HomeMy WebLinkAboutCC WORKSESSION 03142005Council Work Session
March 14, 2005
7 PM
Lunchroom City Hall
1. Call to Order
2. Review status of five goals
1) Silver Lake Road
2) City Hall Upgrades (pp. 1 -18)
3) Sidewalk Street /Landscaping Plan
4) Silver Lake Village Phase II (pp. 19 -21)
5) Report on Value of Services (pp. 22 -24)
3. Review Financial Plan (pp. 25 -46)
4. Review progress reports from staff on 2005 to do list (pp. 47 -55)
5. Next Meetings on goals:
1) March 29th — 7:30 pm on Phase II of Silver Lake Village
2) June 2nd — 3 pm Bus tour and status report of 2005 goals
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MEMORANDUM
DATE: February 8, 2005
TO: Mike Mornson, City Manager
FROM: Jay Hartman, Director of Public Works
ITEM: City Hall/Community Center Renovation
In January of 2001, the City Council directed staff to form a task force to study future
improvements of the current City Hall/Community Center. The task force consisted of
13 residents and the group met monthly from March 2001 until July 2001.
The overall goal of the task force was to "Make improvements to the City
Hall/Community Center which would promote use of the facility, and improve the
facility's appearance, both inside and outside, to better reflect the warmth and
energy of St. Anthony Village ".
The process, findings, and final report to the Council on September 25, 2001 are as
follows:
Citizens Committee for Improving City Hall/Community
Center Final Report
Goals:
• Facilitate civic participation by making building easier to use
• Increase civic pride by upgrading the appearance
• Enhance security where necessary
• Provide a comfortable, useful and versatile community space.
Committee Process:
1. Walk - through building to increase familiarity
2. Brainstorm desired improvements
3. Consultant develops proposals based on Committee requests
4. Review consultant recommendations
5. Reach consensus on style
6. Develop phased schedule of improvements
1
Page 2 — City Hall/Community Center Renovation
Participation:
Formation of this Committee was based on request of a group of residents who expressed
a desire to improve the building. Thirteen residents in addition to Councilmember Sparks
asked to be apart of the process. Council Resolution 01 -044 appointed:
Jane Berg
Kim Bloom
Bonnie Brever
Anita Davis
Christopher Davis
Dick Enrooth
Ann Fiskar
Lorraine Gordhamer
Marilyn Jenson
Pat LeFebvre
George Marks
Juliette LaBissoniere
Annette Otte
In addition, staff on the Committee included Sally Cain, Community Services; Jay
Hartman, Public Works; Molly Olivier, SEH.
Background:
In a time of increased expectations of city services, residents demand much of their
public buildings. Community Center visibility and usage is surprisingly high. The image
of the building serves as a visual representation of the city and is a focus for activity.
The members of the Committee expressed much dissatisfaction with the building. Some
of the concerns they expressed included:
• The building doesn't blend in with the area -that it has a stark, "prisonlike" look
to it.
• The interior was uninviting
• Not enough seating in the great hall where parents wait for children (parents sit on
the concrete floor)
• Seniors using the building have a hard time hearing because of the acoustics
• Signage in the building was small and "impossible to read" from the entrance
• Meetings were not well marked
• No central information area
• Community Services had to field all questions because City and Police offices
were not well marked
• The bathroom area was so closed off that is presented security issues
• Police entrance and offices were hard to find
Use of the Facility:
According to the most recent Community Services annual report, there were 29,900
registrations for activities through Community Services, most of which happen at the
Community Center. Between 150 -175 children are enrolled in childcare each day.
In addition to Community Services, the City schedules activities for evening use. These
uses include:
Z
Page 3 — City Hall/Community Center Renovation
Village Quilters
Community services evening classes
High school cheerleading practice
YMCA groups
Sports Boosters meetings
Library group
November elections
St. Anthony School District seminars
Hennepin & Ramsey County Meetings
Defensive Driving Meetings
Planning & Parks Commission Meetings
Villagefest meetings
Task Force meetings
Sister City meetings
Various meetings involving City Staff
Orchestra Concerts
Chili Contest/Kiwanis
Work of the Committee:
St. Anthony Orchestra
Church group
Scouts
Townhome association. meetings
Kiwanis —Cocoa with Santa
Private parties
Unicycle Club
Concert Series
Election Meetings
City Council Meetings
Road Construction Meetings
Safety meetings
Advisory Council/Community Serv.
