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HomeMy WebLinkAboutCCAgen_06Jun14CITY OF FALCON HEIGHTS Regular Meeting of the City Council City Hall 2077 West Larpenteur Avenue *AMENDED AGENDA* June 14, 2006 A. CALL TO ORDER: 7:00 PM B. ROLL CALL: GEHRZ ____ KUETTEL ____ HARRIS ____ LINDSTROM ____ TALBOT _____ HOAG _____ KREUSER_____ C. PRESENTATION: D. APPROVAL OF MINUTES: May 17 and May 24, 2006 TAB 1 D. PUBLIC HEARING: F. CONSENT AGENDA: 1. General Disbursements through 6-8-06: $43,619.80 Payroll through 5/31/06: $19,280.46 TAB 2 2. Approval of licenses TAB 3 3. Designate additional funds in the Infrastructure Fund for the debt service payments of the 1999 G.O. NE Quadrant Improvement Bonds (317) TAB 4 4. Transfer of funds from Capital Fund 412 (TIF #1-2 Capital) and Capital Fund 413 (TIF #201 Capital) to Debt Service Fund 316 (TIF Larpenteur Bond Fund) TAB 5 5. Request to amend the General Fund Budget to approve additional funds for the Accounting Intern position due to the new computer financial package conversion. TAB 6 6. ADDENDUM: Designated Signors for Orders Drawn on City Funds G. POLICY AGENDA: 1. Resolution 06-14 adopting use of AutoMARK ballot marking machines i n e l e c t i o n s TAB 7 2. Resolution 06-15 approving fence height variance for 1729 Snelling Ave TAB 8 3. Change in the Scope of Work with the City of St. Paul for the Hamline-Hoyt Street Reconstruction Project TAB 9 H. COMMUNITY FORUM: I. INFORMATION/ANNOUNCEMENTS: J. ADJOURN: Special Council Meeting May 17, 2006 Members present: Mayor Gehrz, Council members Kuettel, Talbot, Harris and Lindstrom, Interim City Administrator/Parks and Public Works Director Hoag, Assistant City Administrator/Deputy Clerk Kreuser, and Little Canada City Administrator Hanson. Mayor Gehrz called the meeting to order at 7:00 p.m. 1. City Administrator Position Discussion Joel Hanson gave a brief overview of the interview process and short summary of each candidate. He explained Justin Miller was moving up in the profession, with tons of potential, and he is ready to take the next step. Ed Treska is a seasoned manager, is loved in Grand Rapids, and has stability. He added the challenge was to choose the best match for Falcon Heights. Council member Kuettel asked about the ranking system used to narrow the field. Hanson replied points were assigned by the position profile, taking education, experience, and city experience into account. He explained, after Council member Lindstrom’s question, the process of narrowing the applicants down to 12, and then 7 for staff, residents, and council to interview. The Mayor and Administrator Worthington screened the 12 down to seven. He added the two finalists were the consensus between the two groups, with a third candidate trailing far behind. Council member Harris asked if any veterans applied. Hanson replied there was one or two, but the finalists were not veterans. Mayor Gehrz thanked Hanson for working on the search and credited him for digging for references, rather than simply using the ones supplied by the candidates. The Mayor then passed out secret ballots that were silently voted by the council and then collected by Hanson. Justin Miller had four votes, Ed Treska, one. Mayor Gehrz asked for discussion on why each person is the best choice. She explained why her choice was Miller, based on the salary of each candidate, with Treska taking a sizeable pay cut to work in Falcon Heights. She stated she would be uncomfortable offering the position to him, at the salary Falcon Heights could offer. With Miller, she stated the pay range worked with his current salary, and he would be coming in with a stable, competent staff, a stable council, and he would fit in well. Council member Lindstrom stated he totaled the number of people active in the interview process, and the number came to 29 (staff, council, commissioners). He added he had several reasons for choosing Miller; many were along the same lines as the Mayor. Council member Lindstrom stated he liked Miller’s answer to a specific interview question in that Miller wanted to help the community meet common goals; Miller nailed the environmental challenges cities face; Miller had the most knowledge about Falcon Heights; Miller had strong recommendations; Miller is a strong generalist; and lastly, Lindstrom liked Miller’s straight-forward answers and his ability to be concise. Council member Talbot thought the PDI assessment was very revealing about the two candidates, and it showed the candidates strengths and weaknesses. He added the pay cut Treska would take bothered him. Council member Kuettel stated that with a small city there would always be turnover. Council member Talbot added that the City is