering current
and future services to the residents of Andover.
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. Explore new revenue streams.
4. Don't commit dollars today that will commit the City to unsustainable future expenses.
Progress Report:
• The 2011 budget completed the year with both positive revenue and expenditure
variances. The 2012 Budget was developed with specific guidelines that were adopted
by the City Council and is being implemented following Administrative directives
consistent with the adopted Fiscal Values.
Looking forward to 2013 the City Council has again adopted specific guidelines for the
budget development; those guidelines have the Council and City Staff continually
analyzing services. The annual Capital Improvement Plan development process
evaluates current and facture infrastructure improvements extensively to determine long
term financial sustainability.
� p
City of Andover
2011 -2012 Goals and Values
Adopted June 7, 2011
Commercial/Residential Development/Redevelopment 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,
regulations and support programs.
4. Develop a business outreach plan to improve City relationships with the business community.
5. Analyze existing commercial areas to detenmine if expansion is feasible and seek out new areas
to serve the community.
6. Continually evaluate how to meet sewer /water and street needs of any proposed development
and redevelopment projects.
7. Review City development processes to help reduce unnecessary steps, time delays and
development costs.
Progress Report:
• The TIF districts status is reviewed continually with the EDA. The EDA has also
started the process to acquire blighted properties making way for future redevelopment
options.
• The City Council has eased signage restrictions, has agreed to reduce commercial
water utility connection charges, has initiated a retail market analysis, and has created
an additional TIF District to facility a senior housingproject.
• The City Council approved a pilot project for residential developers where the fixed
fees, along with park dedication & trail fees, are collected at the time of building
permit and variable fees be collected at time of final plat. The collection process is
outlined in the development contract for each plat, and the developer signs an
assessment agreement in the event the lots are not built on within two years the City
would assess the fees to the lots not yet built on.
• City Staff has increased involvement with the local chambers of commerce and is
continually making efforts to get out and visit business owners to determine their needs.
The Anoka Area Chamber relationship is very positive; the Metro North Chamber
relationship is still being cultivated.
• Relative to evaluating sewer /water needs of proposed development, the primary
involvement has been offering municipal service at the time of reconstruction of
roadways. The City was successful in securing a CDBG grant to make water service
available to a currently unserviced neighborhood.
City of Andover
2011 -2012 Goals and Values
Adopted June 7, 2011
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 inust 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. Seek County support on meeting the City's needs relative to transportation, in particular on
how improvements to County and City infrastructure can solve traffic problems for our
residents, assist existing business, and help attract new businesses.
5. Work with waste /garbage haulers to determine if a more efficient garbage collection process
for the community can be achieved.
Progress Report:
• Administrative directives for the 2011& 2012 budget and the Council adopted 2012
budget development guidelines for 2011 & 2012 stress seeking out efficient and cost
effective services.
• The City is pursuing collaborative opportunities with the County, School Districts, and
neighboring cities. City Administration is currently working with the County to
determine if the County Facility Maintenance Management System could provide
efficiencies to the City.
• The Bunker Lake Boulevard /7h Ave reconstruction project is a good example of how
the City and County can work together on transportation issues. But while some
progress is being made, many other locations along County roads are in need of
County participation either in the County actually doing a construction project or
allowing the City or proposed development to do a construction project. Projects
would include: turn - lanes, additional lanes, controlled intersections or reasonable
access to a County road.
1-1
City of Andover
2011 -2012 Goals and Values
Adopted June 7, 2011
Service Delivery Goals:
Value statement: The City is committed to providing efficient and cost - effective city
services.
1. Determine if the City should reduce maintenance on parks not used or useable for cost savings;
consider elimination of tot lots; focus development on larger parks and an expanded 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.
8. Discuss employee salaries and the review process with the budget development process, this
should include reviewing salary ranges, cost of living adjustments (COLA), longevity, and
merit based pay.
Progress Report.
• The Park Commission along with City Staff is evaluating all City Park properties to
determine future uses and improvements. Along with this process the Park Commission
has invited the local sports associations and neighborhoods to participate in the
process.
• A task force was created to explore whether or not artificial turf is an option for the
City to consider enhancing or expanding the current field offerings. A final report from
this task force will be made in June.
• The City is currently using a paperless City Council packet and City Staff is continually
encouraged to use electronic meanings of communication to limit paper use, although
we realize there still is a need or a requirement for paper options too.
• City Administration and the City Attorney have been researching administrative fines
and will make a presentation to the City Council during the 2013 budget development
process.
• As part of the 2012 budget process the City expanded the law enforcement contract to
include an additional investigator to help with investigations and to pursue community
policing in current "hot spots " within the communty;.
—� -
Service Delivery Goals (continued):
• The City Council as part of the 2012 budget supported a teen after- school program
with the YMCA. This program in conjunction with the Youth First program is intended
to start meeting the early teen programming needs within the community.
• Employee salaries are annually evaluated; comparisons with other comparable
communities are showing the City is competitive. City Administration is evaluating a
conversion to PTO (paid time ofj) versus the current sick and vacation leave program.
—9
City of Andover
2011 -2012 Goals and Values
Adopted June 7, 2011
Livability/Image 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 if the 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.
6. Review recent 2010 Census data and use for planning future projects.
Progress Report.
The Open Space Commission continues to evaluate properties as options for the City to
purchase as part of the Open Space Referendum program. Minimal development has occurred
so not much activity has taken place through the development process to preserve open space.
Each Open Space acquisition proposal going forward will include cost estimates on access
related costs and estimates on facture maintenance cost. In addition, as part of the 2013 budget
development a separate budget identifying the ongoing maintenance cost related to the open
space purchases will be done.
