HomeMy WebLinkAboutCC WORKSESSION 09302013Work Session Agenda
Monday September 30, 2013
5:30 p.m.
(Food at 5:15 p.m.)
1. Safety Program Update. Schawn Johnson, HR Advisor and Mike Music, Integrated
Loss Control Presenting
2. Policy on Flooding Response. Mark Casey, City Manager, Jay Hartman, Public
Works Director and Todd Hubmer, City Engineer Presenting
3. E- Cigarettes. Mark Casey, City Manager Presenting
4. Birchwood. Mark Casey, City Manager Presenting
5. 2014 Calendar. Mark Casey, City Manager Presenting
Next worksession — Tuesday, October 29, 2013 —after Joint Meeting with School Board
City of St. Anthony
CITY COUNCIL WORK SESSION
City Council Chambers
August 28, 2013
Present:
Mayor & Council. Jerry Faust, Mayor; Hal Gray, Councilmember, Jan Jenson, Councilmember; Jim Roth,
Councilmember; Randy Stille, Councilmember.
Absent:
None
Staff:
Mark Casey, City Manager
Consultants:
Kelsey Johnson, Planner and Todd Hubmer, Engineer, WSB
Call to Order:
Meeting called to order by Mayor Faust at 5:30 p.m.
Silver Lake Treatment:
Hubmer presented updated project numbers from the June 25. 2013 presentation. Staff recommended using the
remaining funds from the Salo Park Project Fund to pay for the additional costs. By consensus, staff was directed
to bring this to a future City Council meeting for action.
Flooding Issues:
Hubmer presented several flooding issues throughout the City. By consensus, staff was directed to bring back a
draft policy on dealing with the potential cost sharing with the affected residents.
Ridgeway Parkway Conveyance:
Hubmer presented a proposed Quit Claim Deed to convey a small parcel of land that is owned by the City of St.
Anthony but located in Minneapolis. The parcel would be deeded to the Minneapolis Park and Recreation Board
for the continuation of the Ridgway Parkway Trail. By consensus, the Council directed staff to bring this to a future
City Council meeting for action.
Apache Medical Building Redevelopment:
Johnson presented information on a proposed redevelopment of the Apache Medical Building site. On August 5,
2013 Jim Waters, Quest Development and Peter Beck, Beck Law Office presented a "concept review" for a
proposed mixed -used redevelopment project of the Apache Medical Building site into approximately 90 loft style
apartments including the potential for up to 7,500 square feet of medical office space on a 2.77 acre parcel of land.
Staff will contact the developer for more information.
Solar Ordinance:
Johnson presented a draft solar ordinance. This was discussed at the August 26, 2013 Planning Commission.
Council provided input and by consensus, directed staff to bring to a future City Council meeting for action.
Accessory Structures and Driveway Ordinance:
Johnson presented a draft Accessory Structures and Driveway Ordinance revisions. Council provided input and by
consensus, directed staff to bring to a future City Council meeting for action.
GIS:
Casey reviewed the new web -based program.
Adjourn:
The meeting adjourned at 8:45 p.m.
Minutes respectfully submitted by Mark Casey, City Manager.
9/20/2013
Today's Meeting- Objectives
• What is the mission of the City's health and safety program?
• Why was the Safety Committee Organized?
• Who currently serves on the Safety Committee?
• What are the objectives of the City's Health and Safety
Program?
• What are the goals of the City's health and safety program in
2o13 and beyond?
• What are the roles and responsibilities of staff members in
regards to safety in the
• City?
• What is Integrated Loss Controls Role?
• Future goals for the City's Safety Committee.
• Input from the City Council regarding the City of St. Anthony's
Safety Program.
9/20/2013
is the Mission o
Health and Safety Program
• The ultimate goal of the Health and Safety Program is to prevent and reduce
employee injuries and illnesses through the administration of an effective Health
and Safety Program.
Elements of this program are:
• Maintain of safe and healthy working conditions
• Ensure all employee adhere to proper operating practices and procedures
designed to prevent injuries and illness.
Observe and apply Federal, State and Local safety regulations.
Ensure that each employee is properly trained and instructed on job procedures
prior to job assignments.
Provide safety training for all employees as a means of communicating policy and
usable knowledge.
Conduct periodic safety and fire inspections to identify potential hazards in the
workplace.
Conduct accident investigations to determine the cause of accidents and the
actions necessary to prevent future reoccurrences.
Why was the Safety Committee Organized?
• To improve communication between management and
staff members regarding safety issues.
• Seek out staff ideas and concerns regarding safety related
issues in the work place.
• Improve safety related job satisfaction and
communications;
• Improve job quality and productivity in a safe manner.
• Participate in a problem solving process.
• Work together to ensure that the City is in compliance with
all applicable OSHA safety regulations.
• Support the overall planning and organization of the City's
employee safety training program (i.e. safety training,
record keeping, and providing proper safety equipment).
Who are the members of the Safety Committee?
• Ryan Antitila, Fire Department (Chair)
• Chuck Autio, Public Works Department
• Mike Larson, Liquor Department
• Barb Suciu, Administration Department
• Tim Briski, Police Department
• Paul VanDenboom, Public Works Department
• Schawn Johnson, HR Consultant
• Mike Music, ILC Consultant
What are the objectives of the City's health and
safety program?
The goal of the Health and Safety Program is to prevent and reduce employee injuries and
illnesses through the administration of an effective Health and Safety Program.
Elements of the City's Health and Safety program are:
• Maintain safe and healthy working conditions
• Ensure that employees are following standard operating practices designed to prevent
injuries and illness.
• Comply with applicable Federal, State and Local safety regulations.
• Ensure that each employee is properly trained and instructed on job responsibilities.
• Provide necessary safety training for employees to educate and communicate City
policies.
• Conduct periodic safety inspections to identify potential hazards in the workplace.
• Conduct accident /injury investigations (First Report of Injuries) to determine the cause
of an employee accidents /injuries and the actions necessary to prevent future
occurrences.
9/20/2013
3
9/20/2013
What are the goals of the 2013 Safety
Committee?
• Comply with all safety rules and standards required by
OSHA.
• Ensure that all departments are represented at the Safety
Committee meetings (committee member or alternate).
• Safety Committee members will review all First Report of
Injuries submitted and if necessary recommend changes to
departments.