flexible, and with Treska being the older candidate, Falcon Heights may be the last stop for him. Council member Harris explained Miller was her first choice, and that she loved that he knew so much about Falcon Heights. With Treska, she did not hear the same excitement about the City as she did with Miller. She thought Treska may have been applying to Falcon Heights simply because the job was open, and wondered if he could do better at a larger city in the metro. Council member Kuettel discussed Treska’s accomplishments, and stated he was the “all-star,” but she would be very happy with either candidate and would be happy to make the vote unanimous. Council member Kuettel moved to authorize Mayor Gehrz to enter negotiations with Justin Miller for the position of City Administrator. The motion passed unanimously. Mayor Gehrz thanked Hanson for his hard work, and expressed her thanks to the Little Canada City Council and Mayor. Mayor Gehrz asked for the council’s help with the contract provisions. She proposed a starting offer of $68,000 to Miller with a six-month review and bump, in accordance with the City’s compensation policy. Council member Harris thought that was a good starting point. The Mayor asked the council to consider the standard 12 days of sick leave, and 10 days of vacation credited to Miller’s bank. She explained the rest of his benefits, including health, dental, dues/subscriptions, and mileage. She added the main issue was severance, with the model contract allowing six months severance. Council member Kuettel thought the contract should offer two months severance. A short discussion on the severance package commenced. The Mayor explained the contract would be renegotiated every year, along with an annual performance review. The council decided the conditions surrounding the severance pay are equal to two months salary after termination if due to malfeasance or failure to perform satisfactorily the duties of the position as deemed appropriate by the Mayor and City Council upon written notice and opportunity of 60 days to rectify. Mayor Gehrz closed by meeting by stating she would call both candidates that night. The meeting was adjourned at 7:55 p.m. Respectfully submitted, Stacey Kreuser Assistant City Administrator/Deputy Clerk Regular Meeting of the City Council May 24, 2006 Members present: Council members Lindstrom, Talbot and Harris, Interim City Administrator Hoag, Finance Director Olson, and Assistant City Administrator/Deputy Clerk Kreuser. Members absent: Mayor Gehrz, Council member Kuettel Council member Lindstrom called the meeting to order at 7:00 p.m. He added the “information/announcements” item to the agenda. The minutes of the May 10, 2006 city council meeting were approved. Public Hearing: Interim City Administrator Hoag gave an overview of the NPDES reapplication process, MS4 rules and requirements, and progress and goals. Hoag explained the six components of the NPDES requirement: public education and outreach, public participation and outreach, illicit discharge detection and elimination, construction site run-off control, post-construction run-off control, pollution prevention and good housekeeping. Council member Lindstrom opened the public hearing. No comments were made. The public hearing was closed. Council member Lindstrom asked the environment commission be involved, and Interim City Administrator Hoag stated for 2006 and the expanded education aspect, they will be actively involved. Council member Lindstrom asked about the possibility of rain gardens in road reconstruction projects. He asked Hoag to think about including them in the future. Interim City Administrator Hoag answered for all reconstruction the watershed district is suggesting them. For Roselawn, it was determined there was no good spot along the street to place a rain garden. On the Roseville side there will be two infiltration trenches, but a rain garden did not fit along the site. Consent Agenda: The following four items on the consent agenda were moved for approval by Council member Talbot. The motion passed unanimously. 