The City continues to monitor the past sustainable landscape plantings and continues to pursue
property owners along Hanson Boulevard to expand the landscape offering. The Great River
Substation landscape improvements were completed the summer of 2011.
Met Council representatives were at a Council workshop and presented the benefits of
participating in the Livable Communities Program. No decision to participate was made.
Updated 2010 Census data is being used as a tool for economic development marketing.
- -7-
Andover City Council Workshop
Minutes —March 27, 2012
Page 8
need to let staff know.
The Workshop with the Planning Commission adjourned at 7:45 p.m.
The Council recessed at 7:45 p.m.
The Council reconvened at 8:07 p.m.
r 11 -2012 COUNCIL GOALS UPDATE AND DISCUSSION
ty Administrator Dickinson provided a summary progress report on the 2011 -2012 goals and lues. Council is asked to review and discuss the progress being made on the 2011 -2012
ouncil Goals and Values and discuss the process for developing 2012 -2013 Council Goals and
alues. He pointed out the updates regarding the goals. He aslced the Council to review the
als and determine if they were still true statements for the Council.
Councilmember Knight stated he would not disagree with the Fiscal Value goals and this should
be ongoing.
City Administrator Dickinson stated as part of the Commercial /Residential
Development /Redevelopment Goals he would like to add working with developers to find
alternatives to Letter of Credit requirements. He stated developers are having problems
accessing the amount of credit the City requires.
Acting Mayor Trade stated this would fit in with the Commercial /Residential
Development /Redevelopment Goals. She asked what options may be available to developers.
City Administrator Dickinson stated the City could look at putting the variable fees such as aerial
snapping of sites and staff costs for inspections into a smaller escrow or include these costs in the
development agreement. At the time a building permit is applied for the City would collect all
the fixed costs such as park dedication fees, water connection charges and sewer charges. The
City would not issue a building permit until these fees were paid.
Acting Mayor Trade clarified the fixed costs would not be collected as a total amount but would
be paid in smaller portions as the single lots are developed. She asked how this would be set up
and what the down side would be of doing this.
City Administrator Dickinson stated this is an agreement that could be included in the
development contract. This is a process that is used in communities outside of the Metro area.
The City would still receive the fees but just over a period of time.
Acting Mayor Trade stated she would agree with this approach. The only down side would be
the park dedication fees would not be received as one payment and this could delay projects in
the neighborhood or somewhere else in the City.
n
Andover City Council Workshop
Minutes —March 27, 2012
Page 9
Councilmember Bukkila.stated she would also agree with this approach. She stated the City
would not be putting in a park for a neighborhood that only had three (3) to four (4) homes in it
so it would not be a problem with the park dedication fees not coming in one full amount.
Councilmember Howard asked what would happen with the costs not paid if the developer goes
out of business.
City Administrator Dickinson stated if a developer does go out of business the City could have
the ability to assess the outstanding amounts to the properties. He stated he had explained to the
developers the City is currently working out a program but it would be a pilot program and the
City may not continue with this program in the future. The developers were appreciative of the
City's willingness to work with them and this may be an advantage for the City and attract
additional developers.
Acting Mayor Trude stated she would be supportive of anything staff could do to work with
developers and attract additional development. She suggested staff look at goals 6 and 7 in the
Commercial /Residential Development /Redevelopment Goals and word them differently.
City Administrator Dickinson stated staff will do a survey with the Council prior to the next
workshop and have something put together for the Council to consider for adoption in May.
Acting Mayor Trude asked if there would be any proposed changes in the Livability /Image
Goals.
City Administrator Dickinson stated the City will not likely meet goals 3 and 4 related to the
Livable Communities Program and Transit Expansion. He asked if these should be stricken as
part of the update.
Councilmember Knight stated leaving these in as goals was not an issue.
Acting Mayor Trude stated she would like to have something added that includes meeting with
Anoka County and going through the County's roads in the City and discussing what the City's
needs are, including potential stop lights and intersections. There are several areas in the City
that pose traffic problems for residents and the County should look at these issues during their
redevelopment projects.
City Administrator Dickinson stated the County's long -term goal is to turn Crosstown Boulevard
back over to the City but the City should push to have the development of this section in the
County's planning process. If the project does get on the County's plan then staff will need to
work to keep it included in the plan.
Councilmember Buldcila stated she would like to have the City discuss the little bridge over the
wetlands by Fire Station 1. She stated there is no safe zone for residents to walls between Bunker
Lake Boulevard and Fire Station 1 and this should be looked at.
_9 -
Andover City Council Workshop
Minutes —March 27, 2012
Page 10
Acting Mayor Trade stated she would like to see the County use the funds for the light scheduled
on Hanson Boulevard and 161St Avenue on other problem areas in the City.
City Administrator Dickinson stated that intersection received Hazard Mitigation Funds and
those funds will need to be used in that area.
Acting Mayor Trade stated she would like to be sure that any potential open space projects
include the costs for roads or access and the maintenance for these roads. This way the Council
can make an informed decision on the properties and what the financial impacts would be to the
City. The Open Space Funds can not be used for providing access so the Council needs to know
what this will cost prior to approving any purchases.
City Administrator Dickinson stated in the 2013 budget process, staff would include maintenance
and access costs for open space. Bond Counsel had told the City to be as specific as possible
when making the Bond request so referendum funds can only be used for the purchase of "land ".
The City would not pursue any open space purchases that did not have value for the City, lands
that are preserved naturally do not need to be purchased.
Acting Mayor Trade stated she would like to be sure there is a plan included with all open space
property proposals that include access and maintenance.
Councilmember Howard stated he would like to have the needs of the Community Center added
to the CIP discussions. They are outgrowing their space and they would be willing to look at
different options for obtaining more space for programming activities and flex space. This may
include discussions about a Teen Center.