Crime Prevention Coalition meetings
Pancake Breakfasts
Volunteer Dinners
The consultant and Committee generated many ideas about how to solve the problems:
• Install large and attractive signage
• Add pronounced landscaping
■ Renaming of the building
• Build a canopy over the front doors which would dramatically improve the
entrance
• Increase sound control
• Provide a community information bulletin board
• Eliminate the brick overhang in front of the entrance
• Build a permanent place for room schedules
• Construct monument sign
Increase seating inside and outside
■ Clearly mark entrances to rooms
■ Install rugs
• Add wall treatments to wane the looks and improve acoustics
• Build a kiosk with seating.
• Open up City offices
• Minimize the wall by the bathrooms
• Better mark Police hall and entrance
• Add the St. Anthony logo as a back drop to the Council Chambers dais
• Improve the fagade by adding decorative cornerstones
3
Page 4 — City Hall/Community Center Renovation
Improvements to Date:
A number of items generated from the Committee have been completed. The
improvements are as follows:
• Add St. Anthony Logo as a backdrop to Council Chambers Dais
• Additional signage indicated Police Department at hall entrance and rear building
entrance /additional landscaping.
• City Hall/Community Center electronic monument sign
■ Community information bulletin board
Proiect Costs:
Attached is a schedule of costs associated with the City Hall Upgrade/Improvement
Project. A 5% inflationary figure has been added to reflect today's project cost. Please
let me know if you have any questions.
Attachment
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St Anthony Village, MN .
PHA9EI
COST SCHEDULE for Jay
St. Anthony Village City Hall Community Center 7
St. Anthony Village, Mt4
FHA5E 11
COST SCHEDULE for Jay
St. Anthony Village City Hall Community Centbr
St. Anthony Village, MN
PHASE III
COST SCHEDULE for Jay
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TOTAL with INFLATION FACTORS $53,740.26
C Hall Chambers New artition electric control
Multi- Purpose Room New partition electric control
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1000
$ 45.25
$ 45.25
$20,000.50
$45,250.00
$65,250.50
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19
EXHIBIT B
POND PROPERTY RULES
1. Park Hours
The Park should be open from S:OOam — 12:OOmidnight.
2. Performance Hours
3. Rentals
4. Fires
Event hours should be 7:OOam — 10:00pm.
Amplified sound prior to 12:00 noon should be by special permit only.
The rental area should include the park shelter and amphitheater seating area. The
Portion of the park can be sectioned off and still provide park visitors with access to most
of the park amenities.
Private events and other events no co- sponsored by the City of St. Anthony should be:
Limited to 1 event per day.
Limited to 4 hours
Limited to one reservation per month.
The fee for park rental is set at $200 for a 4 -hour rental period for residents and $240 for
non - residents.
No person shall start a fire in any park except in places provided for such purposes, and
charcoal is the only fuel permitted.
5. Waste and Rubbish
No person shall leave or throw waste materials, debris or rubbish upon the grounds or
water areas of any park.
6. Offensive Conduct
No person shall deface, damage or remove any structure, tree, plant, soil, rock or other
Property in any park without permission from Apache Park, LLC. Conduct prohibited by
the Subdivision shall include but not be limited to:
Affixing signs, posters, or advertisements to structures or property.
Damaging flowers, trees or plants.
Carrying off rocks or soil.
° Knocking down or destroying signs, benches, fences or other property.
11
Animals and Birds
zo
No person shall intentionally disturb, frighten or kill any birds or animals kept or found in
any park.
8. Swimming, Bathing or Wading
No person swim, bathe or wade in any pond, lake or water course except in areas
designated for such purposes.
9. Trespassing
No person shall trespass in any area of any park protected by signs or enclosures giving
notice that use of the area is prohibited.
10. Practice of Sports
No person shall play or practice golf, football, baseball, archery, or any other game or
sport involving danger to the participants or to others except in areas provided for such
activity.