1. General disbursements through 5/18/06: $108,218.60 Payroll through 5/15/06: $13,485.17 2. Approval of licenses 3. Approve acceptance of donation of food by Dino’s Gyros restaurant for the May 12 reception 4. Temporary salary increase for Greg Hoag, Interim City Administrator Policy Agenda: 1. Approval of purchase of speed monitoring trailer Interim City Administrator Hoag gave a short overview of the portable trailer. He explained the cost is mid-range in comparison with other trailers. Hoag introduced Officer Jeff Scholl from the SAPD who was on-hand to answer questions. Council member Harris pointed out the trailer collects data on speeds, as well as informs vehicles of their speed. Hoag replied that there is no collection of license plates or photos, just a speed- only database that can be downloaded to Excel. Officer Scholl stated the trailer would be very helpful in monitoring speed, especially in areas where complaints on speeding are abundant. He stated the trailer can be deployed in lieu of an officer, and after data is collected, officers will be able to patrol more heavily in areas during high- speed times. Interim Administrator Hoag stated after reviewing the specs of this model, it was determined this is what the City needs. He added they are still looking into adding other amenities, but the cost will not go over the allocated amount by the council. Those amenities could include a violator alert series of flashing lights, a pre-speed alert message. Council member Talbot asked Officer Scholl to comment on the features of the trailer. Officer Scholl answered the best things are its portability, easy to set-up and programming. Interim City Administrator Hoag added that as an income-producing mechanism the City could offer this device to Saint Anthony when it is not in use in Falcon Heights. Council member Harris moved to approve the purchase of a speed monitoring trailer. The motion passed unanimously. 2. CAFR Report Matthew Mayer of Kern, DeWenter, Viere presented to the council the independent auditor’s report, and stated he was confident the City would again receive the GFOA Certificate of Achievement for Excellence in Financial Reporting for the 16th straight year. Mayer stated there were no findings related to legal compliance in the audit. In 2005, revenues were $1.376 million, expenditures were $1.565 million, and net transfers were $94,000. Mayer explained that revenues did not cover the expenditures, and so in the transfers there was help to balance the budget. A net transfer of $94,000 to the budget included $204,000 in from the future improvements funds to balance the operational budget and $110,000 out for the new fire truck. He explained the reason for this transfer was due to the council’s decision to keep the levy down and spend down reserves. The fund balance of $1.215 million represents 81% of a year’s expenditures, while the recommended balance is 35-50%. Next, Mayer shared graphs of the general fund. He stated that the City’s revenues were generally the same from 2004 to 2005, and the expenditures were increasing at a modest percentage. This is due to the council’s decision to spend down some of the City’s reserves. The expenditures were allocated the same in 2005 as they were in 2004. Mayer explained the net assets went down in 2005, about a 1% decline since 2004. Mayer explained the reason for this was because the City was investing in capital assets; the liquid assets of the City were traded for capital assets. Mayer explained the sanitary sewer fund. The revenues for this fund covered the expenditures, and there is cash flowing positively in this fund. Mayer said that KDV audited the City for accounting procedures, and he stated, as has been his perennial finding, there is lack of segregation of accounting duties. He explained further that with a small office the number of staff it takes to adequately handle the City’s finances is lower. They do generally recommend a staff of four, five, or six people so that duties can be divided, but the cost-benefit does not cover an increase in staff members in Falcon Heights case. Council member Talbot noted we are fully aware that the small number of staff is a notable condition, but it does not make sense to do it any other way. Mayer also included that out of 100 entities his firm audits, only two or three are free from this condition. Council member Lindstrom asked Olson or Hoag to comment on what the City does to oversee the finances. Finance Director Olson replied the City is very thorough with its budget process. He added that with each department, he distributes monthly statements and compares them to the budget. If any line items are high or low, they are investigated. Mayer added that during the audit, the auditors make sure safeguards are devised, check payables, payroll, and revenues, and interview City personnel on accounting procedure, and KDV is satisfied with Falcon Heights procedure. Council member Lindstrom thanked City staff and recognized Finance Director Olson for his superb work on the City’s finances by receiving the 15th consecutive GFOA award for 2004. Council member Talbot thanked Olson for his thoroughness, consistent excellence, and for implementing GASB34 earlier than necessary. Finance Director Olson also thanked past Accounting Intern Robert Pilgrim for his meticulous financial expertise. 