Councilmember Bukkila stated a Teen Center needs to have enough room so that the kids could
have space.
Councilmember Knight explained the Maple Grove Teen Center is set up including different
rooms for different ages. He pointed out the facility had less activity than the current Andover
facility but they also have a smaller walk through population. The YMCA and Community Centr
is in need of storage space.
Acting Mayor Trade stated a storage building had been on the plan but this had been removed for
financial reasons.
Councilmember Howard stated batting cages could also be considered and the Hockey
Association would like to see a diy floor work out area as well. These things would not be
expensive to build but they do point out some of the shortcomings of the Community Center after
10 years. He stated the City also has afield shortage that is currently being looked at for those
outdoor sports that need fields.
Councihnember Bukkila she did not disagree there were some needs at the Conununity Center
l0
Andover City Council Workshop
Minutes — March 27, 2012
Page 11
but the City needs to consider the amenities that are added and making sure all the City's sports
are being treated equally. Providing a special work out area for one sport would not be
something she could support.
Acting Mayor Trude stated the YMCA would pay for what they use and there may be interest
from the sports associations to pay for a portion of having amenities added but this is something
that would need to be looked into.
City Administrator Dickinson stated staff could talk to the Community Center and look into their
needs and bring back an analysis for the Council to look at. He stated it is less expensive to add
to an existing building than it is to build a new building and the current Community Center was
designed with future expansion in mind. Staff could look at costs. The YMCA would likely
prefer the City do any expansions because the process would be less cumbersome then theirs.
Councilmember Howard would suggest staff move forward with looking at this because the
YMCA is one of the City's largest partners. The Community Center is his biggest goal. He
stated he would provide staff with an updated concept plan to start with.
Councilmember BUIddla stated the Artificial Turf Task Force has not been able to make any final
decisions. The group has not been focused because there had not been enough financial
information available. The concept of a dome may gain interest but there is a need to fund the
project. The sports associations, want the City to pay for it but the City does not want to raise
taxes in order to fund the project. The short-term goal is to add fields but as a long -term goal
they would like to see a dome.
Councilmember Knight stated the City should look at the field situation. There are not enough
fields in the City to accommodate the demand.
City Administrator Dickinson stated staff could look at areas that are under utilized and
potentially add irrigation to add to the number of fields available. Staff will add a field demand
analysis to the goals. He stated one of the associations has talked to someone in Coon Rapids
and they may have fields available. Staff will look into this as well. He pointed out that adding
fields cannot be about bringing home a championship but rather about the needs of the kids and
the community.
Councilmember Knight stated the complaints residents have is they have to leave the City in
order to play and they do not want to do this.
Councilmember Buld,--ila stated the Task Force does not have any real answers. The members are
focused only on the needs and wants of the sport and they do not consider what is going on with
families and how a dome could impact taxes and residents.
Acting Mayor Trude stated the sports associations would need to provide some funds for a dome
facility or artificial turf. The City is willing to provide funding for projects that are available to
Andover City Council Workshop
Minutes —March 27, 2012
Page 12
all the residents.
Councilmember Buldcila stated the associations would have to raise their dues then and they are
not willing to do this but they want the City to raise taxes.
City Administrator Dickinson stated there should be a balance between tax, service and the
money the associations are willing to provide. A field demand analysis and working with the
Artificial Turf Task Force and Conununity Center are good ways to start.
Councilmember Buldcila stated this is not a priority goal.
Acting Mayor Trude stated she would like to see something in the area of public transit as a goal.
She would also include creating partnerships to provide lifecycle housing. She asked if the
Council would have another opportunity to review the goals and provide additional input.
City Administrator Dickinson stated staff is currently working on two (2) lifecycle housing
projects. The goals discussed will be added and sent to the Council for review including:
information for working with developers for alternatives in paying for fees, rewording goals 6
and 7 in the Commercial /Residential Development /Redevelopment Goals, discussing County
roads within Andover with Anoka County, additional trail needs in the City, the inclusion of
access and maintenance information for open space proposals, review of the Community Center
and its needs, study of the field needs in the City, and potential public transit.
2012 -2013 CAPITAL IMPROVEMENT PLAN PROGRESS UPDATE
City Administrator Dickinson provided an update of the 2012 Capital Improvement Plan (CIP)
projects and equipment purchases. He also provided a list of 2013 planned equipment purchases
that had been discussed during the bond sale process. During that discussion it was determined
to include some of the equipment planned for 2013 in the 2012 bond sale to take advantage of
low interest rates and to eliminate the need to do an additional bond in 2013, saving underwriting
fees. The Council is asked to consider authorizing staff to start the procurement process for
acquiring the 2013 equipment attached.
Acting Mayor Trude stated the purchase of a ladder truck is the big item on the list. She asked if
the City needed to proceed with this purchase at this time.
Councilmember Buldcila suggested staff wait until the end of the year to purchase any equipment
unless there is a significant savings that could be obtained by purchasing something early.
Councilmember Howard stated the 2001 vehicle replacement should be pushed out. The City
could also push out the purchase of a trailer. The ditch mower does need to be replaced.
__� r'l .,
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
FROM: Jim Dickinson, City Administrator
SUBJECT: 2013 -2017 Capital Improvement Plan (CIP) Development Discussion
DATE: May 22, 2012
INTRODUCTION
Administration/Finance has been working with Department Heads to prepare a "draft" 2013-
2017 CIP. Various committees (Vehicle Purchasing & Facility Management Committees) and
commissions (Parks and Recreation & Community Center Advisory) have contributed to the
"draft" 2013 -2017 CIP.
DISCUSSION
To assist with the 2013 -2017 CIP development discussion, I have-attached for the Council's
review current submissions to the 2013- 2017 CIP.