11. Unattended Animals
No dog or other animal shall be allowed to go unattended without physical restraint in
any park.
12. Permits Required
No person shall be permitted to sell any article or service, give any performance or
entertainment, or hold any dance, procession or public assembly without a permit granted
by the City Council.
13. Park Facilities
All persons shall obey orders or directions of the Police or the park employees of Apache
Park, LLC concerning the manner in which park facilities may be used.
14. Alcohol Policy
Alcohol should be allowed in the park, but not glass containers.
No person shall possess or consume any spirituous, vinous, malt or fermented liquors,
including non- intoxicating malt liquor (3.2 beer), in any park at any time, without first
having received a permit granted by the Council, in accordance with the following
procedures and conditions:
Applications will be made in writing, at least two weeks prior to the date for
which the permit is to be issued, by a person 21 years of age or older who is a
resident of the City, or is employed by an employer located within the City.
12
The application will be accompanied by an application fee and clean-up deposit
in the amounts set forth in the City Code.
In granting or denying the permit, the Council will consider the type and size of
the group for which the permit is requested, the extent to which the group
involves City residents and their use of City park facilities, the anticipated effect
upon other users of the park-and adjacent residential properties, the likelihood of
damage to park property and any other facts relevant to the health, safety and
general welfare of the residents of the City. The Council reserves the right to
deny any permit or to add conditions to any permit which it grants.
The permit will authorize consumption by the applicant and bona fide members
of the applicant's group, as referred to in the application, during specified hours
on a specified date, of the beverages specified in the permit.
° The permit will not authorize the sale or giving of any alcoholic beverages to any
person other than a bona fide member of the applicant's group; and the same shall
be unlawful.
° The applicant will be responsible for the conduct of the group and for the clean-
up of any cans, bottles or debris left by the group. The clean-up deposit will be
returned to the applicant only if the City is satisfied that all cans, bottles and
rem
other debris from the activities were properly disposed of or oved.
° The use of park facilities will be coordinated through Apache Park, LLC.
Any permit granted under this Section will be subject to immediate suspension or
revocation for any false statement on the application, for violation of this or any
other Code provision, or for other cause.
15. Banners and Signs
Signage on tents and display area should be allowed the day of a rental or performance,
and will be controlled through the use permit.
16. Skateboards and In -line Skates:
555323.5
Skateboards and in -line skates are prohibited from the park.
13
21
22
Saint Anthony Village Update
2004 Successes
Silver Lake Village
Public Works Facility
Fire Station
Central Park
St. Anthony Marketplace
Street Reconstruction
Water Filtration Plant
Kenzie Terrace Utility Project
2005 Goals
Silver Lake Phase II
Silver Lake Road
City Hall Plan
Sidewalk Street Lighting Policy
Value of Services Communicated to the Public
City Services
Police
Fire — IOS Study
Public Works
Finance — credit rating
Liquor
Future Challenges
Continue redevelopment
Continue street reconstruction
Talk about completed to date and what is left
I -I
Taxes
Technology.— Automated water meter readings
Wireless internet
23
City of St. Anthony Village -- Annual Report - 2004 -2005
Draft Outline
1. Summary
St. Anthony's Annual Report would be a document that establishes the role of the City
Council to assure that St. Anthony Village will be a good place to live, learn, do business,
etc., into the future. The Council's ability to assure the continued vitality of St. Anthony
Village impacts the value of the community (and property). The report would describe
how the Council is accomplishing this goal and the results they are achieving. It would
also encourage continued public participation.
The four -page piece with graphics and text could be divided into the following sections:
• Letter from the Mayor — The letter would set out the
• Major Issue No. 1 — Goal; Accomplishments; Future Issues
• Major Issue No. 2 — Goal; Accomplishments; Future Issues
• Major Issue No. 3 — Goal; Accomplishments; Future Issues
• Comment Card stitched into piece
Graphics could include photographs, bar graphs and pie charts where appropriate, and
others as identified.
Description/Purpose -- Letter from the Mayor — This letter would:
• Establish the overall vision — the Council's role of assuring St. Anthony remains a
good place to live, work and do business into the future.