• Ensure that walk through inspections (mock OSHA
inspections) of City Hall, Public Works, Police
Department, Fire Department, well houses and
neighborhood centers are conducted annually by the
responsible department and Integrated Loss Control (City's
safety consultant).
What are the goals of the 2013 Safety
Committee - Continued
• Work to reduce the number of sprain and strain injuries by io%
in the City of St. Anthony by educating and making employees
aware of the seriousness of these types of injuries.
• Research and evaluate the potential use of mechanical
Fquipment to minimize the risk of sprains and strains type
injuries for employees.
• Work with the City's insurance Provider to conduct an analysis of
the City's five year work related injuries and trends.
• Continue to monitor and maintain the City of St. Anthony's
Insurance Experience Mode rate at .08 rating or lower to stabilize
the City's insurance rates.
• Evaluate different training mechanisms and resources (both
internally and externally) that can be used to improve the safety
training programs offered by the City.
9/20/2013
iat are the roles and responsibilities of staff
members in regards to safety in the City?
City Manager-
• Authorize the Health and Safety Program and provide the
various staff members that are in charge of specific
programs the authority to administer them.
• Hold all employees accountable for their responsibilities, as
they relate to the city's Health and Safety Program.
• Provide visible, sincere support for all safety programs and
safety program activities, and will lead by example in
matters related to the Health and Safety Program.
• The City Manager also ensures that the department heads
are accountable for their performance, as it relates to
health and safety program.
What are the roles and responsibilities of staff
members in regards to safety in the City?
Safety Coordinator-
• The development, implementation and day to day
administration of the program throughout the entire City.
• Understand the content of each Health and Safety Program,
and the regulations which apply.
• Carries out the duties and /or coordinates the delegation of
contracting of duties outlined in this program.
• Provide visible, sincere support for all safety programs and
Health and Safety Program activities, and will lead by
example in matters related to the Health and Safety Program.
• Works with the various departments and supports the
department heads and line supervisors to ensure they are
aware of, and fulfilling their safety responsibilities.
What are the roles and responsibilities of staff
members in regards to safety in the City?
Department Heads -
Ensure that all employees are properly trained for the work in which
they are assigned, and that all employees are made available for
training.
Ensure that each employee adheres to proper work procedures and
rules and to provide disciplinary action when necessary.
Respond appropriately to all employee hazard reports, safety
suggestions, accident reports, questions and concerns, as they relate to
safety.
Provide visible, sincere support for all safety programs and Health and
Safety Program activities and will lead by example in matters related to
the Health and Safety Program.
Works with, coaches and supports the employees to ensure they are
aware of and fulfilling their responsibilities.
Ensures that the employees are knowledgeable about the Health and
Safety Program, as it relates to the employees' area of work.
What are the roles and responsibilities of staff
members in regards to safety in the City?
Employees-
• Attend and participate in all required training and meetings.
• Be knowledgeable about the hazards present at work and follow
all proper safety procedures.
• Use appropriate equipment and follow established procedures.
• Report all work - related injuries and illnesses immediately to
their immediate supervisor.
• When employees have suggestions related to a program and /or
safety in general, they will report them to the department head,
supervisor and /or safety coordinator.
• Employees are required to report all Health and Safety hazards
to department heads and /or supervisors. Serious hazards must
be reported immediately.
9/20/2013
0
9/20/2013
What is Integrated Loss Control's Role?
Safety Consultant-
• Attend the safety committee meetings and act as
resource for all safety related questions that may
arise.
• Conduct Physical Hazard Assessments of all City
locations looking for potential hazards and OSHA
violations.
• Conduct employee training sessions to ensure
compliance with standards and to help train
employees on how to work safely.
Available any time for safety related questions,
assistance with eSystem, Accident Investigation, and
other health and safety related needs.
Integrate-d_ LossControl-
Program Strategic Plan
Transformation Period
i.Cultural
z. Administrative
3. Technical Program elements
• Once recommendations (goals) have been identified by management, the
Strategic Plan can be formulated. There will be goals that are administrative in
nature and those which are technical or programmatic in nature.
• The Plan Development and Implementation Team Members will be determined
by the track. All tracks can be underway simultaneously, but the target dates
and the rate of progression maybe faster for the Technical track, than the
Cultural or Administrative tracks.
Integrated Loss Control
Completed Objectives in zon (to date_)_
• Delivery of eSystem (Demo)
• Orientation to the eSystem for Department Heads & Safety Committee
(Ongoing)
• Physical Hazard Assessment of Fire Station & Public Works Facilities
• Attended Safety Committee Meetings (Ongoing)
• Scheduled Hazard Communication Right To Know Training for Liquor
Operations (October 9, 2013)
Remaining 2or3 Objectives•
• Hazard Communication Training for Police, Fire, & City Hall
Employees
• Public Works training sessions in various compliance areas (ongoing)
• Provide assistance in developing Lock Out Tag Out specific procedures
for equipment
What are the Safety Committee goals for the
future?
• Work with Integrated Loss Control on meeting OSHA standards in
re ards to employee training (Hazard Communication /Right to Know,
AAIR, Lockout Tagout, Bloodborne Pathogen, etc.) and record keeping
(MSDS/ SDS Sheets, Training Records, OSHA 300 log).
• The Safety Committee will become more active and will meet ten times
throughout the course of the year.
• All City of St. Anthony will be inspected annually by ILC and the
respective department heads for any potential OSHA violations. All
reported violations by ILC will be corrected within 90 days of
notification.
• The Safety Committee will review all First Report of Injuries and accident
reports that are submitted by the City.
• The City's Health and Safety Program will continue to be available for all
staff members to review 24/7 on -line through the City's Intranet site.
• All necessary forms will be available through the on -line health and safety
manual.
9/20/2013
9
9/20/2013
Future Goals for the City's Safety Committee
Future Goals
• Continue to work on developing and changing the culture for
City of St. Anthony staff members to become more safety
conscious. The Safety Committee will continue to promote the
values of safety and education to our staff members.
• Continue to teach our employees the importance of identifying
and correcting safety issues or concerns before they become a
hazard.
• Continue to modify, grow, and improve our safety program over
time.
• Work collaboratively to utilize our external (safety consultants,
League of MN Insurance & Trust, Minnesota Safety Council,
other cities) and internal (Police and Fire Fighter training
resources in the areas of Blood Borne Pathogen, CPR /First Aid,
Emergency Preparedness) resources to there fullest extent.
Vill r
Thank You!