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 fund balance analysis of
funding sources (based on various assumptions and estimates) that will also be presented to the
Council for review at future workshops.
At this time the Staff would like the Council to review the project submissions and
determine if the submissions meet the Council's priorities and warrant staff to provide the
analysis necessary to have the project considered for inclusion in the 2013 -2017 CIP that
will ultimately be adopted by the Council in October.
ACTION REQUESTED
Council is requested to review the various attachments, receive a brief presentation, and
iXe direction to staff on Council priorities for the 2013 -2017 CIP.
submitted,
111111 WE" Cf111.Y0I11
City of Andover, MN
Capital Plan T,
2013 thru 2017
Department Project# Priority 2013 2014 2015 2016 2017 Total
Central Equipment
Replacement - Service Truck
16- 48800 -01
2
40,000
40,000
Equipment Bond
40,000
40,000
Central Equipment Total
40,000
40,000
Community Center
Replacement- CarpetfFlooring
13- 44000 -01
1 10,000
10,000
Comm Ctr Operations
10,000
10,000
ACC/YMCA Expansion
14- 440000 -01
2
3,000,000
3,000,000
G.O. Bond
3,000,000
3,000,000
Replacement- Rink Boards
15- 44300 -01
1
12,000
12,000
Comm Ctr Operations
12,000
12,000
Replacement - Ice Edger
15- 44300 -02
1
8,000
8,000
Comm Ctr Operations
8,000
8,000
Replacement - Zamboni Battery Pack
17- 44300 -01
1
12,000
12,000
Comm Ctr Operations
12,000
12,000
Community Center Total
10,000
3,000,000
20,000
12,000
3,042,000
Engineering
New Development Projects
13- 41600 -01
1 110,000
115,000
140,000
150,000
515,000
Sewer Trunk Fund
22,000
90,000
110,000
110,000
332,000
Water Trunk Fund
88,000
25,000
30,000
40,000
183,000
Pedestrian Trail Maintenance
13- 41600 -02
1 56,000
68,000
76,000
68,000
268,000
Road & Bridge Funds
56,000
68,000
76,000
68,000
268,000
Engineering Total
166,000
183,000
216,000
218,000
783,000
Facility Management
Land Purchase
13- 41900 -01
1 1,500,000
1,500,000
Building Fund
1,500,000
1,500,000
Annual Parking Lot Maintenance
13- 41900 -02
1 26,000
27,000
28,000
130,000
32,000
243,000
Capital Projects Levy
26,000
27,000
28,000
30,000
32,000
143,000
Comm Ctr Operations
100,000
100,000
Carpet/ Tile Replacement
13- 41900 -03
2 10,000
10,000
10,000
30,000
Capital Projects Levy
10,000
10,000
10,000
30,000
Roof Replacements
13- 41900 -04
1 300,000
300,000
Capital Equipment Reserve
300,000
300,000
Building A - Seal Floor
15- 41900 -01
1
20,000
20,000
Capital Projects Levy
20,000
20,000
Addition to Storage Building & Vehicle Maint. Shop
15- 41900 -02
1
3,000,000
3,000,000
Department Project# Priority 2013 2014 2015 2016 2017 Total
G.O. Bond
3,000,000
3,000,000
Replacement - Ladder Truck #11
Recycling Building & Fence
15- 41900 -03
1 300,000
t
300,000
G.O. Bond
300,000
"R , s
300,000
Attached Storage Building
15- 41900 -04
1 300,000'
a,
300,000
G.O. Bond
1,200,000
300,000
13- 42200 -02
300,000
Relocate Fuel Station w/ Canopy
15- 41900 -05
2 300,000
300,000
G.O. Bond
Capital Projects Levy
300,000
300,000
Fire St. #2 Addition with additional land purchase
15- 41900 -06
2 885,000
885,000
G.O. Bond
14- 42200 -01
885,000
885,000
Pedestrian Tunnel Under Crosstown Blvd.
15- 41900 -07
1 450,000
45,000
450,000
G.O. Bond
450,000
45,000
450,000
Surface Seal all Brick Structures
17- 41900 -01
1
85,000
85,000
Capital Projects Levy
45,000
25,000
25,000
Comm Ctr Operations
45,000
Equipment Bond
35,000
35,000
Water Fund
45,000
25,000
25,000
Facility Management Total
Replacement - Turnout Gear
1,836,000 27,000 5,293,000
130,000 127,000
7,413,000
Fire
Replacement - Ladder Truck #11
1342200 -01
1
600,000
600,000
1,200,000
Equipment Bond
600,000
600,000
1,200,000
New - Hose Washer at St. 2
13- 42200 -02
1
6,000
6,000
Capital Projects Levy
6,000
6,000
Replacement - Grass #31
14- 42200 -01
2
45,000
45,000
Equipment Bond
45,000
45,000
Replacement - Grass #21
14- 42200 -02
2
45,000
45,000
Equipment Bond
45,000
45,000
Replacement - Turnout Gear
14- 42200 -03
1
120,000
120,000
Equipment Bond
120,000
120,000
Replacement- Fire Marshall Vehicle