• Talk about the Council's understanding of the importance of the St. Anthony's future
to residents and businesses and the specific the benefits (e.g. property values, quality
of life, etc.).
• Describe that the format of the annual report which will describe several major
goals /initiatives of the Council, in response to residents' needs /concerns, to achieve
this vision for St. Anthony.
• Give credit to residents for their critical participation and encourage the absolute
necessity of their continued involvement to continue to achieve the community's
vision.
• It could encourage residents to fill out the inserted comment card and send it back to
the City.
Description/Purpose — Major Issue Sections — These sections would:
• Show the results of the Council's actions to achieve the continued vitality of St.
Anthony through very specific goals and accomplishments.
• These issues could deal with subjects such as maintaining neighborhood viability
(redevelopment); needed community investments (public facilities) etc.
• Each of the major issues could forecast future actions or needs which the Council will
be looking into.
Description/Purpose -- Comment Card — This card would:
• Once again demonstrate the Council's desire to hear from residents and have them
participate in identifying issues and solutions.
24
• Reinforce the City's priority of good communications and public participation.
2. Potential Key Messages
A sampling of the types of key messages /themes that would be used throughout the piece:
• We recognize the concerns people have about the need to keep our community vital
and this has been and continues to be a priority for the City Council.
• We have worked to address the need for continued vitality of St. Anthony Village
through major initiatives the Council has undertaken in the last year.
• With the participation of the community, we have already achieved results.
• We want residents to continue to participate in a discussion of how the City responds
to community concerns.
3. Cost Estimates
JMS Costs - Coordination with City Staff and Ehlers on development of content and
potential graphics; review of background materials; development of draft text and
concept design for layout; coordination of reviews by staff and others; revised text and
coordination with graphic artist, City staff and Ehlers.
20 hours to 24 hours @ $125 -- $2500 to $3000
PBS Graphics Costs - Development of design concept; layout and design, including
development of graphics as needed as well as work with existing photographs and
graphics; revisions as needed following review; final pdf file approved by City ready for
printing.
$2000 to $2500
Total estimated cost of completed document ready for printing:
$4500 to $5000*
St Anthony will only he charged for actual lahor on the project If the work can he
accomplished more quickly, St Anthony will he charged less than this estimate.
28
03/14/05
St. Anthony Budget Schedule for 2006 Budget
March 14 005• Budget Work Session Discuss /Review 2006 Budgeting Goals
April 26, 005• Public Hearing /Provide Residents with an Opportunity to have
Input in the process.
May - July- City Manager & Staff Meetings to discuss /draft 2006 Budget.
August 93 X005• Prior to Regular Council Meeting, 5:30 Work Session to
Discuss 2006 Budget (Department Heads Present).
November 30, 2005
December ?005-
1) Resolution passed setting Proposed 2006
Tax Levy and Budget
2) Resolution passed setting Public Hearing
and reconvening dates.
City must conduct a public hearing, which cannot conflict with
Hennepin County, Ramsey County, Independent School District
#282 or the Special Taxing Districts hearing dates.
December 5, 005• (15f Monday -Set Aside for Cities)
Public Hearing Date /approval of final 2006
Property Tax Levy and Budget.
Final Adoption will be set for the second Council Meeting of
December.
* * ** *Please note: The public hearing must be held between November 30th and
December 20th. The City's initial public hearing cannot be held on the same day as
Hennepin or Ramsey Counties Initial Hearing Dates, I.S.D. #282 Initial Hearing Date or
Metro Special Taxing Districts Hearing Date.
47
Silver Lake Road
City Hall Upgrades
Sidewalk Street/Landscaping Plan
Silver Lake Village Phase II
on Value of Services
2005 To Do List
From Goal Setting
Item
Responsible Person
Date
City Council Ordinance
MM
2/8, 3/8, 3/22/05
Planning Commission Ordinance
MM
2/8, 3/8, 3/22105
Park Commission Ordinance
MM
2/8, 3/8, 3/22/05
Survey
MM
3/8/2005
Donation Policy
KMS
March 14
Electronic Water Meter Reading
JH
March 14
Code Enforcement Report
JM
1/31/2005
I & I Update
T. Hubmer
March 14
Financial Plan on '06 Budget
MM /RL
March 14
Historical Records
KMS
March 14
Wireless Internet
KMS
March 14
Park Commission Communication
RS /JH
3/14/2005
Wine In Grocery/Store Hours
ML .