3. Approval of City Administrator contract Council member Lindstrom noted Justin Miller would be starting June 19. The council had no changes to the document. Miller stated he was honored to join the staff, thanked the community for its support, and was looking forward to starting with the City. Council member Harris moved to approve the city administrator contract. The motion passed unanimously. Community Forum: none Information/Announcements: Council member Talbot thanked Heather Worthington for her flawless work in Falcon Heights. He wished her luck in Edina. Council member Lindstrom invited residents to the June 7 council workshop where a presentation will be made on the walkability of the City. Interim Administrator Hoag asked for resident’s patience during road reconstruction, especially since the Hamline/Hoyt project has been accelerated. Paving of Hamline will begin Thursday the 25th. Any questions can be directed to Greg at 792-7618. Council member Lindstrom adjourned the meeting at 8:05 p.m. Respectfully submitted, Stacey Kreuser Assistant City Administrator/Deputy Clerk CONSENT F1 6/14/06 ITEM: Disbursements and Payroll SUBMITTED BY: Roland O. Olson, Finance Director REVIEWED BY: Greg Hoag, Interim City Administrator EXPLANATION: Summary: 1. General Disbursements through 6/8/06: $43,619.80 2. Payroll through 5/31/06: $19,280.46 ACTION REQUESTED: • Approval CONSENT F2 6/14/06 ITEM: Approval of licenses SUBMITTED BY: Stacey Kreuser, Assistant City Administrator/Deputy Clerk Explanation: The following business has applied for a mechanical contractor’s license. All necessary documents have been obtained by City staff. • Forrest Heating, Inc. CONSENT F3 6 / 1 4 / 0 6 ITEM: Designate additional funds in the Infrastructure Fund for the Debt Service Payments of the 1999 G.O. NE Quadrant Improvement Bonds (317) SUBMITTED BY: Roland Olson, Finance Director REVIEWED BY: Greg Hoag, Interim City Administrator and Matt Mayer, CPA, Kern, DeWenter, Viere, Ltd EXPLANATION: Each year when the auditing firm of Kern, DeWenter, & Viere, Ltd presents the report on the annual audit, a financial analysis is also presented summarizing the outstanding debt of the city and the revenues to support this debt. The analysis of the 1999 G.O. NE Quadrant Improvement Bonds shows a shortage of approximately $100,000. The Infrastructure Fund 419 has been used for the designated funds to help pay off this debt. Staff recommends designating an additional $100,000 of the available funds within the Infrastructure Fund for debt service. This analysis by the auditing firm is presented in the “Memorandum on Financial Analysis, Accounting Policies and Procedures and Internal Control for the Year Ended December 31, 2005.” Meets goal # 4: To provide a responsive and effective city government. Strategy 4: To effectively manage the city’s financial resources. Action Requested: Approve designating an additional $100,000 of the funds within the Infrastructure Fund 419 for debt service on the 1999 G.O. NE Quadrant Improvement Bond. CONSENT F4 6 / 1 4 / 0 6 ITEM: Transfer of funds from Capital Fund 412 (TIF #1-2 Capital) and Capital Fund 413 (TIF #201 Capital) to Debt Service Fund 316 (TIF Larpenteur Bond Fund). SUBMITTED BY: Roland Olson, Finance Director REVIEWED BY: Greg Hoag, Interim City Administrator and Matt Mayer, CPA, Kern, DeWenter, Viere, Ltd EXPLANATION/DESCRIPTION: Inadvertently, when completing the schedule of transfers for the 2006 budget, I reversed the funding sources for debt service payments for the 1996 TIF Larpenteur Bond. The original transfer scheduled a $26,000 transfer from fund 412 (TIF #1-2 Capital) and $74,000 transfer from fund 413 (TIF #2-1 Capital). To more appropriately reflect the ratio of tax revenue from these two TIF districts that are supporting the payment of the 1996 TIF Larpenteur Bond, the transfer amounts should be reversed. Staff requests a $26,000 transfer from fund 413 (TIF #2-1 Capital) and a $74,000 transfer from 412 (TIF #1-2 Capital). These would be transferred to the same fund as in the original budget, Fund 316(1996 TIF Larpenteur Bond). Amend the budgets for these two accounts for this transfer to be 412 (TIF #1-2 Capitol) $74,000 and 413 (TIF #2-1 Capitol) $26,000 in support of 316 (1996 TIF Larpenteur Bond). The original budgeted transfer data showing the changes is attached. Meets goal # 4: To provide a responsive and effective city government. Strategy 4: To effectively manage the city’s financial resources. Action Requested: Approve the corrected transfer amounts of the two TIF Capitol accounts to fund 316 (1996 TIF Larpenteur Bond). CONSENT F5 6 / 1 4 / 0 6 ITEM: Request to amend the General Fund