Schawn Johnson
Schawn.johnson &ci saint- anthony mn us
Mike Music (ILQ
immusic @ilci.com
THE CITY OF ST. ANTHONYS
FLOOD RELIEF
PROGRAM
2001
March 2001
UL
U:TU LIC W0MSTL000RELIEF- PGW- 2001WCX
TABLE OF CONTENTS
I. GENERAL ................................................................................... ...............................
Page 1
II. ELIGIBLE APPLICANTS .......................................................... ...............................
Page 1
III. ELIGIBLE PROPERTIES ........................................................... ...............................
Page 1
IV. ELIGIBLE IMPROVEMENTS ......................... ............................... ..........................Pagel
V. INELIGIBLE IMPROVEMENTS .............................................. ...............................
Page 2
VI. PROGRAM PROCEDURE ......................................................... ...............................
Page 2
Exhibit B Application for the Flood Relief Program .............................. ...............................
Page 6
Exhibit C Evaluation Form City Engineers Determination of Recurrent Flooding ...............
Page 7
Exhibit D. I Letter of Non - Eligibility ...................................................... ...............................
Page 8
Exhibit D.2 Engineers Recommendation and Request for Contractors Bids .........................
Page 9
Exhibit E Commitment Letter ............................................................... ...............................
Page 10
Exhibit F Contractor and Property Owner Construction Agreement .... ...............................
Page 11
Exhibit G City of St. Anthony Contractor =s Sworn Statement ............ ...............................
Page 15
Exhibit H City and Property Owner Contract ....................................... ...............................
Page 16
Exhibit I Flood Relief Program Change in Work Form ........................ ...............................
Page 19
ExhibitJ Notice To Proceed .................................................................. ...............................
Page 21
Exhibit K Flood Relief Program Completion Certificate ...................... ...............................
Page 22
Exhibit LCompletion Letter ................................................................... ...............................
Page 24
U LTC WOR SI OODR LMF- PGRMQOOLDOCX
FLOOD RELIEF PROGRAM
THIS PROGRAM HAS BEEN DESIGNED TO ASSIST PROPERTY OWNERS WITHIN THE
CITY OF ST. ANTHONY THAT HAVE BEEN SUBJECT TO RECURRENT FLOODING.
FLOOD RELIEF IS ANY MEASURE, APPROVED BY THE CITY, THAT PROPERTY
OWNERS MIGHT TAKE TO MINIMIZE FLOOD DAMAGE TO THEIR PROPERTIES.
GENERAL
This document sets forth the guidelines for the administration of the City of
St. Anthony's Flood Relief Program, hereafter known as the Program.
Grants will be offered to St. Anthony property owners under funding allocated by
the St. Anthony City Council from time to time.
2. The City of St. Anthony will provide a grant equal to 65% of contracted
improvement costs; the property owner will be responsible for the remaining 35%
of the costs.
3. Grants will be available on a city -wide basis, up to a maximum grant amount of
$10,000.
4. The Program will become effective immediately upon City Council approval of
program guidelines and funding.
The Program will be administered by the Public Works Department.
2. ELIGIBLE APPLICANTS
Eligible applicants are owners of property in St. Anthony.
2. There are no income, asset or equity requirements.
Applicants must complete an application form and indicate source of funds to be
used for owners contribution.
4. Owners of property, subject to recurrent flooding, that has not been previously
identified by the Engineering Division, may request participation in the Program.
Requests will be evaluated by the Engineering Division on a case by case basis.
3. ELIGIBLE PROPERTIES
Any property subject to recurrent flooding by storm sewer overflow as
determined by the Engineering Division. Recurrent flooding is determined by
properties located in an impacted area as designated by the Engineering Division,
or properties that do not have at least I% flood protection.
2. Property may be either owner or renter occupied.
Page I UTUELIC W0RXS \M00DRELIEF- PGRM- 2001.DOCX
4. ELIGIBLE IMPROVEMENTS
Improvements are limited to flood relief improvements as approved by the City
Engineer and may include, but are not limited to, any of the following items.
1. Filling, grading and sodding around the house or points of water entry.
2. Adding or modifying window wells.
3. Eliminating basement windows and substituting with glass blocks.
4. Replacing large basement windows with smaller windows.
5. Replacing basement doors with windows.
6. Elevating house and accessory buildings.
7. Building poured concrete or concrete block wall dikes.
NOTE: All improvements to basement living space must retain a proper means
of egress.
2. Other eligible improvements are those items needed to adjust to the new elevation
of a house or garage, such as interior /exterior stairs, electrical, plumbing and
heating extensions, fill and grading of soil around new foundation with sod as
needed, and elevating driveways or walks.
5. INELIGIBLE IMPROVEMENTS
Only flood damaged areas may be improved. The cost and type of improvement must be
reasonable. The reasonableness will be determined by the City.
PROGRAM PROCEDURE
Funding availability will be announced during the first quarter of each year.
Applications are due by June 1. Additional applications may be accepted after
June 1 if funds are available.
The Public Works Department shall maintain a project file which, upon project
completion, will contain the following:
1. City Map - Identifying potential areas of recurrent flooding
2. Property Owner Letter - Program Introduction (Exhibit A)
3. Application - (Exhibit B)
4. City Engineers Determination of Recurrent Flooding (Exhibit C)
5. Letter of Non- Eligibility(Exhibit D.1) or Engineer's Recommendations
and Request for Contractor's Bids. (Exhibit D.2)
6. Commitment Letter (Exhibit E)
7. Contractor and Property Owner Construction Agreement (Exhibit F)
8. Sworn Contractors Statement (Exhibit G)
9. City and Property Owner Contract (Exhibit H)
10. Flood Relief Program Change in Work Form (Exhibit I)
11. Notice to Proceed (Exhibit J)
12. Flood Relief Program (Exhibit K)
13. Completion Letter (Exhibit L)
Page 2 U TU LIC WORKSFLOODREUU -PGRM -2001 DOCX
3. The Program may be advertised in the official newspaper for the City of St.
Anthony.
4. Application packages shall be mailed to property owners upon request.
5. As completed applications are received, the following will occur:
1. Engineering will inspect applicants properties to assess the flooding
problem.
2. To ensure a high quality response, Engineering may coordinate an initial
site visit with the applicant.
3. Engineering will determine the 1% flood level and the lowest opening in
the building.