Monitor
Printing Bids
ML /KMS /BS
On-Going
Tour of City Redevelopment
MM
June 2, 2005
Villa efest Funding Ideas
RS
On-Going
Report from Kathy Knapp
MM
January 26
Code Updates
Planning Commission
On-Going
Senior Aging Council
BT
On-Going
Gateway Monument
JH
March 14
Silver Lake Road
City Hall Upgrades
Sidewalk Street/Landscaping Plan
Silver Lake Village Phase II
on Value of Services
Feb 18 OS 08:12a
PROJECT PROPOSAL
Decision Resources, Ltd.
3128 Dean Court
Minneapolis, Minnesota 55416
(612) 920 -2401
Fax: (612) 929 -6166
To:
Mike Morrison
Fax #:
(612) 781 -8881
From:
Peter Leatherman
Subject:
Project Costs
COMMENTS
Date: February 17, 2005
Pages: 2, including this cover sheet
Decision Resources, Ltd.; is pleased to provide this proposal for survey research to you, it is
based upon our previous discussion.
Survey Parameters.
Cosa.
a Quality of Life and Issue Study
• 400 Random Sample of Saint Anthony residents
• 50 Questions Maximum
Written Analysis of Survey
• Presentation of Data and Findings
• 400 Random Sample $10,200.00
• Each additional question would be $135.00
Company policy requires one -half of the total cost at the time of the approval of the
question PRIOR TO FIELDWORK; the remainder is due at the time of the delivery of the
Report of Findings.
Project Timeline:
1. One planning; meeting with you and other designated participants to establish topics
for questions. This activity to be completed within two weeks of the initiation of the
contract and may be accomplished in the interests of efficiency, using telephone and
faxes.
p.1
21
Feb 18 05.08:12a
2. Structuring of questions and final approval of the survey instrument. These activities
to be completed within two weeks of the initiation of the contract.
3. Final determination of the field dates for the interviews and questionnaire approval.
4. Pre - testing and, if needed, approval of resulting revisions, This activity to be
completed by the second day of fieldwork.
5. Computer analysis and preparation of the written report. Frequencies of responses will
be provided to the client within two weeks after the completion of all fieldwork. All
statistical analysis and preliminary commentary will be available four weeks after
completion of the fieldwork.
6. Telephone discussion with you and designated participants to explain and discuss
survey results. This preliminary discussion can be arranged at a time convenient for
you and appropriate City Council and/or staff'
7. One meeting with City Council and/or staff in either work session or formal
presentation to explain and discuss the results of the survey. The final presentation or
discussion session can be arranged at a time convenient for Board members and/or
staff' after delivery of the written report. A final written report would be made
available within two weeks of this final meeting.
Work Products:
• Report of Findings
• Frequencies of Responses
• Cross - Tabulation Tables
I hope this overview sufficiently covers all the information you require. Let me assure you that we
believe we can provide you with timely and reliable information, We look forward to the
opportunity to work with you once again. But, in any case, best of luck with your efforts.
p.2
49
't T hee divers Admioistrah�e center so.
3000 )Ctnium Lane • Plymouth, MN 55441-2610
Telephone 763/559 -5000 • TDD 763/559 -6719 • Fax 763/559 -3287
P A -R K DISTRICT wi threeriverspark4trictorg • an -equal opportunity employer
February 18, 2005
Mr. Michael Mornson '
City Manager
City of St..Anth6ny
301 Silver Lake Road
St Anthony, -MN 55418 -1699
Dear Mr. Morrison::
The Park District is considering the request by, the City of St. Anthony to pursue
placement of a permanent City monument sign. The attached plan identifies potential -
locations considered for the monument within Silverwodd, a regional park.
To proceed with a formal request, please forward apropos- letter and draft . agreement'
for review by the Park District's legal' counsel and staff.. Please include a description and
a drawing of the proposed sign. Out Board of.Cominiesioners,will consider the City's
written request as. soon as possible, Our Board meets the first and' tliird Thursdays of
each month. .