Budget to approve additional funds for the Accounting Intern position due to the new computer financial package conversion. SUBMITTED BY: Roland Olson , Finance Director REVIEWED BY: Greg Hoag, Interim City Administrator and Matt Mayer, CPA, Kern, DeWenter, Viere, Ltd EXPLANATION: In December 2005 approval was given for the purchase of a new financial software package for the City since the old financial package didn’t meet the needs of the City. The installation process began the week of June 5, 2006 with testing of the new product. A conversion of our old data into the new software package was performed. Several errors were identified and fixed. Overall, the testing went relatively well. The new software financial package will go “live” on June 26th. The new financial software package is different from the old financial software package. The operational features on the new software package will require new training and extra time to learn the operational features of it. As part of the control process, we will be operating both the old and new financial software packages simultaneously for the summer months to insure that the new software package is providing all the financial data and reports that are required. As each month is completed, the data from both the new software package and old software package will be compared. Any discrepancies will need to be investigated and fixed. This usually is an extremely time consuming process. Also, several additional steps to verify the accuracy of the conversion will need to be done to verify to the auditors that all the data was converted accurately and correctly. It will be an extremely busy summer learning to operate the new financial software package and still maintain the old system as a control measure. In addition, the yearly budgeting process will need to be completed with a preliminary levy estimate by September 15th. With both of these huge projects to be accomplished during the summer, additional salary is needed for the accounting intern position. Staff is requesting an additional $8,000 be added to the finance budget to provide funding for this additional work. Additional salary expense of $7450 and the City’s matching FICA expense of $550 for a total of $8,000. Meets goal # 4: To provide a responsive and effective city government. Strategy 4: To effectively manage the city’s financial resources. Action Requested: Approve an additional $8,000 for salary and FICA expense for the accounting intern for the computer conversion and budgeting projects. *ADDENDUM* CONSENT F6 6 / 1 4 / 0 6 ITEM:. Designated Signors for Orders Drawn on City Funds. SUBMITTED BY: Roland O. Olson, Finance Director REVIEWED BY: Greg Hoag, Interim City Administrator. EXPLANATION/DESCRIPTION: In accordance with Minnesota Statute 412.271 the Mayor and City Clerk are required to be the designated signors for any orders drawn on the City's funds. The signors currently are Mayor Susan Gehrz, and the Interim City Administrator designated as the City Clerk, Greg Hoag. With the addition of Justin Miller as the new City Administrator and City Clerk, authority needs to be granted to Justin Miller to be a designated signor on the City’s bank and investment accounts. Each order drawn on City funds currently requires two signatures. As previously authorized, we use facsimile signatures for Mayor Susan Gehrz and Interim City Administrator Greg Hoag. Staff recommends adding Justin Miller as City Administrator and City Clerk as a designated signor on orders drawn on city funds. Also, authorize use of a facsimile signature for him. The effective date would be June 19th, 2006. Also, remove Greg Hoag as a designated signor effective when Justin Miller assumes the role of City Administrator and City Clerk. Meets Goal# 4: To provide a responsive and effective city government. Strategy# 4: To effectively manage the city’s financial resources. ACTION REQUESTED: Add Justin Miller as a designated signor on orders drawn on city funds and authorize the use of a facsimile signature. POLICY G1 6/14/06 ITEM: Resolution 06-14 adopting use of AutoMARK ballot marking machines in elections SUBMITTED BY: Stacey Kreuser, Assistant City Administrator/Deputy Clerk Explanation: Congress enacted the Help America Vote Act (HAVA) in 2002 to ensure that the voting method utilized in every polling place includes a ballot marking device that is accessible for individuals with disabilities and provides them the ability to vote privately and independently. In accordance with the HAVA, the City is asking for adoption of resolution 06-14, approval of usage of the AutoMARK ballot-marking machine in all future elections. The AutoMARK Voter Assist Terminal is a ballot-marking