4. Engineering recommends methods of flood relief.
6. The Program Specialist shall review the proposed flood relief, including ancillary
items, with the property owner and answer any questions they may have.
7. Engineering recommendations for flood relief will be given to the property owner
to obtain three bids. Should the property owner have problems getting three bids,
two bids will be acceptable. The property owner should return contractor bids to
the Program Specialist as soon as possible.
8. Bids shall be reviewed by the Program Specialist for completeness and cost
reasonableness. The lowest responsible bid will be accepted, unless property
owner wishes to pay the difference between low bid contractor and contractor of
their choice.
9. Once a contractor has been selected by the property owner, a Contract (Exhibit F)
shall be signed between the property owner and selected contractor. The Program
Specialist shall send the property owner a Commitment Letter (Exhibit E) stating
the approved grant amount. The owner must also sign a contract (Exhibit H) with
the City at this time. The Program Specialist will send the owner a notice to
proceed (Exhibit J) stating that the contractor may now start work. The
contractor is responsible for normal City permits and fees as required.
10. In the event that changes to the approved work are necessary, a Change in Work
Form (Exhibit I) must be completed. The form outlines all changes in the
approved work and in the grant amount. It must be signed by the contractor, the
property owner and the Program Specialist. As applicable, revised bids should be
attached to the form.
11. While work is in progress, the Program Specialist shall notify the Engineering
Division. The Engineering Division may make site inspections to make sure
specified construction meets elevation requirements. If construction does not
comply with requirements, the Engineer shall inform the Program Specialist on
necessary construction changes.
Page 3 U TUBLIC WORRSTLOODRELIEFPORM- 2001.DOC%
12. All improvements subject to the grant shall be completed within a period of six
months from the date of the commitment letter. Delays or extensions of time will
be evaluated on a case by case basis when a request is received in writing.
13. Upon project completion, the contractor shall arrange for final inspection of all
work. If appropriate, the Building Inspector shall notify the Program Specialist of
approval. The property will also be inspected by Engineering staff at this time.
The contractor shall submit a bill and sign a Sworn Statement (Exhibit G) and a
Completion Certificate (Exhibit K) for payment. The property owner, Inspector,
and Program Specialist shall also sign the Completion Certificate after reviewing
all work completed. A check shall be released to the contractor upon receipt of all
necessary lien waivers.
14. The Program Specialist shall mail a final Completion Letter (Exhibit L) with all
lien waivers to the property owner and close out the file with all previous listed
documentation.
Page 4 U PUBLIC WORXSWLOODRELB;F -PORN -2001 DOCX
/aGs ssl
C4n4rccd- s
CITY OF ST. ANTHONY
RESOLUTION 01 -026
A RESOLUTION ADOPTING GUIDELINES FOR A
CITY -WIDE FLOOD RELIEF PROGRAM AND
PROVISION FOR FUNDING
WHEREAS, the City Council of the City of St. Anthony approved a Storm Water Capital
Improvement Program, which included the initiation of a Flood Relief Grant
Program at their December 3, 1997 Regular Council Meeting; and
WHEREAS, attached hereto are the proposed guidelines for said program in the City of St.
Anthony. Significant points of the proposed program are as follows:
• $100,000 of storm water utility funds will be dedicated in 2001 for the
program.
• All property (owner - occupied or renter - occupied) subject to recurrent
flooding will be eligible for a grant.
• The City will pay 65 % of the cost of an approved project and the
property owner will pay 35 % of the cost.
• All applications will be due by June 1, 2001. The total eligible project
funding, per property owner, is $10,000. Projects are awarded by the
St. Anthony City Council.
• The property owner will apply for a grant. The City Public Works
Department will administer the program, with assistance from the firm
of WSB & Associates, Inc. Applicants will be interviewed to evaluate
the flooding problem. Proposed solutions will be reviewed by the Public
Works Department.
Eligible improvements which could be approved by the City Engineer includes,
but is not limited to, the following:
Filling, grading and sodding around the house or points of water entry.
2. Adding or modifying window wells.
Eliminating basement windows and substituting with glass blocks.
4. Replacing large basement windows with smaller windows.
Resolution 01 -02b
Page 2
5. Replacing basement doors with windows.
6. Building poured concrete or concrete block wall dikes.
WHEREAS, no funds will be available for decorating, carpeting or remodeling needed as
result of flood damage; and
WHEREAS, only flood damaged areas may be improved. The cost and ,type of improvement
must be reasonable. The reasonableness will be determined by the City; and
WHEREAS, Section IV of the guidelines, beginning on Page 2 delineates program
procedures. Administrative costs would be paid by the annual funding
allocation.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of St. Anthony
hereby approves the proposed Flood Relief Grant Program guidelines and allocates $100,000
of storm water utility funds for the program, based on the following:
Adopted
ATTEST
A. The proposed Flood Relief Program is another tool to assist residential
property owners in dealing with unwanted runoff water.
B. Funding is available from the storm water utility fund and is identified in
the Storm Water Capital Improvement Program.
C. The property owner must contribute 35% of the cost of the flood relief
Reviewed by Administration: *CiM#anaerl
City of St. Anthony %V6W
Drainage and Flood Assistance Policy
THIS POLICY HAS BEEN DEVELOPED TO ASSIST PROPERTY OWNERS WITHIN
THE CITY OF ST. ANTHONY THAT HAVE BEEN SUBJECT TO RECURRENT
FLOODING AND PROPERTY DAMAGE DUE TO POOR DRAINAGE
1. GENERAL
This document sets forth the guidelines for the administration of the City of
St. Anthony's Drainage and Flood Relief Assistance Policy, hereafter known as
the "Policy ".
1. Assistance will be offered to St. Anthony property owners under funding
allocated by the St. Anthony City Council.
2. The City of St. Anthony will pay 65% of the improvement costs; the
benefitted or contributing property owner or owners will be responsible for
the remaining 35% of the costs.
2. ELIGIBLE APPLICANTS
1. Eligible applicants are owners of property in St. Anthony.
2. There are no income, asset or equity requirements.
3. Applicants must complete a petition for improvements and submit the
petition to the City Manager for consideration. Sample petition is provided
as Attachment A.
4. Upon acceptance and review of the Petition by the City Manager, the
manager may request that a feasibility evaluation be completed by the
Public Works and Engineering.
5. Upon completion of the feasibility evaluation the City Manager may initiate
a Neighborhood Meeting to discuss the findings, costs and potential
assessments for the improvements.