Michael Hoin, Senior Landscape Architect, is the Park District contact and is available at
.763-559=6160 to work with City staff to discuss any specific and technical issues.
The Park District looks forward to working with the City of St'Anthony in this endeavor
as well as future" development. at the Silverwood Special Recreation Feature site.
Contact me at 763 -559 -6748 if you haue'any questions or I can be of assistance. .
Sincerely, -
Douglas . Bryant, Superin endent
and Secretary io the Board
bm:fmo -
C: File SII, b501
Promoting environmental stewardship through resreatien and education in a natural resources -based park system
53
MEMORANDUM
To: City Council
City Manager
Department Heads
From: Kim Moore- Sykes, Assistant City Manager P"'
Date: February 22, 2005
Subject: Donations Policy
As part of the goals setting retreat, the issue of donations and how the City should
accept them came up for discussion. Staff was asked to research what other cities do
when they receive funds as a donation from individuals, corporations or other non -profit
organizations. I have attached a few copies of donation policies that other cities use and
a copy of the statute that outlines what cities are required to do in order to accept
donations.
Most cities that I contacted did not have a specific policy and simply followed the
Minnesota State Statutes and some cities did not formally accept donations. The City of
Hopkins sent me a copy of their policy, which is more specific and further defines the
City's acceptance process.
The City of New Brighton has an item on the Council agenda, Special Order of
Business, where donations are publicly acknowledged. Individuals or representatives of
organizations making the donations are invited to attend the meeting to receive this
public acknowledgement. It is also accepted by resolution and signed by the Mayor and
the City Manager.
54
GIFTS TO THE CITY
PURPOSE:
The City of St. Anthony encourages gifts and donations to enhance the quality of life in the City
and to improve the efficiency and effectiveness of city services. The purpose of this policy is to
set up procedures for receipt of gifts and donations to the City of St. Anthony.
GIFTS OF SUBSTANTIAL VALUE - POLICY AND PROCEDURES
a) All potential donors are urge to consult with the City Manager or his or her
designees(s) before proceeding with plans to ensure maximum utilization of gifts and
donations.
b) No public official, employee, or volunteer may solicit gifts or donations without first
receiving permission from the City Manager. Departments may receive a single
authorization to solicit funds for the entire year for a specific program or programs.
Major changes in funding of these programs and new programs must receive specific
authorization from the City Manager. This policy applies to all departments.
C) All departments, which receive gifts or donations, must report the receipt of the gift to
the City Council.
d) The City Council shall make the final determination on the acceptability of a gift or
donation.
e) All gifts and donations become City property under the complete jurisdiction of the
City Council.
f) Recognition shall be given to the individuals or groups providing gifts and donations
to the City, unless otherwise stipulated by the donor.
g) The gift or donation must meet City criteria in order to be accepted.
CRITERIA
a) All gifts or donations must have a purpose consistent with those of the City.
b) The gift or donation must be offered by a source acceptable to the City.
c) The gift or donation shall not result in on -going costs, which the City Council would
be unwilling to fund when the gift or donation funds are exhausted, unless specific
authorization to the contrary is given by the City Clerk at the time the gift or donation
is accepted.
d) If such upfront authorization is not given, sufficient gifts or donations to meet all
anticipated staff and material costs need to be in hand before City commitment is
made to personal and/or materials.
e) The gift or donation shall not bring undesirable or hidden costs to the City. No gift or
donation shall place restrictions on the City that are unacceptable to the City Council.
F:\Policies and Procedures \Gifts To the City.doc
55
f) The gift or donation shall not be inappropriate or harmful to the residents of the City.
g) The acceptance of a gift or donation shall not imply City endorsement of any product
or service.
h) The gift or donation shall not be in conflict with any provision of federal, sate or
municipal law.
GIFT LIST:
The City Manager shall maintain a list of needed equipment or projects, which are not currently
being funded by the City. This "Gift List' shall be made available to groups or individuals who
are interested in making gifts or donations to the City.
FAPolicies and Procedures \Gifts To the City.doc