14- 42200 -04
2
40,000
40,000
Equipment Bond
40,000
40,000
Replacement - Tanker #11
15- 42200 -01
2
340,000
340,000
Equipment Bond
340,000
340,000
Replacement - Utility #4
15- 42200 -02
2
32,000
32,000
Equipment Bond
32,000
32,000
Replacement - Utility #5
15- 42200 -03
2
32,000
32,000
Equipment Bond
32, 000
32,000
New - Water /Ice rescue boat
15- 42200 -04
1
20,000
20,000
Equipment Bond
20,000
20,000
Replacement- SCBA's
16- 42200 -01
1
125,000
125,000
Equipment Bond
125,000
125,000
Fire Total
606,000
850,000
424,000
125,000
2,005,000
Park & Rec - Operations
Replace /Repair Play Structures - Various Parks
13- 45000 -01
1
45,000
45,000
45,000
45,000
45,000
225,000
Capital Projects Levy
45,000
45,000
45,000
45,000
45,000
225,000
Replace /Repair Major Park Projects - Various Parks
13- 45000 -02
1
25,000
25,000
25,000
25,000
25,000
125,000
Capital Projects Levy
25,000
25,000
25,000
25,000
25,000
125,000
Replacement - Trailer #T -554
13- 45000 -03
2
10,000
10,000
Equipment Bond
10,000
10,000
3
Department Project# Priority 2013 2014 2015 2016 2017 Total
Replacement - One Ton Truck w/ Plow #599
13- 45000 -04
Equipment Bond
Replacement - One Ton Truck w/ Plow #503
14-45000 -01
Equipment Bond
Replacement - Toro Groundsmaster #559
15- 45000 -01
Equipment Bond
65,000
Replacement - Bobcat #610
15-45000 -02
Equipment Bond
32,500
Replacement - One Ton Crew Cab Pickup #502
16- 45000 -01
Equipment Bond
65,000
Park & Rec - Operations Total
� <:
65,000
Park & Rec - Projects
Annual Miscellaneous Park Projects
13- 45001 -01
Park Dedication Funds
Park Redesign / Major Irrigation Improvements
15- 45001 -01
Park Dedication Funds
23,000
Park & Rec - Projects Total
650,000
23,000
Sanitary Sewer
Replacement - 3/4 Ton Truck w/ Plow #90
13- 48200 -01
Sanitary Sewer Fund
23,000
Replacement - One Ton Truck w/ Plow #94
13- 48200 -02
Sanitary Sewer Fund
Storm Sewer Fund
36,000
Yellow Pine Lift Station
15- 48200 -01
Sewer Trunk Fund
Rural Reserve Trunk Sanitary Sewer
15- 48200 -02
Assessments
Sewer Revenue Bonds
50,000
Sanitary Sewer Extensions
15- 48200 -03
Assessments
Sewer Trunk Fund
50,000
Replacement - Jet/Vac Truck #99
15- 48200 -04
Sanitary Sewer Fund
135,000
Sewer Trunk Fund
120,000
Sanitary Sewer Total
599,000
1 15,000
15,000
Storm Sewer
Storm Sewer Improvements
13- 48300 -01
Storm Sewer Fund
15,000
Replacement - Elgin Street Sweeper #169
14- 48300 -01
Equipment Bond
15,000
Storm Sewer Total
2
1 35,000
200,000
Streets / Highways
Annual Street Seal Coat Project
13- 43100 -01
Construction Seal Coat Fund
40,000
2 65,000
65,000
65,000
65,000
`r�^
2 65,000
65,000
65,000
32,500
�
2
65,000
32,500
� <:
65,000
32,500
65,000
650,000
65,000
1
23,000
650,000
23,000
2,250,000
23,000
3,500,000
23,000
2
1,000,000
36,000
36,000
250,000
2,250,000
36,000
500,000
36,000
1
50,000
105,000
50,000
500,000
50,000
500,000
50,000
145,000
135,000
129,000
120,000
70,000
599,000
1 15,000
15,000
15,000
15,000
15,000
75,000
15,000
15,000
15,000
15,000
15,000
75,000
2
1 35,000
200,000
45,000
50,000 55,000
200,000
35,000
40,000
200,000
50,000 55,000
225,000
200,000
15,000
15,000
215,000
15,000
15,000
275,000
1 65,000
65,000
65,000
65,000
2 65,000
65,000
32,500
32,500
32,500
32,500
1
650,000
650,000
650,000
650,000
1
2,250,000
1,250,000
3,500,000
250,000
1,000,000
1,250,000
2,000,000
250,000
2,250,000
1
500,000
105,000
605,000
105,000
105,000
500,000
500,000
1
357,000
357,000
178,500
178,500
178,500
178,500
130,000
3,757,000
1,355,000
5,242,000
1 35,000
40,000
45,000
50,000 55,000
225,000
35,000
40,000
45,000
50,000 55,000
225,000
1
150,000
150,000
150,000
150,000
35,000
190,000
45,000
50,000 55,000
375,000
1 442,000 387,000 765,000 740,000 2,334,000
10,000 20,000 30,000
�I
Department
Project#
Priority
2013
2014
2015
2016
2017
Total
Road & Bridge Funds
442,000
387,000
755,000
720,000
2,304,000
Annual Street Crack Seal Project
13- 43100 -02
1
103,000
191,000
167,000
205,000
666,000
Construction Seal Coat Fund
1,000
1,000
3,000
5,000
Road & Bridge Funds
103,000
190,000
166,000
202,000
"
661,000
Annual Street Reconstruction
13- 43100 -03
1
700,000
804,000.