3. ELIGIBLE IMPROVEMENTS
Improvements are limited to flood relief improvements as approved by the City
Council and may include, but are not limited to, any of the following items:
1. Constructing lateral storm sewer or grading drainage ways from the City's
trunk drainage system along property lines, within ROW, or drainage and
utility easements.
C \USERSIBARB. SUCIU\APPDATA\ LOCAL \MICROSOFT\WINDOWS \TEFWgck9RY INTERNET FILES \CONTENT.OUTLOOK\9ZB8SHZ0\FLOOD POLICY 1013 . DOCX
Easements or Rights of Entry will be granted to the City for the
improvements if they do not exist. The City will not purchase easements
for these improvements as the improvements are voluntary and requested
by the property owner or owners.
3. City will provide the lateral systems, property owners will be responsible to
complete their own grading, piping or draintile to connect into the lateral
system. These costs are 100% the responsibility of the property owner or
owners and will not be included in the City's project costs. These
connections must be reviewed, inspected and approved by the Public
Works Director.
4. PAYMENT PROCEDURES
Projects are subject to approval or denial by the City Council. Though the
project may have merits, the City reserves the right to deny petitioners
based on the availability of City funding for the improvements.
2. 35% of the improvement costs will be assessed to the contributing or
benefitted properties as identified in the feasibility evaluation.
Assessments will be over 15 years and have an interest rate equivalent to
the most recent Street & Utility Improvement Assessments. If no
assessments have been levied for two years prior to improvements the
interest rate will 2% points above the average municipal bond rates for the
previous year.
Assessed property owners can prepay assessments and avoid all interest
charges. Dates for prepayment will be included in the feasibility evaluation
and presented at the neighborhood meeting.
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Attachment A
Petition for the Flood and Drainage Relief
Name of Applicant(s)
Address of Applicant(s)
Phone Numbers: Home:
Address of Property to be evaluated:
Please fill in the information requested below:
1
Q
3.
Work:
Indicate the month and year you purchased the property to be evaluated.
Is the property to be evaluated:
Single Family Duplex Apartment Other
Describe what happens with storm sewer overflow on your property. (Use
additional paper if necessary)
4. When storm sewer overflow has occurred, what damage has been caused?
(Use additional paper if necessary)
5. Month(s) and year(s) the damage occurred.
Applicant(s) Signature
Date
Please return your application to the City of St. Anthony City Manager at 3301 Silver
Lake Road, St. Anthony, Minnesota 55418.
C \USERS\BARB. SUCI U, APPDATA\ LOCALN1ICROSOFIIWINDOWS \TEPWL*9Py INTERNET FILES\CONTEAT. OUTLOOK\9ZBSSIiZOTI -00D POLICY IV ]3 DOCX
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B
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WSB
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Infrastructure a Engineering . Planning a Construction
CITY OF ST. ANTHONY VILLAGE MEMORANDUM
To:
From:
Date:
WSB Project No.
Request:
BACKGROUND
Honorable Mayor and City Council
Mark Casey, City Manager
Kelsey Johnson, ACIP, City Planner
September 24, 2013
City Council Work Session for September 30, 2013
02170 -000
701 Xenia Avenue South
Suite 300
Minneapolis, MN 55416
Tel: 763 - 541 -4800
Fax: 763 - 541 -1700
Electronic Delivery Device (E- Cigarette) Code Language Discussion
What is an Electronic Delivery Device?
Electronic delivery devices (electronic cigarette or e- cigarette) use is on the rise and many communities
are struggling to adjust their existing tobacco ordinance to address this new issue. An electronic cigarette,
also called an e- cigarette, is a battery operated nicotine vaporizer. E- cigarettes often look like traditional
cigarettes but do not produce smoke. The use of the e- cigarettes is referred to as "vaping" rather than
"smoking ".
E- cigarette users purchase cartridges filled with liquid nicotine and other substances, attached the
cartridge onto the e- cigarette battery, and breathe in nicotine vapor produced by a small heating element.
The cartridges are sold in many flavors such as cherry, bubblegum, vanilla, and fruit punch. Liquid
nicotine found in e- cigarettes is derived from tobacco; however most of the devices do not contain any
tobacco. (Information obtained from the Ramsey Tobacco Coalition 612512013 publication).
What Does the City of St. Anthony City Code Say About Electronic Delivery Devices?
Section § 111.046 of the City of St. Anthony Village City Code defines "TOBACCO OR TOBACCO
PRODUCTS" as "any substance or item containing tobacco leaf, including but not limited to cigarettes,
cigars, pipe tobacco; hookah tobacco; snuff, fine cut or other chewing granulated, plug cut, crimp cut;
snus; bidis, or any other preparation of tobacco; cheroots; stogies; perique; formulation of matter
containing biologically active amounts of nicotine that is manufactured, sold, offered for sale, or
otherwise distributed with the expectation that the product or matter will be introduced into the human
body, but does not include any cessation product approved by the United States Food and Drug
Administration for use as a medical treatment to reduce and eliminate nicotine or tobacco dependence ".
"TOBACCO RELATED DEVICES" is defined as "any tobacco product as well as a pipe, rolling papers,
or device intentionally designed or intended to be used in a manner which enables the chewing, sniffing,
or smoking of tobacco or tobacco products.
Furthermore, § 111.057 of the City Code related to "SMOKING PROHIBITED" STATES THAT "It shall
be unlawful for the lighting, inhaling, exhaling or combination thereof of tobacco, tobacco products, or
tobacco related devices by any person in any retail establishment and for any person that owns, leases,
manages, operates or otherwise controls the retail establishment to allow such to occur".
The existing code does not currently define "SMOKING ".
Page 1
September 24, 2013
Page 2
DISCUSSION
Currently the City's definition of "TOBACCO OR TOBACCO PRODUCTS" includes the word
"nicotine" (see below).
"TOBACCO OR TOBACCO PRODUCTS" as "any substance or item containing tobacco leaf,
including but not limited to cigarettes, cigars, pipe tobacco; hookah tobacco; snuff; fine cut or
other chewing granulated, plug cut, crimp cut; snus; bidis, or any other preparation of tobacco;
cheroots; stogies; perique; formulation of matter containing biologically active amounts of
nicotine that is manufactured, sold, offered for sale, or otherwise distributed with the
expectation that the product or matter will be introduced into the human body, but does not
include any cessation product approved by the United States Food and Drug Administration for
use as a medical treatment to reduce and eliminate nicotine or tobacco dependence ".