device that is fully-accessible for individuals with disabilities and provides them the ability to vote privately and independently. The AutoMARK Voter Assist Terminal is used to mark the ballot selections of voters who are visually impaired, have a disability, or who are more comfortable using an alternative language. Ballot choices and instructions are displayed in large text print on the touch screen monitor, as well as read by the audio system in the language choice selected by the voter. Voters choosing to listen to the options wear headphones for privacy. Voters enter their selections by touching buttons on the screen, pressing keys on the keypad, or using an ADA device. The AutoMARK VAT marks a ballot with the voter’s selections and returns it to the voter. The voter can then submit the marked ballot in the normal manner for tabulation. Staff has tested and accepted the two voting machines for Falcon Heights, testing all features available on the machines. One machine will be placed at each of the two precincts in the City, and all election judges will be trained on how to use these ballot-marking machines. Public testing will also occur later this summer. On election day, these machines will be used by those with disabilities only, not by all voters. There are sufficient State funds to operate the AutoMARK Voter Assist Terminals for 2006, and, as such, no additional payments will be required in addition to the annual payment to Ramsey County. ACTION REQUESTED: • Approval of Resolution 06-14 City of Falcon Heights Resolution 06-14 Approval of usage of the AutoMARK ballot-marking machine in all future elections WHEREAS, Congress enacted the Help America Vote Act (HAVA) in 2002 to ensure that the voting method utilized in every polling place includes a ballot marking device that is accessible for individuals with disabilities and provides them the ability to vote privately and independently; and WHEREAS, the Ramsey County Board of Commissioners has adopted the local equipment plan developed by the cities and school districts in the County to acquire and operate a ballot marking device that is accessible to persons with disabilities; and WHEREAS, Ramsey County has received a state grant in the amount of $1,256,572 to acquire and operate such a ballot marking device for disabled voters; and WHEREAS, the Minnesota secretary of state has certified the AutoMARK ballot marking device for use in this state; and WHEREAS, the Ramsey County auditor has authorized the use of the AutoMARK ballot marking device in all elections in Ramsey County; NOW, THEREFORE, BE IT RESOLVED, that the City of Falcon Heights authorizes the use of the AutoMARK ballot marking device for all elections held in the City, in accordance with applicable state and federal laws; and BE IT FURTHER RESOLVED, that the operation and maintenance of the AutoMARK ballot marking device be conducted in the same manner provided for voting systems in the joint powers agreement between the City and the County adopted by the Ramsey County Board of Commissioners on April 24, 2001; and BE IT FURTHER RESOLVED, that the city clerk provide information on the use of the AutoMARK ballot marking device to the public during the 60 days prior to the 2006 state primary and public demonstrations of said device during the six weeks prior to the 2006 state primary, in accordance with state law; and BE IT FURTHER RESOLVED that a copy of this resolution be provided to the Ramsey County auditor. Moved by: _______________ Approved: ________________________ Susan L. Gehrz, Mayor June 14, 2006 GEHRZ ____ In Favor Attested: _________________________ KUETTEL Greg Hoag, Interim City Administrator LINDSTROM June 14, 2006 T A L B O T HARRIS ____ Against POLICY G2 6/14/06 ITEM: Resolution 06-15 approving fence height variance for 1729 Snelling Ave SUBMITTED BY: Deb Jones, Zoning and Planning Director Explanation: 1729 Snelling Avenue (PIN# 162923440064) is an R-1 property located on the west side of the Snelling Avenue service drive, north of and immediately adjacent to the Warner Stellian shopping center, which is zoned B-3. There is an existing chain link fence, approximately three feet high, on the south boundary of the property adjacent to the Warner Stellian parking lot. The applicants wish to replace the existing chain link fence with an 8-foot privacy fence, running from a point even with the front wall of the house to the rear lot line. Six feet from grade is the maximum allowed for a rear and side yard fence by city ordinance (9-2.06, subdivision 1.f.4); therefore, a variance of two feet would be needed. The applicants give the following reasons for their request: • Privacy: The present fence and landscaping