856,000
850,000
3,210,000
Assessments
175,000
201,000
214,000
215,000
.805,000
Road & Bridge Funds
525,000
603,000
642,000
635,000
2,405,000
Annual Pavement Markings
13- 43100 -04
1
26,000
27,000
29,000
31,000
33,000
146,000
Road & Bridge Funds
26,000
27,000
29,000
31,000
33,000
146,000
Annual Curb Replacement
13- 43100 -05
1
43,000
44,000
45,000
46,000
47,000
225,000
Road & Bridge Funds
43,000
44,000
45,000
46,000
47,000
225,000
Municipal State Aid Routes / New & Reconstruct
13- 43100 -06
1
1,626,000
433,000
2,059,000
Assessments
65,000
65,000
Municipal State Aid Funds
1,561,000
433,000
1,994,000
Intersection Upgrades
13- 43100 -07
1
125,000
125,000
125,000
125,000
125,000
625,000
Municipal State Aid Funds
125,000
125,000
125,000
125,000
125,000
625,000
Replacement - Ditch mowing tractor and mowers
13- 43100 -10
1
90,000
90,000
Equipment Bond
90,000
90,000
Replacement - One Ton Truck w/ Plow #132
13- 43100 -11
1
65,000
65,000
Equipment Bond
65,000
65,000
Replacement - Dump Truck w/ Snow Removal #198
14- 43100 -01
1
150,000
150,000
Equipment Bond
150,000
150,000
Replacement - Water Tanker #163
14- 43100 -02
2
100,000
100,000
Equipment Bond
100,000
100,000
Streets / Highways Total
3,220,000
2,261,000
1,987,000
1,997,000
205,000
9,670,000
Water
Rehabilitation of Wells
13- 48100 -01
1
65,000
70,000
75,000
80,000
85,000
375,000
Water Fund
65,000
70,000
75,000
80,000
85,000
375,000
WTP Generator Upgrade
13- 48100 -02
1
52,000
52,000
Water Fund
52,000
52,000
Water Meter Reading System AMI /AMR
15- 48100 -01
2
900,000
900,000
Water Fund
900,000
900,000
Water Main Improvements
15- 48100 -02
1
710,000
710,000
Assessments
710,000
710,000
Water Total 117,000 70,000 1,685,000 80,000 85,000 2,037,000
GRAND TOTAL. 6,280,000 6,731,000 13,771,000 4,130,000 569,000 31,481,000
Is-
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
FROM: Jim Dickinson, City Administrator
SUBJECT: 2013 Budget Development Discussion
DATE: May 22, 2012
INTRODUCTION
City Administration is starting to focus on the 2013 Annual Operating Budget Development
process and is looking for City Council direction as the preparation of the 2013 Annual
Operating Budget proceeds.
City Administration will review with the Council the bold italics items at the meeting.
T)TCCT TCCT(1N
The following are 2013 Budget Development guidelines that were adopted at the April 3rd 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 3.6% decrease in total taxable market value. Tax Increment
Financing District 1 -1 will be decertifying at the end of 2012, complete impacts are still
being evaluated, and it is likely the State of Minnesota will place levy limits on cities for 2013
levies.
2) Continue with the current procurement and financial plan to appropriately expend the bond
proceeds generated from the successful 2006 Open Space Referendum.
Note: The Open Space Commission and Staff have been active 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 45% of planned 2013 General Fund expenditures and the preservation of
emergency fund balances (snow emergency, public safety, facility management &
information technology) through targeting revenue enhancements or expenditure limitations
in the 2012 adopted General Fund budget.
Note: With property tax revenues making up 80% of the total General Fund revenues, cash
flow designations approaching 50% would be appropriate and are recommended by the
City's auditor.
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 adopted 2012 debt levy was 17.94% of the gross tax levy, 20% will provide
margin to accommodate the 2012 Equipment Bond debt service. If a large debt issuance was
considered in 2012 -2013, the impact to the levy would likely not be until 2014.
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: The City Vehicle Purchasing Committee is currently performing this analysis and will
make recommendations to the City Council as part of the 2013 -2017 Capital Improvement
Plan development.
6) A team approach that encourages strategic planning to meet immediate and long -term
operational, staffing, infrastructure and facility needs.
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.
0 ■ NoaM0KaMX00MMKMMMMMaMKNMMNMMMMMKMM0 MMMW0RMMMMMr0MMMAMMMMNW0M0Xsrao0e0KMMMMMMI
Staffing:
A few new staffing requests are expected from City Departments for the 2013 budget.
Administration's first request will likely be in the Public Works area as that was a department
that had layoffs as part of the 2010 budget process, but has seen expanded infrastructure over the
past few years.
No furloughs or hour reductions are anticipated, with various position vacancies, Administration
& Human Resource will continually monitor staffing availability and budget to maintain
adequate service levels to, the public.
Lastly, with some anticipated retirements, special focus is being placed on appropriate succession
planning.
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
part of the budget process, pay steps for eligible employees will be included in the 2013
budget proposal. A cost of living adjustment (COLA) is currently being explored and is
a topic of union negotiations.
Council feedback/direction is sought on this topic.
2. A midyear review of the health plan will be conducted with our broker in late June.
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 annually to the employees HSA.
3. Administration and Human Resources are exploring a PTO conversion program as part of
the 2013 budget process for both union and non -union employees.
Contractual Departments:
1. The City Attorney 2012 contract included a 0% increase over the 2011 rate.
Discussion for the 2013 contract will likely indicate, if City employees are 'aranted a
COLA, the legal service contract would be treated the same.
2. At the September 6, 2011 Council meeting, the City Council approved the 2012 City of
Andover Law Enforcement Contract with the Anoka County Sheriff's Office. The 2012
Law Enforcement expenditure budget is $2,693,896 which is offset by a Police State Aid
revenue budget of $112,860 and School Liaison revenue budget of $84,828 reflecting a
net tax levy impact of $2,496,208.
The 2012 Sheriff's contract provides for:
a. 80 hours per day of patrol service
b. 6 hours per day of service provided by a Community Service Officer (reduced
from 12 hours per day in the 2011 contract).
c. School Liaison Officers in the middle school and high school
d. Patrol Investigator
e. Effective March 1, 2012 an additional Investigator
f. 50% of the Crime Watch Program's coordinator position.
It should be noted that the Sheriff's 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
Sheriff's Department additional, but is not billable per the contract
Staff has had initial discussions with the Anoka County Sheriff on the 2013 contract
with discussions stressing maintaining the status quo for 2013. Current negotiations
or a status quo contract are at a 1.74% increase ($46,764).