The City Code prohibits the "lighting, inhaling, exhaling or combination thereof of tobacco, tobacco
products, or tobacco related devices by any person in any retail establishment ...... (see below).
§111.057 "SMOKING PROHIBITED" STATES THAT "It shall be unlawful for the lighting,
inhaling, exhaling or combination thereof of tobacco, tobacco products, or tobacco related
devices by any person in any retail establishment and for any person that owns, leases, manages,
operates or otherwise controls the retail establishment to allow such to occur ".
Interpretation #1: One way to interpret the City's Code would be to infer that 1) since the City prohibits
the "lighting, inhaling, exhaling or combination of tobacco, etc. "; and 2) the definition of "TOBACCO or
TOBACCO PRODUCTS" includes the word "nicotine" and "introducing into the human body"; and
3) electronic delivery devices are filled with liquid nicotine; that the City prohibits the "lighting,
inhaling, exhaling or combination of electronic delivery devices (e- cigarettes).
Interpretation #2: Another way to interpret the City's Code would be to infer that the City only prohibits
"smoking" and that it may not clearly prohibit "vaping" and therefore may not prohibit vaping lounges,
which are places where customers sample and use electronic delivery devices (e- cigarettes).
LANGUAGE TO CONSIDER
Definitions to Potentially Include in the City Code
"ELECTRONIC DELIVERY DEVICE" shall mean any product containing or delivering nicotine,
lobelia, or any other substance intended for human consumption that can be used by a person to simulate
smoking in the delivery of nicotine or any other substance through inhalation of vapor from the product.
Electronic delivery device shall include any component part of such a product whether or not sold
separately. Electronic delivery device shall not include any product that has been approved or otherwise
certified by the United States Food and Drug Administration for legal sales for use in tobacco cessation
treatment or other medical purposes, and is being marketed and sold solely for the approved purpose.
"SMOKING" shall mean inhaling or exhaling smoke from any lighted or heated cigar, cigarette, pipe, or
any other lighted or heated tobacco or plant product, or inhaling or exhaling vapor from any electronic
delivery device. Smoking shall include carrying a lighted or heated cigar, cigarette, pipe, or any other
lighted or heated tobacco or plant product intended for inhalation.
City staff would also need to go through § 111.045 — § 111.057 and update pertinent provisions
accordingly if the City Council elects to make changes to the City Code to incorporate the electronic
delivery device language as discussed in this memo.
Page 2
September 24, 2013
Page 3
NEXT STEPS FOR THE CITY COUNCIL TO CONSIDER
1. Leave the City Code language as -is with the interpretation as outlined above in the "Discussions"
section of this memo as "Interpretation #I".
2. Direct staff to prepare amended language to the City Code to clearly include provisions for
"Electronic Delivery Devices" based on Interpretation #2 as outlined in the "Discussions" section
above.
Page 3
One example of a rechargeable e- cigarette model
"blu" is a brand of electroniccigarettes manufactured
by Lorillard, the company that makes Newport ciga-
rettes. It is purposefully designed to look difference
than a cigarette for use by consumers in places with
smoke -free policies.
This disposable electronic cigarette produced by N10Y
costs about $7. NJOY is the number one selling brand
of electronic cigarettes.
WHAT IS AN ELECTRONIC CIGARETTE?
Electronic cigarettes, also called e- cigarettes, are battery operated
nicotine vaporizers that are produced primarily in China.' E- cigarettes
often look like a traditional cigarette but do not produce smoke. The
use of e- cigarettes is referred to as "vaping" rather than "smoking."
E- cigarette users purchase cartridges filled with liquid nicotine and other
substances, attach the cartridge onto the e- cigarette battery, and breathe
in nicotine vapor produced by a small heating element.
The cartridges are sold in many flavors such as cherry, bubblegum,
vanilla, and fruit punch, making them appealing to youth.2 Disposable
e- cigarettes sell for about $5 and rechargeable e- cigarettes cost up to
$120. E- cigarettes are often advertised as a safer alternative to tobacco
cigarettes; however, the potential health risks associated with these
products is not known.
Liquid nicotine found in e- cigarettes is derived from tobacco; however,
most of the devices do not contain any tobacco. Similar to tobacco
cigarettes, heavy metals, carcinogens, silicate, and nanoparticles (which
can go deep into the lungs) have been found in e- cigarette vapor.3
ARE ELECTRONIC CIGARETTES REGULATED?
The production and manufacturing of e- cigarettes is poorly regulated.45
The Food and Drug Administration (FDA) has noted that "quality
control processes used to manufacture these products are inconsistent
or nonexistent." For example, three different e- cigarette cartridges with
the same label were tested and each cartridge released a substantially
different amount of nicotine with each puff 6
WHATARETHE HEALTH EFFECTS OF ELECTRONIC
CIGARETTE USE?
Because these products are so new, little is known about their long term
health effects. There is a significant amount of research showing the
harmful effects of nicotine: a highly addictive stimulant that increases
blood pressure and heart rate.3 E- cigarettes are designed to deliver high
amounts of nicotine to the user. Often, e- cigarettes deliver more than
two times the amount of nicotine approved by the FDA for smoking
cessation aids.' Many of the ingredients found in e- cigarettes are known
to be dangerous to human health. These ingredients can cause: lung and
cardiac inflammation, cancer, and cell damage.
RESOLUTION SOLUTION.
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Many e- cigarettes are advertised as a smoke -free alter-
native, especially as a New Year's resolution.
Source: Rolling Stone Qanuary 17, 2013). Retrieved from
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SMOKE IN STYLE
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Source: Ok! Magazine (October 3, 2011). Retrieved from
www.tdnketsandtrash.org
WHO USES ELECTRONIC CIGARETTES?
As a result of widespread availability, sales of e- cigarettes are
increasing rapidly. Some predict that electronic cigarette sales
could overtake traditional cigarette sales in the next decade.
Electronic cigarettes are popular among people who are looking
for an alternative to traditional cigarettes. These people are
often looking for a "safer" alternative and the ability to smoke
in places where cigarette smoking is prohibited.
WHAT CAN I DO TO HELP PREVENTYOUTH
ELECTRONIC CIGARETTE USE?