provide almost no visual screening between the applicants’ yard and the business parking lot. • Barrier from debris: A substantial amount of trash blows into the yard at 1729 Snelling from the adjacent parking lot. The problem has grown worse since Warner Stellian pruned back the overgrown trees and shrubbery. The applicant believes the proposed fence would block the debris more effectively. • Sound barrier: A taller, solid fence will provide better absorption of the traffic noise from the shopping center and the Snelling/Larpenteur intersection. • Improved aesthetics: Tree limbs and shrubs growing through the existing fence make it very unattractive and difficult to maintain. The owners want to clear a significant portion of this growth to a more manageable level. The proposed fence would match the 8-foot fence along the west side of the Warner Stellian property, behind the homes on the east side of St. Mary’s Street. The Planning Commission recommends approval of the variance for the following reasons: 1. The request is reasonable, given the disadvantages of the location of 1729 Snelling and the existence of the over-height fence on the west side of the adjoining property. 2. The proposed fence will have no negative effect on any neighboring property and will enhance the appearance and value of 1729 Snelling. It may also contribute to the improved appearance of the Warner Stellian property. Action Requested: • Recommend approval of Resolution 06-15, approving the requested variance of two feet in the height of a privacy fence for the rear and south side yard of 1729 Snelling Avenue North. ATTACHMENTS: • City Code concerning fence height • Original application • Applicant's cover letter and site plan • Planning Commission's findings of fact and resolution • Ramsey County plat map • Resolution 06-15 PLANNING & DEVELOPMENT 9-2.01, 2.02 PART 2. GENERAL PROVISIONS … 9-2.06 Fences Subdivision 1. Fences may be allowed in any zone and are subject to the following: a. All fences shall be kept in good repair, painted, trimmed and well maintained. In the event a front yard fence is adjacent to and parallel with the front lot line (or side lot line on the street side of a corner lot), such fence shall be set-back at least one (1) foot from the street R/W or property line. b. Solid walls in excess of six (6) feet above adjacent ground grades shall be prohibited. c. That side of the fence considered to be the face (finished side as opposed to structural supports) shall face abutting property. d. All fences shall require a building permit in addition to any other required permits. e. No fences shall be permitted on public rights-of-way. f. Fences may be permitted along property lines subject to the following: 1. Fences may be placed along property lines provided no physical damage of any kind results to abutting property. 2. Fences in commercial and industrial districts may be erected on the lot line to a height of six (6) feet plus two (2) feet for a security (barbed wire or other) arm. 3. Where the property line is not clearly defined, a certificate of survey may be required by the Zoning Administrator to establish the property line. 4. Fences located within the side and rear yard non-buildable setback areas beginning at the rear building line and fences located within the buildable area of a lot shall not exceed six (6) feet in height from finished grade. 5. In residential districts, no fence along or within the front non-buildable setback area shall be in excess of thirty-six (36) inches in height. CITY OF FALCON HEIGHTS RAMSEY COUNTY, MINNESOTA RESOLUTION 06-15 A RESOLUTION RECOMMENDING THE APPROVAL OF A VARIANCE REQUEST FOR TWO FEET ADDITIONAL HEIGHT FOR A PRIVACY FENCE AT 1729 SNELLING AVENUE WHEREAS, on May 23, 2006 the Planning Commission conducted a public hearing regarding the request of Tim and Geri Thomas for a Variance from Section 9-2.06, subdivision 1.f.4 of the Falcon Heights Zoning Ordinance; and WHEREAS, the Planning Commission approved a variance for 1729 Snelling Ave; NOW THEREFORE, BE IT RESOLVED, based on the attached Findings of Fact and Recommendation, the City Council approves the request of Tim and Geri Thomas for a variance from Section 9-2.06, subdivision 1.f.4 of the Falcon Heights Zoning Ordinance. ADOPTED this 14th day of June, 2006, by the City Council of the City of Falcon Heights, Minnesota. Moved by: ______________ Approved by: _______________________ Susan L. Gehrz, Mayor June 14, 2006 GEHRZ KUETTEL _____ In Favor HARRIS LINDSTROM _____ Against _______________________ TALBOT Attested by: Greg Hoag I n t e r i m C i t y A d m i n i s t r a t o r June 14, 2006 POLICY G3 6/14/06 ITEM: Change in the Scope of Work with the City of