Council Memberships and Donations /Contributions:
The following memberships /contributions are included in the 2012 General Fund & Budget:
• North Metro Mayors Association
$13,709
• Association of Metropolitan Cities (AMM)
$ 9,047
• Mediation Services
$ 3,323
• YMCA — Water Safety Program
$ 7,500
• Alexandra House
$ 5,000
• Youth First (Program Funding)
$12,000
• Northwest Anoka County Community Consortium
$10,000 JPA — Youth First
• Teen Center Funding (YMCA)
$21,000
• Lee Carlson Central Center for Family Resources
$ 1,500
The following donations /contributions are in the 2012 Charitable Gambling Fund Budget:
• Alexandra House
• Senior High Parties
$5,000
$1,000
Please note that any funding coming from the Charitable Gambling Fund is contingent on
available resources.
Council direction is sought on how to budget for 2013. Staff is attempting to coordinate a
presentation from each of the orkanizations.
ACTION REQUESTED
The Council is requested to receive a presentation and provide direction to staff.
tted,
�=
.. ...... ..�.,. �,,..� y..,.
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 General Fund Budget Progress Report — April 2012
DATE: May 22, 2012
INTRODUCTION
The City of Andover 2012 General Fund Budget was approved with total revenues of
$9,263,720 and total expenditures of $9,263,720. The 2012 expenditure budget currently is
amended to $9,298,720 acknowledging $35,000 of 2011 budget carry forwards.
Monthly reporting of the City Budget progress to the Governing body is a recommended
financial practice and often viewed positively by rating agencies.
DISCUSSION
Attached is the General Fund Budget Surmnary Totals - Budget Year 2012 through April 2012.
The attachment is provided to assist discussion in reviewing 2012 progress; other financial
documents may be distributed at the meeting.
The following represents City Administration directives and departmental expectations for 2012_
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.
ACTION REQUESTED
The Council is requested to receive a presentation and provide direction to staff.
submitted,
CITY OF ANDOVER
General Fund Budget Summary Totals
Budget Year 2012
2011 2012
REVENUES Budget Apr YTD % of Bud Final Budget Apr YTD % of Bud
General Property Tax
$
7,217,219
$
-
0%
$
7,115,936
$
7,398,782
$
-
0%
Licenses and Permits
250,080
66,803
27%
387,206
250,155
71,305
29%
Intergovernmental
558,215
174,055
31%
566,707
566,103
191,276
34%
Charges for Services
580,200
175,634
30%
866,584
601,150
197,522
33%
Fines
105,750
22,932
22%
99,777
100,750
27,060
27%
Investment Income
65,000
6,023
9%
130,368
65,000
4,700
7%
Miscellaneous
84,900
53,215
63%
127,602
84,850
54,123
64%
Transfers In
196,930
196,930
100%
196,930
196,930
196,930
100%
Total Revenues
$
9,058,294
$
695,592
8%
$
9,491,110
$
9,263,720
$
742,916
8%'
2011
2012
EXPENDITURES
Budget
Apr YTD
% of Bud
Final
Budget
Apr YTD
% of Bud
GENERAL GOVERNMENT
Mayor and Council
$
106,956
$
45,066
42%
$
101,372
$
88,162
$
46,166
52%
Administration
138,157
44,536
32%
135,523
140,621
44,323
32%
Newsletter
27,500
10,738
39%
22,897
25,500
8,594
34%
Human Resources
36,221
6,319
17%
31,854
15,429
6,232
40%
Attorney
178,300
43,028
24%
171,062
178,300
42,750
24%
City Clerk
103,333
35,811
35%
100,693
103,937
36,427
35%
Elections
6,750
1,886
28%
6,398
53,922
2,056
4%
Finance
212,967
69,728
33%
207,033
213,522
72,752
34%
Assessing
152,500
51
0%
143,693
152,500
-
0%
Information Services
154,871
38,603
25%
142,963
153,560
36,686
24%
Planning & Zoning
355,258
107,891
30%
324,302
338,696
101,578
30%
Engineering
414,408
131,991
32%
413,819
419,688
133,619
32%
Facility Management
553,739
123,797
22%
469,476
574,639
134,101
23%
Total General Gov
2,440,960
659,445
27%
2,271,085
2,458,476
665,284
27%
PURLICSAFETY
Police Protection
2,615,407
653,852
25%
2,615,407
2,694,135
673,474
25%
Fire Protection
1,077,084
330,808
31%
974,988
1,081,933
284,847
26%
Protective Inspection
363,789
111,410
31%
360,277
363,834
110,386
30%
Civil Defense
16,463
6,532
40%
16,301
16,755
5,497
33%
Animal Control
9,970
1,615
16%
11,087
9,950
1,391
14%
Total Public Safety
4,082,713
1,104,217
27%
3,978,060
4,166,607 '
1,075,595
26 %'
PUBLIC WORKS
Streets and Highways
578,050
168,027
29%
594,293
571,625
176,439
31%
Snow and Ice Removal
489,315
268,583
55%
434,602
488,172
217,754
45%
Street Signs
196,712
55,869
28%
175,833
196,631
42,044
21%
Traffic Signals
36,000
4,891
14%
26,569
36,000
4,560
13%
Street Lighting
36,400
8,023
22%
32,317
36,400
8,445
23%
Street Lights - Billed
206,000
43,599
21%
189,144
206,000
45,196
22%
Park & Recreation
916,832
225,147
25%
889,178
932,599
247,914
27%
Recycling
122,273
31,124
25%
109,911
126,2t0
25,160
20%
Total Public Works
2,581,582
805,263
31%
2,451,847
% 2,593,637
767,512
- 30 %'
OTIIER
45,000
7,500
17%
30,631
80,000
38,155
48%
Total Other
45,000
7,500
17 %,
30,631
80,000
38,155
48 %`
Total Expenditures -
$
9,150,255
$
' - 2,576,425
28%
$
8,731,623
$
9,298,720
$
2,546,546
27%
NET INCREASE (DECREASE)
$
(91,961)
$
(1,880,833)
$
759,487
$
(35,000)
$
(1,803,630)
C I T Y 0 F 10
i
NDOVE
1685 CROSSTOWN BOULEVARD N.W. s ANDOVER, MINNESOTA 55304 s (763) 755 -5100
FAX (763) 755 -8923 • WWW.CI.AN DOVE R.MN.US
TO: Mayor and Councilmembers
FROM: Jim Dickinson, City Administrator
SUBJECT: April 2012 Investment Report
DATE: May 22, 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.