It is critical that local municipalities regulate e- cigarettes. All e-
cigarette vendors should be licensed and subject to the same
provisions as traditional tobacco retailers to ensure youth do
not have access to these products. Minnesota state law currently
regulates the sale of e- cigarettes by prohibiting sale to minors.
Local ordinances should be updated at the county and city level
to ensure that e- cigarettes are not sold to those under 18 years
of age.
Sources:
1. Dooley, E. (2009). E- cigarettes: Not quite healthy. Environmental Health
Perrpectim, 117(9),A392.
2. Kuehn, B. M. (2009). FDA: Electronic cigarettes may be risky. JAM,4 302(9), 937.
3. Williams, M., Villarreal A., Bozhilov K., Lin S., & Talbot, P. (2013). Metal and
silicate particles including nanopartides are present in electronic cigarette
cartomizer fluid and aerosol. PL eS ONE 8(3), e57987.
4. Wollscheid, K. A. & Kremzner, M. E. (2009). Electronic cigarettes: Safety
concerns and regulatory issues. American Journal s(Heatlh- System Pharmacy; 66(19),
1740.
5. Williams, M. & Talbot, P. (2011). Variability among electronic cigarettes in the
pressure drop, airflow rate, and aerosol production. Nirotine & Tobruce Research 13
(12),1276-1283.
6. FDA Only 2009). Summary of results: Laboratory analysis of electronic cigarettes
conducted by FDA. Available from http: / /www.fda.gov /NewsEvents/
PublicHealthFocus /ucml73146.htm
7. Trehy, M. L., Ye, W., Hadwiger, M. E., Moore, T. W., Allgire, J. F., Woodruff, J.
T., Ahadi, S. S., Black, J. C., & Westenberger, B. J. (2011). Analysis of electronic
cigarette cartridges, refill solutions, and smoke for nicotine and nicotine related
impurities. Joumal of Liquid Chromatography & Related Technologier, 34(14), 1442 -1458.
This publication has been made possible by funding from the Minnesota Department of •
Health's Tobacco -Free Communities grant program.
Ramsey Tobacco Coalition is a program of the Association for Nonsmokers- Minnesota.
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Executive Summary
• Given the recent departure of the Interim City Clerk, we recommend that the
City of Birchwood immediately begin the process of hiring a replacement on a
Part-Time basis to work approximately 15 per week.
• The City Clerk would be supported by one or more Office Assistants working
approximately 8 hours per week on various administrative tasks. This position
would also be classified as a Part-Time employee.
• The City of St. Anthony recommends, and is proposing to provide, outside
financial services that encompass Treasurer responsibilities. We are confident
that a third party can provide the services more efficiently than Birchwood can
accomplish with an internal employee.
• In addition, the City of St. Anthony is proposing to provide administrative
support services for the Part-Time Birchwood staff to assist primarily in
acclimation for the new City Clerk and as a general resource for staff.
We are confident that St. Anthony can efficiently complete all necessary financial
duties for Birchwood utilizing existing software already in place and current staff.
In addition, we are confident that the Administrative Support piece would lessen
over time as the new Birchwood City Clerk acclimates to their position. As well as
efficiencies gained through recommendations from St. Anthony staff to improve
process and communication at Birchwood City Hall.
BIRCHWOOD INTERNAL CONTRACTED WITH ST. ANTHONY
City Clerk $17,500 Treasurer $23,500
Office Assistants $8,000
DATE: September 24, 2013
Our Mission is to be a progressive and
TO: Mark Casey
livable community, a walkable village,
which is sustainable, safe and secure
FROM: Shelly Rueckert & Charlie Yunker
$39,400
RE: Proposal for the City of Birchwood
3301 Silver Lake Road
St. Anthony, MN 55418
Utility Billing
vraw.ci.saint- anthony. mn.us
the proposal is accepted, St Anthony
(812) 782 -3301 office
Attached you will find our proposal to provide expanded financial services to the
(812) 782 -3302 fax
City of Birchwood Village, as well as recommendations for overall staffing. A
summary of our recommendations are as follows:
• Given the recent departure of the Interim City Clerk, we recommend that the
City of Birchwood immediately begin the process of hiring a replacement on a
Part-Time basis to work approximately 15 per week.
• The City Clerk would be supported by one or more Office Assistants working
approximately 8 hours per week on various administrative tasks. This position
would also be classified as a Part-Time employee.
• The City of St. Anthony recommends, and is proposing to provide, outside
financial services that encompass Treasurer responsibilities. We are confident
that a third party can provide the services more efficiently than Birchwood can
accomplish with an internal employee.
• In addition, the City of St. Anthony is proposing to provide administrative
support services for the Part-Time Birchwood staff to assist primarily in
acclimation for the new City Clerk and as a general resource for staff.
We are confident that St. Anthony can efficiently complete all necessary financial
duties for Birchwood utilizing existing software already in place and current staff.
In addition, we are confident that the Administrative Support piece would lessen
over time as the new Birchwood City Clerk acclimates to their position. As well as
efficiencies gained through recommendations from St. Anthony staff to improve
process and communication at Birchwood City Hall.
BIRCHWOOD INTERNAL CONTRACTED WITH ST. ANTHONY
City Clerk $17,500 Treasurer $23,500
Office Assistants $8,000
Administrative
$15,900
Support
Total $25,500
Total
$39,400
Due to efficiencies gained by providing
a greater scope of financial services if
Utility Billing
$6,400
the proposal is accepted, St Anthony
would lower the annual Utility Billing
services cost from$ 7, 000.00 annually
to $6,400.00 annually.
Grant Total
$45 ,800
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PROPOSAL
SEPTEMBER 24 2013
City Council
Treasurer
11 lAssistants
Parks Streets Water
Organizational Structure
Contracted Treasurer
The City of St. Anthony is proposing to contract with The City of Birchwood to expand the
scope of financial services beyond the Utility Billing services currently being provided. We
are confident St. Anthony can provide the services more efficiently than Birchwood can
accomplish with an internal employee.
Volunteer Coordination
Our recommendation for the most efficient operation of day -to -day activities in the City of
Birchwood is to maintain two individuals working out of Birchwood City Hall on a regular
basis. These employees will be responsible for all administrative duties of the City, as well
as handling resident inquiries.
In addition, one of these employees should be appointed as a 'Volunteer Coordinator' to
serve as liaison between the City Council and the volunteer staff. This individual would
attend City Council meetings and work sessions and communicate direction to the
volunteer staff.