St. Paul for the Hamline- Hoyt Street Reconstruction Project SUBMITTED BY: Deb Bloom, City Engineer; Greg Hoag, Interim City Administrator REVIEWED BY: Sue Gehrz, Mayor; Roland Olsen, Finance Director Explanation: St. Paul has completed the reconstruction of Hamline Avenue, and has moved to Hoyt Avenue. When the Council approved this project at the April 26 Council meeting, the Hoyt project scope was for a reconstruct between Snelling and Pascal, and a mill and overlay between Pascal and Hamline. St. Paul has notified us of some changes that need to be made to this scope. Between Hamline and Albert, the new storm sewer pipe is located along the road centerline. The location and depth of this pipe require that the entire street be torn out for its installation. This changes the scope for this segment from a mill and overlay to a complete reconstruct. Between Albert and Pascal, we had identified five homes with roots in their sanitary sewer service. All five of these homes have elected to have their service replaced. It has been past practice to not charge the residents the roadway repair costs if they replace their sewer lines to the mainline during the construction period. The problem we are facing is that all five houses are in the proposed mill area and to replace their sewer services the bituminous and curb needs to be dug out. There are only 12 houses on this block, due to the location of these five services, only 250 feet of the road would remain to be milled. As a result, it is in the best interest of the City of Falcon Heights to reconstruct this segment of Hoyt so we do not have different sub grades under the new road which could cause early deterioration, and failure. During our walk thru meeting with the neighborhood, staff reviewed the condition of the sidewalks along the entire project area including Snelling Service Drive, Hoyt, and Hamline. We have identified additional sidewalk replacement that should take place at this time to improve drainage in the area. This work was always anticipated by staff to be an addition to the project. In addition to these scope changes, the overall project cost that was approved did not include engineering costs. As described in the agreement, the City will pay 19.5% of the project costs for St. Paul engineering. All of these factors have resulted in an increase in the total project cost. We have told St. Paul that these items should have been brought up prior to the agreement being approved in April. We both agree that the accelerated schedule and subsequent communication breakdowns have contributed to the cost increases. As a result they have agreed to reduce their engineering and inspection fees from 19.5% to 10% of the total Falcon Heights cost share. This project has also been a joint project with the Capital Region Watershed District (CRWD) to improve the storm water quality in the Como Lake area. CRWD let phase I of their planned work with the initial contract awarded to Danner Inc. Work on phase I is being completed as part of the project. Phase II was budgeted for and CRWD is currently finalizing the plans and specifications for this work. Phase II work will be funded by a cost – share formula with CRWD, St. Paul, Falcon Heights, Roseville, and Ramsey County all participating. We estimate our cost for this project to be $99,500. This is not included in the request for action tonight. This information is provided as background to this large complex project. We anticipate bringing funding for the project and a cooperative Construction Agreement for the project to the City Council at a future meeting. At the April 26 meeting the total cost was anticipated to be $459,146.44. The revised cost for this project including the additional items discussed above is estimated as $561,390.10. This is an increase of $102,243.66 from the original cost. We do not anticipate any additional costs however, we would like the council to consider adding a 5% contingency to this amount, and this is an additional increase of $28,069.51. We are requesting this contingency due to the fast pace at which the contractor is working. If a change were needed there is a possibility that a decision would need to be made prior to the next available Council meeting. This would result in a total not to exceed cost for the Hamline- Hoyt project of $589,459.61. We recommend that the increase in costs be funded as follows: Sanitary Sewer Enterprise Fund $70,243.66 Infrastructure Capital Fund $32,000 Sub Total $102,243.66 5% Contingency, Sanitary Sewer Enterprise Fund $28,069.51 Total $130,313.17 ACTION REQUESTED: Approval of the increased scope of work, associated budget allocations, and a 5% contingency for the Hamline / Hoyt Project.