Furthermore, the City of Andover Investment Policy recommends the Finance Director presents
to the City Council monthly the type of investments held by the City.
DISCUSSION
Attached is the Investment Maturities Summary for April 2012. This attachment is
intended to assist with discussion in reviewing the April 2012 investments.
Also attached is the Debt Service Payment Schedule (through 2015) for the City of
Andover. This attachment is intended to assist with discussion and to point out the
importance of structuring investments to mature at times that meet the debt service
schedule.
ACTION REQUESTED
The Council is requested to receive a presentation and provide feedback to staff.
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1685 CROSSTOWN BOULEVARD N.W. s ANDOVER, MINNESOTA 55304 • (763) 755 -5100
FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV
TO: Mayor & Council Members
FROM: Jim Dickinson, City Administrator
SUBJECT: Supplemental Agenda Item for May 22, 2012 City Council Meeting
DATE: May 22, 2012
The City Council is requested to receive the following supplemental information.
4. Award Bid /11 -10 /South Coon Creek Drive NW Reconstruction (Supplemental) -Engineering
tted,
-
4°
1685 CROSSTOWN BOULEVARD N,W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100
FAX (763) 755- 892ya,,,e WWW.ANDOVERMN,GOV
TO: Mayor and Council Members
CC: Jim Dickinson, City Adminis
FROM: David D. Berkowitz, Director of Pubfl'eWorks /City Engineer
SUBJECT: Award Bid /11 -10 /South Coon Creek Drive NW Reconstruction - Engineering
DATE: May 22, 2012
INTRODUCTION
The City Council is requested to accept bids and award the bid for Project 11 -10, South Coon Creek
Drive NW Reconstruction.
DISCUSSION
As a part of this project, a 12" water main will be constructed from Crosstown Boulevard to 143`d Avenue
that will provide a redundant service to the west side of town. The roadway will be widened on average
2.5' on each side of the road for a total of 5' of widening. This is being done to accommodate 5'
shoulders on each side of the roadway for pedestrian / bicycle users. A right turn lane has been added
going east bound at Crosstown Boulevard.
The bid opening was held on May 21, 2012. The three lowest bids received are as follows:
Contractor Bid Amount
Douglas -Kerr Underground, LLC $2,143,787.75
Keuchle Underground $2,216,377.06
Redstrone Construction Co. $2,257,969.25
Engineer's Estimate $2,169,000.00
Please refer to the attached bid tabulation for a breakdown of bids and unit prices.
UDGETIMPACT
The project costs will be funded through the City's Road and Bridge Fund, Trunk Water Fund, Trunk
Sewer Fund, and special assessments to properties fronting along the improvements.
ACTION REQUIRED
The City Council is requested to approve the resolution accepting bids and awarding the contract to
Douglas -Kerr Underground, LL C in the amount of $2,143,787.75 for Project 11 -10, South Coon Creels
Drive NW Reconstruction.
Respectfully submitted,
(�' A°./a� , e
David D. Berkowitz
Attachments: Resolution Location Map& Bid Tabulation/
CITY OF ANDOVER
COUNTY OF ANOKA
STATE OF MINNESOTA
RES. NO.
MOTION by Council member
to adopt the following:
A RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR THE
IMPROVEMENT OF PROJECT NO. 11 -10, SOUTH COON CREEK DRIVE NW
RECONSTRUCTION.
WHEREAS, pursuant to advertisement for bids as set out in Council Resolution
No. 036 -12 dated April 3, 2012, bids were received, opened and tabulated
according to law with results of the three lowest bidders as follows:
Contractor Bid Amount
Douglas -Kerr Underground, LCC $2,143,787.75
Keuchle Underground $2,216,377.06
Redstrone Construction Co. $2,257,969.25
Engineer's Estimate $2,169,000.00
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Andover to hereby accept the bids as shown to indicate Douqlas -Kerr Underground,
LLC as being the apparent low bidder.
BE IT FURTHER RESOLVED TO HEREBY direct the Mayor and City Clerk to
enter into a contract with . Douglas -Kerr Underground, LLC in the amount of
$2,143,787.75 for construction of the improvements; and direct the City Clerk to return
to all bidders the deposits made with their bids, except that the deposit of the
successful bidder and the next two lowest bidders shall be retained until the contract
has been executed and bond requirements met.
MOTION seconded by Council member
Council at a City Council Workshop meeting this
with Council members
in favor of the resolution, and Council members
22nd
and adopted by the City
day of May _, 2012,
voting
voting against, whereupon said resolution was declared passed.
CITY OF ANDOVER
ATTEST:
Michael R. Gamache - Mayor
Michelle Hartner — Deputy City Clerk
��IIr
Capital Improvement Plan
Project Name: MUNICIPAL STATE AID ROUTES
RECONSTRUCT 2012
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