City of St. Anthony
City Hall Staffing
City Clerk
Position Summary
This is a visible and non - exempt position providing
administrative support to the City Council, administering
City elections, maintaining official City records and files,
coordinating City Council and Commission materials and
activities, and special projects as assigned
Essential Accountabilities and Job Responsibilities
• Preparation of Council agendas, including assembling
of packets for distribution to the Mayor and City
Council, media and staff as appropriate
• Attend monthly City Council Meetings.
• Oversee preparation, maintenance, filing and
publication of official records, documents, resolutions,
ordinances, and City Codes. Responsible for
maintaining the City's official seal and assure
documents are recorded as legally required.
• Maintain complete and accessible official records,
including Council meeting minutes, easements,
lawsuits, ordinances, resolutions, and legal notices,
act as an the City's Data Practices Official and
oversee the City's record retention plan.
• Coordinate preparation of planning information
monthly, including publishing of public hearing notices,
mailing notifications of public hearings.
• Conduct all city, county, state and federal elections as
prescribed by statute and ordinance. Supervises voter
registration, prepare election notices and materials,
arrange voting places, and prepare voting machines.
Responsible for conducting the recruitment and
training of elections judges. Pick up and supervise the
tabulation and delivery of election results.
• Respond to inquiries and requests from the public
regarding the City including but not limited to
ordinances, City history, and Council actions.
• Responsible for coordinating City related
communications involving the newsletter, social
media, and serve as the webmaster for the City's
webpage.
• Serve as a Notary Public for the City.
• Perform other duties and assume other responsibilities
as apparent or as assigned.
Office Assistants
Position Summary
This is a visible and non - exempt position providing
administrative support to the City Clerk, coordination
with community volunteers and City Hall activities
scheduling, office equipment maintenance, and special
projects as assigned
Essential Accountabilities and Job Responsibilities
• Greet visitors and perform various customer
service and administrative duties.
• Receives, sorts and distributes incoming mail.
• Reserving /rental of City Hall community meeting
rooms for daytime and evening activities.
• Handles a wide variety of questions from the public
over the phone and in person providing them with
accurate and timely information.
• Maintain neat and orderly records for
documentation and easy reference
• Provide general office support to the City Clerk on
various projects.
• Work with community volunteer staff to coordinate
activities.
• Perform other duties and responsibilities as
needed or assigned
Hours
Office 3 3 2 8
Assistants
City
Clerk 6 6 3 15
Weekly
Total 23
Hours can vary from week to week beyond set open
hours due to fluctuations in work load.
r '
Financial Services
Treasurer
Performs financial oversight, planning, and administrative duties to perform financial oversight,
planning, and administrative duties, with responsibility over the City's budget, accounting, and
related financial operations. The work is performed under the general direction of the Mayor, but
considerable latitude is granted for the exercise of independent judgment and initiative.
• Bi- weekly payroll processing and related benefit submissions
• Quarterly and Year -end reporting for payroll
• Prepare checks based on weekly check requests
• Recording tax settlements and other receipts for general ledger purposes
• Bank Reconciliations
• Monthly listing of receipts and checks
• Monthly statement of revenues and expenses
• Maintain General Ledger
Utility Billing
The Utility Billing position is a moderately complex position requiring knowledge of utility billing
and accounting principles. Work is performed in accordance with established procedures, and
judgment is required in analyzing transactions and communicating with the public.
• Process quarterly utility bills for all residents
• Collect and monitor payments and process shut -off notices
• Assist customers in the understanding of the utility bills
• Oversee the set -up of new customer accounts & process security deposits
• Process all updates and changes to customer accounts
• Conduct all other aspects of the utility billing processes
AM
BIRCHWOOD INTERNAL
CONTRACTED WITH ST. ANTHONY
City Clerk $17,500
Treasurer
$23,500
Office Assistants $8,000
Administrative
$15,900
Support
Total $25,500
Total
$39,400
Due to efficiencies gained by providing
a greater scope of financial services if
Utility Billing
$6,400
the proposal is accepted, St Anthony
would lower the annual Utility Billing
services cost from $7, 000.00 annually
to $6,400. 00 annually.
Grant Total
$45,800
St. Anthony Village may, subject to prior
authorization by the City of Birchwood,
consult with its city attorney relating to
legal issues that may arise out of the
services provided under this Agreement.
The City of Birchwood will reimburse St.
Anthony Village for such out -of- pocket
legal fees.
Additional services requested:
$67.00 per hour for Finance Director
$43.00 per hour Accountant
$35.00 per hour Accounting Clerk
liwr
*Ia 'MC�
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2014 St. Anthony Meeting/Holiday Schedule
1 Holiday New Years Day
14 City Council
17 Goal Setting
20 Holiday Martin Luther King
27 Planning Commission
28 City Council
11 City Council
17 Holiday President's Day
24 Planning Commission
25 City Council
10 Parks Commission
11 City Council
24 Planning Commission
25 City Council
8 City Council
18 Holiday Good Friday
22 City Council
28 Planning Commission
29 Joint Meeting School Board
3 Clean Up Day
13 City Council
19 Planning Commission
26 Holiday Memorial Day
27 City Council
9 Parks Commission
10 City Council
23 Planning Commission
24 City Council
31 Joint Meeting School Board
KEY:
Council Meetings
Planning Commission
Parks
Joint Meetings with School Board
Other Events
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4 Holiday Independence Day
8 City Council
22 City Council
28 Planning Commission
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1 -3 VillageFest
5 Nite to Unite
12 Primary Election
12 City Council - 8 pm
25 Planning Commission
26 City Council
1 Holiday Labor Day
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23 City Council
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13 Holiday Columbus Day
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24 Planning Commission
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Joint Meetings with Commissions & School Board begin at 5:30 pm
All other meetings begin at 7 pm unless otherwise specified
*]a '
2014 City Council Meeting Dates
January 14, 2014
January 28, 2014
February 11, 2014
February 25, 2014
March 11, 2014
March 25, 2014
April 8, 2014
April 22, 2014
May 13, 2014
May 27, 2014
June 10, 2014
June 24, 2014
July 8, 2014
July 22, 2014
August 12, 2014
August 26, 2014
September 9, 2014
September 23, 2014
October 14, 2014
October 28, 2014
November 11, 2014
November 25, 2014
December 9, 2014
December 23, 2014